MIAMI-DADE COUNTY
ELECTIONS DEPARTMENT
Security Procedures for Voting System
Revised: March 07, 2023
Christina White
Supervisor of Elections
2700 N.W. 87th Avenue
Miami, FL 33172
(305) 499-8509
www.iamelectionready.org
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Contents
Election Schedule ..................................................................................................................................... 1
Ballot Preparation...................................................................................................................................... 2
Ballot Duplication Procedures ................................................................................................................... 6
Voting Equipment Allocation and Security ................................................................................................ 7
Distribution Of Voting Equipment .............................................................................................................. 9
EViD System Security Procedures .......................................................................................................... 10
Pre-Election Day DS200 / ExpressVote Logic and Accuracy Procedures – Warehouse & General ....... 13
Prior To Election Day – Set-Up Procedures ............................................................................................ 13
Pre-Election Day DS200 Optical Scan and ExpressVote Logic and Accuracy Procedures .................... 15
Pre-Election Day Logic and Accuracy Procedures (Tabulation Room) ................................................... 18
Optical Scan Ballots ................................................................................................................................ 20
Ballot Security ......................................................................................................................................... 23
Vote-By-Mail Ballots Mailing Procedures Through Reliavote .................................................................. 24
Vote-By-Mail Secure Ballot Intake Station Chain of Custody .................................................................. 32
Vote-By-Mail Ballot Canvassing and Opening ........................................................................................ 33
Receipt Of Regular Ballots and Federal and State Write-In Ballots ........................................................ 34
Early Voting Security Procedures............................................................................................................ 35
Administrative TroubleShooters (ATS) Pre-Election Day Duties ............................................................. 40
Collection Center Procedures ................................................................................................................. 41
Transportation Of Precinct Results Between Precincts and Collection Centers ...................................... 53
Procedures For the Use of Election Day Voter Certificate ...................................................................... 55
Special Situations.................................................................................................................................... 55
Transport Of Ballots and / or Election Materials ...................................................................................... 56
Seal Verification Board............................................................................................................................ 58
Write-In Procedures ................................................................................................................................ 60
Procedures for Counting Vote-By-Mail Ballots ........................................................................................ 61
Election Night Procedures - 7:00 P.M. .................................................................................................... 62
Relocation Procedures ............................................................................................................................ 64
Voting System Security Procedures ........................................................................................................ 67
Voting System Maintenance and Storage ............................................................................................... 69
Election Night Public Access and Results Dissemination ....................................................................... 70
Election Day Provisional Ballot Board ..................................................................................................... 71
Audit Board ............................................................................................................................................. 72
Post-Election Audit Procedures............................................................................................................... 73
Exhibits Listing ........................................................................................................................................ 76
Attachment Listing................................................................................................................................... 76
Election Schedule
Individuals occupying the following positions will prepare an election schedule for their area(s) of
responsibilities at least 60 days prior to a regularly scheduled State or County election and within
60 days of the date a special State or County election is called. Per Section 101.015(4)(b), F.S.
and Rule 1S-2.015, F.A.C., these Security Procedures are being presented to the Division of
Elections for its odd-numbered year review.
Supervisor of Elections
Supervisor of Elections Designee
Deputy Supervisor of Elections, Voter Services
Deputy Supervisor of Elections, Information Systems
Deputy Supervisor of Elections, Operations
Deputy Supervisor of Elections, Government Affairs
Deputy Supervisor of Elections, Poll Worker Recruitment & Training
Deputy Supervisor of Elections, Administration and Finance
1. The form shown as Exhibit A shall be used for the purpose of compiling the information
necessary to produce the "Election Schedule" for upcoming elections. The election calendars
can be found on our website: www.miamidade.gov/elections under the Upcoming Elections
section.
2. All divisions and respective sections shall compile election schedules into a proposed
Departmental Election Schedule.
3. The Supervisor of Elections shall review the proposed Departmental Election Schedule to
ensure that it contains all the tasks necessary to conduct a successful election, that legal
deadlines are correct, and that there are no conflicting dates or tasks.
4. The final Departmental Election Schedule shall be established at least 90 days prior to a
regularly scheduled State or County election and within 20 days of the date a special State or
County election is called.
5. At least once each week, the Administrative Staff of the Department will review the Election
Schedule in order to:
a. Determine which tasks have been completed and enter the dates completed on the Election
Schedule.
b. Identify which tasks were not completed on the due date, determine why they were delayed
and determine what effect that delay will have on the completion of other tasks. The
comment section of the election schedule is used for this purpose.
c. Add to the election schedule any tasks not originally included, but necessary to the conduct
of the election.
6. Following the election(s), the Senior Executive Secretary shall ensure that the completed
Election Schedule is included with the Department's records for that election or election series.
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Ballot Preparation
1. Items which may appear on a ballot include:
Ballot Item Source
Names of candidates who have qualified with Certification by the Department of State
the Department of State
Names of candidates who have qualified with Candidate oaths from those who qualify with
the Supervisor of Elections the Supervisor of Elections; certified election
results
Names of municipal candidates Candidate oaths from municipal clerks;
certified election results.
