Chief Officer Training Montgomery County June 8, 2021

5/17/2021 Chief and Assistant Chief Training 1 Introductions

Electoral Board: Registrar: Chairman – Richard D. Langford Connie Viar Vice-Chairman – John A. Sills Deputy Registrar: Secretary – Carroll D. Williams Zeke Bleakley

5/17/2021 Chief and Assistant Chief Training 2 The Day Before the Election

Chief Officers will come to the Registrar’s Office the day before the election to: • Pick up the Chief’s . • Sign statement regarding ballots. • Take and sign the Officer’s Oath. Sign up today for your pickup time on Monday, June 7th.

5/17/2021 Chief and Assistant Chief Training 3 Primary Elections

• Write-in votes are not permitted in a Primary. • The OVO will not print a Write-In Report tape at closing.

5/17/2021 Chief and Assistant Chief Training 4 Items to be returned to the Registrar’s Office on Election Night

• Chief or designated Officer must return these items to the Registrar’s on Election Night: . Ballot . Chief’s case . #3 (Voted Ballots)

• A member of the Registrar’s staff will count the dropped ballots and then complete the final portion of the chain of custody form.

5/17/2021 Chief and Assistant Chief Training 5 Processing a Provisional Ballot

• Do NOT check Provisional Voters in on the pollbook. • Remember to give voter their Provisional Voter Notice.

– Notices are clipped to each Provisional Ballot . – On Notice, Chief must check off the reason the voter is casting a provisional ballot. Show the voter what you’ve checked. – Point out dates of the Electoral Board meeting and tell voter they may attend. – Give voter the Notice after they seal their ballot in the Provisional Ballot Envelope.

5/17/2021 Chief and Assistant Chief Training 6 Polls Closing Tasks See “Election Day Guide for Officers of Election” for detailed instructions

• Enter Protective and Public Counter numbers from Election Summary Tape.

• Enter number of voters checked in from Pollbook Summary Closing Report form.

• Enter number of curbside voters from Curbside Voter Log.

5/17/2021 Chief and Assistant Chief Training 7 Polls Closing Tasks See “Election Day Guide for Officers of Election” for detailed instructions

• If there is a discrepancy between number of ballots cast and number of voters checked in, explain reason for discrepancy in Part 3. • All Officers sign both copies of the SOR.

5/17/2021 Chief and Assistant Chief Training 8 Ballot Officer Ballot Record Report

• Count ballots in each pack after opening and enter number on form. • Record disposition of ballots: Spoiled, Voided and Provisional. • Record number of surrendered Absentee Ballots.

5/17/2021 Chief and Assistant Chief Training 9 Ballot Officer Ballot Record Report

• Add up each category. • Subtract number of ballots printed by the OVI. • Match total number of ballots used and not used (a + b) against ballots delivered to the precinct.

5/17/2021 Chief and Assistant Chief Training 10 Pollbook Officer Voting Hours: Checking in a voter To complete the check-in process for voters without a registration or ID issue: • Click on “Matches” after voter states name and address which matches information in the pollbook • State Voter’s name aloud then click on “Record Check-In” • Click on “Next Voter” Process is NOT complete until you click through the last screen!

5/17/2021 Chief and Assistant Chief Training 11 Pollbook Officer Checking in the Voter: Multiple Ballot Styles

• Eight precincts will have two Ballot Styles to hand out. • The voter’s Ballot Style information is visible on the last two screens. • Select voter’s ballot before clicking “Next Voter” button.

5/17/2021 Chief and Assistant Chief Training 12 Example Paper Ballot (June 2021)

• Elizabeth R. Guzman has withdrawn from the Lieutenant Governor’s race.

• A sign will be provided for posting.

5/17/2021 Chief and Assistant Chief Training 13 Completed Absentee Ballot Drop Off

• On Election Day, each polling place serves as a drop-off location for completed absentee ballots.

• An official Ballot Bag is delivered in the . • Bag is delivered flat and must be assembled into a box shape. • Seal must be inserted in zipper clasp after clasp is closed. Record Seal No. on Envelope 7. • Unused seals are stored with unused machine seals in clear pocket of Chief’s binder.

• The Ballot Bag location is the Chief’s decision, but it should be in view of the Officers. Location may be in the lobby/entrance area as long as an Officer is assigned to monitor it.

5/17/2021 Chief and Assistant Chief Training 14 Completed Absentee Ballot Drop Off

Voters with a completed absent ballot should not wait in the check-in line! • Direct all voters with completed absentee ballots to the Ballot Bag.

