officer basic training nov 2021 final 2 - montva.com

Montgomery CountyOfficer of Election Training

2021

Introductions

Electoral Board:Chairman – Richard D. LangfordVice-Chairman – John A. SillsSecretary – Carroll D. Williams

Registrar:Connie ViarDeputy Registrar:Zeke Bleakley

9/8/2021 Basic Training Nov 2021 2

Officer Positions within the PrecinctChief Assistant ChiefPoll Book OfficerBallot Officer Marking Booth OfficerVoting Machine Officer

• All positions have detailed instructions in the Election Day Guide.

• The Chief should rotate Officers through the different positions.

• Rotating officers is necessary for cross training.


Chief OfficerResponsibilities

• Ensure a safe, efficient, and lawful election at the precinct assigned.

• Assist Voters to resolve check-in issues.• Supervise the other Officers to ensure proper

procedures are being followed.• Take action to correct problems.• Evaluate Officers & make recommendations to help the

Board improve overall performance.• Check electronic poll book and voting machine counts

hourly, and report counts to the Registrar at 8:00 AM, 10:00 AM, 2:00 PM, 4:00 PM.


Assistant ChiefResponsibilities

• To assist the Chief Officer to ensure a safe, efficient, and lawful election.

• Take responsibility for an area or task at the direction of the Chief Officer e.g.– Electronic Poll Books – set up and shut down– Voting Machines – set up and shut down– Statement of Results preparation


Election Day Set UpThe Chief Officer will:• Welcome Authorized Representatives.• Administer the Oath.• Review Emergency Safety Procedures.• Assign Officers to arrange furniture and post signs and notices.• Assign Officers to set up electronic poll books, complete Pollbook

Opening Summary Screen Report, and verify final absentee ballot report (AB List).

• Assign Officers to set up voting machines. Confirm serial and seal numbers and machine protective and public counter numbers (Envelope 7). Print/sign zero tapes.

• Verify that paper ballots match the Sample Ballot. • Assign Officers to count packs of ballots. Confirm that the number of

paper ballots matches Ballot Receipt inside Box 6. Detailed instructions on Election Day Set-Up: Pages 3 – 7 of “Election Day Guide for Officers of Election”


• Equipment seals come in two colors: and .

• Do NOT break any blue seals. • A white seal should be applied to the OVO lid/bin in

the morning. It will be cut in the evening when the equipment is disassembled.

• A white seal is used to close the compartment for the OVO’s thumb drive. It will be cut in the evening so the thumb drive can be removed and sealed in an envelope for the Clerk of Court.

Election Day Set Up


Unpacking Precinct Cage

• OVO electronics deliveredseparately from ballot boxbase.

• EPB power cords, mice, shorterdata cables are in the red pouchon top shelf.

• Card with full inventory of cage contents is posted on the cage door.

• Remove UPS Unit from cage anduse with OVO and OVI.

Some assembly required!


OVO


OVI

Chief’s Table

Ballot Distribution

Table

Entr

ance

/Exi

t

Registration Desk

Ballot Marking Tables

1

2

3

4

Example Layout for Precinct with a Single Entrance/Exit

Path of Voter Step Number 1

Chair Table or Cardboard Marking Booth

OVO Voting Machines


Before the Polls Open

The Chief Officer will review emergencyprocedures with all officers:

• Location of fire extinguishers and fire alarms.• Location of emergency exits.• Identify potential hazards (icy steps/sidewalks,

slick/wet floors, electrical cords on floors).• Location of emergency phone to call 911.• Designate officer to call 911.• Designate a safe location to meet and wait

outside building.9/8/2021 Basic Training Nov 2021 11

Customer ServiceOfficers of Election will provide prompt, courteous

service to all voters.

• Greet the voter.• Smile. Be friendly.• Provide full attention to the voter.• Keep the line moving. • No eating/drinking in sight of the voter. Chief will

assign breaks.• No cell phones or personal electronics at work

stations.


Customer Service

• Be professional. • Respect the voter’s privacy.• Treat fellow Officers with courtesy and respect.• Involve the Chief/Asst. Chief early with voter

concerns and issues.


Polling Place “Etiquette”

• Political apparel – Voters may wear clothing or buttons which display the name of a candidate or party while in the polling place to vote.

