Poll Worker Training Manual Vote Centers and Election Day · City of Chandler: Charter Amendment...

Poll Worker Training Manual

Vote Centers and Election Day

Revised 02/20/2020

Contents Section One ............................................................................................................................... 1

General Information.................................................................................................................. 1

MISSION AND VISION .............................................................................................................. 2

INTRODUCTION ...................................................................................................................... 3

POLL WORKER CONTACTS ....................................................................................................... 4

VOTER CONTACTS ................................................................................................................... 5

TRAINING RESOURCES ............................................................................................................ 6

VOTE CENTER VS. POLLING PLACE .......................................................................................... 7

JURISDICTIONAL ELECTIONS INFORMATION ........................................................................... 8

PPE INFORMATION ................................................................................................................. 9

LAWS AFFECTING ELECTIONS ................................................................................................ 10

VOTER REGISTRATION .......................................................................................................... 12

PERMANENT EARLY VOTER LIST (PEVL) ................................................................................. 13

Section Two ............................................................................................................................. 14

Poll Worker Information ......................................................................................................... 14

PREPARING FOR THE ELECTION ............................................................................................ 15

VOTING LOCATION GUIDELINES ............................................................................................ 16

VOTE CENTER TEAM ............................................................................................................. 17

SUPPORT TEAM .................................................................................................................... 18

WHEN TO CALL THE HOTLINE ............................................................................................... 19

OBSERVERS ........................................................................................................................... 20

CUSTOMER SERVICE ............................................................................................................. 21

HELPING EVERY VOTER ......................................................................................................... 22

DISABILITY AWARENESS ........................................................................................................ 23

LANGUAGE ASSISTANCE ....................................................................................................... 25

SAFETY AT THE POLLS ........................................................................................................... 26

Section Three .......................................................................................................................... 27

The Equipment ........................................................................................................................ 27

ELECTRONIC EQUIPMENT ..................................................................................................... 28

ELECTRONIC EQUIPMENT - NEW FOR 2020 .......................................................................... 30

EQUIPMENT .......................................................................................................................... 31

PAPER SUPPLIES .................................................................................................................... 33

EXTERIOR SIGNAGE –EARLY VOTING ..................................................................................... 34

EXTERIOR SIGNAGE-ELECTION DAY ....................................................................................... 35

INTERIOR SIGNAGE ............................................................................................................... 36

ENSURING VOTER FLOW ....................................................................................................... 37

Section Four ............................................................................................................................ 38

Opening the Vote Center ........................................................................................................ 38

UNLOCK THE SITEBOOK AND TEST PRINT .............................................................................. 39

CLOCKING IN ......................................................................................................................... 41

SET UP EXTERIOR SIGNAGE ................................................................................................... 42

TEST THE ACCESSIBLE VOTING DEVICE .................................................................................. 44

OPEN THE ACCESSIBLE VOTING DEVICE ................................................................................ 47

SET UP THE PRECINCT-BASED TABULATOR ........................................................................... 48

OPEN THE PRECINCT-BASED TABULATOR ............................................................................. 49

LOAD THE BALLOT ON DEMAND PRINTER ............................................................................ 52

LOAD THE AFFIDAVIT PRINTER .............................................................................................. 53

REPORTING WAIT TIME ........................................................................................................ 54

Section Five ............................................................................................................................. 56

Checking in Voters ................................................................................................................... 56

VOTER IDENTIFICATION ........................................................................................................ 57

CHECK-IN SCENARIOS ........................................................................................................... 58

CHECKING IN VOTERS WITH IDENTIFICATION ....................................................................... 59

CHECKING IN VOTERS- NO ID/VOTER NOT FOUND ............................................................... 63

CHECKING IN VOTERS-ACCESSIBLE VOTING DEVICE .............................................................. 71

COMMON ISSUES- SITEBOOKS .............................................................................................. 75

CHALLENGED VOTER ............................................................................................................. 76

Section Six ............................................................................................................................... 78

Updating Voter Registration ................................................................................................... 78

NAME CHANGE ..................................................................................................................... 79

ADDRESS CHANGE ................................................................................................................ 87

Section Seven .......................................................................................................................... 96

Voting ...................................................................................................................................... 96

THE BALLOT ON DEMAND PRINTER ...................................................................................... 97

AFFIDAVIT PRINTER............................................................................................................... 99

THE BALLOT ........................................................................................................................ 100

FOLDING THE BALLOT ......................................................................................................... 101

THE ACCESSIBLE VOTING DEVICE ........................................................................................ 103

THE PRECINCT-BASED TABULATOR ..................................................................................... 104

PROVISIONAL VOTING ........................................................................................................ 105

CURBSIDE VOTING .............................................................................................................. 107

SPOILING A BALLOT ............................................................................................................ 109

Section Eight .......................................................................................................................... 110

Closing the Voting Location ................................................................................................... 110

NIGHTLY CLOSING CHECKLIST ............................................................................................. 111

ACCESSIBLE VOTING DEVICE NIGHTLY PROCEDURE ............................................................ 112

Appendices and Checklists .................................................................................................... 113

TROUBLESHOOTING THE AFFIDAVIT PRINTER ..................................................................... 114

TEAM DUTIES (COMPLETE) ................................................................................................ 116

WAIT TIME REDUCTION PLAN ............................................................................................. 122

2020 VC Manual v. 2 Section One: General Information 1

Section One

General Information


Mission and Vision

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 voting location requires

long hours, patience, training,

practice, and dedication to

providing best in class customer

service. We value your

contributions. 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.

