Election Day: Start to Finish

A Guide for Election Officers

Mark Church Chief Elections Officer & Assessor-County Clerk-Recorder

Registration & Elections Division 40 Tower Road San Mateo, CA 94402 P: 1.650.312.5222 | F: 1.650.312.5348 Email: [email protected] Web: www.shapethefuture.org Revision Date: 10.05.2016 Follow us on Twitter @smcvote

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Table of Contents

Chapter 1 — Opening the Polls

Setting Up the Precinct ...... 1 Election Morning Priorities ...... 3 Equipment Setup (Team A) ...... 4 Official Table Setup (Team B) ...... 18 Paper Voting Booth Setup (Team B) ...... 21 Hanging the Signs and Flag (Team B) ...... 22 Final Preparations (Team B) ...... 24

Chapter 2 — Serving the Voters Opening the Polls at 7:00 a.m...... 27 Voter Check-In ...... 28 Issuing an eSlate Ballot ...... 30 Issuing a Paper Ballot ...... 31 Spoiling a Paper Ballot ...... 32 Vote by Mail Voters ...... 33 Provisional Voters ...... 34 Assisting Voters with Disabilities . Headphones ...... 35 Accessibility Buttons and/or Sip-and-Puff Devices ...... 36 First-Time Voters / Voters with Limited English Proficiency ...... 37 When and How to Help Voters ...... 38 Cancelling an eSlate Booth ...... 39 Curbside Voting ...... 40

Chapter 3 — Closing the Polls

Immediate Steps ...... 43 Packing the JBC ...... 44 Ballot Reconciliation ...... 45 Packing the Supplies and Equipment ...... 52

Chapter 1

Opening the Polls Setting Up the Precinct 1 Election Morning Priorities 3 Equipment Setup (Team A) 4 Official Table Setup (Team B) 18 Paper Voting Booth Setup (Team B) 21 Hanging the Signs and Flag (Team B) 22 Final Preparations (Team B) 24

Chapter 1

1 Setting Up the Precinct Chapter One: Opening the Polls

Step 1 Locate your equipment. • eSlate Voting Booths (including the DAU and DAU chair) • Red Supply Case (Inspector brings this) ▪▪ A.M. Bag - eSlate Setup Bag ˙Polls Open Envelope - Official Table Setup Bag - Display Items Setup Bag - Miscellaneous Items Setup Bag - Security Bag • JBC with Custody Log (Inspector brings this) • Voting Booth • Blue Ballot Box

Step 2 Verify that the precinct number on the equipment matches your precinct number.

Step 3 Remove the Election Officer Binder from the Red Supply Case and reference the precinct layout map to set up the precinct.

Step 4 Get the Polls Open password and Red Strap combination numbers from the Polls Open Envelope found in the eSlate Set-up Bag.

1 1 Setting Up the Precinct Chapter One: Opening the Polls

Polling Place Setup

Use the layout map found in the Election Officer Binder to set up your precinct.

Official Table Official

Table

Official Official

Table Official Official

2 1 Election Morning Priorities Chapter One: Opening the Polls

Break into two teams, to ensure you will have enough time to open the polls by 7:00 a.m.

Team A Equipment Setup (See Pages 4 -17)

Team B Official Table & Display Items Setup (See Pages 18 - 24)

3 1 Equipment Setup (Team A) Chapter One: Opening the Polls

IMPORTANT: Notify your Field Tech if any tampering appears to have taken place.

Security Steps for Opening the JBC (Judge’s Booth Controller)

if compromised, call your Field Tech. Before opening the JBC Box, two Election Officers, not the Inspector, will verify that the tape seal number on the JBC Custody Log matches the blue tape seal number on the JBC Box, and that the seal is intact. If compromised, call your Field Tech.

Step 1 Get the JBC Custody Log from its sleeve on the outside of the box. Step 2 Complete Section 2 of the JBC Custody Log. (See example below.) - SAMPLE - 2. JBC CUSTODY - PRIORBEFORE TO POLLS POLL OPENING OPEN COMPLETE EACH ACTION BEFORE SIGNING Print Name Legibly Signature Verify that the tape seal # is 60299967 and it is intact. Election Officer 1:[Not the Inspector] If the seal is intact, remove seal to open polls. If the seal is compromised, call your Field Tech Election Officer 2:[Not the Inspector] immediately.

Step 3 Put the Custody Log back in its protective sleeve on the side of the JBC Box--you will use it when you close the polls. Step 4 Remove the tape seal and stick it on the back of the Seal Log found in the Security Bag.

Tape Seal, shown as delivered

4 Step 5 Open the JBC box. 1 Equipment Setup (Team A) Chapter One: Opening the Polls

You Will Need

▪▪ A.M. Bag ▪▪ Security Bag ▪▪ eSlate Setup Bag Logging the JBC Security Seal Numbers

Step 1 The JBC should be sealed in a clear plastic bag. Carefully remove the seal without tearing the bag. Remove the JBC from the bag. Keep the bag in the JBC Box—you will use it when you close the polls. Fold the seal in half and put it in the Security Bag.

Step 3 Remove the JBC, gray cable and black power cord from the JBC Box and put them on the Official Table.

Step 4 Verify that the numbers on all three seals match the numbers printed on the Seal Log and write your initials. If not, call your Field Tech. If the seal number is not pre-printed, write the number on the Security Log and write your initials.

DO NOT REMOVE THE SEALS. DO NOT REMOVE THE LOCK. 5 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 5 Carefully plug the red end of the gray cable into the red “Booth Out” port on the back of the JBC. GENTLY tighten the thumbscrews.

Step 6 Plug the black power cord into the back of the JBC.

DO NOT PLUG INTO A POWER STRIP YET. DO NOT REMOVE ANY SEALS FROM THE JBC OR VBOs. DO NOT REMOVE ANY RED SEALS.

6 1 Equipment Setup (Team A) Chapter One: Opening the Polls

eSlate Voting Booths Step 1 Get the red strap combination from the Polls Open Envelope and unlock the red strap. Store the strap in the Red Supply Case.

Step 2 Two Election Officers will set the voting booths on the floor according to the precinct layout map, or assemble them on a table if that’s easier and then move them into place. The silver leg tubes should face up. Step 3 Put the Disabled Access Unit (DAU) at the end furthest from the JBC/Official Table. The DAU has the red handle.

Tips from Tower If it doesn’t open after 3 tries, let another Election Officer try. If it still won’t open, cut the strap with scissors, and call your Field Tech for a replacement red strap. You’ll need it to pack up the equipment at the end of the night. 7 1 Equipment Setup (Team A) Chapter One: Opening the Polls

eSlate Voting Booth All eSlate booths must be set up.

Step 1 Remove the zip seal from the handle of each eSlate booth. Step 2 Put the used seals in Security Bag. Step 3 Undo the three velcro straps.

Do not pull on the brace!

Step 4 Push and hold the silver button, then slide out the leg with the brace.

Step 5 Align the arrows to lock the leg button in place. Listen for the click.

Step 6 Repeat the steps for all legs.

Tips from Tower Some Election Officers prefer to put the eSlate together on top of a table so they don’t have to work on the floor. 8 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 7 Fit the peg into the hole to brace the legs.

Step 8 Add the straight extensions to the legs; there are four, one for each leg.

Step 9 • Get the foot tubes. • Push the silver buttons on the side to slide out the feet. • Align the buttons and button holes to lock them. The extended feet stabilize the voting booth. Very important!

foot tube extended

foot tube not extended

Tips from Tower

If you don’t extend the feet, the booth will tip over and hurt you or someone else. 9 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 10 Lock the feet onto the leg tubes. The black tip must point toward the side with the handle and latches.

You MUST use two people to turn the booth over!

Step 11 • Stand in front of the voting booth. • Unlatch the locks located on either side of the handle. • Lift the lid and press on the brace on the left side to lock the lid upright. Lock the latch or the booth top will fall and injure someone.

Step 12 Repeat setup for all booths.

Tips from Tower Remember: Line up the eSlates so that the DAU (it has the red handle) is at the end furthest from the JBC. 10 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Powering up the VBO (Verifiable Ballot Option) The VBO is the paper printer sealed inside the eSlate.

This is the VBO paper printer.

Step 1 Get the power strip from the Red Supply Case. Step 2 • Open the storage compartment on the eSlate, take out the black power brick and AC cord. • Plug the AC cord firmly into the power brick. • Plug the other end into the power strip.

Step 3 Plug the small end of the power brick into the silver ring on the top of the VBO inside the compartment.