• A voter may allow a trusted family member or friend to drop off their ballot for them. Officers might see a voter insert multiple ballots in the Ballot Bag’s slot. • An Officer may be assigned to take the Ballot Bag to a voter parked at the curb.

5/17/2021 Chief and Assistant Chief Training 15 Completed Absentee Ballot Drop Off Post Sign on Entry Door

If you are only dropping off your mailed ballot, Please come forward to the Blue Ballot Drop Bag

5/17/2021 Chief and Assistant Chief Training 16 Completed Absentee Ballot Drop Off Form to record chain of custody for dropped absentee ballots: • After the polls close, at least two Officers will count absentee ballots in the Ballot Bag. • Record the day and time the ballots are counted on the Ballot Collection From Drop-Off Locations form. • Officers enter their names and then sign and date. • Apply new seal to clasp and record seal number on Envelope 7. • Officer transporting Ballot Bag to the Registrar’s office must also sign. • Complete the form even if no ballots have been dropped. 5/17/2021 Chief and Assistant Chief Training 17 Less Common Voter Check-In Situations

• A person who returns an unused or spoiled absentee ballot ON Election Day may vote normally on equipment at their regular polling place after surrendering the ballot.

• Call the Registrar (382-5741) before changing voter’s status in the pollbook. • Officer should spoil surrendered absentee ballot, reinsert ballot in its envelope(s), and place in Envelope 4. Record number of surrendered absentee ballots enclosed on the Ballot Record Report.

See What If… Pages 18. 5/17/2021 Chief and Assistant Chief Training 18 Less Common Voter Check-In Situations Absentee Voters without a ballot to surrender

• An Absentee Voter without their ballot to surrender should complete a statement attesting that they lost or never received their ballot. • After completing and signing the form, the Chief will have the voter complete a provisional ballot.

5/17/2021 Chief and Assistant Chief Training 19 Pandemic Accommodations Voting Hours procedures • No Voting Passes provided for this election. Pollbook Officer will hand ballot to the voter at check-in table. Single-use • Place single-use pens, I VOTED stickers, and a few privacy folders on a table for voter to pick up. • Do NOT hand out privacy folders with the ballots. Voters may take one from the table if they wish.

5/17/2021 Chief and Assistant Chief Training 20 Pandemic Accommodations Voting Hours procedures

• Officers CANNOT require a voter to wear a face covering within the polling space. If you have an extra covering, you may offer one to the voter. • Do not turn voter away even if they are displaying symptoms of an illness. Offer voter curbside voting so that the voter can stay outside.

COVID-19 Election FAQs and Reminders, guidance from the Department of Elections, dated May 27, 2020.

5/17/2021 Chief and Assistant Chief Training 21 Before the Polls Open

The Chief Officer will review emergency procedures with all officers: • Location of fire extinguishers and fire alarms. • Location of emergency exits. • Identify potential hazards (icy steps/sidewalks, slick/wet floors, electrical cords on floors). • Location of emergency phone to call 911. • Designate officer to call 911. • Designate a safe location to meet and wait outside building.

5/17/2021 Chief and Assistant Chief Training 22 Before the Polls Open Defining the 40-ft Campaign Free Zone

• No campaigning is allowed within forty feet of any entrance to a polling place. (§§ 24.2-310, 24-2-604)

• All precincts have been provided with chalk and a 40-ft length of string to assist with defining the 40-ft campaign free zone.

• Some precincts have been provided with signs and cones.

5/17/2021 Chief and Assistant Chief Training 23 Election Day Emergencies

• Natural disasters (earthquakes, winter storms, etc.). • Damaged or malfunctioning voting equipment. • Electrical power outage. • Officers of Election who do not show up on Election Day. • Inability to enter the polling place. • Bomb threat. • Unruly or threatening behavior from a citizen.

Call the Registrar: 382-5741

5/17/2021 Chief and Assistant Chief Training 24 Election Day Emergencies

• Electrical power outage – All facilities have emergency lighting sufficient to exit the building. – An electrical generator and operational lighting will be delivered to affected polling place. – Use only one pollbook for check-in until back-up power arrives. The hub does not have a battery, so the pollbooks will not sync while the power is out.

Call the Registrar: 382-5741

5/17/2021 Chief and Assistant Chief Training 25 What to do in an Evacuation

• Voting Machine Officers should note “public counter” number on voting machine. • If possible, take voting machines, electronic pollbooks, ballot box, paper ballots, forms, , and pens. • If you are unable to continue the voting process outside the polling place, record the names of voters already checked in and advise them to wait until the building can be re-entered. • If they must leave, advise them to return before 7:00 pm. Allow them to go to front of check-in line when they return. • If voter must leave and has already been issued a ballot, voter must insert completed ballot in emergency ballot box or turn ballot in to the Chief.

