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Election Day Setup and Operations Guide

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Election Day Setup and Operations Guide eVote ePollbook & HART Voting System Montgomery County Elections Department Election Day Setup and Operations Guide i Rev. 2.0.16 ED NOTES ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ This DOCUMENT and the SOFTWARE, HARDWARE, and FIRMWARE to which it pertains contain confidential and proprietary information generated by Hart InterCivic Inc., significantly modified by Montgomery County for the operation of Montgomery County polling locations. Any person receiving this manual has a duty to take reasonable precautions preventing unauthorized disclosure of the contents. iii SURROUNDING COUNTIES WALKER COUNTY (936) 436-4959 SAN JACINTO GRIMES COUNTY COUNTY (936) 653-5804 (936) 873-4424 MONTGOMERY COUNTY (936) 539-7843 LIBERTY COUNTY (936) 336-4670 WALLER HARRIS COUNTY COUNTY (713) 755-6965 (979) 826-7643 GRIMES COUNTY (936) 873-4424 SAN JACINTO CO (936) 653-5804 HARRIS COUNTY (713) 755-6965 WALKER COUNTY (936) 436-4959 LIBERTY COUNTY (936) 336-4670 WALLER COUNTY (979) 826-7643 v TABLE OF CONTENTS IMPORTANT TELEPHONE NUMBERS ...... iv Using the DAU eSlate – Headphones and Tactile Input Switches 41 SURROUNDING COUNTIES........................ v Curbside Voting -- Remove DAU eSlate 42 Montgomery County Voting System .......... 1 COMMON ERRORS ................................... 44 Setting Up Before Election Day ................. 2 AC Power not connected 44 Unloading the Caddy 2 Booth “Unavailable” 44 Setting Up eSlate Booth 3 DAU “Disconnected” screen 45 Setting Up on Election Day......................... 9 JBC Printer stops working 45 The Voting Booths 9 Closing the Polls ....................................... 46 The JBC (Judges Booth Controller) ........ 10 Disconnecting and Packing Voting Connecting the Voting System 11 Equipment 47 Setting up the Privacy Screen 13 Loading Booths on the Wheeled Caddy 48 JBC: Overview ������������������������������������������� 14 Packing up the ePollbook 49 Outline to Open the Polls ������������������������� 15 Returning to Election Central 50 Opening the Polls ...................................... 16 Appendices ................................................ 52 Assigning Booths 16 Ensuring Polling Place Security 53 Printing ZERO Tape 18 eSlate security features 56 Opening the Polls on the JBC 18 Guide to serving voters with disabilities 57 Checking Battery power status of JBC and Frequently Asked Questions 60 eSlates 18 Glossary ����������������������������������������������������� 63 Changing Printer Paper on the JBC 19 The ePollbook - Overview ........................ 20 ePollbook Tour 20 ePollbook Setup ........................................ 21 The Lid 21 The Label Printer 22 AC Power Cord 22 The Internal UPS (Uninterruptible Power Supply) 23 The eVote Laptop 23 Login to the eVote Laptop 24 General Equipment Functions Guide ...... 25 Generating an ACCESS Code from the JBC 25 Generating an ACCESS Code from the JBC MANUALLY 26 Moving about the Ballot 27 Straight Party Voting 28 Write-in Feature 29 How to Use the CAST BALLOT Button 30 HELP Button 31 Voter Instructions 32 When a Voter asks for Help 33 Canceling a Booth 34 Checking an ACCESS CODE/Printing a Receipt 35 Printing an ACCESS Code Report 36 Adding Provisional Voters 37 Restarting the JBC 40 vi Election Day Setup and Operations Guide Use this guide to assist you in setting up: • the voting booths • the ePollbook • the JBC This guide also includes information about: • using the JBC • processing provisional voters • closing the polls at the end of the day • assisting voters • common equipment functions and errors vii Montgomery County Voting System JUDGE’S BOOTH CONTROLLER or JBC • Holds the ballot styles. • Provides ACCESS Codes to the Voter. • Stores all cast