Step 4 Double-check all of the power connections to make sure they are secure. Step 5 Repeat setup for all VBOs.

HINT: Run the cords under the lid brace. 11 1 Equipment Setup (Team A) Chapter One: Opening the Polls

More Security Steps

Step 1 • Verify that the number on the security tape seal on the back of the booth matches the number in the Seal Log. • Remove the tape seal, and the black port protector under it.

Step 2 • Stick the removed seal to the back of the Seal Log. • Put the port protector in the Security Bag for reuse when you close the polls. “Daisy Chaining” the eSlates Together

Step 1 Connect the JBC’s gray cable to the back of the eSlate booth closest to the JBC. Gently hand-tighten the thumb screws. (This MUST NOT be the DAU. The DAU has red tape on its handle and goes at the end of the line of eSlates, furthest from the JBC.) Step 2 Face the first voting booth, open the storage compartment and pull out the gray cable. Run the cable out of the side channel and connect it to the back of the second booth. Step 3 Close the storage compartment. Step 4 Repeat for all booths. NOTE: The DAU does not have its own installed gray cable, because it’s the end of the line.

Tips from Tower

Remember: eSlate booth #1 is closest to the JBC/Official table. 12 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 5 Plug the JBC cord into the power strip. Plug the power strip into a wall outlet and turn the power strip on. As soon as it is turned on, a “power up” report will print on the JBC. Step 6 Look at the onscreen summary on each voting booth. It should read: • Power supply: PRN [OKAY] • Power supply: Battery [NONE] (Batteries are installed, but not connected) • Printer Status: [OKAY]

If any other code or error is displayed, check all the power connections. Turn off the power, and then turn it back on and follow the steps on the JBC screen. If you have trouble, call your Field Tech for help.

Tips from Tower

Be sure that the power strip is on or the green light is showing. 13 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Items Needed ▪▪ Clip-on light for the DAU ▪▪ eSlate Voting Instruction Banners

Assigning Booth Numbers and Opening the Polls

Upon powering up, the JBC will display the Booth Assignment screen.

Step 1 Go to the voting booth closest to the JBC and press ENTER. That will assign that booth as booth number 01. (The number will change to a yellow box with black numbers.) Step 2 Repeat for each booth until all have been assigned, then, return to the JBC. The booths should be numbered consecutively: 1, 2, 3, 4.

Step 3 Press the  next to Done when you have finished assigning booths numbers.

Step 4 If all booths were correctly assigned in order, press the  next to Next. The JBC will print a configuration report. Leave this on the JBC. If you make a mistake assigning booths, press the next to Start Over and follow the steps on screen.

14 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 5 When done with booth assignment, press the  next to Print Zero Tape.

NONE

Step 6 Press the  next to Open Polls.

NONE Step 7 Enter in the Polls Open Password found in the Polls Open Envelope. Press the  next to Accept. A Polls Open report will print.

Step 8 Press the Printer Feed button on the JBC a few times and then tear off the Zero Tape.

15 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 9 On the Zero Tape, verify that no votes Precinct Ballot Summary

have been cast and that it is for the correct Total Ballots voted in precinct. this precinct = 0 Step 10 Have all Election Officers sign the Zero Tape. Ballot Summary If the Total Ballots voted is anything but zero, Total Ballots voted in call your Field Tech immediately. If necessary, this Tally = 0 use paper ballots until this is taken care of. ALL ZEROS Put all JBC reports in the eSlate Envelope. Election Official Step 11 The JBC screen should display “Polls Open” Signature in the upper left corner. The Public Count in the lower right hand corner should be all zeros. Call your Field Tech if anything but zeros displays on the PUB: count.

Step 12 Check to make sure that all voting booth screens read “Select a Language.” Step 13 Find the headphones inside the privacy screen of the DAU booth. Step 14 Turn the SELECT wheel at the language screen to activate the narration. This will allow you to test the volume on the headphones. Slide the volume control up to produce louder audio, or slide it down to produce quieter audio. Step 15 Hang the headphones on the handle of the DAU.

Tips from Tower

No matter how many signature lines there are on the Zero Tape, everyone must sign. 16 1 Equipment Setup (Team A) Chapter One: Opening the Polls

Step 16 Unfasten the privacy screen from the plastic clip, uncurl the screen and attach the loops around the posts to secure the screen onto the eSlate booth. Repeat for all booths. Step 17 Remove the clip-on light from the Red Supply Case. Clip it to the right latch of the DAU.

Step 18 Clip the instruction banners to the latches on the cover of the eSlate. Repeat for all eSlates.

Tips from Tower If you experience an “EVBO103” error on the eSlate, check ALL the power connections. Then, cycle the power (turn it off and back on) to see if the problem is fixed. 17 1 Official Table Setup (Team B) Chapter One: Opening the Polls

You Will Need ▪▪ Official Table Setup Bag ▪▪ Security Bag

Arrange the Official Table in the Following Order:

3 copies of Street Index

• Put the master copy on the table. • Using the string provided, hang or post the second copy inside the polling place in a convenient location. • Hang the third copy directly outside of the entrance to the polling place.

Roster

Pad of Official Ballots

JBC (JBC will be setup by Team A)

Blue Ballot Box

18 1 Official Table Setup (Team B) Chapter One: Opening the Polls

Blue Ballot Box

Two people must:

1. Break the seal (if sealed), and put it in the Security Bag. Do not record this seal number.

2. Open the Blue Ballot Box.

3. Remove any items.

4. At least two Election Officers must verify that the Blue Ballot Box is empty.

5. Seal the Blue Ballot Box with a white zip seal found in the Security Bag. Do not record this seal number.

The Blue Ballot Box must remain locked and in plain view of the voters until after the polls close.

Tips from Tower If there is no room on the table, the Blue Ballot Box may be placed on the floor next to the Official Table but must be kept near the table. 19 1 Official Table Setup (Team B) Chapter One: Opening the Polls

Language Spoken Here Signs • “Language Spoken Here” sign should be displayed on the Official Table using the menu holder. (Not all precincts are required to have these, only if included in supplies.) Be sure someone on the Precinct Board speaks Spanish, Chinese, Filipino, Hindi or Japanese before displaying the sign. Contact your Field Tech if

no one speaks the language. Se 講中文 Pilipino ay binabanggit Habla 在這裡 dito Español

यहाँ िहन्दी बोली 日本語は जाती है ここで話されている

Additional Items: *Hindi Spoken Here* Have available for the voters: 1. Official Write-In Candidates list 2. Sample Ballot & Official Voter Information Pamphlets (found in Blue Ballot Box) 3. A Guide for Election Officers Binder (available for public viewing) 4. San Mateo County Business Cards (phone number for voter helpline) 5. In designated precincts, you might also have two copies of a facsimile of the ballot in Japanese, Filipino or Hindi. Put one up by the entrance of the precinct and the other on the Official Table to give to the voter as a guide when they are marking their official ballot. Have available near Official Table: 1. Provisional Ballot Envelopes and Provisional Voting Fact Sheets 20 2. Vote by Mail Envelopes 1 Paper Voting Booth Setup (Team B) Chapter One: Opening the Polls

Each blue booth case sets up into two booths: one standard and one accessible. Both must be set up. These booths are used by voters who either ask for a paper ballot or receive a paper ballot with provisional envelope. Setting up the Standard Booth Step 1 Open the blue case by unlatching the four black clips. Step 2 Unhook the “S” hook, and remove the white plastic privacy shield and legs. Step 3 Extend and lock the four legs and insert each one at an angle into the four (4) black sockets. Twist legs clockwise to lock. Step 4 Stand the booth upright on its legs. Step 5 • The “Instructions for Marking Ballots” panel should be facing the voter. • Install the white shield into the three grooves in the base. • To secure each side of the shield, lift the bungee into the half-moon slit on the outer surface. Step 6 Place a Secrecy Folder and pen in each booth.

The accessible booth is to accommodate wheelchairs.

Setting up the Accessible Booth

Step 1 Find the four short legs. Step 2 Find two black “spreaders.” Step 3 Place spreaders in the front black socket, facing out.

Step 4 Follow steps 3 - 6 (listed above), for standard booths. 21 1 Hanging the Signs and Flag (Team B) Chapter One: Opening the Polls

Outside Signage

Yellow VOTE signs

• Post yellow vote signs to direct voters into the polling place.

VOTE! ¡VOTE! 投投票票! !

Disabled Access signs

• Post Disabled Access Signs along the most wheelchair-accessible route possible.

