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Early Voting Handbook

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Early Voting Handbook EARLY VOTING ELECTION OFFICIALS HANDBOOK PRIMARY ELECTION MARCH 17, 2020 ALL LOCATIONS March 2 to March 16, 2020 EARLY VOTING HOTLINE For use during the days/hours scheduled for Early Voting 312-263-1394 GRACE PERIOD VOTING HOTLINE For use during the days/hours scheduled for Grace Period Voting 312-269-0990 HUMAN RESOURCES For employment issues. 312-269-7950 COMPUTER SUPPORT HOTLINES 312-269-7955, 312-269-1621, 312-269-3265 OR 312-269-4049 Chicago Board of Election Commissioners 69 W. Washington Street, Suites 600/800 Chicago, Illinois 60602 (Election Support and Human Resources located in Suite 800) TABLE OF CONTENTS TABLE OF CONTENTS . .1-3 SUPPLY LIST . 4 WORKSTATION DIAGRAM........................................................5-6 EARLY VOTING ROOM DIAGRAM ...................................................7 CHAPTER 1: OVERVIEW..........................................................8-9 A. Early Voting Information ......................................................8 B. Early Voting Election Officials (Attendance, Conduct and Judges of Election) ..............8 C. Administrator Information . 9 D. Board Support . 9 CHAPTER 2: EQUIPMENT SETUP.................................................10-18 A. General Setup Information ...................................................10 B. Workstations .............................................................10 C. Assemble the Ballot Box for the Ballot Scanner. ...................................10 D. Set up the Ballot Scanner. 11 E. Set up the Touchscreen Voting Unit. ..........................................14-16 F. Set up the Laptop Computers .................................................17 G. Login to Board’s System on...................................................17 Voter Card Activator Device ..................................................18 CHAPTER 3: MORNING PROCEDURES BEFORE EARLY VOTING BEGINS . .19-23 A. Verify Opening Seal Accountability Form ........................................19 B. Election Official Workstations . 19 C. Login to Board’s Database with Laptop Computers.................................19 D. Open Polls ...............................................................19 E. Record the Ballot Counter Numbers from the Scanners on the Daily Ballot Statement . 19 F. Complete Daily Touchscreen/Ballot Box Seal Forms ................................19 G. Set out the No Electioneering Cones............................................19 H. Collect Pollwatcher Credentials . 20 Maintain the Campaign Free Zone .............................................20 Who’s Allowed in the Early Voting Polling Place...................................21 Pollwatchers............................................................22-23 1 CHAPTER 4: PROCESSING VOTERS AND ISSUING VOTER ACTIVATION CARDS ............24-27 Who May Vote ............................................................24 A. Application Process for Voter (Form 14EV and Laptop Computers) . .24-26 Form 14EV Application for Early Voting Ballot (Sample Form).........................26 B. Issuing Voter Cards for Touchscreen Unit . .26-27 C. Number and Insert Application for Early Voting Ballot in Binder.......................27 D. Audio feature for Voter Card Activation .........................................27 E. Checking the Status of a Voter Card . 27 CHAPTER 5: VOTING FORMS AND PROCEDURES ...................................28-38 A. Voting by Consolidated Voter’s Affidavit (Form 1EV) . .28-30 B. Form 1EV Affidavit (Sample Form) ...........................................31-33 C. Challenging a Person’s Right to Vote ............................................33 D. Voting a Provisional Ballot .................................................34-38 Who Are Provisional Voters . 34 Completing a Provisional Voter Affidavit.......................................35 Form 14EV .............................................................36 Save Provisional Record ...................................................36 Creating a New Laptop Provisional Record...................................36-38 CHAPTER 6: ADDITIONAL RESPONSIBILITIES DURING THE DAY .......................39-41 A. Provide Voting Assistance ....................................................39 Courtesies . 39 Voting Aids (Audio Controller, Audio/Visual and Sip and Puff Device) . .39-41 B. Voter Claims to Have the Wrong Ballot .........................................41 CHAPTER 7: STATEMENTS AND FORMS TO BE COMPLETED ...........................42-43 A. Seal Accountability Form . 42 B. Daily Ballot Statement . 42 C. Correction Statement (typo errors) .............................................42 D. Daily Time Report..........................................................42 E. Investigator Sign in Sheet . 