City of Fairfax CO AO PS Precinct Manual Important Phone Numbers Office of Elections Main Number ..................................................... 703-385-7891 For any emergency, call 911 City Police Emergency ................................................................................. 911 City Police Non-Emergency ......................................................... 703-385-7924 State Board of Elections .......................................................... 1-800-552-9745 Where am I now? __________________________________________________ Name of facility: ______________________________________________ Address of facility _____________________________________________ 5 a.m. contact ________________________________________________ Officer assignments: Security Officer _____________________________________________________ EPB Specialist ______________________________________________________ Signs _____________________________________________________________ EPB Officers: _______________________________________________________ Greeter(s): ________________________________________________________ Counting Ballots: ___________________________________________________ Marking Stations: ___________________________________________________ OVO Scanner: ______________________________________________________ OVI ADA Marking Device _____________________________________________ CO AO PS Officers Election Day Guide Table of Contents Glossary of Terms ....................................................................................... 2-3 General Reminders .........................................................................................4 Chief and Deputy Chief Before the Polls Open ................................................................ 5-17 While the Polls Are Open ......................................................... 18-19 Closing the Polls ....................................................................... 20-37 Procedural Specialist Before the Polls Open ....................................................................38 While the Polls Are Open (At a Glance) .................................. 39-40 Regular Officer of Election Before the Polls Open ....................................................................41 EPB & Ballot Officers ................................................................ 42-43 Marking Station Officers ................................................................44 Voting Machine Officers ................................................................45 While the Polls Are Open ...............................................................46 Greeter Officers .............................................................................46 EPB Officers .............................................................................. 47-49 Ballot Officers ........................................................................... 50-51 Marking Station & Voting Machine Officers ............................ 52-53 After the Polls Close .......................................................................54 EPB & Ballot Officers ......................................................................54 Prohibited Area ...........................................................................................55 Authorized Representatives (REPS) ....................................................... 55-56 Voting on the ADA Device (OVI) ............................................................ 57-61 OVO and OVI Trouble Shooting ............................................................. 62-65 Appendices Appendix A: Eligibility (CO/AO/PS) .................................................... Appendix B: Sample Forms ................................................................ Appendix C: Do’s and Don’ts and Election Laws ............................... Appendix D: Emergency Procedures ................................................. Icons used with permission from ElectionTools.org Police, Fire and Medical: 911 | Police Non-Emergeny: 703-385-7924 Election Office: 703-385-7891 Glossary of Terms CO AO PS Officers Election Day Guide Acceptable Identification — A photo ID from the list provided. See Identification (ID). Affirmation of Eligibility — A form completed by a voter when there is a special annotation on the EPB or for other special circumstances such as address confirmation or a voter who is challenged. ADA — Americans with Disabilities Act. Ballot Box — A large plastic box that holds the Scanner unit and collects the scanned/voted ballots. Ballot Officer — The Officer responsible for issuing the ballot. Ballot Record Report — The form used to track the amount of paper used in an election. Ballot Style — This refers to both the ballot contents (offices, candidates, issues) Privacy Booth — A private area where a voter may mark the ballot. Call-In Results Sheet — Paper record of the total number of votes cast per candidate or issue in each precinct. Central Absentee Precinct (CAP) — A precinct where absentee ballots are counted on election day Disenfranchised — Deprived of the rights of citizenship, especially the right to vote. Election Day Guide (EDG) — Election day instructions for election officers. Election District — The area which is represented by an official when elected by the voters. The location of a voter’s home address determines the election district, precinct, and polling place where the voter is eligible to vote. The City of Fairfax is one election district. Election Return Envelopes — Pre-numbered envelopes used to return official election materials. Emergency Ballot box— A box inside the Ballot Box that collects ballots if the scanner is not working. Electronic Pollbook (EPB) — An electronic device that with an alphabetical list of all registered voters in a precinct. Federal Election — A primary, special or general election for the offices of U.S. Senate, U.S. House of Representatives or President and Vice President of the United States. Final Absentee Report (AB List) — A report of voters who applied for absentee ballots. Fled Voter - A voter who left after checking in at the pollbook station but before casting a ballot (FPCA) Federal Post Card Application — A form that allows military and overseas voters to register to vote and request an absentee ballot. General Election — A regularly scheduled November election or May City Election. (HAVA) Help America Vote Act — A Federal election law passed due to the problems of the 2000 Presidential election in Florida. Header Card — The first card inserted in the OVO on election day morning. Identification (ID) — In all elections, voters must provide photo identification. Police, Fire and Medical: 911 | Police Non-Emergeny: 703-385-7924 Election Day Guide Page | 2 Election Office: 703-385-7891 Glossary of Terms CO AO PS Officers Election Day Guide Logic and Accuracy Testing (L&A) — A test that verifies the ability of the voting system to process election data, handle voting, and provide accurate tabulation. Oath Form — An official document signed by election officers that records the election day oath. Outside Polls Voter (OP) — A voter age 65 or older, or with a physical disability may vote from their car. Also known as Curbside Voter. OpenElect Voting Interface (OVI) — The ADA voting equipment. OpenElect Voting Optical Scan (OVO) — The machine that scans and tabulates paper ballots. Paper Ballots — Official paper ballots given to each polling place. Paper Pollbook (PB) — Emergency paper backup of alphabetical list of all registered voters in a precinct. Pollbook Officer — Officer operating the electronic pollbook. Protective Counter Number- The total lifetime number of ballots created or scanned of a voting machine. Provisional Vote — A vote that is cast when: a voter’s eligibility is in question on election day. The electoral board reviews the voter’s eligibility after the election. Public Counter Number — The number of ballots created or cast on a voting machine during the current election. Request for Assistance Form — A form completed by a voter and a person who will assist them in voting. Results Tape — A tape run at the end of the day to show the total number of votes cast per candidate or issue. Return Absentee Envelope — Outer envelope of the absentee ballot package being returned to the office. Sample Ballot — Printed on yellow paper, this is an example of how the candidates and/or issues appear on the ballot. Signature Verification Checklist — A chart that lists which documents require election officer signatures. Statement of Results (SOR) — An official record of each precinct’s election day results. Tally Sheets — Part X of the SORs, a form used to track hand counted ballots. Transport Media (TM) — Thumb drive that holds election data. Uninterruptable Power Supply (UPS) — A battery that sits between a wall outlet and an electronic device to prevent power disturbances that effect performance and life of the electronic device(s). Virginia Election and Registration Information System (VERIS) — The statewide database used to register and maintain the list of Virginia voters. Voting Permit — A card issued to a voter after being checked in on the EPB and presented to the ballot officer. What-Ifs — A reference guide for voter eligibility issues. What-Ifs Flow Chart — A flow chart that shows how to process a voter who has moved. Zero Tape — A tape printed before the polls open on election day morning to show that no votes have been cast. Police, Fire and Medical: 911 | Police Non-Emergeny: