1....searching for voters – tips you may do partial searches in the name field. example: name is...

PROCESSING VOTERS - Using DFM VOTE CENTER PROCESSING

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To open the dashboard, click on the “Vote Center” blue box button.

From the Vote Center Dashboard, confirm your Voting Site is set to the correct Polling Place Location. To begin processing voters and issuing ballots follow the instructions listed below:

1. Process Voters: Select the Process Voters option from the menu on the left of the screen.

2. NAME: Use the “Voter Last Name” field and the “Voter First Name” field to search for the voter. DO NOT add in the residence address and date of birth. Wait for the search results to appear below the search fields, under “Search Results”

3. SEARCH: You may click or press “Enter” on the keyboard.

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4. RESIDENCE ADDRESS: Once the search results appear, ask the voter confirm their residence address and date of birth (if necessary.) – if the residence address is the same go to step 5.

• If the address is different – the voter will need to complete a Change of Address Form to update their residential address before you may proceed with issuing a ballot. Please see Updating Address/CVR Voter section.

5. STATUS COLUMN: Confirm the voter’s status before you open the record. If the voter has one of the following status icons you may proceed to opening the voter’s record to issue a ballot:

Exception: If an “I” (inactive) is in the Status Column and the voter has no changes to their record – you can activate their record and issue a ballot. We will cover this later in the directions.

6. VOTER ID: Click on the Voter ID number to open the voter’s record.

7. Check the ballot issued section of the voter’s record to confirm a ballot has not already been returned locally and confirm the voter has a Green light in the Ballot Activity Status.

If you see a Yellow light, you may not proceed with issuing the voter non-provisional ballot. If you see a Red light, you may not proceed with issuing the voter a non-provisional ballot, this voter has already voted. (Options for assisting these voters will be covered in the Provisional Section.)

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8. Check for Messages • If a message states that the Voter has already returned a ballot, tell the voter this information and provide

the date it was returned by checking the “Returned Date”

9. Ask the voter if they would like a ballot to take with them “To-Go” or if they are ready to vote today at the

Polling Place. • If the voter would like a ballot “to-go” proceed to Issuing a Ballot To-Go instructions found on page 4. • If the voter would like a ballot to vote live at the Polling Place, proceed to Issuing a Ballot to Vote Live Here

Today found on page 6.

Searching for Voters – Tips You may do partial searches in the name field.

Example: name is Andrea Luparello, you could search for: • Last Name: Lupa, First Name: Andr

You do not need to proper case. When the label prints, it will automatically proper case the name, address, city, and state information.

Do not add punctuation to any names. If the name has a hyphen or apostrophe, omit the punctuation while searching and run the last name all together. Example:

• Bailey-Ford = baileyford • O’Donnell = odonnell

You may sort the columns by clicking on the column header in the Search Results.

Search results may appear on multiple pages. You can adjust how many records to display per page:

Always conduct a search for the voter, even if they tell you they have never registered.


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Issuing a Ballot To-Go Definition: Ballots To-Go are ballots issued to a voter with a Vote by Mail return envelope with the system generated label affixed. These voters can receive another ballot as long as a ballot does not show “returned” on their record. The voter is able to take this ballot out of the Polling Place and can return it by mail, at a County Elections Drop Box, at a County Elections Office location or at any Polling Place.

Procedure:

1. Check for “Messages” under the voter’s signature. • If a message states that the Voter has already returned a ballot, tell the voter this information and

provide the date it was returned by checking the “Returned Date”

• If the voter has the message: “First Time Federal Voter – ID Required” you will not need to check

for identification, a signature check is done on the VBM envelope for verification when it is returned.

2. Click on

• 2 Labels will be set to print o The first label will have a barcode on it. This label is to be printed using the “BIG DYMO

Twin Turbo” Printer. The label will be placed on the Vote by Mail Envelope in the available space.

o The second label will be printed using the “SMALL DYMO Twin Turbo” Printer. This label

will be placed in the “Replacement Ballot Roster” above the signature line.


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3. Because the voter is requesting a ballot to go, the voter will need to check the box for the reason they are needing the replacement ballot and sign in the space provided on the page.

