1 machine operator manual - montcopa.org

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MACHINE OPERATOR MANUALMontgomery County Voter Services

FOR MACHINE QUESTIONS & ISSUES CALL: Warehouse: (610) 278-3820 Warehouse: (610) 292-4925 – Election Day Only Warehouse: (610) 292-4926 – Election Day Only

FOR VOTER REGISTRATION QUESTIONS CALL: Voter Registration: (610) 278-3280

Video Instructions can be found online at http://montcopa.org/pollworker

http://montcopa.org/pollworker

MACHINE OPERATOR MANUAL Montgomery County

Contents EMERGENCY PHONE NUMBERS ..................................... 3

INVENTORY .................................................................... 4

ELECTION OFFICIALS....................................................... 5

Section 1: SETUP & PREPARATION ................................. 6ROOM LAYOUT AND VOTING STATIONS ................................................. 7

CARDBOARD VOTING BOOTHS ................................................................ 8

BALLOT SCANNER .................................................................................... 8

BALLOT MARKING DEVICE (BMD) CART ................................................ 14

BALLOT MARKING DEVICE (BMD) SETUP .............................................. 17

Section 2: MACHINE OPERATOR ................................... 19BALLOT MARKING DEVICE ..................................................................... 19

Section 3: CLOSING POLLS ............................................ 20BALLOT COUNT ...................................................................................... 21

BALLOT SCANNER PART I ....................................................................... 22

BALLOT SCANNER PART II ...................................................................... 24

BALLOT MARKING DEVICE TABLET ........................................................ 24

BALLOT MARKING DEVICE CART ........................................................... 25

DROP OFF ITEMS ................................................................................... 26

Section 4: EQUIPMENT PROBLEMS ............................... 27THERMAL PRINTER ERROR (BALLOT SCANNER) .................................... 27

REPRINTING ELECTION REPORTS........................................................... 28

BALLOT SCANNER .................................................................................. 30

BALLOT MARKING DEVICE TABLET ........................................................ 30

BMD PRINTER ........................................................................................ 31

SEALS ..................................................................................................... 33

USING THE AUXILIARY BIN ..................................................................... 33

Montgomery County MACHINE OPERATOR MANUAL

EMERGENCY PHONE NUMBERS

If there is a Medical Emergency - Call 911

When the medical emergency is under control, please make a follow-up call to Election Board at 610-278-3275

Evacuation of Your Polling Place – Call 911 If you must leave your polling place due to any emergency (fire, flood, other)

DO NOT PANIC – Public safety is our first concern

If possible, take all poll books, Election Day ballots and the JOE Supply Box with you. Go to a

safe place. The Judge of Election must make sure everyone is accounted for.

As soon as you can, call the Election Board at 610-278-3275

When the polling place re-opens:

Inspect your voting area - If the voting equipment is not operable, call the Warehouse at 610-278-3820

Begin processing voters; use the emergency slot for ballots until the voting equipment is operable Call

the Election Board at 610-278- 3275 to report the polling place has re-opened


INVENTORY

BALLOT SCANNER(S) – Some precincts will have more than one based on voter registration

BALLOT MARKING DEVICE CART – Contains tablet, printer and UPS Battery Backup

VOTING PRIVACY STATIONS – (can be set up the night before)

1 JUDGE OF ELECTIONS BOX – Contains Poll Books, 1 white Election Supplies Box, personal protective equipment and other supplies. The White Election Supplies Box contains the black key pouch, yellow media pouch, seal bag and other documents.


ELECTION OFFICIALS

On Election Day, when you are serving as a poll worker, it is essential that you conduct yourself in a non-political manner, both in action and appearance. Therefore, the following are prohibited while serving as a poll worker at the polls on Election Day:

• Speaking for or against any party, candidate or issue – even in a joking way- regardless ofwhether or not it is actually on the ballot

• Wearing any campaign paraphernalia• Giving advice on who to vote for or what to vote for, even if you are asked by a voter

JUDGE OF ELECTION

The Judge of Election is in charge of all Election Day activities and personnel inside the polling place, including the Constable or the Election Day Constable.