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]


Vote Center Vs. Polling Place

Vote Center Polling Place

Jurisdictional and PPE voters possible

PPE Only

Begin opening 27 days before the election –February 12 for Jurisdictional /February 19 for PPE

Open March 17

Envelope Drop Box available Envelope Drop Box Available

Any voter in Maricopa County can go to any Vote Center

Precinct specific voting


Jurisdictional Elections Information

March 10, 2020

All Mail Elections

First Vote Centers open February 12, 2020.

Only two Vote Centers are voting locations for the jurisdictional elections- one in

Chandler and one in Tempe.

City of Chandler: Charter Amendment – Election Dates

OFFICIAL TITLE: Ordinance No. 4900, Exhibit 1 of the Chandler City Council providing a proposed amendment to the Chandler City Charter changing the dates of City of Chandler elections to conform to state statute and election consolidation dates.

City of Tempe: City Candidate Election for these offices:

Mayor

Councilmembers (3)


PPE Information

Presidential Preference Election March 17, 2020

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

First Vote Centers open February 19, 2020

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 polling place

be allowed to cast a ballot. 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. You MAY NOT turn a voter away if they wish to cast a ballot.

Election staff will determine whether or not the 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 Polling place

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. 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 polling place 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 physical or mental disabilities and sets the

requirements for access to the polling place 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 a

person is allowed to register to vote for the first

time in a county in Arizona, they must prove

they are a United States Citizen.

It also requires that before a ballot cast at the

polling place 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.


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.


Voter Registration

Deadline The voter registration deadline is 29 days

before an election. The deadline for the

jurisdictional elections is February 10, and the

deadline for the March 17, 2020 Presidential

Preference Election is February 18, 2020.

Note that this 28 days before the PPE due

to the Presidents’ Day holiday.

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

polling place 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

process is the responsibility of the Voter

Registration Clerk, a new position that will

be at every location. For information on

how to complete this update, see Section

Six.

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 Completed Forms 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 Current Residence Address

Print Date of Birth (Month, Day, Year)

Voter’s Signature

Date Signed

2020 VC Manual v. 2 Section Two: Poll Worker Information 14

Section Two

Poll Worker Information


Preparing For the Election

Hours

Make arrangements to arrive at the Vote

Center at your scheduled time, which you

will receive from your Inspector. If you are

unsure of your scheduled time, contact

your recruiter. Their numbers are listed in

the first section of this manual.

Staying at the Voting Location

Leaving the Vote Center 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 Vote Center for a long

duration and will not be able to leave the

center for meals. The facility is not required

to 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!


Voting Location Guidelines

Smoking or E-Cigarettes

Smoking and e-cigarettes are not permitted

in the Vote Center. If you are on a school

campus, state law states that the entire

campus, including parking lots, are No

Smoking Zones.

Cameras in the Vote Center

No cameras, still, video, or otherwise are

allowed in the Vote Center while the polls

are open. This includes reporters and other

media, who should stay outside the 75-foot

boundary.

Cell Phones

Cellular telephones are permitted in the

Vote Center 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.


Vote Center 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, checking ID and assisting voters in using the

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

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

Judge (2 per polling place): Judges are the back up for the Inspector. Therefore, they will aid

in the same responsibilities as the Inspector such as verifying a voter’s ID and assisting voters

with SiteBook Check-In, Accessible Voting Device, and curbside voting. They are also

responsible for monitoring the Envelope Drop Off Box.

Line Management Clerk: (Election Day March 17 Only) The key function of the Line

Management Clerk is to monitor and report voter wait time using the SiteBook. They will

walk the line throughout the day, directing voters with early ballots out of the line to the

Envelope Drop Box in order to keep the line moving. Additionally, they will direct voters who

have difficulty standing to the front of the line. The Line Management Clerk may need to

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

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

name and address changes using the SiteBook. In addition, they will assist the Judge and

Inspector in checking voters’ identification as needed.

Marshal: The Marshal is tasked with keeping order in the Vote Center. 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

on Election Day, and announcing the opening and closing of the polls. Outside of Election

Day (March 17), the Marshal will also be responsible for the duties of the Line Management

Clerk.

Clerk: The Clerk is responsible for collecting the printed ballots and affidavit envelopes from

the BOD Printer and handing these items to the correct voter. They are also responsible for

ensuring that the printers are properly stocked.


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 Vote Center. 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.


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.

Official political party observers that have letters with the original County Party Chairman’s signature may enter the polling place to observe voting activities. If an observer arrives at the voting location, call your Troubleshooter. If they have questions, the Troubleshooter will direct them to the Inspector. Observers should not otherwise interrupt or delay the voting process.

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 Vote Center 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 should also be

avoided.

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. However,

keep your voice low in respect for the

voter’s privacy.