5/17/2021 Chief and Assistant Chief Training 26 Failure of Electronic Pollbooks • Report situation to the Registrar at 382-5741. • Use backup paper pollbooks and Pollbook Count Sheet to check in voters. • Instructions for use of paper pollbooks are with the paper pollbooks in the zipped cover of the Chief’s case. • Allow voters to continue voting on regular equipment per the normal procedures.

5/17/2021 Chief and Assistant Chief Training 27 Failure of OVO Optical Scan Voting Machines

• Voters should continue to mark paper ballots. • Turn OVO and ballot box bin around so scanner slot is facing away from voters. • Have voters insert ballots in “Emergency Ballot Compartment” located on back of OVO bin. • Chief and one Officer will feed ballots into the OVO scanner once power is restored or OVO is repaired. • If Emergency Ballot Compartment gets too full, ballots may be moved by Chief and one Officer to Chief’s Case which can serve as an Emergency Ballot Box. 5/17/2021 Chief and Assistant Chief Training 28 Unpacking Precinct Cage Some assembly required!

• OVO electronics delivered separately from ballot box base. • EPB power cords, mice, shorter data cables are in the red pouch on top shelf. • Card with full inventory of cage contents is posted on the cage door. • Remove UPS Unit from cage and use with OVO and OVI.

Don’t forget the trifold poster! 5/17/2021 Chief and Assistant Chief Training 29 Election Day Set Up

• Equipment seals come in two colors: and . • Do NOT break any blue seals. • A white seal should be applied to the OVO /bin in the morning. It will be cut in the evening when the equipment is disassembled. • A white seal is being used to close the compartment for the OVO’s thumb drive. It will be cut in the evening so the thumb drive can be removed and put in an envelope for the Clerk of Court.

5/17/2021 Chief and Assistant Chief Training 30 Election Day Set Up The Chief Officer will: • Welcome Authorized Representatives. • Administer the Oath • Assign Officers to arrange furniture and post notices. • Assign Officers to set up electronic poll books, complete Pollbook Opening Summary Screen Report, and verify the final absentee ballot report (AB List). AskED does not yet sort by AB status. • Assign Officers to set up voting machines. Confirm serial and seal numbers and machine protective and public counter numbers on back of Envelope 7. Print/sign zero tapes. The OVO will print a separate zero tape for each ballot style. Remember to print three copies of each. The OVI can print only one Opening Report (zero tape).

List of Election Day Set-Up tasks: Pages 3 – 7 of “Election Day Guide for Officers of Election” 5/17/2021 Chief and Assistant Chief Training 31 Pollbook Officer

Morning task: Verify Final Absentee Ballot report • The AskED pollbook software does not currently filter for Absentee Voters. • Confirm AB voter total handwritten on printed Final Absentee Ballot Report equals total AB voter number listed in EPB statistic window. • AskED summary window will show an incorrect absentee percentage turnout. Don’t worry about it. • Check a representative sample of the names on the printed Absentee Report against the electronic pollbook. • Must look up voter by name to confirm absentee status.

5/17/2021 Chief and Assistant Chief Training 32 Election Day Set Up

The Chief Officer will: • Verify that the paper ballots match the Sample Ballot(s). • Assign Officers to count packs of ballots. Confirm the ballots received match the copy of Receipt for Ballots form (inside Box/Envelope #6 with the ballots or taped to outside of Box/Envelope #6).

List of Election Day Set-Up tasks: Pages 3 – 7 of “Election Day Guide for Officers of Election” 5/17/2021 Chief and Assistant Chief Training 33 Authorized Representatives

• In a primary election, each candidate on the ballot may have representation present before the polls open, during voting hours, and after the polls close. • Dos and Don’ts for Campaigners and Authorized Representatives specifies the permitted number of Representatives and what they may observe. • Representatives must have a written statement signed by the candidate they represent. This statement should be given to the Chief Officer. • Officers have the authority to remove anyone interfering with the voting process. § 24.2-607.

5/17/2021Chief and Assistant Chief Training 34 Quiz Question

Voters can change their minds about voting at any time up until they cast their ballot. How would you handle this if the voter has already checked in?

5/17/2021 Chief and Assistant Chief Training 35 Quiz Answer Depending on the situation, the Chief may:

– Undo the voter’s check-in if the voter is present and agrees.

• Chief must find voter in pollbook and use Chief’s password to undo check-in. There will be no discrepancy between voters checked in and ballots cast.