The Judge of Election is responsible for picking up the supply box the Saturday before Election Day (unless they designate that responsibility to someone else) and contacting the polling place prior to Election Day to ensure that the polling place will be accessible beginning at 6:00 AM Election Day. They must ensure that they have the correct box for their assigned precinct.

The Judge of Election is also responsible for opening and closing the voting equipment, for completing all paperwork and for delivering all the election supplies to the Satellite Station after the polls close. As soon as they get to the facility, the judge should verify that they have the machines & ballots that match their precinct.


INSPECTORS OF ELECTION

The Inspectors normally manage the poll books and issue the ballot to the eligible voters. They will also give Voter Ready slips to those voters who request to vote using the ballot marking device if they are deemed eligible to vote. The Majority Inspector is so named as the Inspector receiving the most votes at the election.

MINORITY CLERK

The Minority Clerk is appointed by the Minority Inspector and enters the eligible voter’s name on the Numbered List of Voters tablet.

MACHINE OPERATOR

The Machine Operator is appointed by the committee from the political party of which the Judge of Election is a member.

ELECTION DAY CONSTABLES

The Elected Constable appoints the Election Day Constable. This appointment must be approved by the Court prior to Election Day and all Election Day Constables must be able to produce a certificate when appearing at the polls to work. Under NO circumstances are Election Day Constables appointed the day of Election either by the elected Constable or the Judge of Election. As with all members of the local election board, Constables (Elected or Election Day) work under the direction of the Judge of Election and must work a full day in order to be paid.

Section 1: SETUP & PREPARATION

Good preparation is crucial to a successful Election Day! If you have problems or questions during set


up, please call the warehouse. OPEN POLLS – 7:00 AM CLOSE POLLS – 8:00 PM ROOM LAYOUT AND VOTING STATIONS

1. The Judge of Election has discretion in setting up layout. In general, create a linear layout whereverpossible.

a. Voters enter at one point and exit at a different point, moving forward at each stage. Ifnot possible, consider a circular or U shaped pathway such as the sample layoutshown below.

2. Use Best Social Distancing Practices (at least 6 feet between stations) to set up as many VotingStations as is safely possible.

a. You can use the provided Tape Measurer and Floor safe tape to mark queue waypoints.3. Tables

a. Consider using two tables for the different poll books so that social distancing is maintained.

Registration N-Z

Registration A-M

(Sample Layout)

Poll Worker / Volunteer / Machine Operator Area


CARDBOARD VOTING BOOTHS 1. The cardboard voting booths will come in a bundle. They need to be separated and assembled.2. Pull two of the sides away from each other, opening it to form a square.3. There is a flap that folds down to create a writing surface.

BALLOT SCANNER

1. Gather the Black Key Pouch and Seal Bag from the WhiteElection Supplies Box. Remove the lanyard and keys and keep them available. You’ll also need the General Return of Votes Cast form.

2. When you are choosing the location for the scanner, keep inmind that this is the last thing a voter will use before exiting,so it makes sense to set it up near the exit if possible.

3. The lanyard should have a small black I button, a Poll Workercard, a round gold key and a square silver key. The key pouchalso contains another card, which you will need to set up theBallot Marking Device. Set the card aside for now.

4. Remove Seals on the lid and side and record the SEAL NUMBERs on the General Returns of Votes Cast (located in the white ELECTION SUPPLIES box). Put BROKEN SEALS in Plastic Bag with New Seals.


5. Position the Ballot Scanner and lock its wheels.

6. In the Ballot Container, remove the extension cord, all ballots and Blue Ballot Bags.7. CRITICAL: Double check that you have the correct ballots, as the scanner will only read the ballots

for your precinct.8. If they are not correct, call the warehouse immediately.9. Make sure the Write-In Tray is closed (as shown). Then close and lock the door. (The door does not

close all the way until it is latched and locked)


The scanner will power on when plugged in.