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 or 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 Golden Rule: Ask- 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. Be patient and allow the voter to finish their statement.

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 Spanish. Although we are not legally required, we also provide assistance in Tohono O’odham We provide language assistance in a number of ways:

Ballots and signage are in both English and Spanish.

SiteBook Check-in in 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 the booth 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. Maricopa County is required to provide English and Spanish. Failure or refusal to make all ballot styles available to voters will be grounds for dismissal and removal of your name from the list of prospective citizens to serve on the election board in any future elections. Additionally, 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/polling place. 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.

Verify that appliances, such as coffee pots, have been approved by the facility and are 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.

Place chairs behind tables or off to the side and out of walkways.

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 …… 602-506-2010

Goldenrod Event/Information Report

Poll Workers will have the Goldenrod

Event/Information Report in their supplies

at each polling place. It is to be used by you

to document any incident, injury, or event

that happens at the polling place. This form

is also used for auditing purposes post-

Election Day.

2020 VC Manual v. 2 Section Three: The Equipment 27

Section Three

The Equipment


Electronic Equipment

SiteBooks Each Vote Center will be equipped with either 6 or 12

SiteBooks. These touchscreens will provide voters with the

ability to check in. Once checked in, the SiteBook will

determine the correct ballot for each voter.

Mo-fi Router

Each Vote Center will have one Mo-fi.

These will allow the SiteBooks to communicate

with the Elections Department and with the Affidavit

Printer.

This is NOT an internet connection.


Ballot on Demand Printer

There will be two Ballot on Demand Printers at every Vote

Center. These printers are capable of printing the voter’s

specific ballot.

The Ballot on Demand Printer includes an Affidavit

Envelope Pinter that will print the voter’s specific affidavit

envelope as well as Provisional Receipts, and Accessible

Voting Device Forms.

There are two varieties of BOD printers, the Oki and the

Lexmark, so not all BOD printers will look like this one.

Envelope Drop Box

The Envelope Drop Box is for ballots sealed in

affidavit envelopes. Every day, these boxes will be

emptied by the Ballot Courier and the contents will

be delivered to the Maricopa County Elections

Department.

No one other than the Ballot Courier will have the

key to this box. The Ballot Courier will come once a

day. They will provide identification to the Inspector.

The Ballot Courier and Inspector will fill out a Ballot

Custody Report to transfer custody of the envelopes.


Electronic Equipment - New For 2020

Precinct-based Tabulator (ICP2) Each Vote Center will be equipped with a Precinct-

based Tabulator for the day of the Presidential

Preference Election.

Voters will insert their voted ballots directly into this

device for tabulation on Election Day March 17. NOTE:

Early voting ballots and provisional ballots will be

placed in the Envelope Drop Box.

Accessible Voting Device (ICX) Each Vote Center will be equipped with one

Accessible Voting Device (touchscreen,

printer, ATI controller, and privacy screen).

This printer prints the ballot to be inserted

into the Precinct-based Tabulator.

Poll Worker Card The Inspector will use the provided Poll Worker Card to activate the Accessible Voting

Device when its use is requested. This card will be white and the size of a credit card, and

the Inspector will be responsible for it.


Equipment

Voting Booths Each voting location will receive Voting Booths including a wheelchair accessible voting booth. These booths will be assembled by the set up team.

Red and Blue Transport Boxes On Election Day, Each Vote Center will also receive 3 transport boxes. 1 with RED flip top lid

Used to transport highly sensitive voting material

2 with BLUE flip top lids

Used to transport the early voting ballots and provisional ballots.

Black Ballot Bag

This bag is where voted ballots from the Precinct-based

Tabulator will be placed at the end of the night on Election

Day for transport. This bag will be sealed with a zip tie

seal.


Equipment, continued

Clear Official Envelope This is where spoiled ballots, envelopes, and any loose ballots found in the Envelope Drop Box are placed. It will be sealed with a red and white envelope seal.

Bubble Pack This clear bubble pack will hold three items from the Precinct-

based Tabulator at the end of the night on Election Day:

Security Key

Printed Results Report

Results Memory Card

Completed Forms Envelope This is where completed forms are placed. (See list of forms on following page.)

Seals These seals add security to our election process and ensure that important documents and equipment, such as ballots or tabulators, have not been tampered with.

Tamper Evident Seal Envelope Seal Box Seal

Zip Tie Seal


Paper Supplies

Ballots Each Vote Center will be supplied with ballot paper to be used in the BOD printer in order to print voter specific ballots. The Vote Center will also be supplied with ballot paper specifically for the Accessible Voting Device Printer.

Other Paper Supplies

Place completed forms in completed forms in the Completed Forms Envelope. Please note that many forms are being updated for 2020 and some may look different than previous elections. Be sure to familiarize yourself with the forms given to you before polls open.

Curbside Voter Affidavits

Purple Permanent Early Voter List (PEVL) Sign-up slips

Acceptable Proof of ID Information Voter information

Proof of Identification Form

Voter Registration Forms

Pink Voter Survey Cards

Poll Worker Interest Forms

Goldenrod Event Forms


Exterior Signage –Early Voting

Note: Exterior Signage will be set up every morning at the Vote Center.