4. Retrieve the Ballot from your ballot inventory for the voter.

• You will need to confirm the precinct number and ballot type match the label on the envelope and roster page to confirm you are issuing the voter the correct Ballot.

5. Remove the Voter Stub and fold the ballot. Give the voter their ballot folded in the envelope with the issue

label adhered and their ballot stub. 6. Advise the voter they may return the ballot in the mail, in one of the Santa Barbara County Ballot Drop

Boxes, County Elections Office Locations, or at any Polling Place.

Ballot to Go


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Issuing a Ballot to Vote Live Here Today Definition: Ballots to Vote Live Here Today are ballots that are issued and returned in the system at the Polling Place. These voters are unable to receive a ballot after this process and the ballot must be voted at the Polling Place and dropped in the Ballot Box. These voters are given voting history instantly and will drop their voted ballot without an envelope in the ballot box.

Procedure:

1. Check for “Messages” under the voter’s signature. • If a message states that the Voter has already returned a ballot, tell the voter this information and

provide the date it was returned by checking the “Returned Date”

• If the voter has the message: “First Time Federal Voter – ID Required” this is the only time you will

request to see the Voter’s Identification. A full list of acceptable forms of ID is provided. If the voter does not have a valid form of ID they will need to vote the Provisional Process.

2. Click on

• 2 Labels will be set to Print • The first label will have the Voter’s Name, Residence Address, Precinct, Ballot Type and

Language Details. This label is to be printed using the “BIG DYMO Twin Turbo” Printer. The label will be placed in the “Live Ballot Roster” in the space provided.

• You do not need to print the second label. Press cancel on the Print Window that appears for the second label.


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3. Remember, even if the voter is voting a live ballot, it is a replacement ballot for the Vote by Mail Ballot that every Voter in the county received, the label will be placed in the “Live Ballot Roster” pages, and the voter will need to check the box for the reason they are needing the replacement ballot and sign in the spaces provided on the page. **Tip: Voters who are at the polling place because they are choosing to vote in person instead of using their mailed ballot may check the “Other” box and print “Vote In-Person.”

4. Retrieve the Ballot from your ballot inventory for the voter. • You will need to confirm the precinct number and ballot type in the upper right hand corner of the

ballot matches the label on the roster page.

4. Remove the voter stub from the ballot. Give the voter their ballot, stub, disposable secrecy sleeve, and pen

if needed. 5. Direct the voter to the vote booths traffic clerk.


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Update Address – Conditional Voter Registration (CVR Voter) Definition: An Update Address -CVR Voter is a voter who is currently registered, but needs to update their residence address in our system. These voters will need to complete the Change of Address Form before they can be issued a ballot. They will also only have the option to vote a live ballot at the Polling Place, they cannot be issued a ballot to go.

Procedure for Change of Address Form:

1. In the Process Voter Screen search for the Voter before taking any additional steps.

2. After clicking on the Voter ID number and viewing the voter detail screen, click • The button is located under the “Reg Date” in the middle of the window.

3. Using the new/current address from the form, update the voter’s residence address and mailing address if applicable. Ensure the residence address precincts and click

• Completing the Update Voter section will automatically update the voter’s Registration Date with the current date.

4. You will automatically be rerouted to the Voter Detail Screen and may have this message:

if so, click

5. Once the Voter becomes active in the system, the green light will appear under Ballot Activity Status, and

you can click on • The first label will have the Voter’s Name, Residence Address, Precinct, Ballot Type and Language

Details. This label is to be printed using the “BIG DYMO Twin Turbo” Printer. The label will be placed in the “Conditional Voter Registration Roster” in the space provided.

• You do not need to print the second label. Press cancel on the Print Window that appears for the second label.

6. Have the voter sign the roster in the space provided. 7. Retrieve the Ballot from your ballot inventory for the voter.

• You will need to confirm the precinct number and ballot type in the upper right hand corner of the ballot matches the label on the roster page.

8. Remove the voter stub from the ballot. Give the voter their ballot, stub, disposable secrecy sleeve, and pen

if needed. 9. Direct the voter to the vote booths traffic clerk.