Display Screen

10. Next, we are going to take the top of the scanner off. Thereare two latches on either side. Unlock them and set the lidaside.

11. When you take the lid off you will notice that there are twoseals where the compact flash cards go.If those seals are broken, call the warehouse immediately.

12. Open the power cord tray and plug the Scanner in. Use the floor-safe tape to secure the cord to the floor so that it is not a tripping hazard.

13. The scanner will take a minute to boot up. When it starts beeping, place the i Button from your lanyard onto the “Security Key” receptacle. This might take a few tries to read properly.The i Button lanyard with the poll worker key is located in the Black Key Pouch in the white Election Supplies box in the Judge of Election Box.


13. Use the Code Card from the Black Key Pouch to enter the Ballot Scanner Password on theDisplay Touch Screen, then press Enter.

14. Make sure the time is correct and press YES. If it is not, Press NO and go through thescreens to correct it.


15. Make sure the BALLOTS CAST: Counter indicates 0. If it shows any votes, call thewarehouse for instructions on how to REZERO the counter.

16. Press OPEN POLL. Press ZERO to automatically print 3 copies of the Zero Report.


17. The Zero Results tape must be signed by the Judge of Elections and two Inspectors. A copyneeds to be posted for anyone to inspect to verify the polls opened with 0 Ballots Cast.

18. Enter Protective Counter # from ZERO Report on the General Returns of Votes Cast

The BALLOT SCANNER is ready to receive ballots!

NOTE: The Ballot Scanner uses tick marks on the side to read ballots in ANY orientation. A “backwards” “upside-down” ballot is read exactly the same as any other. These tick marks also prevent any marker bleed through from affecting the vote, even on a double-sided ballot.


BALLOT MARKING DEVICE (BMD) CART

1. Gather the Black Key Pouch and Seal Bag from the White Election Supplies Box. Remove the lanyard and keys and keep them available.

2. Arrange the cart facing a wall for voter privacy, then lock the wheels.

3. Remove Seals on the SIDE and FRONT andrecord the SEAL NUMBER on the GeneralReturns of Votes Cast (located in the whiteELECTION SUPPLIES Box). Put BROKEN SEALSin Plastic Bag with New Seals.

4. Next, you are going to unlatch the four latches on the machine – there is one on eitherside and two on the front door. Use the silver key on your keychain to unlock the front door. Remove the key and depress lock cylinder while pulling on the finger hold. Open the door all the way so it attaches to the side (a magnet will hold it in place).


5. Unlatch both side latches and lift the LID of the Cart. Unlatch 2 privacy screen walls nearhandles and fold down.

CAUTION! There is low clearance between the TABLET & privacy walls.) You may need to lift up on the screen to fit it over the holding fixture.

6. Lift the tablet up and flip open the kickstand.


7. ON THE PUSH HANDLE ON THE BACK OF THE CART IS AN EXTENSION CORD. UNWIND ANDPLUG CORD INTO AN OUTLET. Use the black Floor-Safe Tape in the Judge of Elections box tosecure the extension cord TO THE FLOOR. Do not use the tape on equipment.

8. If the Tablet did not turn on when the cart was plugged in, push the power button under thePrinter / Power door. This is located on the lower right side of the Tablet. Once done, leanTablet back into place.

9. The printer will also likely turn on automatically once it is plugged in. If it did not, you canpress the power button on the printer. Double check that it has paper loaded.


BALLOT MARKING DEVICE (BMD) SETUP

10. Once the BMD is on, remove the POLL WORKER CARD from the BLACK KEY BAG, and insert it with thechip facing down.

11. Use the code on the Code Card inthe BLACK KEY BAG to log in.Confirm the time is correct. If thetime is incorrect, press “SetTime” and use the dial to set thecorrect time.

12. Look at where it says“Tabulators” in the PollAdministration Screen. Makesure that the tabulator selectedmatches your precinct (on asticker on the right side of thetablet).