• Cell phones – Voters may use their cell phones beyond the check-in table, as long as they do not disturb, hinder, or intimidate other voters.

See Code of Virginia § 24.2-604, § 24.2-607.


• Voters may take “Ballot Selfies.”• It will be up to the Officers of Election in each polling

place to limit the use of cameras by voters if it is: – slowing or disrupting the voting process – violating the privacy of other voters.

• Members of the press should ask the Chief Officer for permission to photograph or film inside the polling place and may not photograph or film voters without their permission.

9/8/2021 15Basic Training Nov 2021

Polling Place “Etiquette”

Election Day Set Up• Instructions for the voting machines will

be inside each black case with the voting machine.

– Open Header Card will be with the Opening Instructions for the OVO scanner.

– Close Card will be with the OVO scanner closing instructions.

169/8/2021 Basic Training Nov 2021

• Pollbook instructions will be inside the red computer bag.

• The Chief will have copies of the instructions in their Election Day binder.

Pollbook Officer

Overview of check-in process:• Greet the voter. Ask voter for identification.• Take the ID. Find voter in the pollbook.• Ask voter to state FULL NAME and ADDRESS. (Voter may

write information down instead of stating it verbally.)• Verify voter information on screen by comparing to

voter’s stated information.• Repeat FULL NAME from the pollbook loudly enough for

authorized representatives to hear. • Return the ID along with the appropriate Ballot or Voter

Pass.9/8/2021 Basic Training Nov 2021 17


Approved Identification

Unless otherwise noted, acceptable forms of identification do NOT have to contain a photograph of the voter.

*Valid” means the document is genuine and is not expired for more than twelve months, EXCEPT for a Virginia driver’s license, for which the expiration date should NOT be considered when determining its validity.

** See Va. Code §§ 8.01-385, 51.1 –700. Eleven tribes are: Cheroenhaka (Nottoway), Chickahominy, Eastern Chickahominy, Mattaponi. Monacan, Nansemond, Nottoway of Virginia, Pamunkey, Patawomeck, Rappahannock, & Upper Mattaponi.

Effective July 1, 2020

18

Do NOTturn a voter away

for lack ofidentification!

Approved Identification


• Send the voter to the Chief.• Voter can sign an ID Confirmation Statement affirming they are the registered

voter they claim to be. • Any voter who does not present acceptable identification and does not sign

the statement must vote a provisional ballot. The voter will have until noon Friday to deliver a copy of their ID or signed ID Confirmation Statement to the Registrar’s office.


• When you sit down to begin working at the pollbook, enter your name.

• When searching for a voter, enter first 3 letters of voter’s last name and first 3 letters of their first name. YOB (Year of Birth) is not required.

Pollbook OfficerVoter Check-In

Pollbook OfficerVoter Check-In

• Click on “Matches” if the name and address stated (or written down) by the voter matches the information in the pollbook.

• Repeat voter’s name aloud then click on “Record Check-In.”

• Click on “Next Voter.”

Process is NOT complete until you click through the last screen!


Pollbook OfficerChecking in the Voter: Multiple Ballot Styles

• Many precincts will have more than one Ballot Styles to hand out.

• The voter’s Ballot Style information is visible on the last two screens.

• Select voter’s ballot before clicking “Next Voter” button.


Ballot Styles

• Ballot Style - A unique combination of offices and issues. Precincts may have more than one ballot style, because not all races will apply to every voter in the precinct.

– A precinct may include voters who are town residents as well as voters who lived outside the town boundary. The ballot for town residents will include races for Mayor and Town Council.


The name on the ID does not match the voter’s record in the pollbook.

• Send the voter to the Chief.

• This voter may need to provide another document showing the name listed within the pollbook.

• This voter should be given a Voter Registration Application to update their record.

• Name on ID/stated name is acceptable as long as it is substantially similar to the name in the pollbook. (§ 24.2-643)


Less CommonVoter Check-In Situations


• Voter is marked “Inactive.”

• Voter is marked as an Absentee Voter.

• Voter is not found in the pollbook.

• Voter’s stated address does not match pollbook record.

• Voter is marked as having already voted.

• Voter is challenged.