• Check the route for possible barriers or hazards.

American Flag

• Display the flag in a visible area near the polling place entrance. The blue field of the flag must always be in the upper left-hand corner. Refer to the flag booklet provided in the Red Supply Case for additional information regarding display of the flag.

1 Hanging the Signs and Flag (Team B) Chapter One: Opening the Polls

Hang Polling Place Hours Sign outside near the entry door.

If you have a Facsimile Ballot in Hindi, Japanese or Filipino, hang it next to Polling Place Hours sign outside.

Inside and Outside Signage

12000620120013 Voter’s Bill of Rights Posters • Hang one set of the Voter’s Bill of Rights inside the polling place and one set outside the polling place. Inside Signage Sample Ballot Sample Ballot Quiet Zone Sign No Electioneering    投票站 5143031181   依據加州法典第18370 條規定﹐   不許在距離投票站房間一百英尺   之內進行競選活動。   If you are in a multi-precinct location, you may share all the display signs posted outside; however, each precinct must display one copy of the Voter’s Bill of Rights in each language at their precinct section. 23 1 Final Preparations (Team B) Chapter One: Opening the Polls

Items Needed ▪▪ Oath of Office and Pay Sheet in Roster ▪▪ Name Tags from Official Table Bag

1. The Inspector will verbally administer the Oath of Office to all Election Officers each of whom must then sign and witness in the Roster. One Election Officer shall administer the Oath of Office to the Inspector.

Write in a mailing address if you want your check sent to a different address than the one the Elections Office has on file.

2. Name tags must be worn and visible throughout Election Day.

Election Officers that speak Spanish, Chinese, Filipino, Hindi or Japanese should wear the ”How may I assist you? Spanish/Chinese/Filipino/Hindi/Japanese” name tag.

3. The Inspector will assign jobs and schedule breaks prior to the opening of the polls.

Each Election Officer is entitled to a one-hour break in the morning and a one- hour break in the afternoon. Breaks are not to be scheduled between the hours of 5:00 p.m. and 8:00 p.m.

24 Chapter 2

Serving the Voters Open the Polls at 7:00 a.m. 27 Voter Check-In 28 Issuing an eSlate Ballot 30 Issuing a Paper Ballot 31 Spoiling a Paper Ballot 32 Vote by Mail Voters 33 Provisional Voters 34 Assisting Voters with Disabilities 35 Headphones Accessibility Buttons and/or Sip-and-Puff Devices First-Time Voters / Voters with Limited English 37 When & How to Help Voters 38 Cancelling an eSlate Booth 39 Curbside Voting 40

Chapter 2

2 Open the Polls at 7:00 a.m. Chapter Two: Serving the Voters

The Polls Must Open on Time

Step 1 Verify the time using the JBC. Step 2 At 7:00 a.m., proclaim out loud that, “The polls are now open.” Step 3 If the equipment is not yet operational, use paper ballots.

Tips from Tower Only one proclamation (“The polls are now open.”) is needed at a polling place, even if there are multiple precincts. 27 2 Voter Check-In Chapter Two: Serving the Voters

Checking in Voters Step 1 Greet the voter and ask for name and address. Step 2 Locate the voter in the Master Street Index. Step 3 Draw a line through the voter’s name and address on the Master Street Index. Update the two working copies posted inside and outside the polling place once each hour, to and including 6:00 p.m. Step 4 Find the voter in the Roster. • Can’t find the name? Look on the Supplemental Pages (if any) When you find the voter, ask the voter to sign the Roster and print the residential street address. P.O. Boxes are not allowed. Verify that the voter has printed the same address that is in the Roster. If the address has changed, or you cannot locate the voter in the Roster, the voter must vote provisionally. (See page 34.)

Election Date: 11/08/2016 Voter Roster List Registration Close: 10/25/2016

Presidential General Ele ction Total Signatures

XREF VOTER NAME AND ADDRESS REMARKS VOTER BALLOT LINE NUM ID #

1 170 Bogard, Anne 77000878 GRN 1951 Queens Landing Rd 1001-0

Must Surrender Ballot or 2 189 Booths, Harley 80005277 LIB Vote by Mail Vote Provisionally 52 Sheba Dr 1001-0

3 208 Bower, Angie 84003774 AI 3344 Oak Hills Dr 1001-1

4 227 Brandon, Mary 84003802 REP 1954 Waterfront Ldng 1001-0

5 99 Browne, Emily 84004247 N-P 1640 Riverside Dr 1001-0

6 84 Brynner, Julie 84004248 PF 1957 Kings Way 1001-0

7 69 Buellins, Rick 97275797 DEM 164 N Dutton St 1001-0

Must Surrender Ballot or 8 54 96002237 REP Buffen, Chloe Vote by Mail Vote Provisionally 5 Morton St Apt 14 1001-0

9 39 Bunny, Bob 97264463 REP 9764 Jeopardy Ln 1001-0

24 N-P Must Surrender Ballot or 10 Buzet, Dorothy Vote by Mail 92002815 Vote Provisionally 704 Hauser St 1001-0

14 1001. 10/31/16 1 1 Voting Precinct: 1001 Page 1 of 1 Bogard - Buzet B 28 2 Voter Check-In Chapter Two: Serving the Voters

Place an “X” in the box next to the voter’s name.

24 X Buzet, Dorothy 704 Hauser St

Vote by Mail (VBM) voters wishing to vote at the polling place MUST surrender their VBM ballots. Place an “S” in the REMARKS column indicating that the voter has surrendered the VBM ballot. If VBM voters cannot surrender their VBM ballots, they will have to vote provisionally. (See page 33.)

XREF VOTER NAME AND ADDRESS REMARKS VOTER BALLOT LINE

NUM ID #

Booths arley

Dr Sheba 2 Must Surrender Ballot5 or 2 189 X Booths, Harley 80005277 LIB Vote by Mail Vote Provisionally 52 Sheba Dr S 1001-0

Voters simply dropping off their VBM ballot for delivery to Tower Road DO NOT sign the Roster. If a voter signs the Roster but ends up voting provisionally; make note of the error in the REMARKS column. It is also a good practice to mark the Roster in such a way that you will remember NOT to count that signature at the end of the night. Do not place an X in the box next to the voter’s name.

XREF VOTER NAME AND ADDRESS REMARKS VOTER BALLOT LINE

NUM ID #

Bower ngie A

Wy Anchorage 25 1 3 208 84003774 AI Bower, Angie 3344 Oak Hills Dr P 1001-1 * The Roster Election Officer will check the Roster to see if the voter is in a split precinct (if applicable) and advise the JBC operator. In a primary election, the Roster Election Officer will also check the Roster for the voter’s party and advise the JBC operator. The JBC operator will make matching choices on the JBC and issue an Access Code. Step 4 Ask the voter if the voter knows how to use the eSlate equipment. If requested, provide the Voting Instructions Pamphlet in the language of the voter’s choice.

29 2 Issuing an eSlate Ballot Chapter Two: Serving the Voters

eSlate Ballot

After a voter checks in and a booth is open, issue an Access Code.

Issuing an Access Code on the JBC:

Step 1 Press the  button next to Add Voter on the JBC. Step 2 Determine the voter’s precinct number by locating it in the ballot column in the Roster. (Party ballot styles only applicable in primary elections.)

XREF VOTER NAME AND ADDRESS REMARKS VOTER BALLOT LINE

NUM ID #

Waterfront 954 1 Brandon ary M 4 227 X Brandon, Mary 84003802 REP 1954 Waterfront Ldng 1001-1

Step 3 For a split precinct, you will see the precinct numbers with -0, -1, -2, etc. on the screen. To issue the correct ballot, press the  next to the correct precinct number on the JBC screen. For a non-split precinct, this screen will not appear.

Step 4 Press  Print to print and activate the voter’s Access Code.

NONE Step 5 Make sure that the voter’s precinct number on the Access Code matches the precinct number in the Roster. Step 6 Tear off the Access Code slip, give it to the voter, and instruct the voter to go to any open booth. The JBC screen returns to the Polls Open Menu. 30 2 Issuing a Paper Ballot Chapter Two: Serving the Voters

Paper Ballot

When a voter chooses to vote by paper ballot, follow the same check-in steps as for an eSlate voter, look for the language request, if any, in the Roster.

Remove the stub from the top of each ballot card and hand the stub(s) to the voter along with the ballot.

Be sure that ALL of the paper ballots (i.e., in all three languages) and the Roster of Voters are in the proper place on the Official Table.