13. If the Public Counter is not set to 0, press ReZero.14. Then make sure the AVS Controller and Manual Session Activation are checked.15. Press Open Poll and select YES to open the polls.

NOTE: You may see a Printer Error appear. Select OKAY and repeat Step 15 to open the polls. If it persists, call thewarehouse.

16. Place a bottle of hand sanitizer by the BMD for use before & after using the tablet.


Section 2: MACHINE OPERATOR BALLOT MARKING DEVICE

1. To ready the BMD for a voter, the Machine Operator should insert the Poll Worker Card (chip facingdown).

2. Press Activate Ballot

3. Enter your PrecinctCode located on the topof Ballots and on a labelon the BMD in theupper right corner.

4. IF the voter needs orwould like to use the Headphones and ATI Paddle, check the “Enable ATI Controller” box.

5. Press Next 6. Remove the Poll Worker Card from the BMD.

7. The Voter can now vote.


Section 3: CLOSING POLLS CLOSE polls at 8:00 PM; however, ALL voters in line at that time, if found qualified, must be permitted to vote. Once all voters have cast their vote, secure the poll location.

After the LAST PERSON has finished VOTING, and BEFORE shutting down the Ballot Scanner and the Ballot Marking Device:

1. Double check that there aren’t any ballots in the Auxiliary Bin.2. RECORD the Ballots Cast number from SCANNER on General Returns of Votes Cast3. UNLOCK side door on SCANNER; REMOVE all BALLOTS in main area, and place in BLUE CANVAS BALLOT

BAG(S)4. RECORD the Ballots Cast number from Ballot Marking Device on General Returns of Votes Cast5. Open the write-in access door (shown right in green) inside the ballot scanner and take out all the

ballots with write-in votes and place them in Envelope W - ALL ballots with Write-Ins and place theenvelope in one of the BLUE CANVAS BALLOT BAG(S).

6. Close the side door on the ballot scanner.


BALLOT COUNT 7. RECORD number of UNUSED BALLOTS on the General Returns of Votes Cast8. COUNT SPOILED BALLOTS and VERIFY that number matches the Spoiled Ballot Log9. RECORD number of SPOILED BALLOTS on General Returns of Votes Cast10. VERIFY that ALL Ballots are accounted for & recorded correctly

a. Voted – Ballots that were scanned and deposited into the ballot scanner bin.b. Unused – blank ballots that were not used

11. Spoiled – ballots that were marked or voted on but whichneeded to be voided.

12. PLACE UNUSED BALLOTS and Extension Cord inside theSCANNER

DO NOT LOCK THE SIDE DOOR AND PLACE THE GREEN SEAL ON THE SIDE DOOR UNTIL YOU HAVE ACCOUNTED FOR ALL BALLOTS (UNUSED, SPOILED, VOTED)

13. Before placing any blue seals on any of the BLUE BAGS:

a. Record the seal number(s) on the General Returns ofVotes Cast sheet.

b. Sign the General Returns of Votes Cast and place the originalcopy in Envelope A. Place Envelope A in the Judge of Election Box.

c. Close all the zippers on the blue bags and place the blue sealslabeled “BLUE BAG” through all the eyelets and the zippers andtighten.

14. Post the second copy of the General Returns of Votes Cast sheet


outside the poll and place the third copy in Envelope B for the Minority Inspector.

PLEASE NOTE: There is NO recount ever to be done at the precinct Election Day. All results are unofficial Election Day. There are different ways to trigger a recount; none of them occurring Election Day. The paper ballots will be kept in a secured location until the results are official. The ballots will be produced if a recount is called for.

BALLOT SCANNER PART I

1. To close, put SECURITY KEY on SECURITY KEYPAD (on top) until Administrative Menu appears2. Select “CLOSE POLLS” on menu, and enter the LOG IN CODE. Press YES to confirm.3. The machine will print out 3 copies of the RESULTS TAPE: (1) Envelope A; (1) Envelope B; (1) POST4. Press “NO” when it asks if you want to print more copies. DO NOT provide additional copies to

anyone.