votes. • Costs approximately $4300, take very good care of this machine. • May or may not have an attached scanner gun depending upon election. eSLATE JBC (Judge’s Booth • Is activated by a random ACCESS Controller) CODE generated by the JBC. • The voter’s ballot is sent from the JBC to the eSlate. • The voter casts his/her ballot and the vote count is stored on the eSlate and on the JBC. • The eSlates cost approximately $4300, the DAU $4960, take very eSlate good care of these machines. DISABLED ACCESS UNIT or DAU eSLATE • Is identified by red tape on the booth handle and on the sides. Headphones • Votes just like the regular eSlates. • Is wheelchair accessible. • Has an audio card so voter can hear the ballot in the selected language using attached headphones. Jelly Switches • Has tactile input switches to assist in Sip-N-Puff device navigating the ballot. • Can accommodate a ‘Sip and Puff’ DAU (Disabled device. Access Unit) • Can be disconnected for Curbside Voting. 1 Setting Up Before Election Day Unloading the Caddy If you set up the voting booths the night before Election Day make sure you seal the booths with the yellow booth seals provided in your kit. • Booths will be delivered in a wheeled caddy a few days before the election. • IMPORTANT: Inspect the caddy for any signs of tampering upon arrival. 1. Unzip the front zippers of the caddy cover to access the booths. 2. Verify door seal is intact and record this on the JBC Reports Envelope. 3. Cut seal and unlock lock using the caddy key in the zipper pouch on the JBC Box. (This is a great time to complete the Equipment Verification Log.) 4. Unlatch the gate and swing open the gate. 5. Remove the top booths first. 6. Slide out the upper booths by tugging on the handles. 7. The DAU eSlate unit is connected at the end of the line furthest from the JBC. The DAU is identified by red tape on the handle and sides. The Equipment Verification Log is attached to the door of the caddy. Follow the instructions on the form to complete it. You will find a list of all voting booths sent to your site. This number should match either the purple county tag on the eSlate inside the booth or the barcode which is located on the back of the booth. CAD = Caddy Barcode DAU = Disabled Access Unit Barcode ESL = eSlate Unit Barcode pages 3-9 show booth setup 2 Setting Up eSlate Booth Location of Velcro straps on • Setup the night before, if bottom of voting booth. INFO possible, so you do not feel rushed on Election Day. • Use a table to lay the booths face down on • Having multipleLocation people of Velcro set strapsup the boothson helpsbottom of voting booth. Handle facing you Release Velcro strap #1 Release Velcro strap #2 Release Velcro strap #3 1. Place unit on a table a. Legs up b. Handle facing you c. Release 3 Velcro straps 3 Setting Up eSlate Booth - continued • •Work Work from from the the BACK BACK to tothe the FRONT FRONT INFO • •Then Then RIGHT RIGHT to toLEFT LEFT • •Use Use a pencila pencil head head eraser eraser to topush push the the button button 2. Start with RIGHT Back Leg 2. a) Grasp the LEG (not the brace) 2. b) Press Button and hold down 2. c) Raise the Leg 2. Start with the RIGHT BACK Leg a. Grasp the leg (not the brace) b. Press and hold down the button c. Raise the leg 4 Setting Up eSlate Booth - continued d. Rotate the leg upward and slide outward e. Align arrows to lock button 3. Repeat steps 2a-2e for a. LEFT Back Leg 3. Position LEFT Back Leg 4. Lock the leg braces a. Fit the button into the hole 5 Setting Up eSlate Booth - continued 5. Position the FRONT Legs (repeat 2a-2e) a. Front RIGHT Leg b. Front LEFT Leg The 4 straight tubes are used to extend the length of the legs. The 2 foot tubes are used to balance the unit. 6 Setting Up eSlate Booth - continued 6. Attach a Straight Tube to each Leg. a. Verify the button is locked in place Button
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