– Not undo voter’s check in. Spoil the voter’s ballot and place it in Spoiled Ballot Envelope (#4).

• Voter remains checked in for the election. Chief should make written note so the discrepancy between voters checked in and ballot cast can be explained.

– Override the OVO’s rejection and send the voter’s blank ballot through the scanner.

• Number of ballots cast will equal number of voters checked in. Voter will receive credit for participating in the primary.

5/17/2021 Chief and Assistant Chief Training 36 Election Day Set Up • Instructions for the voting machines will be inside each black case with the voting machine.

– Open Header Card will be with the Opening Instructions for the OVO scanner. – Close Card will be with the OVO scanner closing instructions. • Pollbook instructions will be inside the red computer bag.

• The Chief will have copies of the instructions in their Election Day binder.

5/17/2021 Chief and Assistant Chief Training 37 When ballot is considered “cast”

A voter, voting in person on Election Day, has not voted until a “permanent record” of the voter's intent is preserved.

• A “permanent record” is preserved by the voter by: – Inserting an optical scan ballot into an electronic counter – Placing a paper ballot in an official ballot .

• An Officer may reinsert a ballot in the optical scan voting machine if the voter walks away and the ballot is rejected by the machine due to an overvote or undervote.

Complete wording of Virginia Regulation 1VAC20-60-40 appears on Page 6 of the Election Day Guide.

5/17/2021 Chief and Assistant Chief Training 38 Customer Service Officers of Election will provide prompt, courteous service to all voters.

• Greet the voter. • Smile. Be friendly. • Provide full attention to the voter. • Send voters with check-in issues to the Chief Officer in order to keep the line moving. • No eating/drinking in sight of the voter. Chief will assign breaks. • No cell phones or electronics at work stations.

5/17/2021 Chief and Assistant Chief Training 39 Customer Service Officers of Election will provide prompt, courteous service to all voters.

• Be professional. • Respect the voter’s privacy. • Treat fellow Officers with courtesy and respect. • Involve the Chief/Asst. Chief early with voter concerns and issues.

5/17/2021 Chief and Assistant Chief Training 40 Polling Place “Etiquette”

• Political apparel – Voters may wear clothing or buttons which display the name of a candidate or party while in the polling place to vote. • Cell phones – Voters may use their cell phones beyond the check-in table, as long as they do not disturb, hinder, or intimidate other voters. Address any issues on a case-by-case basis.

See Code of Virginia § 24.2-604, § 24.2-607.

5/17/2021 Chief and Assistant Chief Training 41 Polling Place “Etiquette”

• Voters may take “Ballot Selfies.” • It will be up to the Officers of Election in each polling place to limit the use of cameras by voters if it is: – slowing or disrupting the voting process – violating the privacy of other voters. • Taking video of the polling place interior could be seen by some voters as intimidation. Intimidation is prohibited by law. • Members of the press should ask the Chief Officer for permission to photograph or film inside the polling place and may not photograph or film voters without their permission.

5/17/2021 Chief and Assistant Chief Training 42 Marking Booth Officer • Do not allow the OVO Machine to be unattended. • Take over for the OVO Machine Officer if they are busy helping a voter with an issue. • Periodically check for and remove any extraneous materials from the marking booths.

5/17/2021 Chief and Assistant Chief Training 43 Voting Machine Officer

• Montgomery County uses the Unisyn OVO optical scan voting machine. • Stand near the OVO, but far enough away to ensure privacy for the voter. Officers may apply tape to the floor as a reminder. • Answer questions on the operation of the scanner and provide guidance if ballot is rejected. • Voter will remove ballot from folder and insert ballot into the machine. Some voters may not understand this, so check folders for un-scanned ballots. • OVO will be ready to accept next ballot once light turns green. • OVO will not count a rejected ballot.

5/17/2021 Chief and Assistant Chief Training 44 To initiate a ballot on the OVI

• Enter code for needed ballot style.

• Code is found with passwords on Chief’s key ring.

5/17/2021 Chief and Assistant Chief Training 45 Approved Identification

Remember: Unless otherwise noted, acceptable forms of identification do NOT have to contain a photograph of the voter.

*Valid” means the document is genuine and is not expired for more than twelve months, EXCEPT for a Virginia driver’s license, for which the expiration date should NOT be considered when determining its validity.

** See Va. Code §§ 8.01-385, 51.1 – 700. Eleven tribes are: Cheroenhaka (Nottoway), Chickahominy, Eastern Chickahominy, Mattaponi. Monacan, Nansemond, Nottoway of Virginia, Pamunkey, Patawomeck, Rappahannock, & Upper Mattaponi.