See “What if Guide” for more detailed information

Send voter to the Chief. 9/8/2021 Basic Training Nov 2021 25

If a voter requests assistance, e.g. is blind, has a physical disability, is unable to read or write, or needs the ballot translated into another language, check the voter in, but also

Notify the Chief

• An audio ballot (OVI) is available at voter request. • Authorized Representatives are not allowed to provide assistance to

a voter.• Anyone else (including Officers of Election) may provide assistance

to a voter and must complete the Request for Assistance form.

See “What if Guide” for more detailed information



• A person who returns an unused or spoiled absentee ballot ON Election Day may vote normally on equipment at their regular polling place.

• Send voter to the Chief to update voter status before any Voter Pass is issued.




Example Paper Ballot (Nov 2021)

28

Ballot OfficerBefore the Polls Open

• Counts the packs of ballots issued to the precinct in Box #6 and records the number of packs on the Ballot Record Report form.

• Counts the number of ballots in each pack as it is opened. Records that number on the Ballot Record Report.

• Supplies ballots to the Pollbook Officers for distribution to the voters.


• May take a mismarked ballot from a voter and issue a new ballot.

– Write the word “Spoiled” across the mismarked ballot.

– Place the ballot in Envelope 4.

– Enter a mark under “Spoiled” on the Ballot Record Report form.

• May issue a new ballot in exchange for an Absentee Ballot surrendered to the Chief Officer.


Ballot OfficerWhile the Polls Are Open

Marking Booth Officer

• Answers questions on how to mark the ballot.• Stands near the tables with marking booths.• Guides voter back to Ballot Officer if voter

makes a mistake marking ballot.• Directs voters with completed ballots to the

OVO optical scan voting machine.


Marking Booth Officer

• Takes over for the OVO Machine Officer if they are busy helping a voter with an issue. Do not allow the OVO Machine to be unattended.

• Periodically checks for and remove any extraneous materials from the marking booths.


Voting Machine Officer


• Stands near the OVO, but far enough away to ensure privacy for the voter. Officers may apply tape to the floor as a reminder of where to stand.

• Answers questions on the operation of the scanner and provide guidance if ballot is rejected.

• Voter will remove ballot from folder and insert ballot into the machine. Some voters may not understand this, so check folders for un-scanned ballots.

• OVO will be ready to accept next ballot once light turns green.

• OVO will not count a rejected ballot.

• Montgomery County uses the UnisynOVO optical scan voting machine.


The OVO will print a guidance slip if ballot is rejected.

If the slip says “Overvote” –

• The voter has marked more boxes than permitted.

• The slip will indicate which race has an overvote. Donot look at the ballot itself.

• Direct the voter back to Ballot Officer for a newballot.


• Scanner cannot read any marks from the voter.

• Ask voter if they filled in the boxes according to ballot marking instructions.

• If voter answers no, point out ballot marking instruction posters, send voter back to marking booth.

• If voter says yes, direct voter back to Ballot Officer fornew ballot.

Voting Machine OfficerIf slip says “No Selection” –


• The screen will say “Invalid Ballot.”

• Suggest voter turn the ballot over, or around, and try again.

• If OVO scanner continues to reject ballot after a coupleof tries, direct voter back to Ballot Officer for a newballot.

Voting Machine OfficerIf the ballot is rejected and NO slip is printed –


• Voter may choose to send a ballot with known errors through the scanner.

• After ballot is rejected, Officer should select “Bypass” button on screen. The NEXT ballot sent through will NOTbe rejected.

• For an overvote error, properly marked races will count.Only the overvoted race will not.



• Check folders for un-scanned ballots.

• If Officer notices that voter has retained a precinct penused for marking ballots, Officer should ask voter forthe pen and return pen to ballot marking area.

• Officer may hand out “I Voted” stickers after voter’s ballot is accepted.

• Officer will collect privacy folders from voters and return them to BallotOfficers for re-use.



When ballot is considered “cast”A voter, voting in person on Election Day, has not voted until a

“permanent record” of the voter's intent is preserved.

• A “permanent record” is preserved by the voter by:– Inserting an optical scan ballot into an electronic counter– Placing a paper ballot in an official ballot container.

• An Officer may reinsert a ballot in the optical scan voting machine if the voter walks away and the ballot is rejected by the machine due to an overvote or undervote.

Complete wording of Virginia Regulation 1VAC20-60-40 appears onPage 6 of the Election Day Guide.


