ELECTION DAY POLL WORKER TRAINING MANUAL › pollworkermaterials...Maricopa County Recorder 111 S...

02/22/2020

ELECTION DAY POLL WORKER TRAINING

MANUAL

Table of Contents Section One ............................................................................................................................... 1

GENERAL INFORMATION .......................................................................................................... 1

Introduction ............................................................................................................................ 2

Poll Worker Contacts .............................................................................................................. 3

Voter Contacts ........................................................................................................................ 4

Training Resources .................................................................................................................. 5

Current Election Information .................................................................................................. 6

Laws Affecting Elections ......................................................................................................... 7

Voter Registration ................................................................................................................... 9

Permanent Early Voter List (PEVL) ........................................................................................ 10

Section Two ............................................................................................................................. 11

POLL WORKER INFORMATION ................................................................................................ 11

Preparing for Election Day .................................................................................................... 12

Polling Location Guidelines ................................................................................................... 13

Poll worker Team .................................................................................................................. 14

Support Team ....................................................................................................................... 15

When to Call The Hotline ...................................................................................................... 16

Observers ............................................................................................................................. 17

Customer Service .................................................................................................................. 18

Helping Every Voter .............................................................................................................. 19

Disability Awareness ............................................................................................................. 20

Language Assistance ............................................................................................................. 22

Safety at The Polls ................................................................................................................. 23

Section Three .......................................................................................................................... 24

MONDAY SET UP ..................................................................................................................... 24

Electronic Equipment ............................................................................................................ 25

Voting Location Equipment ................................................................................................... 26

Signage ................................................................................................................................. 28

Setting Up the Voting Location ............................................................................................. 29

Assemble the Tables ............................................................................................................. 30

Assemble the MoFi ............................................................................................................... 31

Set Up SiteBooks ................................................................................................................... 32

Set Up The Affidavit printer .................................................................................................. 37

Load the Affidavit Printer ...................................................................................................... 38

Set Up the Precinct-based Tabulator .................................................................................... 39

Set Up the Accessible Voting Device ..................................................................................... 40

Testing the Accessible Voting Device .................................................................................... 44

Section Four ............................................................................................................................ 47

OPENING THE VOTING LOCATION ........................................................................................... 47

Unlock the SiteBook and Test Print ....................................................................................... 48

Clock In ................................................................................................................................. 50

Set Up Exterior Signage ......................................................................................................... 51

Open the Accessible Voting Device ....................................................................................... 52

Open the Precinct-based Tabulator ...................................................................................... 53

Reporting Wait Time ............................................................................................................. 56

Section Five ............................................................................................................................. 58

CHECKING IN VOTERS .............................................................................................................. 58

Voter Identification ............................................................................................................... 59

Check-in Scenarios ................................................................................................................ 60

Checking in Voters - With Identification ................................................................................ 61

Checking in Voters –NO ID/Voter Not Found ........................................................................ 64

Checking in - Accessible Voting Device .................................................................................. 67

Challenged Voter .................................................................................................................. 69

Navigation/Troubleshooting SiteBooks ................................................................................. 70

Section Six ............................................................................................................................... 71

VOTER REGISTRATION UPDATES ............................................................................................. 71

Name Change ....................................................................................................................... 72

Address Change .................................................................................................................... 75

Section Seven .......................................................................................................................... 79

VOTING .................................................................................................................................... 79

The Ballot .............................................................................................................................. 80

Troubleshooting The Affidavit Printer ................................................................................... 81

The Accessible Voting Device ................................................................................................ 82

The Precinct-based Tabulator ............................................................................................... 83

Provisional Voting ................................................................................................................. 84

Curbside Voting .................................................................................................................... 86

Spoiling a Ballot .................................................................................................................... 87

Section Eight ............................................................................................................................ 88

CLOSING PROCEDURES ............................................................................................................ 88

Inspector- Close the Precinct-Based Tabulator ..................................................................... 89

Pack the Black Bag ................................................................................................................ 91

Pack the Clear Bubble Pack ................................................................................................... 92

Close the Accessible Voting Device ....................................................................................... 93

Pack the Accessible Voting Device ........................................................................................ 94

Break Down the Voting Booths ............................................................................................. 96

Breakdown SiteBooks ........................................................................................................... 97

Pack the Yellow/Green Bag ................................................................................................... 98

APPENDICES AND CHECKLISTS ................................................................................................ 99

Monday Set Up Checklist .................................................................................................... 100

Supply List ........................................................................................................................... 101

Poll Worker Duty Cards ....................................................................................................... 103

Inspector Closing Checklist ................................................................................................. 115

Delivery Drop Off Checklist ................................................................................................. 116

Marshal/Line Management Clerk Closing Checklist ............................................................ 117

Clerk/Voter Registration Clerk Closing Checklist ................................................................. 118

Wait Time Reduction Plan ................................................................................................... 119

2020 PPE Manual v. 1 Section One: General Information 1

Section One

GENERAL INFORMATION

Mission

The mission of the Maricopa County Elections Department is to provide

Maricopa County voters with accessible, reliable, secure, transparent, and

efficient election services to build public confidence and trust in the election

process.

Vision

Our vision is to promote a culture of service, continuous improvement,

accountability, collaboration, and integrity in every action, strategy, objective,

and election process.


INTRODUCTION

As a Poll Worker, you play a critical

role in offering accessible, secure,

reliable, transparent, efficient voting

opportunities in your communities

and throughout Maricopa

County. We thank you for your

dedication and participation in the

electoral process and the service

you provide to Maricopa County

voters.

Working a polling location requires

long hours, patience, training,

practice, and dedication to

providing best in class customer

service. We value your

contributions and the Election

Department is committed to

supporting and providing our Poll

Workers with the resources,

training, and information you need

to have a successful and positive

experience serving democracy.

We welcome you to the Maricopa

County Elections Department and

are confident you’ll have a

rewarding experience serving the

voters of Maricopa County!

Rey Valenzuela and Scott Jarrett

Co-Directors for the Maricopa

County Elections Department


POLL WORKER CONTACTS

Troubleshooter

Name:

Phone:

Facility Contact

Name:

Phone:


VOTER CONTACTS

Voter / Public Information

(602) 506-1511

This number is for election information and inquiries for public use.

Elections Department Locations

Mesa Elections Department 222 E Javelina Drive Mesa, AZ 85210

Maricopa County Elections Department (MCTEC) 510 S. 3rd Ave. Phoenix, AZ 85003

Voter Registration

Maricopa County Recorder 111 S 3rd Ave Suite 102

Phoenix, AZ 85003

Internet

Homepage www.Maricopa.Vote


TRAINING RESOURCES

Working at the polls requires attention to

detail. Between elections, it is possible to

forget exactly what you are to do, or your

duties may have changed. There are

several options for improving your

understanding of the process

immediately after training and/or before

a specific election.

Manual Become comfortable with using this

manual. There is a detailed table of

contents. The manual is your best tool

before and on Election Day. Take it with

you to your Vote Center or Polling place.

This manual contains information specific

to the Presidential Preference Election.

After the election, some of this

information is subject to change. Make

sure to dispose of this manual after the

PPE.

Online Training You will be required to successfully

complete an online training. You will

receive an e-mail with instructions for

accessing the training. The e-mail will be

from:

[email protected]

If you do not receive the link, make sure

to check your Spam folder.

mailto:[email protected]


CURRENT ELECTION INFORMATION

Presidential Preference Election March 17, 2020

Polls Open from 6:00 am to 7:00 pm

This is a presidential preference election – not a primary. This election, as provided by

Arizona Revised Statute 16-241, is to “give qualified electors the opportunity to express their

preference for the presidential candidate of the political party indicated as their preference by

the record of their registration.”

The only political party that is

participating in this election is the

Democratic Party. The Republican and

Libertarian Parties have opted out of this

election.

Only voters that have registered as a member of the Democratic Party by February 18, 2020

(voter registration deadline) are eligible to vote.

The Help America Vote Act (HAVA) mandates that all individuals that come into a Voting

location be allowed to vote. If a voter’s eligibility is in question, the voter MUST be allowed to

vote a provisional ballot if they wish. You may educate voters that only registered Democrats

are eligible in this election. However, you may not turn a voter away if they wish to cast a

ballot. Election staff will determine whether or not that provisional ballot is eligible to be

counted.


LAWS AFFECTING ELECTIONS

The Voting Rights Act

The Voting Rights Act prohibits

discrimination in voter eligibility,

registration and voting location

procedures. Under the Voting Rights

Act, every Poll Worker must protect a

voter’s right to a ballot in the language

of his/her choice. In Maricopa County

that means providing English and

Spanish assistance. Additionally, Poll

Workers must refrain from voicing any

personal opinion on language

assistance.

Help America Vote Act

The Help America Vote Act (HAVA) mandates that all individuals who come into a voting location be allowed to vote. If a voter’s eligibility is in question, the voter MUST be allowed to vote a provisional ballot. HAVA also mandates that voting systems provide voters the opportunity to spoil their ballot and receive another one if the voter has over-voted.

Americans with Disabilities Act

The Americans with Disabilities Act (ADA)

prohibits discrimination against individuals who

have disabilities and sets the requirements for

access to the voting location and voting. These

include parking availability, the use of accessible

ramps, and accessible voting booths. All voting

locations in Maricopa County are evaluated

using the Department of Justice’s ADA checklist

before being approved.

Proposition 200 (ARS §16-579)

In 2004, Arizona voters approved ballot

Proposition 200, which requires that before

persons are allowed to register to vote for the

first time in a county in Arizona, they must

prove they are United States Citizens.

It also requires that before a ballot cast at the

voting location is counted, voters must show

proof of their identity. In 2019, this law was

changed to include in-person early voting. For

more specifics on ID, please refer to Section

Five, page 68.


Laws Affecting Elections, continued

ITC vs. Brewer

ITC vs. Brewer is a Supreme Court case stemming from the passage of Proposition 200, which

decided that while Arizona could require the proof of citizenship for voters registering with

state voter registration forms, it must also still accept federal voter registration forms. The

result of this case has been the creation of a bifurcated voter registration system – a system

with two branches. The first branch is for voters who have provided proof of citizenship

(whether they used the state or federal form). These voters are eligible to vote on all races

and issues on the ballot. The second system is for voters using the federal form without

proof of citizenship.

These voters are only eligible to vote in federal races, and therefore will have a separate ballot in the voting location.


VOTER REGISTRATION

Deadline The voter registration deadline is 29

days before an election. The deadline

for the March 17, 2020 Presidential

Preference Election is February 18,

2020.

Requirements Individuals registering to vote for the

first time in Maricopa County and are

wishing to vote on state candidates

and ballot issues must prove they are

U.S. citizens.

For a person who is not registered,

the most convenient method to prove

citizenship is for the registrant to

provide their full Arizona driver’s

license number or non-operating ID

number on their paper registration

form OR by going to

www.servicearizona.com and clicking

on voter registration.