43 F. Final Ballot Statement.......................................................43 G. Used Seal Envelope . 43 H Polls Open/ Close Serial Number Statement Form .................................43 I. Returned Early Voting Materials Statement . 43 2 CHAPTER 8: DAILY EVENING PROCEDURES AFTER EARLY VOTING ENDS . .44-45 A. Record the Ballot Scanner Units Public Counter Numbers . 44 B. Determine Number of Ballots Cast .............................................44 C. Verifying Ballots Cast on the Ballot Scanner ......................................44 D. Resolution of Verification Process..............................................44 E. Print Interrupt Tapes . 44 F. Remove ballots from the Ballot Box . 44 G. Secure Card Activator Device .................................................44 H. Secure Laptop Computer . 44 I. Prepare 47EV Envelope for Evening Delivery .....................................45 J. Prepare Return of Early Voting Materials Statement.................................45 K. Inventory Supplies .........................................................45 L. Secure all Forms, Supplies and Equipment . 45 CHAPTER 9: CLOSING THE POLLS ON THE LAST DAY ..................................46 A. Close the Polls on the Touchscreen Voting Units and Printers .........................46 B. Closing Out the Scanner.....................................................46 C. Complete the Final Ballot Statement............................................46 D. Securing Voting Material for Return to the Board . 46 CHAPTER 10: FINAL BREAKDOWN EARLY VOTING LOCATION . 47 A. Load and Lock the Materials..................................................47 B. Completed Material Delivered to the Board . 47 CHAPTER 11: CODES WITH DESCRIPTIONS..........................................48 TROUBLESHOOTING GUIDE FOR BALLOT SCANNER ..................................52 TROUBLESHOOTING GUIDE FOR TOUCHSCREEN VOTING UNIT ........................55 3 EARLY VOTING SUPPLY LIST Form 21EV EARLY VOTING EMPLOYEES: If any items are missing, or you run short of supplies, call 312-263-1394. Voting Equipment: 2 Workstations 9 Touchscreen Voting Units and Printers Questions? 4 Card Activator Devices (in laptop case) Call 312-263-1394 4 Laptop Computers (2 in each Workstation) 30 Voter Activation Cards (in Supply Bag) 4 UPS’s (cyber power) 2 ballot scanners Envelope containing Forms: General Supplies: 5 extension cords and 6 power strips List of all Candidates Form 1 - Consolidated Voter’s Affidavit Ground covers for equipment power cords Spanish, Chinese and Hindi Translations of Form 1 (4 long ground covers and 8 short ground covers) Form 1A - Notice to Persons giving Assistance Bag containing 2 extra Scanner Printer Form 276P Provisional Voter Affidavit Paper rolls Spanish, Chinese and Hindi Translations of Form 276P Bag containing 40 Green Seals (to be used to lock Touchscreen Voting Instructions (English instructions the Workstations) 60 Blue Binders for Early Voting Applications inside the Touchscreen privacy screens plus extra) Spanish/Chinese/Hindi Touchscreen Voting Envelope containing 250 Red Seals (to be used for Instructions Touchscreen and ballot scanners) 20 packets of Form 500 Vote By Mail Ballot Application, Used Seals Envelope instructions and return envelope 2 Blue “No Electioneering” cones 100 foot string 5 Clipboards Envelope containing Signs & Statements Investigator Sign in Sheets Early Voting sign with arrows Secure Bankers Bag Form 25EV - Electioneering Prohibited/No Smoking 100 White tie seals for ballot box Form 177EVL - Early Voting Locations sign 30 Privacy Sleeves Daily Ballot Statements 4 Provisional Privacy Sleeves Form 256 - Are You Registered to Vote sign Investigator Bag Labels for ballot envelopes Ballot Paper Correction Statement (typo errors) 6 Black Sharpies Returned Early Voting Materials Statement (3 part) Supply Bag Containing: Polls Open/Closed Serial Number Statement 30 Voter Activation Cards (in front pocket) Final Ballot Statement 2 Bags with Replacement Headphone Covers Media Credentials 3 Electric outlet adapters Touchscreen/Ballot Box Seal Form 1 Needle nose pliers (seal cutters) 2 Rolls of blue painters tape 4 Rolls of scotch tape Administrator Materials: 2 Rolls of duct tape Key Chain with Workstation Key and Safe Key 2 Boxes of pens Board issued phone 1 Box of yellow highlighters Pollworker Card and Key for Scanner 1 Legal pad Envelope containing Time Report Sheets 2 Rubber fingers ID Badges 2 Boxes of paperclips Seal Accountability Forms 1 Pack of rubber bands 1 Calculator 4 Boxes Anti-static screen wipes Envelope containing Grace Period 2 Hand sanitizers Registration Material Zip ties (for banner if applicable) Items found separately inside Workstation
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