Curbside VotingSee “What If Guide” for more information


• Any voter 65-or older or physically disabled may vote outside the polling place (within 150-feet of the entrance).

• Chief Officer will assign two Officers – one Republican and one Democrat - to assist a curbside voter. Chief or Asst. Chief may go alone to assist the voter.

• Inform Voter that they will be using a paper ballot at the curb. If voter needs an ADA compliant machine, they will need to enter the polling place.

• Ask voter for their identification document.

• If ID lacks an address, ask voter for address of record and write it down.



• Record voter’s name and the current time on Curbside Voting Log.• Record names of Officers assisting the voter.


• Give voter a copy of “Curbside Voting” information sheet.

• Take identification document to Poll Book Officer for check-in.

• Remind Pollbook Officer to click on“Outside Polls” button.

• Enter Pollbook Officer’s name on Curbside Log.

• Receive Voter Pass from Pollbook Officer.

• Take Voter Pass to the Ballot Officer who will issue the appropriate ballot with a folder.

• Take folder with ballot and marking pen to vehicle.



• Give curbside voters all of the options at the vehicle that they would have if they came into the polling place: Explain any ballot issues, offer new ballot if needed, offer opportunity to override rejected ballot, etc.

• Ask voter to stay parked until they are informed their ballot has been accepted by the scanner.

• Let voter know ballot has been accepted, provide “I Voted” sticker.

• Record “Time in.”


Officer’s Action: • Inform the Chief if you observe disruptive or abusive behavior

Chief’s Action:• Talk to person about the prohibited action, ask for compliance

with law.• Call the Registrar immediately at 382-5741 and Registrar will

notify Sheriff if appropriate. • Complete an Incident Report.

Keeping Order in the Polling PlaceProhibited:• Hindering, intimidating or interfering with a voter• Insulting or abusing an Officer


Authorized Representatives• Number in polling place is limited: one representative per

party and independent candidate per pollbook during voting hours.

• Must have written authorization from party/candidate.

• May not offer assistance to a voter but may be asked to provide a translator if voter is in need.

• May challenge a voter. Must complete/sign Statement of Challenger section of Affirmation of Eligibility Form.

See “Dos and Don’ts for Campaigners and Authorized Representatives” handout for more information.


• Authorized Representatives may not hinder, intimidate, or interfere with voters. They may not insult or abuse an Officer.

• Authorized Representatives are required to respect the area around voters and secrecy of the ballot.

• May have electronics with a camera as long as camera is not used.

• Officers should report misconduct of an Authorized Representative to the Chief Officer or the Assistant Chief Officer.

Limits on AuthorizedRepresentatives


Campaign Workers & Candidates

Remember the 40-foot “campaign-free” zone!• Campaign workers and candidates MUST STAY at least

40-feet away from any entrance to the precinct building. The 40-foot “campaign-free” zone has the PROHIBITED AREA SIGN.

• Campaign materials/sample ballots may be distributed and campaign signs may be posted outside the Prohibited Area.


Poll Closing Tasks

• Voting Machine Officers will print three copies of OVO and OVI Closing Tapes following the voting machine instructions.

• Pollbook Officers will complete the Closing Summary Screen Report for the electronic pollbooks before closing the pollbooks according to the instructions.

• Ballot Distribution Officers will complete Ballot Record Report, then pack unused ballots in Box/Envelope 6. Have two Officers tape and seal this box.

• Other Officers will remove all polling place signs and adhesive tape. Leave polling place and area inside of 40’ prohibited area clean and organized.

Detailed Instructions: Pages 8 – 25 of “Election Day Guide for Officers of Election:”


Packing Voted Ballots• Unlock the rear door of the OVO ballot box.• Remove voted ballots and place them in empty

cardboard box(es) provided – labeled Envelope 3.

• Close boxes with packing tape.• Seal with three labels - have ALL

OFFICERS sign.

• If more than 2000 ballots have beenvoted, place ballots in box as shown.

• The Chief will take the box of voted ballots (#3) with the Chief’s case. The box of unused ballots (#6) should be locked in the cage.


1. Remove the voted ballots from the bin2. Put all of these things in the bin:

• Voting booths• Extension Cords• 20-ft Data Cables• Power Strips• ADA Parking Signs• Privacy Folders• Large rolls of tape• Ballot completion instructions

signs3. Place Ballot Box Top (inverted) on top

of the Bin.4. Make sure UPS unit is off

Repacking the Cage (Bottom Shelf)


Repacking the Cage

Put the Mice, Mouse Pads, short computer Data Cables, and Laptop Power Cordsin the Red Pouch.