Otherwise, voters can provide copies

of their birth certificate, U.S. passport,

or Naturalization Certificate.

Address and Name Changes Voters that move should either go to

the voting location for their new

address or a Vote Center. At that

location, voters will be asked as a part

of the check in process to confirm or

update their current address or name.

When a voter’s new name or new

address is entered in the SiteBook,

their address will automatically be

updated in the voter registration

system and there is no need to fill out

a separate form. This is the duty of the

Voter Registration Clerk, at least one

of whom will be at every location. For

information on how to complete this

update, see Section Six: Updating

Voter Registration.

http://www.servicearizona.com/


PERMANENT EARLY VOTER LIST (PEVL)

Add or Remove from List

If a voter indicates that they would like to be added or removed from the Permanent Early Voter List (PEVL), please fill out the purple Add/Remove from PEVL form in your supplies and place it in the labeled manila envelope.

If you run out of forms, fill out a goldenrod Event Report with the following information:

“Please ADD/ REMOVE me to the Permanent Early Voting List”

Print Voter’s Full Name (First, Middle, Last)

Print Voter’s Residence Current Address

Print Date of Birth (Month, Day, Year)

Voter’s Signature

Date Signed

2020 PPE Manual v. 1 Section Two: Poll Worker Information 11

Section Two

POLL WORKER INFORMATION


PREPARING FOR ELECTION DAY

Monday Set Up

The day before the election, Poll Workers,

Troubleshooters, and T-Techs will meet at

the voting location to set up equipment.

Election Day

Hours

Make arrangements to arrive at the voting

location no later than 5:30 A.M.

Staying at the Voting Location

Leaving the voting location once the polls are open is prohibited. Be sure to bring everything you will need for the day with you in the morning.

Food and Drink

You will be at the voting location for many

hours and will not be able to leave the

location for meals. The facility might not

supply a refrigerator, coffeemaker, or other

appliances. Consider packing snacks and

foods that do not require refrigeration or

re‐heating.

Appliances

Before bringing any electrical appliance,

such as a coffeemaker or crockpot, consult

with the facility owner or manager.

Dress Code

As representatives of Maricopa County

Elections, it is important to dress neatly.

Clothing should be tasteful and in good

condition. Clothing or accessories may not

contain political messages or images.

Jeans without holes and in good condition

are satisfactory. It is best to bring a warm

layer (like a jacket) you can wear during

cooler times of day. Comfortable shoes are

a must!


POLLING LOCATION GUIDELINES

Smoking or E-Cigarettes

Smoking and e-cigarettes are not permitted

in the voting location. If you are on a school

campus, state law states that the entire

campus, including parking lots, are No

Smoking Zones.

Cameras in the Voting Location

No cameras, still, video, or otherwise are

allowed in the voting location while the polls

are open. This includes reporters and other

media.

Cell Phones

Cellular telephones are permitted in the

voting location for limited use by voters and

Poll Workers. Place your phone on silent or

vibrate. When voters are present, your

phone should be out of sight unless you are

speaking to the Elections Department.

Voting Booths

Voters have a right to a private space to

complete their ballot. Verify that the booths

are set up in a way that makes this possible.

Periodically check each voting booth to

make sure that no political material or trash

has been left behind. This includes any pens

or pencils that are not election specific

ballot marking pens.


POLL WORKER TEAM

Inspector: This position is the team leader. The Inspector is in charge of delegating tasks to

other Poll Workers, administering the Oath of Office, and providing assistance to voters.

Assistance will include, but is not limited to, verifying voters’ ID and assisting voters in using

the Accessible Voting Device. Additionally, the Inspector is responsible for ensuring all

policies and procedures are followed and each and every voter is able to cast their ballot in

private.

Judges (2 per voting location): Judges are the back up for the Inspector. Therefore, they will

aid in the same responsibilities as the Inspector such as verifying voters’ ID and assisting

voters with check-In, accessible voting device, and curbside voting. They are also

responsible for monitoring the Envelope Drop Off Box.

Line Management Clerk: The function of the Line Management Clerk is to monitor and

report voter wait time. They will walk the line throughout the day, directing voters with

early ballots out of the line to the Envelope Drop Off Box. Additionally, they will direct voters

who have difficulty standing to the front of the line. Since only registered Democrats are

eligible to vote in the 2020 Presidential Preference Election, the Line Management Clerk may

need to engage in conversations with voters who are not eligible to vote in the PPE.

Voter Registration Clerk: The primary role of the vote registration Clerk is to update voter

name and address change in real time using the SiteBook. In addition, they will assist the

Judge and Inspector in checking identification as needed.

Marshal: The Marshal is tasked with keeping order in the voting location. This includes but

is not limited to maintaining proper signage, assisting voters who have difficulty standing to

the front of the line, assisting with curbside voting, monitoring the Precinct-based Tabulator,

and announcing the opening and closing of the polls.

Clerk: The Clerk is responsible for ensuring that the Affidavit Printer is properly stocked with

paper and affidavit envelopes. If at a vote center, the Clerk is responsible for loading the

Ballot on Demand Printer. They are also responsible for selecting the correct ballot based on

the printed Control Slip and handing it to the correct voter. For provisional voting, they will

ensure the Provisional Receipt, envelope, and ballot have the correct BOD codes and that

the voter signs the affidavit envelope.


SUPPORT TEAM

Troubleshooter: The Troubleshooter is the Inspector’s first point of contact for questions

or issues. Your Troubleshooter is responsible for assisting with any problems and verifying that procedures are being followed. They are ready at a moment’s notice for resolving voter issues, clearing paper jams, and other equipment problems, and will be the middle man between the Elections Department and the voting location. Please attempt to contact your Troubleshooter twice before contacting the Hotline.

T-TECH: T-Techs provide in-field mobile technical support for the voting equipment. They

also provide back up for the Troubleshooter on technical fixes as needed.

Hotline: The Hotline staff provides additional support when your Troubleshooter cannot be

reached.


WHEN TO CALL THE HOTLINE

There are many reasons that a Poll Worker may need to call the Hotline, including: Absent Poll Worker – If a Poll Worker has not

arrived within 15 minutes of scheduled time, the Inspector must call the Hotline.

Inspector is NOT able to OPEN or CLOSE a voting facility – If for some reason the Inspector

cannot gain access to the facility or the facility cannot be closed, the Inspector must call the Hotline.

Lost facility keys – If the facility has provided the Inspector with a key or Facility Access

Badges and either item has become lost or stolen, please report immediately to the Hotline.

The Troubleshooter cannot be reached by cell phone – The Inspector will call the

Hotline if your Troubleshooter cannot be reached by cell phone after a reasonable amount of attempts have been made (two phone call attempts approximately 1 minute apart when

URGENT assistance is needed).

Power outage at the facility – If the facility loses power, please report to the Hotline

immediately.

An accident or injury has occurred with a worker or voter – For serious injuries, contact 911 before attempting to contact the Hotline.

Long Lines - If the voter wait time in line exceeds 30 minutes, contact the Hotline. Other emergency at the voting location that may impact voter access that cannot be corrected by the Poll Workers or Troubleshooter


OBSERVERS

Political Party Observers may be present throughout

Election Day. Observers will be carrying a letter with an

original signature from the County Chairman of their party.

Democrat letters will be on blue paper, Republican on

salmon (pink/orange), and Libertarian on yellow paper.

Even though only registered Democrats are eligible to vote in this election, there may still be observers from other political parties.

Official political party observers having letters with the original County Party Chairman’s signature may enter the voting location to observe voting activities.

If an observer arrives at the voting location, call your Troubleshooter to log the occurrence.

If the observers have questions, direct them to the Inspector. Observers should not otherwise interrupt or delay the voting process. Observers are not permitted to speak to other Poll Workers or voters and should only communicate with the Inspector.

Additionally, there are occasionally observers that come from the U.S. Department of Justice and/or other official government agencies that are allowed to observe voting activities. These individuals will have an official badge. Please allow these observers to talk with any Poll Worker or voter.

If you have ANY questions about whether someone can legally remain within the 75-foot

limit, please call your Troubleshooter immediately.


CUSTOMER SERVICE

You are the face of the election to voters

and it is up to you to treat voters with

courtesy and respect and to conduct

yourself in a professional manner that

ensures fair and impartial elections.

Keep the voting location peaceful and quiet

– loud talking and other noises may make it

difficult for voters to concentrate.

Treat every voter and visitor with dignity,

respect and courtesy to ensure that all

voters and visitors have a positive

experience at the polls.

General Guidelines

Greet every voter in a timely manner

with a smile and eye contact. A friendly

greeting will help the voter feel welcome

and comfortable.

Take care of every voter according to the

procedures in this manual.

Remain calm and neutral in all

circumstances.

Listen carefully and be patient.

Do not discuss candidates or issues

regardless of whether or not they are on

the ballot; topics related to the ethnicity,

culture, religion or gender of a Poll

Worker, voter, or any other person at

the voting location is not appropriate.

Please note that you may discuss the

specific needs of a voter who needs

additional support or assistance. Poll

Workers can discuss how to

accommodate voters, and you are

encouraged to ask the voter questions if

you are unsure of how to help.


HELPING EVERY VOTER

When Assisting a Voter:

Speak loudly enough to be heard, but not so loudly that the voter’s privacy is violated. You

are not required to take the voter to another room or other area to complete the process.

Distinctly state to the voter the names of all candidates for each office or the written

description of the ballot measures and ask the voter how he or she wishes to vote in each

instance.

Mark the ballot indicating the voter’s choices.

Do not attempt to influence the voter’s choices, including attempting to explain issues on

the ballot and giving personal opinions or advice.

ALL voters deserve courteous and respectful attention in exercising their rights as citizens

to vote regardless of race, color, ethnicity, gender, physical or language ability. Voters may

have physical, mental and/or language barriers that they may have to overcome with Poll

Worker assistance.

Voters may bring in any person of their choice to assist them as long as that person is not

his or her employer or union leader or a candidate listed on the ballot. Additionally, voters

may, at their discretion, be assisted by two Poll Workers of different political party

affiliations.


DISABILITY AWARENESS

Guidelines General

Don’t assume someone needs

assistance.

Wait until your offer is accepted. Then

listen for instructions.

Don’t be afraid to ask questions if you

are unsure of what to do.

Be patient. Take as much time as is

necessary. Every voter is important.

Treat adults as adults. Address people

with disabilities the same way you

address anyone else.

Afford voters with disabilities the same

privacy as other voters.

Voters Who Use Wheelchairs/

Mobility Assistance

Don’t touch someone’s wheelchair or

mobility device without permission.

Converse at eye level if possible.

Do not ask any person to carry things on

their wheelchair.

If a ramp has been provided at the

voting location, check it throughout the

day to make sure that it has not shifted

away from the curb.

Ensure signage indicates the way to the

entrance for voters with disabilities.

If a voter is not able to come into the

voting location, curbside voting is

available.

Voters with Hearing Disabilities

Do not associate hearing loss or inability to vocalize with cognitive ability.