5/17/2021 Chief and Assistant Chief Training 46 Approved Identification

Do NOT turn a voter away for lack of identification!

• Send the voter to the Chief. • Voter can sign an ID Confirmation Statement affirming they are the registered voter they claim to be. Voter can then be checked in and allowed to vote normally on the precinct equipment.

5/17/2021 Chief and Assistant Chief Training 47 Voters without ID

• Any voter who does not present acceptable identification AND does not sign the statement must vote a Provisional Ballot. • Voters casting a Provisional Ballot are given until noon on the third business day after the election to provide approved ID or a signed ID Confirmation Statement to the Registrar’s Office by: Fax, electronic mail, in-person delivery or timely mail delivery. • Provide the voter with a Provisional Voter Notice – ID ONLY with information on dates and times of the Electoral Board’s Provisional Ballot Meetings.

See What If… Pages 4. 5/17/2021 Chief and Assistant Chief Training 48 Inactive Voter

The electronic pollbook may indicate “Inactive Voter.” • The AskED pollbook software will walk the Chief through the process of assisting an “Inactive Voter.” • In some documents, “?” is used to indicate “Inactive.” • Detailed information can be found in the What Ifs - A complete guide for helping voters with exceptional situations. (Summary Chart can be found on Page 10.)

Call the Registrar at 382-5741 if there is a question about the voter’s qualifications, otherwise allow person to vote after completing the appropriate forms. Place the forms in Envelope 8.

5/17/2021 Chief and Assistant Chief Training 49 Affirmation of Eligibility

AskED pollbook software will inform you when this form must be completed.

The Chief Officer will use the Affirmation of Eligibility form if: • Voter’s name is marked as “Inactive” on the pollbook and the name/address has not changed. (In some documents, “?” is used to indicate “Inactive.”) • Voter’s name is not on pollbook. • Voter’s name is on pollbook but is marked as having already voted. • Voter’s name is on pollbook but is challenged. • Voter must complete all the information on Section B and sign. If voter refuses to complete form, he/she may not vote. • Consult the What Ifs to determine which should be checked.

Call the Registrar at 382-5741. Place the Affirmation of Eligibility form in Envelope #8.

5/17/2021 Chief and Assistant Chief Training 50 Non-ID Issues Requiring Provisional Ballots

AskED pollbook software will walk you through process of assisting Voters who must cast a Provisional Ballot.

• Persons listed in the pollbook as having already voted must cast a Provisional Ballot. • When the voter’s name is not on the pollbook, the voter believes he is registered in that precinct, and the Registrar’s office cannot be contacted to verify that the voter is registered. • When a voter who was sent an absentee ballot has not received or has lost the ballot and appears at his regular polling place on election day. (Voter marked with AB).

5/17/2021 Chief and Assistant Chief Training 51 Status of Absentee Voter’s Ballot Status on Pollbook Screen • Absentee Voter whose ballot has been pre- processed in advance of Election Day.

5/17/2021 Chief and Assistant Chief Training 52 Processing a Provisional Ballot

• A Provisional Ballot is a regular paper ballot which is placed in a Provisional Ballot Envelope instead of being sent through the OVO scanner. • A Provisional Ballot is not counted on Election Day. The Electoral Board determines if the person is a qualified voter during the canvass. • Call the Registrar before issuing a Provisional Ballot. The Registrar may be able to determine the voter does not need to cast a Provisional Ballot and may instead vote on the regular equipment in the polling place.

5/17/2021 Chief and Assistant Chief Training 53 Processing a Provisional Ballot

• If the Registrar cannot be reached, provide the voter with a Provisional Ballot. • Do NOT check Provisional Voters in on the pollbook. • If the Provisional Ballot is for ID ONLY, use the lime- green envelope. If the Provisional Ballot is used for any other reason, use the drab-green envelope. • All entries on the Provisional Ballot Envelope must be filled in. Voters must provide at least the last four digits of their SSN on the envelope.

5/17/2021 Chief and Assistant Chief Training 54 Processing a Provisional Ballot

• Additional information about a voter’s situation is helpful, but there is no need “trouble shoot” with the voter. The Registrar will carry out research on Wednesday. • We must be mindful of the voter’s time. Please do not spend longer than 20 minutes assisting a Provisional Voter. • Keep provisional voters in view. Set aside space at your Chief’s table for a provisional voter to mark their ballot.