31 2 Spoiling a Paper Ballot Chapter Two: Serving the Voters

If a voter makes a mistake while voting a paper ballot, follow these procedures:

If Then The ballot is ONE CARD • Take the spoiled ballot and give a new one

• Write “spoiled” on the ballot and tear the ballot halfway through the width of the page

• Place the spoiled ballot in the Spoiled Ballot Bag

The ballot is TWO CARDS • Remove a new set (“ Card A” and “ Card B”) from the pad

• Take the spoiled ballot and give an identical, unspoiled, ballot card

• Put the spoiled ballot with the NEW blank card

• Write “spoiled” across the ballot set and tear halfway through the ballots

• Place the spoiled ballot set into Spoiled Ballot Bag

IMPORTANT A voter shall not receive more than a total of three (3) ballots (original and two replacements).

32 2 Vote by Mail Voters Chapter Two: Serving the Voters

A Vote by Mail (VBM) ballot may be turned in at any polling place within San Mateo County. Ballots must be turned in by 8:00 p.m. on Election Day.

If the voter... Then drops off a VBM ballot with • Remind the voter to sign the envelope. official return envelope • Voter puts the VBM ballot in Blue Ballot Box.

• VOTER DOES NOT SIGN ROSTER.

drops off a completed VBM • Give the voter a blank VBM return envelope. ballot without the official return envelope • Have the voter fill out the envelope, put ballot in it and seal.

• Voter puts the VBM ballot in the Blue Ballot Box.

• VOTER DOES NOT SIGN ROSTER.

surrenders a Vote by Mail • Write an “S” next to the voter’s name in the Roster ballot to vote at the polling and write “Surrendered” on the VBM ballot or place envelope containing the ballot.

• Tear the VBM ballot or envelope containing the ballot halfway through and place it in Surrendered Ballot Bag.

• VOTER SIGNS THE ROSTER AND VOTES.

is a Vote by Mail voter who • The voter may cast a provisional ballot. does not have ballot to surrender • VOTER DOES NOT SIGN ROSTER.

returns someone else’s ballot • Any immediate family member or person residing in the same household may return it. The person delivering the VBM ballot should be identified by name as the “Authorized Agent” on the back of the VBM return envelope. Deposit the sealed envelope in the Blue Ballot Box.

• THE AGENT DOES NOT SIGN ROSTER.

33 2 Provisional Voters Chapter Two: Serving the Voters

All Provisional Voting Must be Done on a Paper Ballot. Issue a Provisional Ballot if:

• The voter’s name is not found in the Roster

• The voter’s address does not match the Roster address

• The VBM voter is unable to surrender the Vote by Mail ballot

• The voter is a curbside voter

Processing a Provisional Ballot:

Step 1 Before issuing the green Provisional Envelope to the voter, write the following information on the top of the flap: • Precinct number • Voted ballot style • Voted party (Primary Only) • Reason for Provisional voting (on the back of the envelope) Step 2 Give the voter: • The Provisional Envelope • The Provisional Voting Fact Sheet Step 3 Have the voter complete the form on the Provisional Envelope and return it to an Election Officer. Check for address, name and signature. Step 4 When complete, issue a paper ballot and pen, and tell the voter to return the voted ballot, inside its envelope, to an Election Officer. Direct the voter to a paper-voting booth. Step 5 Voter seals the envelope and drops it in the Blue Ballot Box.

Remember: PROVISIONAL VOTERS NEVER SIGN THE ROSTER 34 Assisting Voters with Disabilities 2 (Headphones) Chapter Two: Serving the Voters

Using the Headphones The headphones are ideal for voters who may have difficulty reading the ballot.

Step 1 Explain or show where the volume control lever is located on the headset cord. Step 2 Explain or show how sliding the volume control lever upward increases the sound level, and sliding it downward reduces the sound. Step 3 Orient blind or visually impaired voters to the the position of the eSlate’s SELECT wheel and ENTER button. Step 4 If necessary, quietly read aloud the voter’s Access Code, and allow the voter to enter the code independently and to begin voting.

Note: No sound is heard unless the voter moves the SELECT wheel or presses a button. If a voter thinks the audio isn’t working, check this first.

35 Assisting Voters with Disabilities 2 (Accessibility Buttons and/or Sip-and-Puff Devices) Chapter Two: Serving the Voters

Using the Accessibility Buttons The accessibility buttons are designed for voters with mobility impairments. If a voter requests to use them, call your Field Tech, who will bring and install them.

▪▪ A voter using the accessibility buttons on the ballot’s final contest will not see a BALLOT SUMMARY page; instead, the voter has the option to Review Ballot by navigating through the contests. ▪▪ For visually impaired voters who need headphones and/or accessibility buttons, an Election Officer will need to orient the voter to the buttons. (Tell voter to move/reach left , right, up, or down, etc.) ▪▪ The green accessibility button navigates the selection process from one contest to the next. The red accessibility button navigates within a contest, from choice to choice.

Using Sip-and-Puff Devices ▪▪ Instead of using our accessibility buttons (tactile input buttons), a voter may connect a personal “sip-and-puff” device; it plugs into the disabled access jack.

If you need help, call your Field Tech.

The GREEN tactile input button is the same as the ENTER button.

The RED tactile input button is the same as the SELECT wheel.

36 First-Time Voters / 2 Voters with Limited English Proficiency Chapter Two: Serving the Voters

First-Time Voters When “ID” appears next to a voter’s name in the Roster, this designates a first-time voter who did not provide ID when registering to vote. Ask them to show you their ID. If they can’t or won’t, issue a provisional ballot. Photo ID (Current and Valid) Issued by a Third Party, such as: ˙driver license or identification ˙identification card provided by a card of any state commercial establishment ˙passport ˙public housing identification card ˙employee identification card ˙credit or debit card ˙military identification card ˙student identification card ˙health club identification card ˙insurance plan identification card; or

Other Documents that Include the Voter’s Name and Address and are Dated, such as: Documents Issued by a Governmental Agency: ˙paycheck or check ˙other document ˙voter notification card ˙public housing ID card ˙student ID card ˙tuition statement or bill ˙ID documents issued by ˙public transportation authority, senior citizen a disability agencies and disabled discount card ˙vehicle registration ˙vehicle certificate of ownership ˙property tax statement ˙lease or rental statement or agreement ˙sample ballot or other official elections document dated for the election in which the individual is providing it as proof of residency or identity ˙insurance plan card or drug discount card ˙discharge certificates, pardons, or other official documents issued in connection with the resolution of a criminal case, indictment, sentence, or other matter ˙ID from homeless shelters, temporary or transitional shelters, or government-issue prescription Other Non-Governmental Documents: ˙utility bill ˙bank statement

Voters with Limited English Proficiency “SPA” or “CHI “ next to a voter’s name in the Roster indicates the voter requested voting materials/ballot in Spanish or Chinese. Have paper ballots in all three languages readily available.

37 2 When and How to Help Voters Chapter Two: Serving the Voters

Along the top of the JBC are lights numbered 1-12. Each light indicates the operational status of a correspondingly numbered eSlate booth. These lights must be monitored while voters are in booths.

Green Light = Open Booth

Red Light = Booth in Use

Flashing Light = Voter Needs Assistance

Not Flashing = Booth not assigned

• If a voter enters the booth and the booth light stays GREEN, go to the booth to see if the voter needs help getting started.

• If a voter leaves the booth and the booth light is still RED, remind the voter to go back to press the red CAST BALLOT button.

• If the voter cannot be found, go to the booth. Without looking at the voter’s selections, press the red CAST BALLOT button until the voting process is complete.

How to Help an eSlate Voter:

Step 1 With the Voting Instructions in hand, go to the booth — taking care to stand beside the privacy screen so as to protect the secrecy of the voter’s ballot — and ask the voter how you may assist him or her. Step 2 Ask appropriate questions to learn which part of the voting process is troublesome for the voter. (e.g., “Is there a title or heading on the screen or can you describe what you see now?”) Step 3 Always ask for the voter’s explicit permission before looking at the ballot or touching the eSlate. Remember: If you receive permission to see the ballot choices, you must log this activity in the Assisted Voters page in the Precinct Activity Log.

38 2 Cancelling an eSlate Booth Chapter Two: Serving the Voters

Cancelling an eSlate Ballot

Reasons for Cancellation:

Cancellation is necessary when the voter discovers, after entering the Access Code, that one of the following circumstances exists:

• selected the wrong language,

• needs to use the DAU, or

• no longer wishes to vote electronically.