Vote Here Have Your ID Ready

Early Voting Instructions 75-Foot Limit Triangle

Curbside Voting


Exterior Signage-Election Day

Note: On Election Day, the Have Your ID Ready is different than the one used during Early

Voting.

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 Vote Center.

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

No Smoking

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


Ensuring Voter Flow

While not every voting location will look this way, please try to maintain a similar flow for

voters as you set up your location. A logical flow will help you maintain a safe and

efficient voting location that is considerate to those voters who may have accessibility

issues. Keep this diagram in mind as you work through your opening tasks.

2020 VC Manual v. 2 Section Four: Opening the Vote Center 38

Section Four

Opening the Vote Center

Before opening the Vote Center, ensure that these tasks have been completed.

Clock in using the SiteBook/Administer Oath

Set up Outdoor Signage

Test Accessible Voting Device

Open Accessible Voting Device

Make sure printers are loaded with envelopes and paper


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 the green yes to run the test print.

3) Select the printer by tapping the button. 4) Select Submit Ballot Test Print! Button.

5) Screen below appears. Tap the back button.

6) Tap the printer selection again.


Test Print, continued

7) Tap the green Submit Ballot Test Print

button.

8) Once you see the screen below, tap the

green back button.

9) Tap the back button on the top left of the

screen. 10) Tap the red No button.

2 2


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

Clocking 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.


Set Up Exterior Signage

Sandwich Board Signs

Vote Here Yellow “Vote Here” Sandwich Board: This sign(s) will be placed at the

main entrance to the parking lot where it is CLEARLY visible from the

main road.

Have Your ID Ready

Orange ID Sandwich Boards: This sign notifies the voters

of their identification options for use at the SiteBooks.

This is to be placed outside the main entrance and if a line

forms, it is to be moved to the end of the line.

Early Voting Instructions

Orange Early Voting Sandwich Board: 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.

During Early

Voting Only Election Day

Only


Set Up Exterior Signage, continued

Curbside Voting

This sign is to be placed 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.


Test the Accessible Voting Device

The Inspector will test the equipment according to this checklist. Insert the Poll Worker Card into the card reader located

in the base of the accessible voting device so that the

gold chip on the top goes in first and the image is facing

up.

When prompted, enter the 8-digit 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.

a. To adjust date: Touch Set Date, select the current

date from the calendar, then touch done.

b. 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.

c. Touch the back button at the bottom center of the

screen to return to main menu.


Test 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 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.


Test 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 Poll Worker Card.

Check the bottom corner of the screen to ensure that it says “Total Ballots Cast: 0.”

Finally, place the blue privacy screen around the

Accessible Voting Device and printer.


Open the Accessible Voting Device

The Inspector must open the Accessible Voting Device.

Remove the Poll Worker Card from the sleeve on your Inspector lanyard and insert it into the card reader on the Accessible Voting Device Screen base.

Enter the 8 digit Login Pin Number using the touch pad on the screen.

Touch Login.

Touch Open Poll.

Touch Yes.

Remove the Poll Worker Card and place it back into the sleeve on your Inspector lanyard.

The Accessible Voting Device is now ready for voters.


Set Up the Precinct-Based Tabulator

Election Day Only

1. The Precinct-based Tabulator should be positioned on

top of the ballot box as shown.

2. The metal switch at the rear of the tabulator will hold

the ballot tabulator in place.

3. Under this metal switch, the adaptor will be plugged

in to the power port.

4. Ensure that the power cords do not present a tripping

hazard.

Metal switch

Power port


Open the Precinct-based Tabulator

To the left of the 3 LED lights next to the Administrator port door, using a stylus, press in the

button and hold for 2 to 3 seconds. The tabulator will emit several beeps. It is important to

remember not to open the Administrator t door, which will be locked with an orange lock seal.

After the tabulator shows a “Verifying Configuration Files” message, the Ready screen will

appear.

Contact the Security Key to the Security Key receptacle on the

tabulator. Enter the provided password and tap Enter. The Main

Menu screen will appear.


Open the Precinct-based Tabulator, continued

Tap Poll Management.

From the Poll Management screen, tap Open Polls…

Again enter your password and tap Enter. The Open Poll Confirmation screen will appear.

Confirm that you wish to open the poll.

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

report.”


Open the Precinct-based Tabulator, continued

Confirm the following:

1. Report header displays the correct voting

location name and/or District number

2. Serial number matches the tabulator’s serial

number, located on the right hand side

3. Total Scanned is zero and Total Voters is zero

From the lower left-hand corner of the Please Insert

Ballot screen, ensure the Ballot Counter field

displays 00000.

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.


Load the Ballot on Demand Printer

Always start with an empty ballot paper tray.

Wait for the paper tray to reset in the lowest position before adding paper.

For Oki printers, add blank ballot paper to the red fill line. For Lexmark printers, fill tray to one

half inch. Be careful not to overfill.

The paper tray will automatically raise to the height necessary once ballot paper is placed.


Load the Affidavit Printer

1. Open the front flap door of the Affidavit Printer.

2. Open the back door flap of the Affidavit 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 package of 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.