5. Sign all three copies. (Committee people may review the RESULTS TAPE while you finishclosing the polls and before posting the tape at the polls.)

6. Press “POWER DOWN” button, and YES to confirm.


7. Enter protective counter # from RESULTS TAPE onGeneral Returns of Votes Cast

8. Break the GREEN “RESULTS CARD” SEAL on the topfront of the scanner where it says “POLL WORKER”

9. RECORD SEAL NUMBER (CARD RETURN) on theGeneral Returns of Votes Cast

10. Put BROKEN SEAL in Plastic Bag with New Seals11. Open the compartment; press the SQUARE BUTTON

on the RIGHT to eject the Compact Flash Card.12. CRITICAL!!!

Place the CF Card in the YELLOW media bag from the Judge’s Box. This must be returned to your drop off location on Election Night.

13. Place NEW YELLOW SEAL (CARD RETURN) on yellowmedia bag (through zipper) and tighten

14. RECORD SEAL NUMBER (CARD RETURN) on General Returns of Votes Cast


BALLOT SCANNER PART II

15. Close and lock SLIDING DOOR on SCANNER16. Place NEW GREEN SEAL (SIDE DOOR) on door and tighten17. RECORD SEAL NUMBER (SIDE DOOR) on General Returns of Votes Cast18. Unplug scanner & return cord to the cord compartment and close the grey door19. Place the LID on the top of the scanner and LOCK it on

BOTH SIDES, using the gold circular key.20. Place NEW GREEN SEAL (OUTER LID) on door and tighten21. RECORD SEAL NUMBER (OUTER LID) on General Returns of Votes Cast

BALLOT MARKING DEVICE TABLET

22. Insert CARD into base of unit23. Enter LOG IN CODE24. This will take you to the Administrative Menu.25. Record the Total Number of Votes Cast on the General

Return of Votes Cast.26. Press “CLOSE POLLS” button, then “YES” to confirm27. After poll is closed on the tablet, press the “POWER OFF” button28. Press “YES” to confirm turning off the tablet.


BALLOT MARKING DEVICE CART

29. Press the POWER OFF button on the printer.30. Unplug from wall and wrap cord around push handle on back of cart.31. Close and latch privacy screens.

32. Lay down Tablet and close LID. Close latches on both sides of lid.33. Close FRONT DOOR and LOCK it.


DROP OFF ITEMS 34. The Judge of Election MUST return the following supplies to the Satellite Station as soon as possible

on ELECTION NIGHT. Your drop off location is printed on a yellow card on the lid of the Judge of Elections box.

35. JUDGE OF ELECTIONS box with white ELECTION SUPPLIES box inside36. BLUE BALLOT BAG(S) containing ONLY the voted ballots. (Unused ballots should be placed back in the

bottom of the Ballot Scanner)37. Pay Sheets38. CRITICAL! YELLOW MEDIA POUCH containing COMPACT FLASH CARD


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Section 4: EQUIPMENT PROBLEMS

Some machine problems can be fixed by using this portion of the manual. Others may require that you call the warehouse and get assistance over the phone. If neither of those avenues solve the problem, a roving technician will be dispatched to your location.

THERMAL PRINTER ERROR (BALLOT SCANNER)

THERMAL PRINTER ERRORS are the most common issues with the Ballot Scanner. The roller can come loose or the paper is too tight, leading to problems.

PROBLEM ROLLER CAME LOOSE. This can happen in transit or while removing a report and will result in a printer error.

SOLUTION 1. Open the printer tray.2. Line up the paper so it will feed straight.3. Place the roller so the rubber cylinder goes over the top of the paper (do NOT

thread paper through theroller). The on the left side of the roller fits into a special slot.

4. Depress the roller into place. Press “retry” on the screen


REPRINTING ELECTION REPORTS

PROBLEM If there was an error with the Thermal Printer, you may need to reprint the

ELECTION RESULTS report.