Speak directly to the voter (not the companion).

Speak clearly using short and simple sentences. Do not shout.

Rephrase rather than repeat your statements - different words are heard and understood better than others.

Have a pad of paper and pen handy for communicating.

Keep your hands and other objects away from your mouth and do not chew gum.


Disability Awareness, continued

Voters with Disabilities Which Impact

Speech and Language

Do not associate inability to vocalize with cognitive ability.

Just because a person cannot express themselves verbally, do not assume they cannot understand you.

Ask the voter to repeat what he or she said and repeat it back to be sure you understand correctly.

Try to ask questions that require a short answer or nod of the head.

Do not speak for the voter or attempt to finish the voter’s sentences.

Voters with Visual Disabilities

Identify yourself to the voter and tell him or her where you are.

Offer your arm rather than taking the voter’s.

Notify the voter if you leave them.

If you are offering the voter a seat, gently place the voter’s hand on the back of the chair so they are able to locate the seat.

Be descriptive when giving directions. Often voters with a visual disability are oriented to the clock. Example: “the ballot box is at your 11 o’clock, 3 feet ahead of you.”

Voters with Intellectual Disabilities

Treat the person as an adult.

Be patient, flexible, and supportive. Take time to understand the voter and make sure the voter understands you.

Try to limit distractions and keep things simple—take one task at a time.

Offer assistance completing forms or understanding written instructions. Provide extra time for decision-making.

Be sure signage is posted designating where to start and how to mark the ballot.

Service Animals

Many people with disabilities use service animals.

Service animals should always be admitted into the voting location.

Petting or touching a working service animal is not appropriate.

Many service animals wear a special vest or scarf but it is not required.

If a voter states an animal is a service animal, do not question them.

Invisible Disabilities Many disabilities are not visible. Take people at their word. An accommodation request should never be followed by a challenge to a person’s disability status.


LANGUAGE ASSISTANCE

Section 203 of the Voter’s Rights Act requires that voters who need language assistance receive it at the polls and at every stage of the electoral process. Maricopa County is legally obligated to provide language assistance and materials in both Spanish and English. Although we are not legally required, we also provide assistance in Tohono O’odham in Hickiwan and San Lucy precincts. We provide language assistance in a number of ways:

Ballots and signage are in both English and Spanish.

We staff Spanish-speaking Poll Workers in areas identified as having voters who may need the additional assistance.

Voter instructions are posted in voting booths in both English and Spanish.

If your site does not have a Poll Worker that speaks Spanish, call the Hotline and we will speak directly with the voter, or have a Bi-lingual Troubleshooter go out and assist you.

NOTE: It is the responsibility of every Poll Worker to protect the voter’s right to a ballot in the language of their choice. Just as it is unacceptable to discuss candidates or issues on the ballot, Poll Workers must refrain from voicing any personal opinion on language assistance.


SAFETY AT THE POLLS

Reasonable safety precautions need to be taken in a Vote Center/voting location. Please ensure the following steps are taken at your polling location:

Walkways should be free of debris.

Extension cords should be covered and out of walkways.

Place chairs behind tables or off to the

side and out of walkways.

Verify that appliances have been

approved by the facility.

Keep appliances out of the way of voter

traffic flow and the reach of children.

Call 911 for any situation requiring emergency treatment. Afterwards, the Hotline should be notified.

Polling Place Event/Information Report

The Inspector will call the Poll Worker Hotline to report any injury, incident, or unusual event

that happens at your site. If a Poll Worker is injured at your site, ask your Troubleshooter for

the correct injury form and information from their manual.

For Life Threatening Emergencies First Call 911 then Call the Hotline!

Poll Worker Hotline …… 602-506-6760

Goldenrod Polling Place Event/Information

Report

Poll Workers will have the Goldenrod Polling Place

Event/Information Report in their supplies at each

voting location. It is to be used by you to

document any incident, injury, or event that

happens at the voting location. This form is used

for auditing purposes and should be used to note

anything that would impact the balance between

voters checked-in and ballots cast.

2020 PPE Manual v. 1 Section Three: Monday Set Up 24

Section Three

MONDAY SET UP

Each set-up team will consist of the Troubleshooter and/or County personnel

(including auditors and permanent elections staff) and all Poll Workers assigned to

the voting location.

Be sure to arrive at your site for your scheduled set-up meeting.


ELECTRONIC EQUIPMENT

SiteBooks Each voting location will be equipped with either 6 or 12

SiteBooks. Voters will check in using these touchscreens. The

SiteBooks will determine the correct ballot for each voter.

Affidavit Printer Each voting location will also be equipped with one Affidavit

Printer. This printer prints voter control slips and provisional ballot

receipts and envelopes.

Precinct-based Tabulator (ICP2) Each voting location will be equipped with a Precinct-based

Tabulator. Voters will insert their voted paper ballots directly into

this device for tabulation.

Accessible Voting Device (ICX) Each voting location will be equipped with one Accessible

Voting Device (touchscreen, printer and privacy screen).

This printer prints the ballot to be inserted into the

Precinct-based Tabulator.


VOTING LOCATION EQUIPMENT

Voting Booths Each voting location will receive voting booths including one

accessible voting booth that includes leg extensions to make

it wheelchair accessible. These booths will be set up by

during the Monday Set Up process.

Black Table and Tablecloth The table with the tablecloth are for the SiteBooks.

Red and Blue Transport Boxes Each voting location will also receive three

Transport Boxes. One will have a RED flip top lid and

two will have BLUE flip top lids. The RED box will be

used to transport highly sensitive voting material,

while the BLUE box will be used to transport Early

Ballots and Provisional Ballots.

Black Ballot Bag

This bag is where you will place the voted ballots from

the Precinct-based Tabulator at the end of the night for

transport.


Voting Location Equipment, continued

Yellow or Green Bag This bag contains supplies for the SiteBooks. For a complete list of

contents see appendix Yellow/Green Bag Inventory List.

Clear Official Envelope

Spoiled ballots and envelopes are placed in this envelope. At closing,

it will be sealed with a red and white envelope seal.

White Misread Ballot Envelope This is where loose ballots found in the blue Envelope Drop Box and any misread ballots from the Precinct-based Tabulator are placed.

Bubble Pack This clear bubble pack will hold three items at the end of the night

on Election Day: the security key to the Precinct-based Tabulator,

the results report from the Precinct-based Tabulator, and the

critical Results Memory Card from the tabulator.

Completed Forms Envelope This is where Voter/Poll Worker completed forms are placed.

Voter Registration Forms

Purple PEVL forms

Curbside Affidavit forms

Proof of ID forms

Pink Voter Surveys

Goldenrod Event Forms


SIGNAGE

Exterior Signage

Vote Here Have Your ID

Ready Early Voting Instructions

75-Foot Limit Triangle

Curbside Voting

Interior Signage These signs are to be placed in a prominent place in the voting location.

Instructions to Voters and Elections Officers/ Right to Vote a Provisional Ballot

No Smoking

Ballot Instructions These instructions are to be placed in each voting booth.


SETTING UP THE VOTING LOCATION

Use the following procedures to make sure you fully set up your polling Location.

If you need assistance, contact the Poll Worker Hotline 602-506-2010.

Take inventory of the supplies. See appendix for a full equipment checklist.

Make sure to unlock and remove the top of the Envelope Drop off Box. (The one without

the Precinct-based Tabulator on top.) There will be supplies in it.


ASSEMBLE THE TABLES

1. Place the Affidavit Printer on the table that was

provided by the facility.

2. Set up the black table that was provided.

3. Place the black table cloth over the black table and make sure that it is not draped

on the floor or creating a trip hazard.


ASSEMBLE THE MOFI

1. Plug in the Power Strip to wall outlet. 2. Remove the MoFi components from the clear

bubble pack. 3. Using the red dots on the MoFi, screw in a paddle

antenna on both sides of the MoFi. Bend up both antennas so that they are standing upright (like bunny ears).

4. Plug one end of the MoFi power cord into the power strip and the other end into the MoFi.

5. You will know you are fully

connected when the light over the world icon is lit green and is no longer flashing (may take up to 5 min).


SET UP SITEBOOKS

Assemble SiteBooks

1. Gently place the SiteBook Case face down (flat side down)

on a table.

2. Remove the power cable from the zippered pouch and

unlock all four clasps.

3. Open the flaps and remove the SiteBook from its case.

Note: One person lifts the terminal while the other removes the

terminal case.

4. Undo the strap on the power cable and plug the cable into

the power strip.

5. Take the yellow network cable and plug it into any port in the

back of the MoFi.


Assemble SiteBooks, continued

6. Plug the GRAY cable into the backside of the scanner

making sure you hear it click into place.

7. Lift the kick stand on the back of the SiteBook and

stand up the SiteBook.

8. Using the Velcro on the screen, place the scanner on the top right corner.

9. The SiteBook will automatically boot up. If it does not, press and hold the power button on the bottom right side of the SiteBook until the light turns on.

10. During this process, repeat steps 1-9 with the other SiteBooks. You will have six or 12 total when set up is complete.


Secure SiteBooks

To secure the SiteBooks, attach the cable lock to the table and through the SiteBooks. Each group of 3 SiteBooks will be locked together using one cable lock.

1. Run one cable lock through the table leg and support as shown.

2. Slide the lock end through the small looped end and pull it tight.

3. Feed the lock end though the holes in the kickstands of the SiteBooks, linking two of the SiteBooks together.

4. Locate the small hole on the back of a third SiteBook monitor. Press and hold the black button on the top of the lock and insert the small end of the lock into the hole. If the lock is not on the right code, the button will not depress. Enter this number on the yellow side of the lock.

5. Release the black button to engage the lock. Using your thumb and forefinger, scramble the code on the lock.

6. Verify that the lock is secured.


Set the Site Location on SiteBooks

1. Verify that the precinct number on your Site Badge matches the precinct where you are working. If the site has more than one, use the lowest precinct number when matching.

2. Using the scanner on the top right of the SiteBook, scan the Site Badge.

3. If this is the correct precinct for where you are working, touch the YES button. If it is incorrect double check the precinct number on the Site Badge and call the Hotline.

SiteBook Test Print

1. The screen will ask if you would like to test print. Select YES. Proceed with the following steps to Test Print.

2. Select the printer.


SiteBook Test Print, continued

3. Submit test prints for Accessible Voting Device,

Standard Ballot, and Provisional Ballot.

4. Once test prints are completed, press the back button once and respond No to test printing.

5. Repeat steps 2–7 on all SiteBooks.

6. Sign all test prints and place them in the Clear

Official.

Lock All SiteBooks

1. Touch the Power button on the top right of the screen.

2. Scan your Site Badge.

3. Touch Restart Application to lock the SiteBook for the night.

4. Repeat these steps on all SiteBooks.


SET UP THE AFFIDAVIT PRINTER

1. Insert the power cord into the back of the Affidavit Printer.

2. Plug the other end into the power strip.

3. Using the 25-foot yellow network cable from the duffle bag, plug one end into the

Affidavit Printer and one end into the MoFi.

4. Press and hold the power button on the front of the Affidavit Printer

for a few seconds to turn it on.


LOAD THE AFFIDAVIT PRINTER

1. Open the front flap door of the Affidavit Printer. This is where the envelopes are loaded.

2. Open the back door flap of the Affidavit Printer. This is where the printed materials will exit the printer.

3. Load envelopes. Place approximately 10 envelopes in the tray using the sticker on the right side for guidance. Adjust the guides to the width of the envelopes.

4. Load paper. Open the drawer beneath the front flap. Place half a packof paper in the drawer. Gently push the drawer closed. Be careful not to overfill paper, as this will cause the printing process to be slower.


SET UP THE PRECINCT-BASED TABULATOR

The Precinct-based Tabulator is positioned on top of the ballot box

as shown.

IMPORTANT!

There are 2 doors on the front of the Precint-based Tabulator. One is sealed with an

orange plastic seal. Do not open this door. If this seal is broken, the tabulator may not

be used. You must call the Hotline immediately and a replacement Precinct-based

Tabulator will be sent to your location.

1. The metal switch at the rear of the tabulator will hold the ballot tabulator in place.

This switch will be locked with another orange plastic lock that should not be removed

unless necessary to clear a jam.

2. Plug the power cord into the adaptor under this metal switch. The adaptor will be

plugged in to the power supply strip or wall outlet. The orange light to the left of the

Administrator Door will illuminate to show that the tabulator is powered.

3. Ensure that the power cords do not present a tripping hazard.


SET UP THE ACCESSIBLE VOTING DEVICE

All procedures are followed with TWO people. Verify that you have these 3 items:

Accessible Voting Device Rolling Bag

Accessible Printer Rolling Bag

Accessible Voting Device Controller Bag (stored inside the printer bag)

Accessible Voting Device Touchscreen

1. With TWO people, lay the Accessible Voting Device rolling bag on the floor with the zipper panel facing up. Unzip the bag.

2. The Accessible Voting Device will be wrapped in foam and plastic. Together, lift the entire unit out of the bag and place on table.

3. Remove the power cord from the bag.

Accessible Voting Device continues on next page.


4. Stand the Accessible Voting Device on the table and carefully remove the foam protectors one at a time, then the plastic bag cover.

5. Place the foam and plastic back into the rolling bag, zip the bag up, and set aside.

6. Plug the Accessible Voting Device power cord in the bottom right of the rear of the screen base. Plug the other end into a power strip or wall outlet. The screen will automatically begin booting up after about 30 seconds.



Accessible Voting Device Printer

1. Place the rolling printer bag on the floor with zippered panel

facing up and unzip.

2. Remove controller bag and power cable and set aside.

3. Unstrap the Velcro and remove printer from bag.

4. Place printer next to the Accessible Voting Device

Touchscreen.

5. From the back of the Accessible Voting Device

Touchscreen, plug the BMD cable into the top port on the

back of the printer.

6. Plug the printer power cable into the back of the printer and then into the power

strip. The printer will automatically begin booting up.

7. Position the printer so that the HP logo is facing forward.



Accessible Voting Device ATI Controller

1. Remove the Accessible Voting Device Controller and

Headset from the audio bag.

2. From the back of the Accessible Voting Device, plug the

cable labeled USB ATI into the ATI Controller.

The tab on the cord will face down.

3. When it is fully connected you will hear a click and see a

flashing green light where you plugged it in.

4. Plug the green end of the headphones into the port

labeled Audio located on the bottom right side of the ATI

Controller.

5. Place the controller and headset next to the Accessible

Voting Device.

6. Place the controller bag in the printer bag, zip up, and set

aside.


TESTING THE ACCESSIBLE VOTING DEVICE

The Inspector will test the equipment following the steps below. Insert the Inspector’s Poll Worker Card into the card

reader at the base of the Accessible Voting Device with

the image facing up.

When prompted, enter the login pin number on the

screen. Then touch Login.

Verify that the Date and Time are correct. If correct,

touch Confirm. If more than 10 minutes different from

current date and time, touch the Modify button.

o To adjust DATE: Touch Set Date, select the

current date from the calendar, then touch

done.

o To adjust TIME: Touch Set Time, scroll up or

down on the hour, minute, and/or AM/PM to

set to current time, then touch done.

o Touch the BACK button at the bottom center of

the screen to return to main menu.

Testing the Accessible Voting Device continues on next page.


Testing the Accessible Voting Device, continued

Touch the “Hardware Test” button on the screen.

Touch ATI button on the screen.

On the ATI Controller, press every button (one at a

time) and verify that there is a green check mark next

to each button on the screen.

Once you have verified that all buttons are

functioning, press the Back to Menu button at the

bottom center of the screen.

Touch the Printer button on the screen.

Testing the Accessible Voting Device continues on next page.


Testing the Accessible Voting Device, continued

Touch Print Test Page.

A test page should print from the Accessible Voting

Device Printer. Place the test page in the Clear Official.

Touch Close and remove the Inspector’s Poll Worker Card.

Check the bottom left corner of the screen to ensure that it reads “Total ballots cast: 0.”

Finally, place the blue privacy screen around the Accessible Voting Device and Printer.

Unplug the Accessible Voting Device from the

power source and drape the cord over the screen.

2020 PPE Manual v. 1 Section Four: Opening the Polls 47

Section Four

OPENING THE VOTING LOCATION

Welcome to Election Day. Although much work was done to get ready on Monday, there is

still a lot to do to get ready to open the polls. Therefore, it is essential for all Poll Workers to

arrive at the voting location by 5:30 AM.


UNLOCK THE SITEBOOK AND TEST PRINT

1) Inspector: Use the scanner on the top right corner of the SiteBook to scan the barcode on your Site Badge.

2) Tap Yes to run the test print.

3) Select the printer by tapping the button. 4) Select Submit Provisional Print!

5) Screen below appears. Tap the Back button.

6) Tap Printer Selection again.

Unlock the SiteBook and Test Print continues on next page.


Unlock the SiteBook and Test Print, continued

7) Tap Submit Ballot Test Print

8) Once you see the screen below, tap Back

9) Tap Back on the top left of the screen. 10) Tap No button.


7) Once all Poll Workers have clocked in, touch the Start Over button at the top right.

CLOCK IN

1) Press the Power button in the upper Right-hand corner.

2) Inspector, scan your Site Badge.

3) Tap Time Clock. 4) Have all Poll Workers raise their hands and repeat after you. Then tap Affirm.

5) Each Poll Worker will touch their name.

6) Have the Poll Worker sign the signature box. Then touch Affirm and Clock In.

SMITH, JOHN MARTINEZ, JUAN NGUYEN, CATHRINE

Juan Martinez


SET UP EXTERIOR SIGNAGE

Vote Here Place this sign at the main entrance to the parking lot where it is CLEARLY

visible from the main road.

Have Your ID Ready

This sign notifies the voters of their identification options for use at the

SiteBooks. Place this sign outside the main entrance. If a line forms, it

is to be moved to the end of the line.

Early Voting Instructions

This sign gives the voter clear instructions about their Early Ballot: where to

sign, date, and provide a phone number on it. The sign instructs voters to

proceed inside for drop off rather than waiting in line.

Curbside Voting

Place this sign at the closest drive up curb where a voter can safely stop their vehicle to vote or in the closest marked accessible parking spot. 75-Foot Limit Triangle

Three 75-Foot Limit signs will be placed to notify petition circulators, campaign workers, candidates, media, and any other person who is not voting that they must remain outside of this zone while the polls are open.


OPEN THE ACCESSIBLE VOTING DEVICE

Before the polls open, the Accessible Voting Device must be tested following the same

procedure as in Monday Morning Set Up (See Page 45). Plug the Accessible Voting Device in

and it will power up automatically. Be patient while waiting for the device to start up. Follow

all of the steps up to setting up the privacy screen, but do not power the machine down.

The Inspector must open the Accessible Voting Device.

Take the Inspector’s Poll Worker Card and insert it into the card reader on the Accessible Voting Device Screen base.

Enter the Login Pin Number using the touch pad on the screen.

Touch Login.

Touch Open Poll.

Touch Yes.

Remove the Inspector’s Poll Worker Card.

Confirm that the bottom left corner of the screen reads “Total Ballots Cast: 0.”

The Accessible Voting Device is now ready for voters.


OPEN THE PRECINCT-BASED TABULATOR

1) Ensure that the unit is plugged in by checking that the orange

light to the right of the locked Administrator Door is on.

2) To the left of the 3 LED lights next to the Administrator port

door, insert a stylus into the hole and hold for 2 to 3 seconds.

The tabulator will emit a sound.

3) Once the tabulator shows a “Verifying Configuration Files”

message, the Ready screen will appear. Confirm that the

bottom left corner reads “Ballot Counter: 00000.” If it

reads any differently, call your Troubleshooter

immediately.

4) Place the black Security Key against the Security Key button

area on the top left of the tabulator. Enter the provided 8 digit

password and tap Enter. It will verify election files, then ask you

to confirm the time and date. Choose Confirm. The Main Menu

screen will appear.

Open the Precinct-based Tabulatro continues on next page.


Open the Precinct-based Tabulator, continued

5) Tap Poll Management and again enter your password

6) From the Poll Management screen, tap Open Polls…

7) Print the Report and select Next. 8) On the page that shows, choose 1 copy and click Next.

9) The message “Printing in progress” will appear as the thermal report printer prints the “zero report.”

10) The Open Poll Confirmation screen will appear. Confirm that you wish to open the poll.

Open the Precinct-based Tabulator continues on next page.


Opening the Precinct-based Tabulator, continued

11) Confirm the following:

A. Report header displays the correct precinct and voting

location name and/or District number

B. Serial number matches the tabulator’s serial number,

located on the right hand side of tabulator

C. Total Scanned is zero and Total Voters is zero

Leave the zero report attached to the tabulator. At the end of the

night when the first results tape prints it will be one continuous

report to be placed into the Clear Bubble Pack.

12) Touch Continue and polls will open.

13) From the lower left-hand corner of the Please Insert Ballot

screen, ensure the Ballot Counter field displays 00000.

14) The Please Insert Ballot screen will appear with the status

“Poll Open” displayed in the top left-hand corner.

The tabulator is now ready to accept ballots.


REPORTING WAIT TIME

On Election Day the Line Management Clerk will report voter wait time every hour on the hour.

1. Press Power Button (top right) – this screen will appear – BADGE SCAN NOT REQUIRED 2. Press Green Wait Time Button

3. Enter password -This password will change for every election.

Reporting Wait Time continues cn next page.


Reporting Wait Time, continued

4. Enter the number of voters in line – Press OK

5. Confirm the number is entered correctly and SUBMIT or Change to re-enter. Clicking

Submit will automatically send to our internal dashboard and clear the screen back to

the check-in screen.