5/17/2021 Chief and Assistant Chief Training 55 Processing a Provisional Ballot

• The Chief Officer must complete entries for each voter in the PRECINCT PROVISIONAL BALLOTS LOG. • Provide voter with a Provisional Voter Notice with the date and location of the Electoral Board’s Provisional Ballot meeting. Notices are clipped to each Provisional Ballot Envelope. Give voter the notice after they seal their ballot in the envelope. • Give voter a VOTER REGISTRATION APPLICATION. • Collect Provisional Ballots in Chief’s case until the end of the day. At closing, place these unopened Provisional Ballot envelopes in Envelope 1A and seal with a signed by two Officers of Election after completing the Results Reporting Sheet.

5/17/2021 Chief and Assistant Chief Training 56 Provisional Ballot Envelope

• Voter completes one side of the envelope. Chief Officer completes the other. • Reason numbers are keyed to both the Notice and Provisional Ballot Log.

5/17/2021 Chief and Assistant Chief Training 57 Provisional Ballot Envelope - ID Only • Voter completes one side of the envelope. Chief Officer completes the other.

5/17/2021 Chief and Assistant Chief Training 58 Provisional Ballot Log

Provisional Ballot Log Place in Envelope 1A • Authorized Representatives may Precinct: Election Date: in envelope 1a Election Type: ask to inspect or copy your Locality:

What to do at the end of the day Enter the total number of Provisional Vote envelopes for each reason code. Provisional Ballot Log when the

Totals Voter’s name IS 1 is a resident of the precinct, or has been since the November general NOT on election last year polls close. pollbook. 2 has been a resident of the precinct for the last 2 federal elections, is now a Voter: resident of the county or city, and current residence is in the same congressional district as this precinct Voter’s name IS 3 is voting after normal poll closing time due to court order on the pollbook, 4 applied for an absentee ballot, but does not have the ballot and voter: 5 is shown in the pollbook as already having voted • Some information is considered 6 Other (any reason not captured in the other codes) No ID voter did not show required ID

What to do during the day confidential. You may provide Copy information from the Provisional Vote envelopes below Voter name SSN# last 4 Reason code Authorized Reps with the

Last name______Middle______1 2 3 4 5 6 No ID Notes First name______Suffix______1 information on the left (voter’s Address ______Registrar use only

City/town______, State__ Zip code|_|_|_|_|_| Was this vote counted? YES NO Birth year only Phone number Why not? name, address, phone number, and ______(______) - ______- ______Voter name SSN# last 4 Reason code

Last name______Middle______1 2 3 4 5 6 No ID Year of Birth), but not the Notes First name______Suffix______2 Address ______information on the right (last four Registrar use only City/town______, State__ Zip code|_|_|_|_|_| Was this vote counted? YES NO Birth year only Phone number Why not? ______(______) - ______- ______digits of the SSN or the Reason Voter name SSN# last 4 Reason code

Last name______Middle______1 2 3 4 5 6 No ID Notes Code). First name______Suffix______3 Address ______Registrar use only City/town______, State__ Zip code|_|_|_|_|_| Was this vote counted? YES NO Birth year only Phone number Why not? ______(______) - ______- ______

Page ______of ______

5/17/2021 Chief and Assistant Chief Training 59 Provisional Voting for Extended Hours

• Polling hours may be extended ONLY by court order. • If hours are extended, all voters who arrive after 7:00 PM must vote a PROVISIONAL BALLOT. • Log all provisional ballots voted during extended hours on a separate Precinct Provisional Ballot Log. • Place all extended hours provisional ballots in Envelope 1B. • Insert Precinct Provisional Ballots Log in Envelope 1B and seal with label signed by two Officers.

5/17/2021 Chief and Assistant Chief Training 60 Request for Assistance See “What if Guide” for more detailed information

The Chief will use the Request for Assistance form if the voter asks for help completing the ballot. A voter might be blind, have a physical disability, need to have the ballot translated, or be unable to read or write. • Authorized representatives of a candidate or party, the voter’s employer, or an agent of the voter’s union are not allowed to provide assistance to a voter. • Any assistant will SIGN, PRINT NAME and ADDRESS on Section B. • If an Officer is asked to translate ballot, the authorized representatives from each party must SIGN and PRINT NAME on Section C. • Place the Request for Assistance form in Envelope #8. 5/17/2021 Chief and Assistant Chief Training 61 Curbside Voting See “What If Guide” for more information

• The Department of Elections says checking periodically for a curbside voter is a best practice. • The primary method for learning of a curbside voter is from the driver or a campaign worker. Talk with campaigners early in the day and ask for their help in notifying an Officer of a curbside voter. • The Registrar’s phone number has been added to curbside voting signs. PLEASE make sure your phone is on and that you can hear/feel a call from the office. • If Officers are busy with their other duties, the Chief Officer or Assistant Chief Officer may go alone to help a curbside voter.