The Cancellation Process:

The Election Officer will do the following:

Step 1 On the JBC Polls Open Menu, press the  next to Other. Step 2 Press the  next to Cancel Booth. Step 3 On the Cancel Booth screen, enter the number of the booth you wish to cancel. (e.g., 01, 02, 03) Step 4 Have the voter press ENTER on the eSlate to cancel the booth. Step 5 On the JBC, press the  next to Continue.

Step 6 Press the  next to Polls Open Menu. Step 7 Record the cancellation on the Cancelled Booth Log on the eSlate Envelope. Step 8 Issue the voter a new eSlate access code or a paper ballot.

Tips from Tower When entering Booth Numbers 1 through 9 you must add a zero in front: 01, 02, 03, etc. 39 2 Curbside Voting Chapter Two: Serving the Voters

Curbside Voting is available to voters who are unable to leave their vehicles and enter the polling place.

If the Curbside Voter does not require adaptive devices:

The Election Officer: Step 1 Writes the precinct number on a Provisional Envelope. Step 2 Finds out the correct ballot style for the voter, then takes the Provisional Envelope, a paper ballot of the correct style, a secrecy folder, a pen, and a “Provisional Voting” handout to the voter.

The voter: Step 3 Completes the required information on the Provisional Envelope, then marks the ballot.

IMPORTANT: The Election Officer must wait while the voter secretly marks the ballot. The voter: Step 4 Puts the ballot into the Provisional Envelope and returns it to the Election Officer.

The Election Officer: Step 5 Brings back the Provisional Envelope containing the voted ballot to the precinct (with the voter’s companion or another Election Officer to maintain Two Person Integrity) and places the Provisional Envelope in the Blue Ballot Box.

If the Curbside Voter requires adaptive devices:

The Election Officer: Step 1 Calls the Field Tech. Step 2 Explains to the voter that the Field Tech will arrive shortly to assist with Curbside Voting.

Tips from Tower

Curbside Voters are Provisional Voters because the Roster must remain inside the Polling Place. 40 Chapter 3

Closing the Polls Immediate Steps 43 Packing the JBC 44 Ballot Reconciliation 45 Packing the Supplies and Equipment 52

Chapter 3

3 Immediate Steps Chapter Three: Closing the Polls To get everything ready before the couriers arrive for pick-up, break into two teams and pull out the P.M. Bag. At exactly 8:00 p.m., go outside and announce, “THE POLLS ARE NOW CLOSED.” Step 1 Allow each voter who is in line at 8:00 p.m. to vote. Step 2 If necessary, turn away late-comers by stationing an Election Officer at the end of the line or at the polling place entrance. Step 3 After all voters have voted, begin the closing procedures. JBC Closing Procedures Step 1 After voting stops, press the CLOSE POLLS button located below the JBC display panel. Step 2 The JBC will confirm that you want to close the polls. Press the  next to Continue. Step 3 Follow the prompts on the JBC screen to enter the Close Polls Password found in the Polls Close Envelope. Press the  next to ACCEPT. A Polls Closed Report automatically prints. Do not tear it off yet. Step 4 Press the  next to Print Tally the first Tally Report will print. Step 5 Now, tear off both reports (Polls Closed, Tally) and have everyone sign the Tally Report. (Put them in the eSlate Envelope; you will use them when doing the Ballot Reconciliation Statement.) Step 6 Perform the Print Tally report process two more times. EACH ELECTION OFFICER MUST SIGN ALL THREE COPIES OF THE TALLY REPORT. • Tape one Tally Report outside the polling place. • Leave one Tally Report attached to the JBC. • Put one Tally Report in the eSlate Envelope. Step 6 Check that you have all Election Day reports. You should have: • an Open Polls Report and Zero Tape in the eSlate Envelope. • a Close Polls Report and a Tally Report in the eSlate Envelope. • a Final Tally Report left on the JBC. • a Tally Report posted outside of the building. Tips from Tower Everyone must sign the Tally Reports (3), regardless of printed signature lines. 43 3 Packing the JBC Chapter Three: Closing the Polls

Packing the JBC

Two Election Officers must work together to: Step 1 Sign the JBC Bag Seal. This seal must be signed by all Election Officers. Step 2 Unplug ALL equipment from all power sources. Step 3 Disconnect the gray cable from the JBC and the first eSlate, coil and set aside. Step 4 Disconnect the power cable from the JBC, coil and set aside. Step 5 Put the JBC in the JBC bag and seal it with the signed JBC Bag Seal. Step 6 Put the bagged/sealed JBC in the box and place the coiled cables beside the JBC, not on top. Step 7 From the pocket in the lid of the JBC Box, remove the new blue Tape Seal , and match the seal’s number to the pre-printed number on the JBC Custody Log.

Step 8 Close and seal the box lid with the new tape seal, complete the JBC Custody Log and return the log to the sleeve on the JBC Box.

3. JBC CUSTODY - AFTER POLLS CLOSING COMPLETE EACH ACTION BEFORE SIGNING Print Name Legibly Signature After running three (3) JBC tally reports, place JBC in Election Officer 1: large plastic bag and apply the JBC bag seal found in the P.M. Bag. Election Officer 2: Remove the tape seal from the small plastic sleeve found on the inside of the JBC Box lid and verify that seal # is 60270364. Place sealed JBC into the box and secure with tape seal.

44 3 Ballot Reconciliation Chapter Three: Closing the Polls

Items Needed to Complete the Ballot Reconciliation Statement ▪▪ P.M. Bag ▪▪ Security Bag BEFORE any further steps can be started, all unused paper ballots MUST BE counted (see “Line A” below) and sealed. Complete each of the following steps for each line of the reconciliation statement:

Line A: Paper Ballots Unused

Step 1 Count the unused paper ballots. Write that total on Line A: Paper Ballots Unused. Step 2 Put all ballot pad stubs and unused pads back into the White Box. Step 3 On the seal, write down the precinct number and the total ballots number in the box, then print and sign your names. Step 4 Put the seal on the box of unused ballots.

11/08/2016 Precinct: 1001 ROSTER OF VOTERS First Presbyterian Church 1500 Easton Dr COUNTY OF SAN MATEO Burlingame Presidential General Election (Deface after close of the polls and before opening Ballot Box, then count)

Ballot Reconciliation Statement ACCOUNT FOR ALL PAPER BALLOTS TOTAL NUMBER OF BALLOTS CAST

A. Paper Ballots Unused G. Paper Ballots Cast (Copy number of ballots from "B") (Count after close of the polls and before opening Ballot Box) H. eSlate Ballots Cast (Copy total votes shown on eSlate Ballot Summary) B. Paper Ballots Cast (Count ballots in Ballot Box) I. Total Ballots Cast (Add "G" and "H") C. Paper Provisional Ballots J. Signatures in Roster (Count Provisional Envelopes from Ballot Box) (Count signatures in roster) D. Paper Ballots Spoiled Explanation of discrepancy, if "I" and "J" do not match (Count ballots in Spoiled Ballot Bag) Voter failed to sign Combined Roster-Index Signed but left without voting E. Total Paper Ballots (Add "A", "B", "C", and "D") Signed but voted Provisionally Other (please describe) Signed Combined Roster-Index, but F. Total Ballots Received (Copy from Ballot Receipt form dropped off Vote by Mail ballot Total must be entered prior to Election Day) Explanation of discrepancy, if "E" and "F" do not match

NOTES ACCOUNT FOR ALL VOTE BY MAIL BALLOTS (eSlate PROVISIONAL VOTING IS NOT PERMITTED. If an eSlate provisional vote K. Vote by Mail Ballots to be COUNTED has been cast, explain why here.) (Count Vote by Mail ballots in Ballot Box) L. SURRENDERED Vote by Mail Ballots (Count Vote by Maill ballots in Surrendered Ballots Bag)

Per California Elections Code § 14405

45 3 Ballot Reconciliation Chapter Three: Closing the Polls Lines B and G: Paper Ballots Cast

Step 1 Two Election Officers must open the Blue Ballot Box by breaking the seal. Step 2 Count each voted ballot. Count multi-card ballots as a set, not as individual cards. Step 3 Write that total number on Lines B & G: Paper Ballots Cast. Step 4 Place the voted ballots in the Voted Ballots Bag provided. Set aside.