2020 PPE Manual v. 1 Section Five: Checking in Voters 58

Section Five

CHECKING IN VOTERS


VOTER IDENTIFICATION

List 1 – One item from this list

OR

Current Arizona State Driver License or Arizona State Identification Card with name and address matching

SiteBook

Tribal Enrollment Card-with photo and name and address matching

SiteBook

List 2 – Two items from this list

Voter ID Card

Official Election Mail

Utility Bill (within 90 days)

“Official Election Material” mailing w/voter’s name and address

Bank Statement (within 90 days)

Vehicle Registration or insurance card

Indian Census Card

Tribal Enrollment Card-no photo

Property Tax Statement

List 3 – One from this list AND one from list 2

Military ID Passport Arizona Driver License,

Arizona Non-Operating Identification Card, or Tribal ID with address or name not

matching SiteBook

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=2ahUKEwiUwtmg5YjeAhUNJXwKHUZQDuoQjRx6BAgBEAU&url=https://www.tripsavvy.com/az-driver-license-2677811&psig=AOvVaw0aOdKPE9VLt7rY2hgEqmVA&ust=1539704735521811


CHECK-IN SCENARIOS

VOTER HAS IDENTIFICATION Continue to Page 61

VOTER HAS NO

IDENTIFICATION/VOTER NOT

FOUND

Continue to Page 64

VOTER WISHES TO USE

ACCESSIBLE VOTING DEVICE

Continue to Page 67

VOTER’S ELIGIBILITY IS

CHALLENGED

Continue to Page 69

VOTER’S REGISTRATION

MUST BE UPDATED

Continue to Section Six: Updating Voter

Registration, Page 71.

NOTE: This is the responsibility of the

Voter Registration Clerk.

SITEBOOK DEVICE

NAVIGATION AND

TROUBLESHOOTING

Continue to Page 70

VOTER WISHES TO VOTE

CURBSIDE

Continue to Section Seven: Voting,

Page 86


CHECKING IN VOTERS - WITH IDENTIFICATION

1) Voter touches screen to check in (English or Spanish) and selects the ID that they brought.

2) Voter scans ID card.

Driver’s License Voter ID Card

3) Voter verifies name, address, and party affiliation.

Voters with identification continues on next page.

JANE DOE 01-01-1980

123 W. MOCKINGBIRD LN. PHOENIX, 85012


Voters with identification, continued

4) Voter signs the signature pad.

5) Inspector, Judge, or Voter Registration Clerk begins identification verification process by scanning their Site Badge.

Voters with identification continues on next page.

For a list of acceptable

identification, touch the ID Info

button at the top right of the screen

and a list of acceptable

identification will display.


Voters with identification, continued

6) Select the type/types of ID the voter provided, the selection(s) will highlight grey, then press continue.

7) The Voter’s Control Slip prints.


CHECKING IN VOTERS –NO ID/VOTER NOT FOUND

Checking in Voters –No ID/Voter Not Found continued on next page.

1) Voter touches screen to check in (English or Spanish) and selects manual search.

2) The voter enters their information in the order below.

First initial of their First Name

First initial of their Last Name

Date of Birth

Last 4 of their Social Security Number

If the voter is found, proceed with the Check-In Procedures for Voter with ID.

If the voter is not found continue on next page.


Checking in Voters –No ID/Voter Not Found, continued

3) No matches found. Scan Site Badge when scanner flashes and select “No Match.” In this case, the voter may cancel check in or choose to vote provisionally. If the voter chooses to vote provisionally, continue to the next step.

4) Voter enters their address, presses SEARCH and selects the correct address. Do not enter N, E, S, W or St. Ln. Dr. Ave.

5) Voter enters their name and touches Next. Have the voter enter their Phone Number, Driver’s License, Last 4 of their SSN, and their party preference. Touch Next.

6) Does the voter have a former name? If they do, the Poll Worker may be able to find their record. NOTE: If this is the case, the Voter Registration Clerk will need to update this information.

Checking in Voters –No ID/Voter Not Found continued on next page.


Checking in Voters –No ID/Voter Not Found, continued

7) Voter verifies the information.

8) Verify voter’s identification.

9) Have the voter sign and click Continue.

10) Verify that the image looks correct.

11) The voting materials print.

12) Clerk Duty:

Remove the Provisional Receipt, Provisional Ballot Receipt and Affidavit Envelope from the

printer.

Locate the ballot with the ballot code that matches the code on the Provisional Receipt.

Verify that the ballot code matches on all items.

“W” fold the ballot.

Explain to the voter that they need to sign, date, and provide a phone number (phone

number is optional but encouraged) on the front of the Affidavit Envelope.

Hand the Provisional Ballot Receipt to the voter so they may check the status of their ballot.


CHECKING IN - ACCESSIBLE VOTING DEVICE

1) Voter touches screen to check in (English or Spanish).

2) If voter selects Accessible Voting Device, Inspector scans their Site Badge and assists voter as needed through the check in process

3) Verify the voter wants to use the Accessible Voting Device.

4) Voter selects ID they brought. .

5) Voter verifies identity, address, and party affiliation.

Checking In - Accessible Voting Device continued on next page

JANE DOE 01-01-1980

123 W. MOCKINGBIRD LN. PHOENIX, 85012


Checking In - Accessible Voting Device, continued

6) Voter verifies information and signs or makes their mark on the screen.

10) Voter verifies that the image looks correct.

7) Inspector Scan your Site Badge and verify the ID provided matches the information on file.

If you are unsure about Identification requirements touch the ID info button at the top right of the screen.

8) Select the type of ID the voter provided- selection(s) will highlight gray. Press Continue.

9) The voter’s items print.

10) Inspector collects items from printer and activates the ballot on the Accessible Voting Device (Section Seven page 83).


CHALLENGED VOTER

Any registered voter in Maricopa County may verbally challenge a voter on the grounds that:

The voter is not the person whose name appears on the Check-In Terminal.

The voter has not resided in the State of Arizona or the Jurisdiction for 29 days prior to Election Day.

The voter has already voted in this election.

The voter has been convicted of a felony and has not had their civil rights restored.

The voter is not a qualified elector. (Example, the voter is 17).

A voter who has moved from one address to another within the county is not subject to challenge because of residence. [ARS §§ 16-591, 16-592 & 16-593]

Poll Workers are not permitted to challenge a voter.

Only the Inspector may address questions to the challenged voter. If a voter is challenged, call the Hotline. 1. Check to see if the person challenging

the voter is a registered voter of the

county.

If not, the challenge is invalid and the

challenged voter shall be permitted

to continue with the voting process

as normal.

2. Have the challenged voter step out of

the line while the challenge is being

determined.

3. The Inspector and two Judges

determine the validity of the challenge.

The election board shall complete the

Official Challenge List form found in

the polling location supplies.

4. Check to see if the voter being

challenged is registered.

If the challenged voter is registered,

the voter must take and subscribe to

the oath prescribed in the “Affidavit

of Registration” (found in the supply

box).

While under oath, if the challenged

voter chooses, they may answer

questions material to the challenge. A

provisional ballot shall be cast if the

challenged voter refuses to answer

questions material to the challenge,

OR the challenged voter does not

subscribe to the affidavit of

registration.

Notwithstanding a determination by the

board of elections that a voter is not

qualified to vote a regular ballot, the voter

shall be allowed the right to vote a

provisional ballot.

If a majority of the election board finds the

challenge to be invalid, and the voter is

otherwise qualified to do so, the voter shall

be permitted to vote a regular ballot.


NAVIGATION/TROUBLESHOOTING SITEBOOKS

Power button

(Located on the top right corner of the terminal screen)

1. Used to access Poll Worker functions such as clocking in and out, internal options, restarting and shutting down the terminal.

Scanner is flashing

1. This means that assistance is needed from the Inspector or Judge and the Poll Worker Site Badge needs to be scanned.

2. Scanner will flash when voter’s ID needs to be checked.

Back Button

(Located on the top left corner of the terminal screen)

1. Used to return to the previous screen.

Start Over Button

(Located on the top right corner of the terminal screen)

1. Used to cancel a voters check-in.

2. Takes you back to the main screen.

Lost Connectivity

(The connectivity icon is red)

1. Unplug the MoFi.

2. Count to 10.

3. Plug the MoFi back in, recheck in one minute, and reboot.

Driver License or Voter ID Not Scanning

1. Use the Manual Search button (See page 64).

Cannot Locate Voter Address

1. Do not use N, E, S, W or St, Ave, or Dr.

2. Try Use Map.

2020 PPE Manual v. 1 Section Six: Updating Voter Registration 71

Section Six

VOTER REGISTRATION UPDATES


NAME CHANGE

1) Voter touches screen to check in (English or Spanish), selects the ID they

brought, and scans it. If voter does not have a scannable ID, follow procedures for Voter with No ID/Voter Not Found (page 64).

2) The voter verifies that name on the screen matches their current ID. If their name is different, voter selects NO and the name change process begins.

3) Voter raises hand for assistance and the Voter Registration Clerk scans their Site Badge.

Name Change continued on next page


Updating Voter Registration-Name Change, continued

4) Voter enters the last 4 digits of their social security number.

5) Voter enters new information into. To clear information from a box, double tap. If name is the only change, voter presses DONE. If not, press NEXT.

6) This screen appears. Voter Registration Clerk scans Site Badge.

7) Voter Registration Clerk checks identification against this screen.

8) Voter Registration Clerk selects the ID the voter brought.

9) Voter answers these questions.

Name Change continued on next page


Updating Voter Registration-Name Change, continued

10) voter signs screen. 11) Voter verifies information.

12) The SiteBook updates.

13) The voter is taken back to this screen. Name is updated. Voter selects YES and begins the check in procedure.


ADDRESS CHANGE

1) Voter touches screen to check in (English or Spanish), selects the ID they brought, and scans it. If voter does not have a scannable ID, follow procedures for Voter with No ID/Voter Not Found (page 65).

2) The voter verifies that the name on the screen matches their current ID and select YES.

3) Voter verifies address on the screen. If the voter’s address does not match the address on their ID, voter selects NO and the address change process begins.

Address Change continued on next page


Updating Voter Registration-Address Change, continued

4) Voter raises hand for assistance and the Voter Registration Clerk will scan their Site Badge.

5) Voter enters the last 4 digits of their social security number.

6) Voter enters their house number and street name. Omit N, S, E, W or ST, LN, etc. and touch Search.

7) Voter selects correct address from the list.

8) Voter selects Yes to add Unit Number if applicable.

9) If voter is not making other changes, they will select Done from this screen.




10) This screen appears. Voter Registration Clerk scans their Site Badge.

11) Voter Registration Clerk checks identification against this screen.

12) Voter Registration Clerk selects the form of ID the Voter brought.

13) Voter answers the following questions.

14) Voter signs signature pad.

15) Voter verifies information.




16) The SiteBook updates.

17) Once the information is updated, the voter is taken back to this screen.

18) Address is updated. Voter selects Yes and begins the check in process with their updated information.