SOLUTION 1. Put the i Button on the Security Key receptacle.2. Press UTITLITIES, press REPORTS, press ELECTION REPORT.3. Enter the NUMBER OF COPIES that you want to print (not the passcode). Press

enter.


PROBLEM “STUTTERING,” named after the sound the printer makes. This is where the paper is not feeding fast enough to match the printer. It results in cut-off text (shown below) or sometimes just squiggles of ink.

SOLUTION 1. Open the printer tray.1. Push Blue Button to detach the roller.2. Pull an arm’s length of tape from the roll and rip it off.

3. Leave a little paper exposedand reseat the roller.


BALLOT SCANNER

PROBLEM The scanner says gives a WARNING MISREAD message.

SOLUTION 1. Make sure the Ballot Header is for yourprecinct and that your scanner is alsolabeled for your precinct. Only Election Dayballots will scan.

If you have incorrect Ballots or Scanners call the warehouse immediately.

PROBLEM The scanner gives a warning message that a ballot has been over-voted. SOLUTION This means that a voter has selected more candidates than what the race calls

for – like choosing two candidates for the office of President. If the voter decides they want to have their ballot returned so that it can be spoiled, they press the “Return” button. The Judge of Elections will spoil their ballot and provide a new one. The voter can also choose to “Cast” their vote regardless of the over-vote. In that case, their vote will not count for the race that has the over vote, but their selections for all other offices will be counted. For example, if they choose two candidates for President their vote will not count, but their vote for Attorney General would.

BALLOT MARKING DEVICE TABLET

PROBLEM The ATI Paddle/Controller and Headset aren’t working. SOLUTION Check all of the connections:


- The plug into the top of the ATI Paddle- The headphone plug that goes into the bottom of the ATI Paddle- The connections into the left side of the tablet

BMD PRINTER

PROBLEM A PRINTER ERROR ON THE BALLOT MARKING DEVICE. Currently, all BMDs present a printer error when trying to open the polls. Accepting this error and opening the polls again fixes this in the vast majority of cases. If it does not...

SOLUTION 1. Check the connections to the Printer on the lower right hand side of theBMD (it will have a yellow sticker on the plug) and on the top left, in the back of the printer.

2. If they are connected, try disconnecting both and reconnecting them.


3. Check the Printer Tray and ensure it has paper.4. (Extra paper is next to the printer)5. Remove and reseat the toner cartridge (shown next page).

a. Press the button on the upper right side of the printer to open the door.

b. Pull the toner cartridge towards you a few inches. It follows a track.

c. Push the cartridge back into place till it locks in place. Flip the doorclosed.

d. If the problem persists, call the warehouse.


SEALS

PROBLEM SEAL WON’T BREAK OR ARE BROKEN. Seals can break in transit. Sometimes twisting them won’t break the plastic.

SOLUTION 1. To break a seal, twist it. If that doesn’t work, untwist it, pull it as tight aspossible, then twist.

2. If the seal is already broken, note this on the General Returns of Votes Cast.

3. If the machine appears to have been tampered with or damaged call thewarehouse immediately.

USING THE AUXILIARY BIN 1. If an issue is beyond your ability to handle, you may be instructed by the warehouse to open the

Auxiliary Bin. You should only do this if instructed by the warehouse.2. It is located on the back part of the scanner and is accessed with the gold key from the Judge’s box.

Unlock the flap and flip it open. There is a plastic barrier that prevents people from inserting a ballot,you can push that up so that the slot opens.

3. Close the Auxilliary Bin and lock it.4. Once the scanner is back up and running, the Auxiliary Bin should be opened and all ballots must be

scanned. A Poll Worker from both parties (1 Republican and 1 Democrat) should be present.5. Note: If a voter is not comfortable using the Auxiliary Bin, they may wait until the scanner is up and

running. Voters are NOT permitted to leave the polling location with their ballot and return later toscan it.

1 machine operator manual - montcopa.org

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