Ballot Reconciliation Statement ACCOUNT FOR ALL PAPER BALLOTS TOTAL NUMBER OF BALLOTS CAST

Per California Elections Code § 14405

Line C: Paper Provisional Ballots

Step 1 Count the green Provisional Envelopes. Step 2 Write that total on Line C: Paper Provisional Ballots. Step 3 Place the envelopes in the Voted Ballots Bag with the other voted ballots.

Tips from Tower

Spoiled and surrendered ballots are NOT treated as cast ballots. 46 3 Ballot Reconciliation Chapter Three: Closing the Polls

ACCOUNT FOR VBM: Vote by Mail Ballots to be COUNTED

Step 1 Count the Vote by Mail envelopes in the Blue Ballot Box. Step 2 Write that total on Line K: Vote by Mail Ballots to be COUNTED on the bottom right side of the form. Step 3 Put them in the Voted Ballots Bag with the other voted ballots. Step 4 Fill out and sign the Voted Ballots Bag Seal. Step 5 Secure the Voted Ballots Bag with the seal. Step 6 Put the bag back into the Blue Ballot Box. Step 7 Do not seal the ballot box yet.

Ballot Reconciliation Statement ACCOUNT FOR ALL PAPER BALLOTS TOTAL NUMBER OF BALLOTS CAST

Per California Elections Code § 14405

47 3 Ballot Reconciliation Chapter Three: Closing the Polls

LINE D: Paper Ballots Spoiled

Step 1 Open the bag labeled “Spoiled.” It should only contain spoiled paper ballots. Step 2 Count the spoiled ballots. Step 3 Write that total on Line D: Paper Ballots Spoiled. Step 4 Return spoiled ballots to the “Spoiled” bag and put it into the Red Supply Case. ACCOUNT FOR VBM: Vote by Mail Ballots SURRENDERED

Step 1 Open the bag labeled “Surrendered.” It should only contain surrendered Vote by Mail ballots and envelopes. Step 2 Count the surrendered Vote by Mail ballots. Step 3 Write that total on Line L: SURRENDERED Vote by Mail Ballots. Step 4 Return items to the Surrendered bag and put it in the Red Supply Case.

Ballot Reconciliation Statement ACCOUNT FOR ALL PAPER BALLOTS TOTAL NUMBER OF BALLOTS CAST

Per California Elections Code § 14405

48 3 Ballot Reconciliation Chapter Three: Closing the Polls LINE E: Paper Ballot Totals

Step 1 Add up the totals entered on Lines A, B, C and D. Step 2 Write this grand total on Line E: Total Paper Ballots. This should match the number of ballots on Line F: Total Ballots Received. (Line F was filled in by the Inspector when taking pre- election delivery of the supplies.)

Ballot Reconciliation Statement ACCOUNT FOR ALL PAPER BALLOTS TOTAL NUMBER OF BALLOTS CAST

Per California Elections Code § 14405 Line H: eSlate

Step 1 Get the “Ballot Summary” from the Tally Report. Step 2 Find the “Total Ballots voted in this Tally” on the Ballot Summary. Step 3 Write that number on the Line H: eSlate Ballots Cast. LINE I: Total Ballots Cast

Step 1 Add Lines G & H and enter that total at Line I: Total Ballots Cast.

49 3 Ballot Reconciliation Chapter Three: Closing the Polls

LINE J: Signatures in Roster

Step 1 On each page of the Roster, count the number of signatures and write that number in the box at the top right-hand corner of the Roster page. If you have not already done so, place an “X” in the box to the left of each voter that voted in the precinct. DO NOT place an “X” next to voters that voted provisionally or only dropped off their Vote by Mail ballots for delivery.

Election Date: 11/08/2016 Voter Roster List Registration Close: 10/25/2016

Presidential General Ele ction Total Signatures 3

XREF VOTER NAME AND ADDRESS REMARKS VOTER BALLOT LINE NUM ID #

170 Bogard, Anne 77000878 GRN

1951 Queens Landing Rd 1001-0

Booths arley

Dr Sheba 2 Must Surrender Ballot5 or 2 * 189 Booths, Harley 80005277 LIB

X Vote by Mail Vote Provisionally

52 Sheba Dr S 1001-0

Bower ngie A

Wy Anchorage 25 1 3 208 84003774 AI

Bower, Angie

3344 Oak Hills Dr P 1001-1 Brandon ary M Waterfront 954 1 4 227 X Brandon, Mary 84003802 REP 1954 Waterfront Ldng 1001-0

5 99 Browne, Emily 84004247 N-P 1640 Riverside Dr 1001-0

6 84 Brynner, Julie 84004248 PF 1957 Kings Way 1001-0

7 69 Buellins, Rick 97275797 DEM 164 N Dutton St 1001-0

Must Surrender Ballot or 8 54 96002237 REP Buffer, Chloe Vote by Mail Vote Provisionally 5 Morton St Apt 14 1001-0

39 Bunny, Bob 97264463 REP

9764 Jeopardy Ln 1001-0 Hauser 04 7

Buzet Dorothy 24 N-P Must Surrender Ballot or 10 X Buzet, Dorothy Vote by Mail 92002815 Vote Provisionally 704 Hauser St S 1001-0

14 1001. 10/31/16 1 1 Voting Precinct: 1001 Page 1 of 1 Bogard - Buzet B Step 2 Count the signatures twice, if necessary. THIS IS WHERE MOST MISTAKES ARE MADE. Step 3 Add up these page totals from all pages, and write that grand total on Line J: Signatures in Roster. Step 4 The number in Line J (Signatures in Roster) should match the number in Line I (Total Ballots Cast). Ballot Reconciliation

If the numbers in Line I and Line J do not match, recheck your figures.

If re-checking your calculations does not resolve the mismatch, explain the difference 50 in the “Explanation of Discrepancy” area of the Ballot Reconciliation Statement to the best of your ability. 3 Ballot Reconciliation Chapter Three: Closing the Polls

Fill out the Certificate of Roster Exceptions and Certificate of the Number of Voters Voting

Step 1 Inside the Roster’s front cover, find the Certificate of the Number of Voters Voting. Step 2 Write in the number from Line I: Total Ballots Cast. Step 3 Have all Election Officers sign the Certificate. Step 4 On the same form, complete the Certificate of Roster Exceptions, if there were any.

CHALLENGE LIST CERTIFICATE OF ROSTER EXCEPTIONS

A person offering to vote may be verbally challenged within the polling (Must be signed at or after 8:00 P.M.) place only by a member of the precinct board upon any or all of the following grounds: State of California ) 1. Voter is not the person whose name appears on the Roster of Voters County of San Mateo ) ss. 2. Voter is not a resident of the precinct 3. Voter is not a citizen of the United States We hereby certify that all voters whose signatures appear in this roster 4. Voter already has voted today voted today, except the following, who, after signing the roster, failed to 5. Voter is presently on parole for the conviction of a felony vote or were challenged and denied the right to vote: Name Page & Line # When a voter who has signed the Roster of Voters does not vote, the 1. voter's name must be entered by a member of the Precinct Board in the Certificate of Roster Exceptions (see right). 2. 3. 1. Name and Address of Person being challenged: CERTIFICATE OF THE NUMBER OF VOTERS VOTING Grounds for challenge: We further certify that the number of voters who voted in this precinct at this election is ______, less those who did not vote as enumerated, Name, Address and ID of Person Offering Information: (Total from I) constitutes the roster of this precinct for this election.

We further certify that the total number of official ballots received, voted, Determination of Precinct Board: Allowed Denied rejected, spoiled and canceled, found in the ballot container and the number accounted for is as indicated on the ballot statement. 2. Name and Address of Person being challenged: We further certify that the assisted voters list and challenge list show a complete list of all voters assisted or challenged.

Grounds for challenge: Double Inspector - John Mc Quaide Traditional Judge - Richard Roth Name, Address and ID of Person Offering Information:

Traditional Judge - John Fiske Judge -

Determination of Precinct Board: Allowed Denied

Traditional Judge - Diane Battaglia-Dillo Judge -

Per California Elections Code §14240 All members of the precinct board shall sign this cerfificate. Per California Elections Code §14107

51 3 Packing the Supplies and Equipment Chapter Three: Closing the Polls

You Will Need ▪▪ Blue Ballot Box ▪▪ Red Supply Case with packing foam ▪▪ P.M. Bag ▪▪ Security Bag ▪▪ JBC and JBC Box Packing the Ballot Box After the Ballot Reconciliation is finished, and you have checked that the Certificate of Roster Exceptions, the Challenge List, and the Declaration of Election Officers and Stipend Request have been filled out and signed, if needed, then you will:

Step 1 Place the Roster in the Communications Bag. Step 2 Place the Communications Bag in the Blue Ballot Box. The Communications Bag should now contain: • eSlate Envelope • Roster • Street indexes ( All 3 Copies ) • Precinct Activity Log • Completed Voter Registration Cards Step 3 Seal the Blue Ballot box with a numbered zip seal found in the Security Bag. Step 4 Record that seal’s number in the Seal Log.