2020 VC Manual v. 1 Section Five: Checking in Voters 54

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, 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.


Section Five

Checking in Voters


Voter Identification

List 1 – One item from this list

OR

Current Arizona State Driver License or

Arizona Non-Operating Identification Card

Tribal Enrollment Card-with photo OR

Other Form of Tribal ID (can be issued out of state)

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 Idenification Card. or Tribal

ID w/incorrect address

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

Other Scenarios

VOTER HAS IDENTIFICATION Continue to Page 59

VOTER HAS NO

IDENTIFICATION/VOTER NOT

FOUND

Continue to Page 63

VOTER WISHES TO USE

ACCESSIBLE VOTING DEVICE

Continue to Page 71

VOTER’S ELIGIBILITY IS

CHALLENGED

Continue to Page 76

VOTER’S REGISTRATION

MUST BE UPDATED

Continue to Page 78 NOTE: This is the

responsibility of the Voter Registration

Clerk.

SITEBOOK DEVICE

NAVIGATION AND

TROUBLESHOOTING

Continue to Page 75

VOTER WISHES TO VOTE

CURBSIDE

Continue to Page 106


Checking in Voters with Identification

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

2) Voter selects the ID they brought.


Voters with Identification, continued

3) Voter scans ID.

Driver’s License or Non-Operating Identification Card Voter ID Card

4) Voter verifies name, address, and party.

JANE DOE 01-01-1980

123 W. MOCKINGBIRD LN. PHOENIX, 85012


Voters with identification, continued

5) The voter signs the signature pad.

6) Inspector, Judge, or Voter Registration Clerk verifies the ID provided matches.

If you are unsure about Identification touch the ID info button at the top right

of the screen.

Jane Doe


JANE DOE

01-01-1980

(623)777 7777

D0000000

7777


JANE DOE 01-01-1980


Voters with identification, continued

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

8) The ballot and affidavit envelope print.

9) Collect Items from printer.

Clerk Duty:

Remove the ballot and affidavit envelope from the printer.

Point to the name on the affidavit envelope and confirm with the voter that they are the person on the affidavit envelope.

“W” fold the ballot and hand to the voter. Instruct the voter to place into the ballot into the envelope when completed and drop into the Ballot

Drop Box.


Checking in Voters- No ID/Voter not found

1) Voter touches screen to Check-in (English or Spanish)

2) The voter selects Manual Search.


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

3) The voter enters their information in the order outlined below.

i. First initial of their first name

ii. First initial of their last name

iii. Date of Birth

iv. 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.



4) No matches found. Scan site badge when scanner flashes and select “No Match.”

5) If there is no other match, the voter must vote provisionally.



6) Voter enters their address, presses SEARCH and selects the correct address. When entering, do not use N, E, S, W or St. Ln. Dr. Ave.

7) Voter enters their name and touches Next.



8) Voter enters their Birth Year, Month and Date. Touch Next.

9) Voter enters their Phone Number, Driver’s License, Last 4 of their SSN, and their party preference. Touch Next.


Checking in Voters – No ID /Voter Not Found, continued 10) 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 have to update this information.

11) Voter verifies the information.

01-01-1980

Address 123 MOCKINGBIRD LN. 85012

JOHN DOE 01-01-1980


Checking in Voters – No ID /Voter Not Found, continued 12) Check to ensure the voter’s ID matches the information on file.

13) Voter signs the signature pad.

John Doe

JOHN DOE

01-01-1980

123 MOCKINGBIRD LN. PHOENIX 85012

123 Mockingbird Ln. Phoenix 85012

JOHN DOE



14) Verify that the image looks correct.

15) The ballot prints.

16) Clerk Duty:

Remove the provisional ballot and affidavit envelope from

the Printer.

Point to the name on the affidavit envelope and confirm with the voter that the name

matches.

“W” fold the ballot.

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

to contact about a signature issue) on the front of the affidavit envelope.

Once the envelope is signed, hand the ballot to the voter.

The Provisional Ballot Receipt should be given to the voter so they may check the status of their ballot.

John Doe


Checking in Voters-Accessible Voting Device

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

2) If voter selects Accessible Voting Device, Poll Worker will scan their site badge.

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


Checking in Voters-Accessible Voting Device, continued

3) Voter scans ID.

4) Voter verifies name, address, and party.

JOHN SMITH 12-12-1970

123 ELM ST. SURPRISE 85333


Checking in Voters-Accessible Voting Device, continued 5) Voter signs their name or make their mark on the screen.

6) 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.

John Smith

12 12 1970

JOHN SMITH


2222



D000000 1234


Checking in Voters-Accessible Voting Device, continued 7) Select the type of ID the voter provided- the selection(s) will highlight gray. Then press continue.

8) The BOD prints the affidavit envelope and accessible voting device ballot activation information.

9) Collect the Control Slip and affidavit envelope from printer.

Follow instructions to activate the ballot on the Accessible Voting Device. See Section Seven.


Common Issues- 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.

4. Reboot the MoFi.

Driver License or Voter ID Not Scanning

1. Use the Manual Search button (See Page 12).

Cannot Locate Voter Address

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

2. Try Use Map.


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.