2020 PPE Manual v. 1 Section Seven: Voting 79

Section Seven

VOTING


THE BALLOT

Once the voter is checked in, a Control Slip will print on the Affidavit

Printer. This Control Slip identifies the correct ballot for the voter.

The Clerk will:

Remove the Control Slip from the printer.

Locate the ballot with the Ballot Code (BOD Code) that matches the code on the Control

Slip.

Verify that the Ballot Code matches on both items.

Point to the name on the Control Slip and confirm with the voter that they are the person

on the Control slip.

Instruct the voter to place their completed ballot in the Precinct-based Tabulator when

completed.

Voters will use the ballot marking pen to color

in the oval, similar to the bubbles you may

have filled in on school test. Voters should use

the provided ballot marking pens rather than

providing their own writing utensil.


TROUBLESHOOTING THE AFFIDAVIT PRINTER

Envelope/Paper Exit Tray Be sure that the back flip-out exit tray is open for envelopes/paper.

If this tray is closed you will have print jams and/or the

envelopes/paper will be forced to try to exit out of the top of the

printer.

Orange Light A flashing orange light on the Envelope Printer indicates one of the following: 1. The envelope feed tray is empty - Add envelopes to continue printing.

2. The paper tray is empty - Add paper to continue printing.

3. The paper tray is open - Open and close the tray to reset light.

4. The printer has detected a jam – See clearing jams for detailed information.

Envelope/Paper Top Cover Jam

1. Press the Green Dot on the top of the Envelope Printer and lift up on the top cover.

2. Remove the toner drum by lifting upward and rotating towards the rear of the printer.

3. Look for and clear the envelope/paper jam. Be careful not to tear the envelope/paper.

4. Place the toner drum back into place and close the top cover to resume printing.

Envelope/Paper Rear Door Jam

1. On the rear of the Envelope Printer, lift upward on the green tab to open the exit assembly.

2. Look for and clear the envelope/paper jam. Be careful not to tear the envelope/paper 3. Close the exit assembly on the rear of the printer to resume printing.


THE ACCESSIBLE VOTING DEVICE

Activating a Ballot For voters who have checked in to use the Accessible Voting Device, the Affidavit Printer will print a Control Slip with an Accessible Voting Device Card Activation Form.

The Inspector will:

Maintain possession of the Control Slip.

Verify with voter that their information is correct.

Escort the voter to the Accessible Voting Device

Insert the Inspector’s Poll Worker Card into the slot at the base of the Accessible Voting Device

Enter the 8 digit Login Pin on the screen and touch Login. Note: The Login Pin shown on this form is only for demonstration. It is not a valid code.

Touch Ballot Activation.

Enter the Ballot Code from the Control Slip with NO dashes.

If the voter needs audio assistance, touch the square that says Enable ATI Controller so that a check mark appears in the box.

Touch Activate.

The voter selects an English or Spanish Ballot.

Once the ballot has loaded, remove the Poll Worker Card and allow the voter to continue the voting process in private.

When the voter has completed their ballot and their ballot has printed, instruct the voter (or assist if needed) to insert ballot into the Precinct-based Tabulator.


THE PRECINCT-BASED TABULATOR

The Marshal is in charge of monitoring the Precinct-based Tabulator. The Precinct-based Tabulator is the black unit on top of the blue bin. Completed ballots are fed through the front, the machine reads and tabulates the ballot, then drops it into the appropriate section of the blue bin. There is a door for every section, as labeled below.

Write-In Ballots (N.A. for PPE) Standard Ballots Misread Ballots


PROVISIONAL VOTING

A voter may be required to vote a provisional ballot for various reasons.

Voter’s name not listed in the SiteBook

Voting at the wrong polling place

They have requested an early ballot by mail

Voter registration no longer active, or they are not registered at all

Not a registered Democrat

Voter’s information is not listed in the SiteBook or voter is unable to provide a valid

form of identification.

Two items will print on the Affidavit Printer.

Provisional Affidavit Envelope

Provisional Receipt

Affidavit Envelope Provisional Affidavit Envelopes will only print if the voter is

required to vote a provisional ballot. The voter’s name and

address, the word “Provisional”, and the Ballot Code will be

printed on the envelope. Once the voter has verified the

information is correct, the voter will sign, date, and provide

a phone number on the front of the envelope.

Provisional Receipt

A Provisional Receipt will also print. This receipt is given to the voter

so that they may check the status of their provisional ballot. The

Provisional Receipt also has the Ballot Code printed on it.

Provisional Voting continued on next page


Provisional voting, continued The Clerk will:

Select the ballot matching the code on Receipt and the Affidavit Envelope.

Verify that the BOD Code on all three items match and that the name on the Provisional Receipt and the Affidavit Envelope match.

“W” fold the ballot

Hand the voter the ballot, Affidavit Envelope, and Provisional Receipt.

Note: Provisional Ballots are placed in Affidavit Envelopes and do not go into the Precinct-based Tabulator. When handing the folded ballot, the envelope, and the Provisional Receipt (Provisional Ballot Receipt) to the voter, make sure to convey the following information: “Please sign and date your envelope affidavit and add a phone number. The phone number is ONLY in case we must contact you regarding an issue with your ballot signature. To complete your ballot, fill the appropriate ovals with the provided ballot marking pen. Once you have finished voting, place the ballot in the envelope and place in the ballot box.”

Conditional Provisional Voting If a person is unable to provide sufficient identification to vote, the voter may vote a

conditional provisional ballot. In this situation, the voter has 3 days to provide identification.

The Poll Worker will provide the voter with a Conditional Provisional Sites Lists form.

The voter may bring their identification back to the voting location. In this case, the Poll Worker completes a Voter returned w/Proof of ID form and places it in the Completed Forms Envelope.

7-0034-00

Provisional Receipt

Ballot

Affidavit Envelope


CURBSIDE VOTING

Curbside voting is available for any voter who cannot feasibly enter the voting

location. When a voter needing assistance pulls up to the curb or accessible

parking space, they may either call the Hotline number or send someone

inside to ask for assistance. If the voter calls the Hotline number, County

Elections Staff will notify the Inspector by phone that a voter is waiting. They

will also provide a description of the voter’s vehicle.

1. Marshal

Takes a Curbside Affidavit out to the voter to get voter’s information. The voter will complete the affidavit and sign the bottom.

Checks the voter’s ID and verifies that it is not expired.

Writes the address from the ID on the form.

Brings the completed form to the Inspector.

2. Inspector

Uses the completed Curbside Affidavit to check-in the voter on the SiteBook. o Select the Manual Search button. o Enter the voter’s information. o When at the signature screen, write “Curbside Voter” on the signature line.

Prints out the voter’s Control Slip or Provisional Receipt, collects the voter’s correct ballot, and give all items to the Marshal. Place the Curbside Affidavit in the Completed Forms Envelope.

3. Marshal with a Poll Worker of a different party

Takes these items to the voter in a secrecy folder: o Ballot and ballot marking pen o Accompanying documents o I Voted Sticker

Allows the voter to make their selections. Once the voter has completed their selections, instruct them to place their ballot in the secrecy folder.

Hands the voter an “I Voted” sticker.

Returns to the polling Location, and hands the secrecy folder to the Inspector.

4. Inspector

Removes the ballot from the secrecy folder and puts the ballot in the Precinct-based

Tabulator.


SPOILING A BALLOT

The Ballot If a voter makes an error or has “over voted” (selected more than one option for any question, such as both “yes” and “no”) the Precinct-based Tabulator will alert the voter. The voter is given the choice to cast their ballot as-is or to return the ballot to them.

If the voter chooses to have the ballot returned, the ballot must be spoiled before the voter may complete another one.

Once the voter has handed you the ballot they wish to spoil, make the following marks on the ballot.

Mark through the timing marks on the top and bottom of the ballot so that the ballot cannot be read by the tabulator.

Write the word SPOIL in all CAPS diagonally across the ballot in large print

Do not tear the ballot. Place it in the Clear Official so that it is ready for audit.

A voter may spoil two ballots at a voting location, after which they will receive a Provisional Ballot.

If a voter has difficulty completing their ballot, offer the use of the Accessible Voting Device. When using the Accessible Voting Device, the voter can make their selections as many times as needed before finalizing the ballot preventing another spoiled ballot.

The Affidavit Envelope (Early Ballot or Provisional)

Draw a line through the barcode

Write the word SPOIL in all CAPS in the Red Signature Box

Do not tear the envelope. Place it in the Clear Official to be audited.

2020 PPE Manual V. 1 Section 8: Closing the Polling Place 88


Ensure ALL VOTERS have finished voting before starting

closing procedures.

Section Eight

CLOSING PROCEDURES



Inspector- Close the Precinct-Based Tabulator

1) Place the black Security Key against the Security Key receptacle to access the Main Menu.

2) Tap Poll Management.

3) The “Please Enter Password” screen appears. Enter the password from your Inspector packet and tap “Enter.”

4) Tap Close Poll.

5) The “Results Report” screen appears. Ensure Print check box selected. Tap Next.

6) The “Enter Number of Copies” screen appears. Tap “+” or “-” to select two (2) copies to be printed of the Results report.

Close The Precinct-Based Tabulator continued on next page.



Close The Precinct-Based Tabulator, continued

7) Tap Next. “The Write-In Report” screen will appear with the Print check box selected.

For this election, since there are no Write-ins, select Don’t Print and tap Next.

8) The “Close Poll Confirmation” screen appears. Tap Confirm. The poll is now closed.

9) The “Printing in progress” screen appears. Ensure that the message “Poll Closed” is written in the upper left-hand corner.

10) The specified number of Reports is printed by the thermal printer. Tear off the Result Reports and process as follows:

Place the first copy of the Results Report (this will be continuous with the zero report from earlier in the day) in the Clear Bubble Pack.

Place the second copy of the Results Report in the Black Ballot Bag.



Pack the Black Bag

Seal the black bag with a beaded seal.



Pack the Clear Bubble Pack

The Clear Bubble Pack will contain the information relating to the

results of the election at your voting location. Therefore it is critical

to assemble and return correctly.

3 items form the Precinct-based Tabulator belong in the clear

bubble pack.

1. Results Report/Totals Tape

2. Results Memory Card

3. Wristlet with Key and Security Key

Removing the Results Memory Card There are two doors on the front of the Precinct-based Tabulator.

One is labeled “Administrator.” This door will have an orange lock on it. Do NOT open this

door for any reason.

The other door is labeled “Poll Worker.” This door will have a tamper evident sticker seal. If

this seal accidentally becomes broken during the day, call the Hotline.

Peel this seal off and adhere it to the Precinct Ballot Report. Open door and remove the

Results Memory Card and place it in the Clear Bubble Pack.

Finally, place the Inspector’s wristlet with the ballot box key and security key into the pack.

The Clear Bubble Pack will be transported with all of the other bags and boxes to the Receiving

Site. When you arrive, be sure to give the bubble pack directly to the Receiving Site workers.