Packing the VBOs The VBOs now contain voted ballots, so they must be removed from the eSlate booths and returned to the Elections Office on Election Night.

Step 1 Unclip the voting instruction banners. Put them in Red Supply Case. Step 2 Turn off and remove the light, and place in the Red Supply Case. Step 3 Fold up each booth’s fabric privacy screen by releasing it from the posts, curling the screen, and fastening it with the plastic clip. Step 4 Cut or break the seal on the brass knob of each VBO; place seals in the Security Bag. Step 5 Push the black button on top of the VBO and release it. It will pop 52 up. Turn the knob to the left then slowly lift out the VBO. 3 Packing the Supplies and Equipment Chapter Three: Closing the Polls

Step 6 Carefully turn the VBO over and disconnect the two black cables from the back.

Step 7 Pack the VBOs in the foam storage slots in the Red Supply Case. If there are more than four VBOs, a white box will be provided.

Step 8 Leave the remaining equipment until all items designated for courier pick up are made ready. Packing the eSlate Voting Booths Step 1 Disconnect all the gray data cables from the backs of all eSlates. Step 2 Coil each eSlate’s gray cable like you found it in the morning, and secure it with a the rubber band. Pack the headphones into the empty VBO compartment. Step 3 Coil the black power brick and cable, secure with the rubber bands and put it in the cable compartment. Step 4 Lower the booth top and secure the latches. Step 5 Get new zip seals from the Security Bag and put them through each eSlate handle and lock them. Step 6 Replace the port cover on the back of each booth and seal with new tamper-evident tape seals from the Security Bag. Step 7 Log all seals in the Seal Log. 53 3 Packing the Supplies and Equipment Chapter Three: Closing the Polls

Packing the Red Supply Case

It is important that the VBOs, box of unvoted ballots, and the folded flag are placed in the Red Supply Case. Other miscellaneous supplies can be stored in the Red Supply Case in any order without bagging.

Step 1 Get Security Bag for sealing all remaining equipment.

Step 2 Remove the flag, signs, posters, remnants of blue tape, and the Street Index from inside and outside the polling place. Place the folded flag back into its bag.

Step 3 Put all remaining supplies in the Red Supply Case. Contents should include: • VBO(s) in the foam inserts • Unvoted ballots (sealed in boxes) • Spoiled Ballot Bag containing spoiled ballots (if any) • Surrendered Ballot Bag containing surrendered Vote by Mail ballots (if any)

54 3 Packing the Supplies and Equipment Chapter Three: Closing the Polls

Pickup of Election Supplies

Election Supplies will be picked up directly from the polling place. A two-person courier team will arrive at each precinct to pick up these supplies:

• JBC - which is secured with the tape seal and the completed Custody Log.

• Blue Ballot Box - which will contain all voted paper ballots, and the Roster in the Communications Bag. The box is secured with a zip seal.

• Red Supply Case - which contains all other supplies. The RSC is secured with two zip seals.

Couriers picking up the Election Supplies MUST show you proper identification.

Couriers must sign on the Custody Log for receipt of the JBC, Blue Ballot Box, and Red Supply Case. 4. JBC CUSTODY - POLLING PLACE TO WAREHOUSE COMPLETE EACH ACTION BEFORE SIGNING Print Name Legibly Signature Courier accept JBC and confirm the seal #60270364 Election Officer 1: is intact and Custody Log is complete. Courier Driver: Election Officer and Couriers complete Custody Log.

Courier calls 650-312-5332 to report Courier Attendant: Precinct # 1001 as picked up.

If Custody Log is incomplete or seal is compromised, Courier will have Election Officer complete log or Election Officer: replace seal. If seal is replaced, Courier will write the new number of seal below and both Election Officer Courier Driver: and Courier will sign the change. New seal number

After everything is ready for the Couriers, begin taking down the rest of the eSlate equipment. Using the locking red strap, join together all the eSlates, the blue booth, and the DAU chair.

If you had to cut the red strap in the morning, your Field Tech will have a replacement for you.

55 3 Packing the Supplies and Equipment Chapter Three: Closing the Polls

Packing the Paper-Voting Booths

Pack up the standard booths, closing the two booths into one case. Leave them next to the eSlate booths.

Final Check

Step 1 Do a quick walk-around to make sure you’ve gathered everything. Step 2 Items that should remain at the Polling Place and sealed with the red strap are: • Secured eSlate Booths WITHOUT the VBOs • DAU chair • Paper Voting Booth Case Step 3 Hang the Tally Report on the outside of the polling place entrance.

56 Chapter 4

Election Rights

Voter’s Rights 59 Cast a Ballot 59 Provisional Ballot 59 Spoiled Ballot 59 Identification Requirements 60 Instruction on the Use of Voting Equipment 60 Report Fraud or Illegal Activity 60 Receive Assistance at the Polls 60 Disabilities 60 Limited English Proficiency 61 Parents with Children 61 Vote by Mail Voters 61 New Citizens and Residents 62 Poll Watchers and the Media 61 Chapter 4

4 Election Rights Chapter Four: Election Rights Right to Cast a Ballot • Every valid registered voter has a right to cast a ballot. A valid registered voter means a United States citizen who is a resident in the State of California, at least 18 years of age, is not in prison for a felony conviction or on parole for a felony conviction, and is registered to vote at his or her current residence address. • Voters have the right to cast a secret ballot, free from intimidation. • Voters who are in line at the polling place at the time polls are set to close are entitled to vote and must be allowed to exercise that right.

Right to a Provisional Ballot • If a voter requests a provisional ballot, or believes he/she should be listed on the Roster of Voters but is not, the voter has a right to cast a provisional ballot and to be told how to determine whether that vote was ultimately counted, and if not, why not. • It is the duty of the Election Officer to offer a provisional ballot to voters whose names do not appear on the Roster of Voters. It is ultimately the duty of the Elections Official to determine the eligibility of voters and the validity of votes cast on provisional ballots. • Voters who are listed as Vote by Mail voters on the Roster of Voters, but who do not bring and surrender the mail ballot at the polling place, have a right to cast a provisional ballot.

Right to Replace a Spoiled Ballot Paper • Before a voter completes the act of casting a paper ballot, the voter has the right to exchange a mistakenly-marked or spoiled ballot for a new one. A voter shall not be provided with more than a total of three ballots, including the original ballot.

59 4 Election Rights Chapter Four: Election Rights No Identification Unless Designated on Roster • Election Officers shall not require a voter to provide identification unless the roster explicitly states that ID is required. • If the voter cannot present an acceptable form of identification (see Page 37 for a list) or does not wish, for any reason, to provide identification, the voter shall be issued a provisional ballot.

Instruction on the Use of Voting Equipment • A voter has the right to receive instruction on how to cast a ballot using the voting equipment.

Voter’s Right to Report Fraud or Illegal Activity • Voters have the right to report any illegal or fraudulent activity at or near the polling place, either to the local Elections Official or to the Secretary of State’s Office. If an Election Officer is asked how to report such activity, the Officer shall provide contact information to the voter.

Rights of All Voters to Receive Assistance at the Polls • A voter who, for any reason, is unable to cast a ballot without assistance, has the right to receive assistance. The voter may bring not more than two persons to assist, or may request assistance from an Election Officer. • A voter may not be assisted by the voter’s employer, the employer’s agent, or an officer or agent of the labor union of which the voter is a member.

Rights of Voters with Disabilities • Voters with disabilities have a right to an accessible polling place and election officials shall make every effort to provide disabled voters with a way to independently and privately cast a ballot.

60 4 Election Rights Chapter Four: Election Rights Rights of Voters with Limited English Proficiency • Voters who speak limited English, or who are voting in a jurisdiction where their federal law requires that election material be provided in their primary language, are entitled to a ballot and other materials in that language. In San Mateo County, English, Spanish and Chinese ballots are available to all voters. In addition, in those precincts where 3% of the population speaks either Japanese, Hindi or Filipino, a facsimile of the ballots in those languages will be posted publicly, pursuant to California Elections Code Section 14201.