CVR (Live Ballot)


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Online Registration Queue Voter – CVR Voter Definition: An Online Registration Queue Voter is a voter who has completed an updated registration or new registration online. These voters can be issued a ballot if they have not already been issued a ballot in another county and their address can precinct in our county.

Procedure for Issuing a ballot to a voter in the Online Registration Queue

1. Search for the Voter in the Online Registration Queue Window 2. Click on the Voter’s name:

3. Confirm the voter has a precinctable address and the voter is not Pending for any reason, if the voter is Pending they will need to vote the provisional process. • If the voter is pending and you are unable to process normally, click the

4. Click

5. You will automatically be rerouted to the Voter Detail Screen and may have this message:

if so, click

6. Once the Voter becomes active in the system, the green light will appear under Ballot Activity Status, and

you can click and follow steps 5 through 8 for the “Update Address- CVR

Voter” provided for Issuing a Live CVR Ballot to the voter.

CVR (Live Ballot)


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Provisional Voter Definition: Voters who cannot vote either a “Live Ballot” or a “Ballot To Go” because their information needs to be reviewed by the Elections Office before processing the ballot. These voters are issued a ballot that must have a “Provisional Ballot” label over the top timing marks, be folded, and placed in a Pink Bordered Provisional Envelope.

Reasons A Voter Needs to Vote Provisionally 1. The Voter is at the wrong Polling Place and does not want to use the ICX to Vote their correct Precinct

and Ballot Type Combination. 2. The Voter has a Yellow Light Ballot Status for any reason that cannot be resolved immediately at the

Polling Place. 3. The Voter has a Red-Light Ballot Status and has previously been issued a ballot and still insists on

voting. 4. The voter is not registered in Santa Barbara County and cannot complete a valid registration before

being issued a ballot. 5. Voter is marked as ID Required, but does not show ID.

Procedure for Issuing a Provisional Ballot 1. Once you have determined the voter will need to vote the Provisional Process; Click on

2. Enter the Voter’s Name, Residence Address, and Language.

• Once you enter the Residence Address; click on if the address is not precinctable you will still be able to print a label. o If the address is not precinctable you will not be provided a Precinct and Ballot Type for issuing

the ballot. You will give the voter the ballot of whichever ballot type you have the most quantity.

3. Click on

• The first label that will print will have the Voter’s Name, Address, Ballot Type and Precinct (if address is precinctable). It will also provide the date the ballot was issued and the Polling Place name. This label is to be printed on the “BIG DYMO Twin Turbo” printer and will be placed in the Provisional Roster Pages in the space provided.

• The second label that will print will have the Voting Precinct and Ballot Type if the address was precinctable. It will also have the Language and the Voter’s Name printed on it. This label will be printed on the “SMALL DYMO Twin Turbo” printer and will be placed on the “For Precinct Officer Use Only” section on the Provisional Envelope. • The small label may not print when the address is not precinctable and you will need to write in

the Voter’s information on the “For Precinct Officer Use Only Section of the Provisional Envelope. 4. Have the voter sign in the Provisional Roster in the space provided.


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5. Complete the “For Precinct Officer Use Only” Section on the back of the Provisional Envelope. • If your label does NOT have the Precinct and Ballot Type printed because the address was not

precinctable you will write in the Precinct and Ballot Type of the ballot you will issue to the voter in the spaces provided.

• If your label does have the Precinct and Ballot Type printed place the label over the spaces provided for this in the “For Precinct Officer Use Only” section.

6. Retrieve the Ballot from your ballot inventory for the voter. • You will need to confirm the precinct number and ballot type match the label on the envelope and

roster page to confirm you are issuing the voter the correct Ballot.

7. Remove the voter stub from the ballot. Place the “Provisional Ballot” label over the top timing marks in the

upper left-hand corner of the ballot. Fold the Ballot. 8. Tear off the Provisional Information Card from the Provisional Envelope Flap and place the Information

Card, Voter Ballot Stub, and Folded Ballot in the Provisional Envelope and give it to the voter. 9. Advise the voter to complete the front of the Provisional Envelope, seal their completed ballot in the

envelope and return it to the Ballot Reception Workstation. 10. Provide a disposable secrecy sleeve for the voter to use on the vote booth. 11. Direct the voter to the vote booths Traffic Clerk.