Close the Accessible Voting Device

Inspector, assign this task to a Poll Worker.

Remove the blue privacy screen and place it with the

supplies to be picked up.

Insert the Inspector’s Poll Worker Card into the base of the

Accessible Voting Device Screen.

Enter the Login Pin that you received as part of

your Inspector Packet.

Touch the Admin Menu button.

Touch the Close the Poll button.

Touch Yes to close the poll.

Verify on the screen that the Poll Status states “Closed”.

On the bottom right of the screen, touch the power

button.

Touch Yes to power off the accessible voting device.

Remove the Poll Worker Card and return it to the Inspector.

Unplug the Accessible Voting Device.



Pack the Accessible Voting Device

Pack the Printer

Unplug the BMD cable and power cord from the backside of the printer.

Unplug the power cord from the backside of

the printer and then from the power supply.

Place the printer bag on the floor.

With TWO people, lift and place the printer in the bag and secure it using the Velcro straps.

Place the printer power cable in the bag with the printer and zip closed. This bag does not require a seal

Pack the Controller and Headset

Unplug the green audio headset from the Controller, wrap the

cord and place the headset in the audio bag.

Unplug the ATI cable from the Controller. To remove; press the tab on the cable before pulling. Place the Controller in the audio bag.

Zip closed the audio bag and place it inside the rolling printer bag. This bag does not require a seal.

Continue to next page for instructions on packing the Touchscreen



Pack the Touchscreen Unplug the power cord from the power supply and then

from the back of the Accessible Voting Device.

On the backside of the Accessible Voting Device, neatly coil both the BMD cable and USB ATI cables together.

Open the Accessible Voting Device bag and place on floor. Replace the plastic bag cover and foam protectors on both sides of the Accessible Voting Device. Carefully place the Accessible Voting Device back in the rolling bag so that the screen is facing up and the base is towards the wheels. Use two people if needed.

Place the Accessible Voting Device power cord in the bag

behind the top of the screen. Do not place the cord on the face of the screen.

Zip the rolling bag closed and place with the equipment that is to be picked up. This bag does not require a seal.

Fold the privacy screen and place with other equipment for pick up.



Break Down the Voting Booths

Remove the Privacy Screens and fold in a Z pattern.

Turn the booths upside down and remove the legs

Separate the sections of the legs, fold them, and place

them in one of the booth tops securing them with the

bungie cord. (2 sets, eight legs total)

Place the two Privacy Screens in the other booth top

and secure with the bungie cord.

Place the booth top with the Privacy Screens on top of

the booth top with legs. Secure all four attached locks.

Complete this process until all booths are packed away.



Breakdown SiteBooks

Clock out ALL workers. One hour will be added to all Poll Workers clock out time, so this can be done at the close of the polling location. You do not need to wait.

From this screen, touch Power Off Computer on

all Check-In Terminals.

On the cable lock, turn the number until the code given by in the Inspector packet

shows on the side with the yellow indicator.

Press the black button on top to remove the lock.

Remove the locking cable from the SiteBook kickstands and table leg.

Unplug all cords from the power strip.

Remove the scanner from the front of the SiteBook.

Locate the cases for the SiteBooks.

GENTLY place the SiteBook face down on the open case and unplug the cables.

Repeat this process until all SiteBooks are unplugged.

Wrap the cords on all scanners using the Velcro strap.

Snap closed all four locks on the case and pull down on all straps to tighten.

Remove the power cable and yellow network cables from the MoFi.

Unscrew the MoFi Paddles, wrap up the power cord, and place all four parts in the

labeled clear bubble bag.



Pack the Yellow/Green Bag

Wrap up the yellow network cables, SiteBook and printer power cords.

Neatly place these items in the yellow/green bag:

o Scanners

o Clear MoFi Bag with MoFi inside

o SiteBook Power Cords

o Printer Power Cord

o Yellow Network Cables

o Power Strip

o Extension Cords (black and red)

o Folded black tablecloth

2020 PPE Manual V. 1 Appendices and Checklists 99


APPENDICES AND CHECKLISTS



Monday Set Up Checklist

The following tasks must be completed during the Monday Set Up.

Inventory supplies (See list on the following pages)

Contact the Poll Worker Hotline if missing anything from the list.

The Troubleshooter/County personnel, Inspector, and Judge complete the following using the set-up instructions (Section 3: Monday Set Up).

Set up SiteBooks

Set up Affidavit Printer

Set up Precinct-based Tabulator

Set up Accessible Voting Device

The rest of the Poll Workers are responsible for completing the following:

Set up Voting Booths

Set up Interior signage

Once completed, assist the Inspector with any other tasks



Supply List

Red Box

2 Accessible Voting Booth Leg Extenders

2 reams of 8 1/2 x11 paper

2 Extension Cords

1 Power Strip

3 75- Foot Limit Signs

Bag One

1 pad Name Tag Sheets

1 pad Scratch Pad

2 dozen Ball Point Pens

3 dozen Ballot Marking Pens

1 roll Masking Tape

1Trash Bag & Tie

2 rolls I Voted Stickers

1 Stylus Pens

Bag 2

12 Voting instructions for Booths

1 Sheet Magnifier

1 Pack of Voter Registration Forms

1 pack Pink Voter Assistance Survey Cards

1 pack Goldenrod Polling Place Event Reports

1 pack Poll Worker Interest Forms

10 Curbside Voter Affidavit forms

1 pack "Add/Remove from PEVL" forms

5 Red Vote arrow sign

1 Legal Size Secrecy Folder

1 Flag

1 Flag Stand

2 Disabled Voter Entry Arrows

2 No Smoking/Cell phone signs

2 Instructions/Right to Vote signs

2 Federal & State Prohibitions signs

1 Bi-Lingual Manual

2 Challenged Voter Form

1 Clear Official Envelope

20 Proof of Citizenship Form

1 pack "Voter returned w/Proof of ID" Forms

20 Conditional Provisional Sites Lists

2 ID at Poll Signs

1 pack Acceptable Proof of ID Information Sheets

1 "Emergency Plan" Form

1 Clear Bubble Pack

1 Misreads Envelope

10 Zip Seals for closing

3 Official Sticker Seals

1 Tablecloth



Yellow or Green Duffle Bag Inventory

Scanners- 1 per SiteBook

Scanner Cables -1 per SiteBook (will be attached to SiteBooks)

1 or 2 MoFis

These will allow the SiteBooks to communicate

with the Elections Department and with the Affidavit Printer.

3-10ft Yellow (will be attached to SiteBooks)

1-25ft Yellow (This is for the Affidavit Printer)

1-Green bottom power strip

1-Red/Black ext. cord

1-Oki P/S cable

1-Combo Locks



Poll Worker Duty Cards

Inspector Job Duty Card Monday Set Up Assist County personnel to:

□ Set up SiteBooks

□ Set up printer(s)

□ Set up Accessible Voting Device

Opening the Voting location

□ Account for Election Team Board Workers.

□ Call the Hotline immediately at (602)506-67610 if anyone from your team is missing at 5:45am.

□ Follow Opening Procedures (Section 4)

Throughout the Day

□ Check identification of every voter when prompted on the SiteBook Screen.

□ Assist voters to use the Accessible Voting Device.

□ Assign the Marshal and a Poll Worker of a different party to assist with Curbside

voters.

□ Provide support for all team members with their assigned duties.

□ Manage all Poll Worker breaks and lunch. A minimum of 2 poll workers must be

present at all times. One of these workers must be the Inspector or Judge.

□ Make sure that the voting location is running smoothly. If there are any issues call

your Troubleshooter immediately. Closing

□ Ensure all voters have left the voting location before starting closing procedures.

□ Follow Inspector/Judge Closing Procedures (See Section 8: Closing Procedures).

□ Confirm that the Marshal and Clerks have completed their closing tasks.

□ Bring the Clear Bubble Pack, Red and Blue Transport Boxes, and the Black Canvas

Bag to the Receiving Site. NOTE: Delivery must be done with either two people of

different parties OR a Deputy Registrar alone.





Judge Job Duty Card Monday Set Up Assist County personnel to:

□ Set up SiteBooks

□ Set up Affidavit printer

□ Set up Accessible Voting Device


□ Follow Opening Procedures (Section 4: Opening the Voting location)

Assisting Voters

□ Check identification of every voter when prompted on the SiteBook Screen.

□ Assist voters to use the Accessible Voting Device.

□ Provide support for all team members with their assigned duties.

Closing

□ Ensure ALL VOTERS have finished voting before starting closing procedures.

□ Follow Inspector/Judge Closing Procedures (Section 8: Closing Procedures).





Line Management Clerk Job Duty Card Monday Set Up

Assist other Poll Workers to:

□ Set up Voting Booths.

□ Post interior signage.

□ Assist Inspector with other tasks as directed.


□ Post all outside signage (Section Four: Opening the Voting location).

□ Assist with other tasks as directed.

Closing

□ If a line has formed, stand at the end of the line of people waiting to vote

until the last voter has used the SiteBook.

□ Call the Hotline at 7:00 pm (602-506-2670) if there are more than six people

in line to vote.





Voter Registration Clerk Job Duty Card Monday Set Up



□ Set up interior signage.



□ Complete tasks as assigned by Inspector.

Throughout the Day

□ Update Voter Registration in the SiteBook.

□ Assist Judge and Inspector with voter ID verification.

□ Provide Voter Registration information to voters.

Closing

□ Ensure all completed Voter Registration forms are placed in the Completed Forms Envelope.

□ Assist with other tasks as directed.





Marshal Job Duty Card Monday Set Up






□ Post all signage (Section Four: Opening the Voting location).

□ Announce “The Polls Are Now Open” at 6:00am.

Throughout the Day

□ Monitor the Precinct-based Tabulator.

□ Assist Curbside voters (See Section Seven: Voting).

Closing

□ Announce at 6:00pm, 1 hour before closing, “the polls will close in 1 hour”, again at 30 min before closing, again at 15 min before closing, again at 5 min before closing, and again at 1 minute before closing.

□ At exactly 7:00pm, announce that the polls are now closed.

□ Follow Marshal Closing Procedures (Section 8: Closing Procedures).





Clerk Job Duty Card Monday Set Up




□ Assist Inspector with other tasks once completed.


□ Ensure Affidavit Printers are loaded.

□ Assist with other tasks as needed.

Throughout the Day

□ Retrieve documents that print after a voter checks in.

□ Locate the voter’s ballot from the table (or printer at a Vote Center).

□ Verify that the ballot codes on the ballot, on the Control Slip, or

Affidavit Envelope and/or Provisional Form match.

□ Pass the ballot and documents to the voter.

□ Maintain paper and envelope supply in Affidavit Printer.

□ Assist the Marshal with Curbside voters.

Closing

□ Follow the Clerk Closing Procedures (Section 8: Closing Procedures).





INSPECTOR CLOSING CHECKLIST

Instruct the Clerks to begin on the Clerk Closing Procedures.