CHALLENGED VOTER PROCEDURES 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 voting 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.

While challenges are rare, we appreciate

your utmost sensitivity towards all

individuals involved if the situation arises.

2020 VC Manual v. 1 Section Six: Updating Voter Registration 78

Section Six

Updating Voter Registration


Name Change

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

2) The voter selects the ID they brought.


Updating Voter Registration-Name Change, continued

3) Voter scans their appropriate ID.

Driver’s License Voter ID Card

4) If the information on file does not match, this will trigger a name change process.

JANE SMITH 12-12-1970



5) Voter Registration Clerk scans site badge.

6) The voter enters the last 4 digits of their social security number.



7) The voter enters their new information into each box. The box will clear with a double tap.

8) If their name is the only change, press Done. If not, press Next and complete the screens that follow.

12 12 1970 JANE JONES

JANE 12 12 1970 JONES



9) The voter verifies that all the information is correct.

10) Voter Registration Clerk, select the ID the voter brought

12 12 1970 JANE

(999)999 9999 1111 D0000

JONES

ADDRESS 123 W. SUNSET CIRCLE SUN CITY 85222



11) Voter answers the following questions.


Jane Jones

Jane Jones


12 -12- 1970 D0000 (999)999-9999

123 W. SUNSET CIRCLE SUN CITY 85222

12340



13) Voter verifies that the information is correct.

14) The change is processed.

Jane Jones



15) The screen will return to Current name. Proceed with Check-In Procedures in Step 4 of Voter with ID.

JANE JONES 12-12-1970


Address Change

1) Voter touches the screen to Check-In (English or Spanish).

2) The voter selects the ID they brought.


Updating Voter Registration-Address Change, continued

3) Voter scans their ID.

Driver’s License Voter ID Card

4) The voter verifies that their ID matches the new information on file.




5) If the voter does not verify that the address on file matches their current address, this will trigger the address change process.

6) Voter Registration Clerk scans site badge.

123 MOCKINGBIRD LN. GILA BEND 85555



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

8) Voter enters their House number.



9a) Voter enters their Street name. Do not include N, E, S, W. Touch the search button.

9b) If the street is a number only enter the number. Touch the search button.



10) The voter enters a Unit Number if they have one.

11) Have the voter verify/edit their name. Press Next if more information needs to be updated or select Done.

JOHN SMITH



12) Voter verifies that all the information is now correct.

13) Check that the voter’s ID matches the new information.

123 W. ARIZONA ST, PHOENIX 85000

JOHN SMITH


123 W. Arizona St. Phoenix 85000



14) Voter answers the following questions.


John Smith

123 W. ARIZONA ST, PHOENIX 85000

JOHN SMITH



16) Have the voter verify the information is correct.

17) The change is processed.

John Smith

2020 VC Manual v. 2 Section Seven: Voting 96

Section Seven

Voting


The Ballot on Demand Printer

There will be two Ballot on Demand Printers at every Vote Center. The Ballot on Demand Printer will use information transmitted during a voter’s check-in process to print the voter’s specific ballot. The affidavit printer is part of the Ballot on Demand system and will print the voter’s specific affidavit envelope.

Loading the Ballot Paper- Oki When adding ballot paper to the printer, there are a couple of precautions that should be

taken to avoid printing complications.

1. Before adding Ballot Paper to the printer be sure that you have removed any existing

Ballot Paper and have allowed the paper feed ramp to drop.

2. Never exceed the red fill line located on the ballot paper feed tray on the right-hand

side of the BOD printer.

Paper feed ramp Paper fill line


Loading the Ballot Paper- Lexmark

When adding ballot paper to the printer, there are a couple of precautions that should be

taken to avoid printing complications.

1. Before adding Ballot Paper to the printer be sure that you have removed any existing

Ballot Paper and have allowed the paper feed ramp to drop.

2. Never exceed about a half inch of paper.

Paper feed ramp Paper fill guide


Affidavit Printer

The Affidavit Printer works in conjunction with the Ballot on Demand Printer to print

provisional receipts and affidavit envelopes.

On Election Day, procedures will be slightly different- instead of printing an affidavit envelope,

a Control Slip will print.

The Clerk will remove the items from the BOD and verify that the ballot code matches on

both items.

Before handing the ballot to the voter, 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 insert their completed ballot into the Precinct-based Tabulator when

completed.


The Ballot

Voters will use the ballot marking pen to fill 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.

At the top of the ballot there will be instructions on how to fill in the oval.


Folding the Ballot

Provisional ballots and early votes must be placed in affidavit envelopes, and do not go into the Precinct-based Tabulator. To be processed correctly, the ballot must be “W” folded to go into the envelope. The “W” fold is not always intuitive, so to prevent any mistakes, the Clerks will “W” fold the ballot prior to handing the ballot to the voter. Step 1: Begin with an unfolded ballot. Step 2: Take the bottom of the ballot and fold upwards along the middle crease to meet the top. The edges will not line up. This is intentional.


Step 3: Take the top of the front sheet of the ballot. Fold this in half. At this point you will still not have touched the top half of the ballot. Now flip the ballot over.