5/17/2021 Chief and Assistant Chief Training 62 Curbside Voting See “What If Guide” for more information

• Items to take to voter at the curb:

o Clipboard o Copy of “Curbside Voting” information sheet o Pen o Paper (if need to record voter’s address for Poll Book Officer for check-in.) o Request for Assistance Form

5/17/2021 Chief and Assistant Chief Training 63 Curbside Voting See “What If Guide” for more information

• Any voter 65-or older or physically disabled may vote outside the polling place (within 150-feet of the entrance). • Record assisting Officers names and “Time Out” on the Curbside Voting Log. • Greet the voter and inform them that they will be using a paper ballot at the curb. If voter needs an ADA compliant machine, they will need to enter the polling place. • Ask voter for their identification document. • If ID lacks an address, ask voter for address of record and write it down.

5/17/2021 Chief and Assistant Chief Training 64 Curbside Voting See “What If Guide” for more information

• Give voter a copy of “Curbside Voting” information sheet. • Take identification document to Poll Book Officer for check-in. • Remind Pollbook Officer to click on “Outside Polls” button. • Enter Pollbook Officer’s name on Curbside Voting Log. • Receive Voter Pass from Pollbook Officer. • Take Voter Pass to the Ballot Officer who will issue the appropriate ballot with a folder. • Take folder with ballot and marking pen to vehicle.

5/17/2021 Chief and Assistant Chief Training 65 Curbside Voting See “What If Guide” for more information

• Give curbside voters all of the options at the vehicle that they would have if they came into the polling place: Explain any ballot issues, offer new ballot if needed, offer opportunity to override rejected ballot, etc. • Ask voter to stay parked until they are informed their ballot has been accepted by the scanner. • Let voter know ballot has been accepted, provide “I Voted” sticker. • Record “Time in” on Curbside Voting Log.

5/17/2021 Chief and Assistant Chief Training 66 Curbside Voting See “What If Guide” for more information Curbside Voting Log

5/17/2021 Chief and Assistant Chief Training 67 Officer Evaluations • Includes questions to identify Officers who assist with opening and closing of the pollbooks and voting machines. • Chief Officer should complete an evaluation for each Officer in the precinct.

5/17/2021 Chief and Assistant Chief Training 68 CLOSING THE POLLS

• At 6:45 PM, the Chief Officer will go outside and announce loudly and clearly, “The polls will close in 15 minutes”. • At exactly 7:00 PM, the Chief Officer will go outside and announce loudly and clearly, “The polls are officially closed”. • Close the door and lock the precinct.

5/17/2021 Chief and Assistant Chief Training 69 Polls Closing Tasks Detailed Instructions are listed in the “Election Day Guide for Officers of Election:”

The Chief Officer will: • Welcome any authorized representatives. • Supervise three copies of Poll Close Tapes and Write-In Report Tapes from the OVO and three copies of the Close Report from the OVI following the voting machine instructions. • Supervise completion of the Closing Summary Screen Report for the electronic pollbooks before closing the pollbooks.

List of Election Day Set-Up tasks: Pages 8 – 12 of “Election Day Guide for Officers of Election” 5/17/2021 Chief and Assistant Chief Training 70 Polls Closing Tasks Primaries

See “Election Day Guide for Officers of Election” for detailed instructions • Complete two identical copies of the Statement of Results using two different teams of two people. Complete in pencil. After confirming copies match, copy over pencil in black ink. Make sure all Officers sign BOTH copies.

• Attach a set of opening and closing tapes to each SOR.

• Complete the yellow Printed Return Sheet. Attach a copy of the OVO “Election Summary” tape, and one copy of the OVI Close Report. Make sure that all Officers sign this form. Place in Envelope 2A.

• Place any additional voting machine tapes in Envelope 2.

5/17/2021 Chief and Assistant Chief Training 71 Polls Closing Tasks

Complete the Results Reporting Sheet

• Enter results from OVO “Election Summary” tape. • Enter number of provisional ballots by type: No ID, Not Registered (Reasons 1 and 2), and Other (Reasons 3 through 6).

• Enter number of curbside voters.

• CALL THE REGISTRAR with the results.

• Enter time of report, name of person calling in results and name of person taking the information.

• Announce the unofficial results inside and outside the polls if media representatives (or others) are waiting. Authorized representatives may leave at this time.