Close the Precinct-based Tabulator using the Precinct-based Tabulator Closing

Procedures.

Verify that the Clerks have packed the transport box (es) with the BLUE lid using the Blue Transport Box Procedures.

Verify that the Marshal has completed their closing procedures.

Clock out all Poll Workers once all closing procedures are

completed but before you break down all SiteBooks. NOTE: One hour will be added to

all Poll Workers’ clock out time for pay purposes.

Complete the Closing Security Report (CSR).

Pack the transport box with the RED lid using the

Red Transport Box Checklist.

Complete the Closing Security Report and the Ballot Custody Statement.

Collect the Clear Bubble Pack and the RED and BLUE transport boxes.

Stack all election supplies as neatly as possible in the corner of the room, so that it

is ready for pick up by Election Department staff during the next week.

Call your Troubleshooter before you leave for the Receiving Site.

Bring the Clear Bubble Pack, Red & Blue Transport Boxes, and the Black Canvas Bag to

the Receiving Site.

NOTE: Delivery must be done with either two people of different parties OR a Deputy

Registrar alone.



DELIVERY DROP OFF CHECKLIST

Do NOT leave until you have spoken to your Troubleshooter and they have released you to go to your Receiving Site.

Upon Completing of checklist review/confirmation, the Inspector and a Poll Worker of a different party, OR a Deputy Registrar (DR) alone will take these 4 items to the designated Receiving Site.

1. The sealed Bubble Pack with:

□ Precinct-based Tabulator Poll Worker Results Memory Card

□ Inspector’s wristlet with ballot key and security key

□ Totals Tape from Precinct-based Tabulator 2. Packed and sealed RED transport box:

□ All Site Badges

□ Voter Control Slips

□ Accessible Voting Device Poll Worker Card on Lanyard

□ Completed Forms Envelope

□ Clear Official Envelope

□ Misread Ballot Envelope with any ballots from Door 3 of tabulator box.

□ Precinct Ballot Report

3. Packed and sealed BLUE transport box:

□ Early Ballots

□ Completed Provisionals

4. Packed and sealed BLACK canvas bag

□ Voted ballots from the Precinct-based Tabulator

□ Totals Tape from Precinct-based Tabulator

You are now ready to contact your Troubleshooter.



MARSHAL/LINE MANAGEMENT CLERK CLOSING

CHECKLIST

Marshal:

One hour before, half hour, 15 minutes, one minute before, and at 7:00 pm announce:

“The polls will be closing in XX minute/ are now closed.” This is required by Arizona Law.

If a line has formed, stand at the end of the line of people waiting to vote until the last

voter has used the SiteBook. Anyone in front of you is eligible to vote, any one that

arrives after you should be kindly informed that they are too late and not eligible.

At 7pm, call the Hotline at 602-506-2010 if there are more than six people in line to

vote.

Line Management Clerk:

Remove and bring in all signage from outside. Place in a corner of the voting location

with the other supplies so they may be picked up by Election Department staff later.

Orange and Yellow Sandwich Boards Red Accessible parking signs (if any)

Red curbside standing signs Any paper signs taped to the walls

Remove all interior signage that is posted and throw away.

Sample ballots Instructions To Voters And Elections Officers

No Smoking Required ID

Breakdown and pack up the voting booths. Place in a corner of the voting location so

they can be picked up by Election Department staff later.



CLERK/VOTER REGISTRATION CLERK CLOSING

CHECKLIST

Take one BLUE transport box over to the Envelope Drop Box to begin the ballot

transport process. Use the second box only if the first box gets full.

Using the key, unlock both sides of the Drop Box and with

two people remove the top. (Not pulling out from the individual doors)

Place all of the Affidavit Envelopes from the Drop Box into

the BLUE transport box. Stack these ballots upright so as

many may fit into the box as possible.

Once a BLUE transport box is full, fill the second box if needed.

Seal both sides of the BLUE transport box/boxes with beaded seals.

Place loose papers from the Envelope Drop Box in the Completed Forms Envelope

and place the envelope in the RED transport box.

Place any loose ballots from the Envelope Drop Box in the Misread Ballots

Envelope and place it in the RED transport box.

Once the Envelope Drop Box is emptied and BLUE transport box/boxes are sealed,

assist the Inspector with completing the Precinct Ballot Report.



Wait Time Reduction Plan

Wait-Time Reduction Plan

The Department designed our Polling Place Wait-Time Reduction Plan to reduce lines on

Election Day and ensure voters wait no more than 30 minutes on average at the polls. Our first

step in planning to reduce polling location wait-times was to use historical information to

forecast turnout. However, voter turnout is only one factor that can cause long lines on Election

Day. Other contributing factors include training, contingency plans, time of day voting patterns,

check-in speeds, and length of the ballot. The Election Day, Emergency Voting, and Early Voting

plans outline our considerations for forecasting turnout and managing these factors to reduce

wait-times and lines at voting locations. Using both the turnout forecast and lessons learned,

we are developing plans to reduce wait-times.

Below are some factors and potential bottlenecks that may cause wait-times during the March

2020 Presidential Preference Election and activities and considerations Maricopa County is

implementing to mitigate them.

Check-in Process

The Department will deploy the use of SiteBooks to check-in voters at all polling locations and

vote centers. The SiteBook is a voter check-in system, with similar functionality to an electronic

poll book referenced in state statute. They were first introduced in the November 2017

jurisdictional elections. Prior to 2016, Poll Workers used manual check-in rosters, which slowed

down check-in times. The SiteBook provides faster check-in speeds because it allows for more

than 2 voters to check-in simultaneously at a polling location and connects directly with the

Recorder’s voter registration system, providing an enhanced and streamlined voter experience.

Check-in speeds during the 2018 General Election averaged approximately 90 seconds per voter.

The SiteBook check-in terminals guide voters through a series of screens. Voters answer

questions, in their choice of English or Spanish, to establish identity, eligibility, and the correct

ballot. With a barcode scan of an ID or by entering the voter’s name, voters check-in and prove

their identity with a Poll Worker. For the ID requirement, a voter can provide one of the



acceptable forms of photo identification, two forms on non-photo identification, or a

permissible combination of one photo and one non-photo identifications.

Polling Locations and Check-in Stations

The County will open approximately 220 voting locations on Election Day. This number includes

40 Vote Centers that will also be available for at least five days during Early Voting. There will

also be nine Vote Centers open for the majority of the 27-day early voting period.

For the 2020 Presidential Preference Election, we plan to increase the number of check-in

stations by 10-times the amount used in 2016. We will equip each voting location with 6-12

SiteBooks totaling more than 1,400 check-in stations across the county.

Time Needed to Vote a Ballot

The length of the ballot or a limited number of voting booths can create wait-times at a polling

location. While the Presidential Preference Election ballot will likely have numerous candidates,

the only contest on the ballot will be the Democratic candidates running for president. We will

be deploying at least twelve voting booths to each voting location.

The Department is also providing voters with an improved ballot

format. Ballots will be voted by filling in ovals rather than

connecting arrows. This should reduce selection errors since

voters are familiar with filling in ovals on most standardized

testing forms. Voters do not need to complete the entire oval to

successfully vote a contest.

The combination of a short ballot, new ballot style, and sufficient

voting booths should minimize wait-times.

Provisional Ballots

The Department will work to reduce the number of voters required to vote a provisional ballot

in three ways.

1. We will hire a voter registration Clerk for each polling location to assist voters with address and name changes on the SiteBooks. These are common situations that cause provisional ballots.

New ballot style



2. We will provide 40 vote centers equipped with ballot-on-demand technology and SiteBook check-in stations to serve as a vote anywhere location. Vote centers are strategically deployed throughout the county and provide voters the option to vote at a location that is most convenient for them, which may be near their work, gym, favorite restaurant or while running errands. If an out-of-precinct voter arrives at one of the 180 assigned polling locations on Election Day, a vote centers may provide a closer voting location than traveling to their assigned precinct.

3. Each polling location has an accessible voting device designed to assist voters with disabilities. The new tabulation system includes an improved accessible voting touch screen device that produces a hard copy ballot. The device will be programed with all ballot styles and provide an out-of-precinct voter the option of using the device rather than visiting a vote center, going to their assigned polling location, or voting a provisional ballot.

Poll Worker Training

As described in the Training Plan (Section 5, page 27), the Department will require all poll

workers to attend training. We understand temporary Poll Workers live throughout the county

and have other responsibilities, so we plan to offer a multitude of in-person training sessions,

some of them across the county to ensure our poll workers are prepared for Election Day. In

addition, we will customize our training for the distinct duties of each poll worker and create

training manuals that cover the nuances and equipment procedures of every election. We will

post the manual on the Department’s website by January 2020.

Poll Worker Staffing Contingencies

We are hiring 20 additional poll workers that will undergo Inspector level training to have on

stand-by should we need additional staff or if a poll worker is absent. If needed and after

obtaining approval from the Hotline supervisor, an Inspector may also hire Poll Workers from

the line of voters.

Equipment Support

Poll Workers, Trouble Shooters and Technical Trouble Shooters are trained on solutions to

correct problems in the voting location. We have developed specific SiteBook procedures for

checking in voters through an off-line mode if the virtual private network connection is lost. If a

SiteBook terminal becomes inoperable, Technical Trouble Shooters will be quickly dispatched

with a replacement.



Additionally, technical Trouble Shooters carry in their vehicles a back-up precinct tabulation

machine, replacement printer cartridges, and other commonly used supplies in the event a

location’s equipment needs repair.

Vote centers are equipped with two high-speed ballot-on-demand printers, creating a much-

needed redundancy to prevent lines in the event one printer needs service or repair.

Wait-Time Remediation

For the Presidential Preference Election, we are implementing a systematic process to monitor

wait-time and respond accordingly. We have collaborated with ESRI, a nationally recognized

geographic information system software developer, to design an application that can be

installed on a phone or tablet. The application allows Poll Workers to report polling location

issues and wait-times. The application is designed to calculate wait-time using a formula based

on check-in speeds and inputs of how many people are in line. Poll workers report wait-times

to a workflow logging and dispatch system monitored by the Department’s trouble shooter

hotline. Through this new system, the Department will have access to real time information

about voter wait-times.

If wait-times exceed 30 minutes, Inspectors or Trouble Shooters will work with Department staff

to assess the cause of the issue or bottle neck. Depending on that assessment, additional

resources can be deployed to add capacity to the location or provide technical assistance.

Additionally, poll workers can advise voters of the closest vote center.

In addition to this new technology, we are also hiring an extra poll worker for all voting locations

on Election Day. We will provide the Line Management Clerk with training on how to use the

ESRI application to report wait-times and how to have difficult conversation with voters,

hopefully resolving a voter’s concern or issues before they enter the polling location. We will

also provide the Line Management Clerk with a handout to give to voters outlining that only

registered Democrats are eligible to vote in the Presidential Preference Election. The handout

will also include the Department’s contact information should a voter have specific questions or

concerns.

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