Provisional Ballot


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Curbside Voter who wants to “Vote Live Now” Definition: Voters that use the Curbside voting option at the Polling Place who want to vote their ballot now in their car, and return it at the Polling Place once completed. The Curbside Clerk and Lead will assist the voter from their car, provide a Curbside Voter Card to the Check-In Clerk to process the voter in the system.

Procedure:

1. Curbside Clerk has voter complete the Curbside Voter Card and brings it to an available Check-In Station.

2. Using the information supplied by the voter on the Curbside Card look up the voter in the Process Voter

Screen. 3. Check for “Messages” under the voter’s signature.

• If a message states that the Voter has already returned a ballot, mark the “Provisional” check box, and inform the Curbside Clerk the system shows the voter already returned a ballot and give them the return date. The voter will need to vote provisionally if they want to still cast a ballot.

• If the voter has the message: “First Time Federal Voter – ID Required” check the Box on the

Curbside Voter Card for “ID Required” o The Curbside Clerk will need to check for Valid ID prior to processing the Voter in the

system and will return to continue the process once this step is completed.

x Vote in person

Melissa Hepp

215 Oak View Ln Santa Barbara, CA 93111

Melissa Hepp 11/02/2020


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4. Click on

• 2 Labels will be set to Print • The first label will have the Voter’s Name, Residence Address, Precinct, Ballot Type and

Language Details. This label is to be printed using the “BIG DYMO Twin Turbo” Printer. The label will be placed in the “Live Ballot Roster” in the space provided.

• Write “CS” in the remarks column on the “Live Ballot Roster.”

• The second label will have the Voter’s Name, Precinct, Ballot Type, and Language. This label is to be printed on the “SMALL DYMO Twin Turbo” Printer. The label will be placed on the Curbside Voter Card in the space provided under “For Check-In Clerk use only.”

5. Retrieve the Ballot from your ballot inventory.

• You will need to confirm the precinct number and ballot type match the label on the Curbside Card and roster page to confirm you are issuing the correct ballot.

10. Remove the voter stub from the ballot. Give the Curbside Clerk the ballot, stub, and

disposable secrecy sleeve. 11. The Curbside Clerk will complete the remainder of the process at the Voter’s car.

x Vote in person

Melissa Hepp



CS


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Curbside Voter who wants a “Ballot To-Go” Definition: Voters that use the Curbside voting option at the Polling Place who want to vote their ballot at home and return later in the mail, County Elections Ballot Drop Box, County Elections Office Locations or at any Polling Place in the state. The Curbside Clerk and Lead will assist the voter from their car, and provide a Curbside Voter Card to the Check-In Clerk to process the voter in the system.

Procedure:

1. Curbside Clerk has voter complete the Curbside Voter Card, checks the box for “VBM” to indicate the Voter would like their “Ballot To Go” and brings it to an available Check-In Station.

2. Using the information supplied by the voter on the Curbside Card look up the voter in the Process Voter

Screen. 3. Check for “Messages” under the voter’s signature.

• If a message states that the Voter has already returned a ballot, mark the “Provisional” check box, and inform the Curbside Clerk the system shows the voter already returned a ballot and give them the return date. The voter will need to vote provisionally if they want to still cast a ballot.

• If the voter has the message: “First Time Federal Voter – ID Required” check the Box on the

Curbside Voter Card for “ID Required” o The Curbside Clerk will need to check for Valid ID prior to processing the Voter in the

system and will return to continue the process once this step is completed.

x

Melissa Hepp



x


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4. Click on

• 2 Labels will be set to Print o The first label will have a barcode on it. This label is to be printed using the “BIG DYMO

Twin Turbo” Printer. The label will be placed on the Vote by Mail Envelope in the available space.

o The second label will be printed using the “SMALL DYMO Twin Turbo” Printer. This label

will be placed in the “Ballot To-Go Roster” above the signature line.

o Using the Re-Print button found on the far right under the Ballots Issued” section of the Voter Processing screen the two labels will pop-up again for printing. Press Cancel for the Big Label, and reprint the Small Label only.

• The label will be placed on the Curbside Voter Card in the space provided under “For

Check-In Clerk use only.”