Step 4: Take the top of the half of the ballot now facing you and fold it down to meet the end. The ballot should now make a “W” shape.


The Accessible Voting Device

Activating a Ballot Using a SiteBook, check-in the voter by touching the Accessible Voting Device button on the screen and following the step-by-step check-in process.

Once the voter’s Control Slip has printed, have the voter verify that their information is correct. The Poll Worker maintains possession of the Control Slip. Inspector, escort the voter to the Accessible Voting Device.

Insert the Poll Worker Card into the base of the Accessible Voting Device.

Enter the Login Pin on the screen and touch Login.

Touch Ballot Activation.

Enter the BOD 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 may select 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 made their selections and their paper ballot has printed, instruct the voter as follows: For Early or Provisional Voting, insert ballot into affidavit envelope and put in Envelope Drop Box On Election Day, insert the ballot into the Precinct-based Tabulator.


The Precinct-based Tabulator

Election Day Only The black unit on top of the blue bin is the Precinct-based Tabulator. Completed ballots are fed through the front, the machine scans and tabulates the ballot, then drops it into the appropriate section of the blue bin. The Marshal is in charge of monitoring the Precinct-based Tabulator.

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 is:

Not listed in SiteBook

Voting at the wrong precinct

Already voted an early ballot by mail

Not registered or registration is no longer active

Not a registered Democrat (PPE only)

Has insufficient ID

Regardless of the reason, two items will print on the Affidavit Printer.

Affidavit Envelope

Provisional Receipt

Affidavit Envelopes

Provisional Affidavit Envelopes will only print if the voter is required to vote a provisional ballot. The printer will print out the voter’s name and address. 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. Please note that instead of green, this envelope will be white. It will still say “provisional” on the envelope.


Provisional Receipt

For each provisional ballot a form will print. This form will be given to the voter so that they

may check the status of their provisional ballot.

The Provisional Receipt will be used to match to the correct Affidavit Envelope and ballot. Verify that the BOD Code on all three items match and that the name on the Provisional Receipt and the Affidavit Envelope match.

When handing the folded ballot, the envelope, and the Provisional Receipt to the voter, make sure to convey the following information: “Please sign and date your affidavit envelope 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.”

FPO FPO

Provisional Receipt

Ballot

Affidavit Envelope


Curbside Voting

The Americans with Disabilities Act of 1990 establishes guidelines

for the accessibility of facilities to the disabled community. Where

accessibility is not achievable, the Secretary of State has established

an alternate voting procedure. Curbside voting is available for any

voter who cannot feasibly enter the polling place.

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, Maricopa 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.

The Process

1. Marshal

Take a Curbside Affidavit out to the voter to get voter’s information.

Complete the affidavit and has the voter sign the bottom.

Check the voter’s ID.

Write the address from the ID on the form.

Verify that ID is not expired.

Bring the completed form to the Inspector.

2. Inspector

Use 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.

3. Clerk

Vote Center

o Ensure the voter’s ballot and affidavit envelope are printed and give the materials

to the Marshal.

Election Day

o Ensures the voter’s control slip or provisional receipt is printed, locates the voter’s

correct ballot, and give all the items to the Marshal


Curbside Voting, continued

4. Marshal with a Poll Worker of a different party

Take these items to the voter: o Ballot o Ballot marking pen o Accompanying documents o A secrecy folder o I Voted Sticker

Allow the voter to make their selections. Once

the voter has completed their selections, instruct

them to place their ballot in the secrecy folder.

Hand the voter an “I Voted” sticker.

Return to the Polling Location, and hand the

secrecy folder to a Judge.

5. Judge

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

Tabulator (Election Day Only) or W folds the ballot and places into an affidavit

envelope.


Spoiling a Ballot

A voter may spoil two ballots at a voting location, after which they will receive a Provisional Ballot. A ballot will need to be spoiled if a voter has made an error or has “over voted” (selected more than one option for any question, such as both “yes” and “no”) and the tabulator returns the over-voted ballot to him or her.

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.

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

Mark through the timer marks on the top and bottom of the ballot.

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.

Spoiling the Envelope

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 so that it is ready for audit.


Start Closing Procedures after all voters have left the voting

location.

Section Eight

Closing the Voting Location

2020 VC Manual V. 1 Section 8: Closing the Polling Place 111

2020 PPE Manual v. 1 Section One: General Information 111

Nightly Closing Checklist

Inspector/Judges: Ensure ALL VOTERS have left the Vote Center BEFORE starting closing procedures.

Then you may delegate tasks to each of the Poll Workers.

Ensure Accessible Voting Device is left on and shield it with the privacy screen.

Verify that these items are placed under the table:

o Affidavit envelopes

o Unused ballots from the printer feed tray

Confirm that all staff has completed their closing tasks.

Assist all Poll Workers with Clock-Out procedures, and Restart Application on every

SiteBook.

Before leaving the site, confirm that you have all of your entrusted keys/cards.

Marshal:

Announce at closing time that the polls are closed.

Stand at the end of the line until the last voter has used the SiteBook.

Pull the Red Curbside Voting Stand away from the curb and out of view where the

phone number will not be seen during closed hours.