Make sure that the Laptops are turned off.


• Complete two identical copies of the Statement of Results using two different teams of two people. Complete in pencil. After confirming copies match, copy over pencil in black ink. Make sure all Officers sign both copies.

• Attach a set of opening and closing tapes (including Write-In Report tape) to each SOR.

• Complete the yellow Printed Return Sheet. Attach OVO “Election Summary” tape, Write-In Report tape, and OVI Close Report. Make sure that all Officers sign this form. Place in Envelope 2A.

• Place any additional voting machine tapes in Envelope 2.

See “Election Day Guide for Officers of Election” for detailed instructions

Poll Closing Tasks


• Chief will complete the Results Reporting Sheet, then report the unofficial election results IMMEDIATELY to the Registrar at 382-5741.

• Announce the unofficial results inside and outside the polls if media representatives (or others) are waiting. Authorized representatives may leave at this time.

• Please use seals to close the envelopes. Please do NOT use the actual sticky flap of the envelope.

See “Election Day Guide for Officers of Election” for detailed instructions

Poll Closing Tasks


Signature Requirements• Election Day Oath – all Officers• Pay record – all Officers• SOR (2 copies) – all Officers• Yellow Printed Return Sheet – all Officers• Envelope/Box #3 (Voted Ballots) must be closed with tape and

sealed with signatures of ALL OFFICERS!• OVO thumb drive padded Envelope – two Officers• EPB thumb drive padded Envelopes (2) – two Officers• Voting Machine Tapes – two Officers (Chief and Assistant Chief

or designated Officers)• Seals on numbered Election Materials Envelopes – two Officers

When only two Officers are required to sign, the two Officers should be of different parties.


Election Day Emergencies

• Natural disasters (earthquakes, winter storms, etc.).• Damaged or malfunctioning voting equipment.• Electrical power outage.• Officers of Election who do not show up on Election Day.• Inability to enter the polling place.• Bomb threat.• Unruly or threatening behavior from a citizen.

Call the Registrar: 382-5741


• Voting Machine Officers should note “public counter” number on voting machine.

• If possible, take voting machines, electronic pollbooks, ballot box, paper ballots, forms, envelopes, and pens.

• If you are unable to continue the voting process outside the polling place, record the names of voters already checked in and advise them to wait until the building can be re-entered.

• If they must leave, advise them to return before 7:00 pm. Allow them to go to front of check-in line when they return.

• If voter must leave and has already been issued a ballot, voter must insert completed ballot in emergency ballot box or turn ballot in to the Chief.

What to do in anEvacuation


Failure of ElectronicPollbooks

• Report situation to the Registrar at 382-5741.• Use backup paper pollbooks and Pollbook

Count Sheet to check in voters.• Allow voters to continue voting on regular

equipment per the normal procedures.


Failure of OVO Optical Scan Voting Machine

• Voters should continue to mark paper ballots.• Turn OVO and ballot box bin around so scanner slot is

facing away from voters.• Have voters insert ballots in “Emergency Ballot

Compartment” on back of OVO bin. • Chief and one Officer will feed ballots into the OVO

scanner once power is restored or OVO is repaired.• If Emergency Ballot Compartment gets too full, ballots

may be moved by Chief and one Officer to Chief’s Case which can serve as an Emergency Ballot Box.


Closing Reminders

• Review this presentation (Basic Training) prior to the election.

• Review the Highlights presentation (handed out at large-group training) prior to the election.

• Read the Election Day Guide for Officers of Election.• Review the Statement of Results.• Dos and Don’ts for Campaigners and Authorized

Representatives and What If…Quick Reference to Problems are available on the Registrar’s website.


Mission and Role of Precinct Officer

To help every registered voter cast a ballot To ensure that each ballot is secure To provide a positive voting experience To ensure that the rights of everyone seeking to vote are protected To provide excellent customer service To be familiar with voter’s rights To assist voters with disabilities

This could not be done without you!

Thank you!9/8/2021 Basic Training Nov 2021 60

officer basic training nov 2021 final 2 - montva.com

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