Rights of Parents with Children • A voting parent, caring for one or more children under age 18, has a right to take the child(ren) into the parent’s voting booth.

Rights of Vote by Mail Voters • Every voter has a right to Vote by Mail if the voter is either a permanent Vote by Mail voter or has timely applied for a Vote by Mail ballot.

Rights of Observers and the Media • While polls are open, the voting booth(s) area may be occupied only by voters engaged in voting or by Election Officers. Other areas of the polling place may be occupied by other persons observing the voting process, but only as long as they do not interfere with any voter’s right to cast a secret ballot or with any Election Officer’s ability to perform official duties. • Observers have the right to question Election Officers regarding election procedures and to receive an answer or be referred to the appropriate official. However, if the persistent questioning disrupts the execution of their duties, the Election Officers can stop responding and direct the observers to the County Elections Official for all further answers. • Within 25 feet of a Polling Place, members of the media and pollsters, who are clearly identified, may speak to voters leaving the site, but shall not interrupt the voting process. Further, without the voter’s explicit prior permission, they shall not photograph, videotape or film any voter who is entering or exiting the Polling Place, and shall not capture images of any voter inside the Polling Place. 61 4 Election Rights Chapter Four: Election Rights Rights of New Citizens and Residents • Whenever any new citizen or new resident appears at the polls and asks to cast a ballot, the Election Officer shall either direct the person to the County Elections Office at 40 Tower Road or issue a provisional ballot. • Any person who has been sworn in as a new American citizen, less than 15 but more than 7 calendar days prior to an election, is entitled to register to vote and simultaneously cast a ballot at the County Elections Office.

62 Chapter 5

Policies & Guidelines

Better Communication with People with Disabilities 65 Street Index 66 Election Observers 67 Policies on Non-Discrimination 69

Chapter 5

Better Communication with People 5 with Disabilities Chapter Five: Policies & Guidelines

Follow these simple variations on the “Golden Rule” for respectful interactions with all voters: General Guidelines • Be aware that the authority of your position as an official can be intimidating. Demonstrate patience and restraint. Deal with people at their individual comfort levels. • Speak directly to the person with a disability, not to their companion, until instructed otherwise. • If you offer assistance, wait until the offer is accepted. Then listen or ask for instructions. • Simply do your respectful best, and relax. If you inadvertently use a common phrase (such as, “See you later” to a person who is blind), don’t be embarrassed. • Never talk about a voter in the presence of others. It can cause self- consciousness or provoke an unwanted reaction based on the person’s background or history that you cannot know.

A Person with Physical Disability • When speaking to a person in a wheelchair, bend down to eye level. • Do not touch or lean against the wheelchair (consider it like the body). • In the presence of a service animal, never distract it or touch it without the owner’s permission. • When the person’s hand is on a door or other object, do not touch, as it may be providing balance.

A Person who has Difficulty Speaking • Listen attentively and wait for them to finish. • Your questions should be short and require only a short answer or a nod or gesture. • Never pretend that you understand; instead, repeat what you think the person is expressing and allow a response. • If it will help, write a note.

A Person with a Hearing Disability • Maintain eye contact and speak clearly. • Use simple language to establish if the person can read your lips. • Never shout: speak in a normal voice. 65 5 Street Index Chapter Five: Policies & Guidelines Please follow these procedures to ensure the efficient and accurate updating of the Street Index: Pursuant to Elections Code Section 14294 (Notation of Vote) “the precinct board shall mark, on one of the copies of the index posted at or near the polling place, the name of each person who has voted, by drawing a line through the name of the voter with a pen or indelible pencil. The board member shall mark off the names at least once each hour, to and including 6:00 P.M.” Our clear policy: the Election Officers are directed to cross-through only the names of those voters who voted in the polling place at that precinct on a precinct ballot. Election Officers shall not attempt to track other precincts, or Vote by Mail voters, or anything other than the prescribed duties as indicated in the California Election Code, the Election Officer Handbook, the Election Officer Digest, and/or the Election Officer Training Classes. Our Election Officers shall not comply with requests from campaigns to cross-through the names of voters in the Street Index who: • may have dropped off a Vote by Mail Ballot on Election Day. • have “Ballot Returned by Mail” noted on the Roster-Index. • are on a list provided by the campaigner to the Election Officers. Guidelines on other issues affecting precinct operations: For more information on any issues affecting precinct operations in San Mateo County, please contact David Tom, Elections Manager, at 650.312.5301 or by email at [email protected].

66 5 Election Observers Chapter Five: Policies & Guidelines

Observers are Permitted to: • Watch all proceedings at the polls, including Election Officers when opening up the polls, citizens preparing to vote, and, more commonly, to observe the closing activities.

• Direct their questions about procedures to the Inspector or, in the Inspector’s absence, to the Judge in charge.

• Look at, review, and transcribe information from the Street Indexes posted at the entrance to the polling place. The Roster is available for viewing when there are no voters in line, but it may not leave the Official Table.

• Make written notes, look at the Sample Ballot & Official Voter Information Pamphlets, talk to voters outside the polling place room, and make phone calls outside.

• Raise questions directed to the Inspector or Judges about the qualification of a voter based on the following challenges: ▪▪ Voter is not the person whose name is listed on the precinct Roster of Voters ▪▪ Voter’s residential address is outside this county ▪▪ Voter’s citizenship status ▪▪ Voter has already voted in the current election ▪▪ Voter’s age (must be 18 years or older) ▪▪ Voter’s status regarding felony conviction

67 5 Election Observers Chapter Five: Policies & Guidelines Observers are Not Permitted to: • Go near the voting booths while occupied.

• Approach voters during the voting process.

• Sit down at the Official Table, or at a polling booth, but they may remain unobtrusively in the polling room.

• Use cellular phones, pagers, or other electronic devices inside the polling place, as these may be disturbing to voters. Use of phones, pagers, laptops or other portable computing devices are acceptable when silent.

• Directly challenge any voter. Only the Election Officers are authorized to challenge a particular voter, based on evidence that may be presented to them for specified reasons.

• Interfere in any way with the voting process. Observers shall use discretion when eating or drinking in the polling place.

68 5 Policies on Non-Discrimination Chapter Five: Policies & Guidelines

You play a vital role in making our elections run smoothly. Have no doubt that your contributions are appreciated by all county residents. One of the most important tools that helps you do your job well is a clear understanding of the law. From time to time, we like to highlight or reinforce the training you have received and previously implemented on a particular issue. In this edition of this Guide, we have chosen to summarize or restate several policies in the area of non- discrimination at the polling place: • No person shall be discriminated against based on gender; medical conditions; race; veteran status; religion; color; national origin or ancestry; physical, sensory, mental, or developmental disability; marital status; age; sexual orientation; or any other basis protected by federal or state law. (Hiring, however, will be made solely on the basis of job- related criteria, and decisions will be made on the basis of merit, in conformity with our principles of equal opportunity.)

• By virtue of signing a voter registration form, a voter has proved his or her citizenship. A voter should not be asked to prove his or her citizenship. Identification is presented by first- time voters in the county under certain circumstances, based on information provided on a voter registration form. Request identification only when you see “ID” in the Roster next to the voter’s name. ▪▪ Election Code Section 2111. Proof of citizenship. ▪▪ Election Code Section 2112. Evidence of citizenship by signing affidavit. ▪▪ Help America Vote Act of 2002 (“HAVA”).

• Every effort should be made to accommodate voters with disabilities. If necessary, a ballot and provisional envelope can be brought to a voter who is not able to enter the polling place because of a physical barrier. The Roster must stay in the voting room. A person properly registered to vote must not be turned away. This includes voters who may appear to be mentally or developmentally disabled. ▪▪ Election Code Section 12280. Accessibility of polling places by the physically handicapped. ▪▪ Election Code Section 14282. Assistance to a voter. 69 5 Policies on Non-Discrimination Chapter Five: Policies & Guidelines • All Election Officers need to be fluent in English. We highly value the ability to speak additional languages; bilingual judges and inspectors are a valuable asset to the Election Officer Program. All citizens and voters, regardless of language preferences or ancestral background, are welcome at the polling place, and should be made to feel that way. ▪▪ Election Code Section 12303. Language requirements of precinct board members. ▪▪ San Mateo County Language Diversity Policy.

San Mateo County has a deep commitment to non-discrimination in the performance of all its services and duties to county residents. Thank you for giving these important and sensitive issues your attention and consideration. For more information on this or any other issue affecting precinct operations, please contact David Tom at 650.312.5301 or by email at [email protected].