Clerks: Turn off the Ballot on Demand Monitor by pressing the BLUE Power Button on the

bottom right corner of the screen (If you have a Lexmark printer you will skip this

step).

Place unused affidavit envelopes under the table.

Place unused blank ballots that were in the printer feed tray under the table.

2020 VC Manual V. 1 Section 8: Closing the Polling Place 112


Accessible Voting Device Nightly Procedure

□ Ensure Poll Worker Card is not left in the device.

□ Leave the device powered ON at all times.

□ Shield the device using the Privacy Screen.

2020 VC Manual V.2 Appendices and Checklists 113


Appendices and Checklists



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.



Clear Jam

Troubleshooting the Affidavit Printer, Cont.

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 slightly 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.

Green Dot Remove Toner Drum Clear Jam

Green Tab Open Exit Assembly



Team Duties (Complete)

Inspector During Opening:

Account for Poll Workers. Call the Hotline if anyone from the team is missing

after 15 min. of scheduled time

Unlock the SiteBooks

Assist all Poll Workers in clocking in

Verify that all SiteBooks are ready and presenting the “Check-In” screen. If the

SiteBook is not on the default Check-In screen, contact your troubleshooter

On the SiteBooks, confirm connectivity with the MoFi and BOD Printer. If the

connectivity icons are red, contact your troubleshooter

Complete test print procedures. Once printed, put the date and time and sign

the test ballot

Log any issues with your troubleshooter immediately

Ensure that all other Poll Workers have completed their opening tasks

During Nightly Closing:

Ensure ALL VOTERS have left the Vote Center BEFORE starting closing

procedures. Then you may delegate tasks to each of the Poll Workers.

Turn off Accessible Voting Device-DO NOT UNPLUG


o Affidavit Envelopes

o Unused ballot paper from the printer feed tray


Assist all Poll Workers with Clock-Out procedures, and RESTART APPLICATION

on every SiteBook.




Judge During Opening:

Unlock the SiteBooks

Assist all Poll Workers in clocking in

Verify that all SiteBooks are ready and presenting the “Check-In” screen.

If the SiteBook is not on the default Check-In screen, contact your

troubleshooter

On the SiteBooks, confirm connectivity with the MoFi and BOD Printer. If

the connectivity icons are red, contact your troubleshooter

Complete test print procedures. Once printed, put the date and time and

sign the test ballot

Ensure that all other Poll Workers have completed their opening tasks

During Nightly Closing:

Ensure ALL VOTERS have left the Vote Center BEFORE starting closing

procedures. Then you may delegate tasks to each of the Poll Workers.

Turn off Accessible Voting Device DO NOT UNPLUG


o Affidavit Envelopes

o Unused ballot paper from the printer feed tray


Assist all Poll Workers with Clock-Out procedures, and RESTART APPLICATION

on every SiteBook.




Line Management Clerk (Election Day Only)

During opening:

See Marshal’s opening duties. Assist in these as needed

During 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 7pm (602-506-2010) if there are more than six

people in line to vote

Assist the Marshal with closing duties if needed



Voter Registration Clerk

During opening:

See Clerks opening duties. Assist in these as needed

During nightly closing, assist Clerks to:

Turn off the Ballot-on-Demand Monitor by pressing the BLUE Power

Button on the bottom right corner of the screen (If you have a

Lexmark printer you will skip this step).


Place unused blank ballot paper that was in the printer feed tray

under the table.



Marshal During opening:

Post all signage:

Yellow “Vote Here” Sandwich Board- place at the driveway

entrance to the Vote Center so it is visible from the street

75 Foot Limit Triangle- take 30 average size steps from the main

entrance and place sign. Do this in 3 directions to make a half circle

from the door. Note that petition circulators, news media, and

campaign reps who are electioneering must stay outside this zone

during voting hours.

Red Curbside Voting Stand- place sign at the closest drive-up curb

where a voter can stop their car to vote, or in the closest

wheelchair accessible parking spot. Make sure the curbside voting

hotline number will be clearly visible.

Orange “Ballot Drop Off” Sandwich Board- place near the entrance

and move accordingly as a line develops. This sign directs voters

with completed ballots in sealed green affidavit envelopes to go

directly to the ballot box and not wait in line.

Orange ID Sandwich Boards- place near the entrance and move

accordingly as a line develops

Red “Wait for terminal” Stand- This will be placed by the technician

that sets up the Vote Center. Confirm that it is placed appropriately

or move it to a place where it is more at the start of the line.

Announce opening of polling place

During nightly closing:

Announce “The polls are now closed”

Bring in all signage from outside

Move Red Curbside Voting sign away from the curb and out of view

where it cannot be seen during closed hours

If Line Management Clerk is not present, assist in those closing duties as

well



Clerk During opening:

Remove the box of Affidavit Envelopes from under the table

Add ballot paper to the BOD Printer

Add Affidavit Envelopes to the Affidavit Printer

During nightly closing:

Turn off the Ballot on Demand Monitor by pressing the BLUE Power

Button on the bottom right corner of the screen (If you have a

Lexmark printer you will skip this step).


Place unused blank ballot paper that was in the printer feed tray

under the table.

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.

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.

New ballot style

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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