5/17/2021 Chief and Assistant Chief Training 72 Polls Closing Tasks

• Place sealed provisional ballots and Precinct Provisional Ballot Log in Envelope 1A. Enter the number of provisional envelopes in the Certification Section on the back of Envelope 1A, seal, and sign. • If no provisional ballots were used, enter zero for “Number Enclosed” and sign. • Pack election materials in numbered envelopes/boxes according to Zeke’s “End of Day Packing Instructions.” Check off each envelope/box as it is packed, sealed, and signed by required number of Officers. Place envelopes in the Chief’s case.

5/17/2021 Chief and Assistant Chief Training 73 OVO Voting Machine Memory

• Chief and assisting Officers will remove voting machine memory (USB Drive) from the OVO after the voting machines are powered down. Follow the “Closing the Polls” instructions. • USB memory device is called also “TM” in the closing instructions. • Place USB Drive in the small, padded envelope titled “OVO Optical Scanner, Envelope for Circuit Court.” • Close this envelope and seal with two signatures. Place in Envelope 7.

5/17/2021 Chief and Assistant Chief Training 74 Envelope for OVO TM/Memory Stick

Envelope for CIRCUIT COURT PRECINCT: A-1 Montgomery County, VA November 3, 2020 OVO Optical Scanner Enclose OVO Optical Scanner USB Drive (flash drive)

Return in Envelope 7

5/17/2021 Chief and Assistant Chief Training 75 EPB USB Flash Drives • Place all EPB Flash Drives in the small, padded manila envelope with this label. • Close this envelope and seal with two signatures. Return this envelope in the ENVELOPE 2.

5/17/2021 Chief and Assistant Chief Training 76 Packing Voted Ballots

• Remove voted ballots and place them in empty cardboard box(es) provided – labeled Envelope 3. • If more than 2000 ballots have been voted, place ballots in box as shown. • Close boxes with packing tape. • Seal with - have ALL OFFICERS sign. • The Chief will take the box of voted ballots (#3) with the Chief’s case. The box of unused ballots (#6) should be locked in the cage.

5/17/2021 Chief and Assistant Chief Training 77 Signature Requirements • Election Day Oath – all Officers • Pay record – all Officers • SOR (both copies) – all Officers • Yellow Printed Sheet – all Officers • Envelope/Box #3 (Voted Ballots) must be closed with tape and sealed with signatures of ALL OFFICERS! • OVO thumb drive padded Envelope – two Officers • EPB thumb drive padded Envelopes (2) – two Officers • Voting Machine Tapes – two Officers (Chief and Assistant Chief or designated Officers) • Seals on numbered Election Materials Envelopes – two Officers

When only two Officers are required to sign, the two Officers should be of different parties.

5/17/2021 Chief and Assistant Chief Training 78 Repacking the Cage

Put the Mice, Mouse Pads, short computer Data Cables, and Laptop Power Cords in the Red Pouch.

5/17/2021Make sure that the Laptops are Chief turned and Assistant off. Chief Training 79 Repacking the Cage (Bottom Shelf)

1. Remove the voted ballots 2. Put all of these things in the bin: • Voting booths • Extension Cords • 20-ft Data Cables • Power Strips • ADA Parking Signs • Privacy Folders • Ballot completion instructions signs 3. Place Ballot Box Top (inverted) on top of the Bin. 4. Make sure UPS unit is off

Put all large rolls of tape in the bin: Masking tape, painter’s tape, and duct tape.

5/17/2021 Chief and Assistant Chief Training 80 Repacking the Precinct Cage

REMINDERS:

• Turn the base so the handle is to the right.

• Put duct tape, packing tape, etc. in Voting Machine Base • TURN OFF THE UPS AND put it back in the cage.

5/17/2021 Chief and Assistant Chief Training 81 Polls Closing Tasks See “Election Day Guide for Officers of Election” for detailed instructions

• Please use address labels to close and “seal” the envelope. Please do NOT use the actual sticky flap of the envelope. • Remove all polling place signs and tape. Place signs in the cage. Leave polling place and inside of 40’ prohibited area clean and organized. • Lock room and/or building. • Return Chief’s case, Box #3 (Voted Ballots), and Absentee Ballot Drop Box to the Registrar’s Office on ELECTION NIGHT. • Report Election Day events to the Electoral Board Secretary.

5/17/2021 Chief and Assistant Chief Training 82 Closing Reminders

Review training documents before Election Day: • Election Day Guide (March 2021) • Officer of Election Basic Training presentation (Nov 2020) • Statement of Results (June 2021) • Dos and Don’ts for Campaigners and Authorized Representatives and What If…Quick Reference to Problems

Documents are available at the Montgomery County Registrar’s website: https://www.montgomerycountyva.gov/departments/voter- registration/officer-of-election

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