5. Retrieve the Ballot from your ballot inventory.

• You will need to confirm the precinct number and ballot type match the label on the Curbside Card and roster page to confirm you are issuing the correct ballot.

6. Remove the voter stub from the ballot. Give the Curbside Clerk the ballot folded in the envelope with the issue label adhered and the ballot stub.

7. The Curbside Clerk will complete the remainder of the process at the Voter’s car.

x Vote in person

Melissa Hepp



x

CS


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Curbside Provisional Voter Definition: Voters that use the Curbside Voting option at the Polling Place and cannot vote either a “Live Ballot” or a “Ballot To Go” because their information needs to be reviewed by the Elections Office before processing the ballot. The Curbside Clerk and Lead will assist the voter from their car, and provide a Curbside Voter Card to the Check-In Clerk to process the voter in the system.

These voters are issued a ballot that must have a “Provisional Ballot” label over the top timing marks, be folded, and placed in a Pink Bordered Provisional Envelope.

Reasons A Curbside Voter Needs to Vote Provisionally 1. The Voter is at the wrong Polling Place and does not want to go to the correct Polling Place.

• The Curbside Clerk will need to inform the voter of their option to go to the correct Polling Place or vote Provisionally here, before the voter can be processed.

2. The Voter has a Yellow Light Ballot Status for any reason that cannot be resolved immediately at the Polling Place.

3. The Voter has a Red-Light Ballot Status and has previously been issued a ballot and still insists on voting.

• The Curbside Clerk will inform the Voter our system indicates they already returned a ballot and the date the ballot was returned. If the Voter insists on voting, they will return to retrieve a Provisional Ballot.

4. The voter is not registered in Santa Barbara County and cannot complete a valid registration before being issued a ballot.

5. Voter is marked as ID Required, but does not show ID. • The Curbside Clerk will determine this at the vehicle and return prior to processing the Voter in

the system.

Procedure:

1. Curbside Clerk has voter complete the Curbside Voter Card and brings it to an available Check-In Station.

2. Once you have determined the voter will need to vote the Provisional Process; Click on

x

Melissa Hepp

220 Calle Real Santa Barbara, CA 93110



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3. Enter the Voter’s Name, Residence Address, and Language as it appears on the Curbside Card.

• Once you enter the Residence Address; click on if the address is not precinctable you will still be able to print a label. o If the address is not precinctable you will not be provided a Precinct and Ballot Type for issuing

the ballot. You will give the voter the ballot of which ever ballot type you have the most quantity.

4. Click on

• The first label that will print will have the Voter’s Name, Address, Ballot Type, and Precinct (if address is precinctable). It will also provide the date the ballot was issued and the Polling Place Location. This label is to be printed on the “BIG DYMO Twin Turbo” printer and will be placed in the Provisional Roster Pages in the space provided.

o If the address is not precinctable, you will need to write in the Ballot Type and Precicnt of whichever ballot you are issuing.

• Write “CS” in the Remarks column of the Roster.

• The second label that will print will have the Voting Precinct and Ballot Type if the address was precinctable. It will also have the Language and the Voter’s Name printed on it. This label will be printed on the “SMALL DYMO Twin Turbo” printer and will be placed on the “For Check-In Clerk use only” section on the Curbside Voter Card. • The small label may not print when the address is not precinctable and you will need to write in

the Voter’s information on the “For Check-In Clerk use only” section of the Curbside Card. • Check the box for “Provisional”

x

Melissa Hepp

220 Calle Real Santa Barbara, CA 93111


x

CS


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5. Retrieve the Ballot from your ballot inventory for the Curbside Clerk. • You will need to confirm the precinct number and ballot type match the label on the Curbside

Voter Card and roster page to confirm you are issuing the voter the correct Ballot.

6. Remove the voter stub from the ballot. Place the “Provisional Ballot” label over the top timing marks in the

upper left-hand corner of the ballot. Fold the Ballot. Give the ballot to the Curbside Clerk. 7. The Curbside Clerk will complete the remainder of the process at the Voter’s car.

Provisional Ballot

1....searching for voters – tips you may do partial searches in the name field. example: name is...

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