Constitutional amendments Department of State
County questions County resolutions or ordinances
Municipal questions Municipal resolutions or ordinances
2. The Government Affairs Division is responsible for preparing the master ballot in English,
Spanish, and Creole based on the items received from the sources listed above.
3. The criteria used when laying out the ballot includes:
a.
Offices are listed in the order specified by State Law and Rules.
b.
To the extent possible, each office and question shall appear on only one ballot screen
or on one column of an optical scan ballot.
4. A master election database is created and maintained using the Electionware Firmware. The
database contains information about precincts, districts, elected offices, and precinct/district
relationships. To ensure the accuracy and integrity the precincts and ballot styles are verified
with an internal process known as PKNET.
• PKNET produces Precinct-Ballot Style assignments and Ballot Style Counts to validate
assignment and counts generated by the Tabulation Division
• PKNET also produces an output which is used to populate VR Focus Precinct/Ballots
Styles assignments
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The Latest Precinct District data from VR Focus is imported into PKNET application:
PKNET application generates Precinct/ Ballot Styles assignment based on the Master Ballot. These
are then compared against the TAB bible which is independently generated by the TAB software.
If any discrepancies exist, they are discussed, and changes applied appropriately to finalize the
Precinct – Ballot Style generation.
PKNET output QA is done against TAB bible
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Once QA is complete PKNET generates a file formatted for input into VR Focus and populated VR
Focus with the Precinct/Ballot Style assignments. Manual and programmatic QA is done after that
again using VR Reports and TAB output to finalize the process.
5.The Electionware Firmware is used to build an election-specific file from the master election
database. Precincts and contests for the election are selected. The Electionware Design Module
produces a Paper Ballot and ExpressVote Ballot using contest codes and ballot style listings.
Candidate names for that particular district are manually added to the contests, along with any
ballot issues associated with that district.
.
6. Optical Scan Ballots
The Design Module is used to define the exact appearance of optical scan ballots.
a. The machine-readable Sequence, Type, and Split codes are system generated and
appear on the side of each ballot. These codes designate and identifies the ballot style
along with information relevant to each ballot.
b. A human readable code is printed on the top left corner of the ballot and can be visually
verified without having to interpret the machine-readable codes.
c. Proofs of the optical scan ballots are provided from the Electionware Design Modules.
d. Up to three teams of four individuals, including at least one person proficient in Spanish
and one person proficient in Creole, will be assigned by the Supervisor of Elections to
verify that the ballot proofs are correct. One member of each team will spell out the office
and question titles, candidate names and ballot questions using the sources listed in
paragraph 1 and the translations prepared by the official County translators. The other
team members will verify that everything is included in the proofs and that they are
correctly spelled. The proofs will be marked with the date, time and initials of all proofing
team members if no corrections are necessary or marked with the corrections which must
be made if there are errors.
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e. Upon approval by the Supervisor of Elections’ Office, ballots are tested to ensure the voting
equipment can process them. An email is then sent to the printer with the pdf version of the
ballots and the quantity needed.
f. Once the optical scan ballots are received from the printer, they are verified against the
ballot proofs. Optical scan ballots are tested by creating a “test deck” of marked ballots that
contain a pre-determined number of votes for each candidate and question. Test decks also
include blank ballots and overvoted ballots. After the ballots are processed through the
Model DS200 and Model DS850, reports are produced, and results are verified. Any
discrepancies or errors are brought to the attention of the printer for corrections to be made.
7. Touch Screen Audio Ballots
a. The Electionware Design Module allows for the creation of an Electronic Ballot that is
activated on the ExpressVote ADA terminal device. Electionware uses the same election-
specific database and information used for creating the optical scan (paper ballot) to create
the same ballot in compliance for ADA voters using the ExpressVote Terminal. A blank
ExpressVote Activator Card for the ExpressVote ADA machine is used to activate an
Audio/visual ballot with ADA specification. A ballot is activated on the precinct ballot style or
a combination of selecting a ballot style if it is an early Voting Site. Using the ExpressVote
Terminal making the selection on the screen. Your selections are then reviewed and printed
on the Activator card. The Activator card containing your selections is then scanned into the
DS200 where your votes are now officially cast.
b. An audio ballot consists of .wav files that are electronically created and recorded using the
Electionware toolbox. The .wav files that are unique to an election are generated in the
Deliver module of Electionware. The files are generated in English, Spanish and Creole
depending on the Election specification. The ExpressVote terminal retrieves its ballot data
and configuration information from the thumb drive inserted into the ExpressVote. The audio
is tested for accuracy. Each precinct / ballot style is tested by inserting the activation card
into the ExpressVote. Each test is conducted by selecting a predetermined number of votes
for each contest and/ or candidate in the audio mode. The ballots are then cast by inserting
the activation card with the printed selections into the DS200 voting equipment. Results from
the DS200 are compared to the expected outcome to ensure complete accuracy.
c. A thumb drive is prepared with the specific election database in order to test the
functionality of the (ADA) ExpressVote equipment. This includes the election database
including verifying the accuracy of the audio that was recorded and the ballot.
d. Each thumb drive created for the ExpressVote (ADA equipment) is tested for content by
immediately activating the specific election programmed on the ExpressVote. This function
allows the Activator card to be printed with the voter’s selection. The card is then scanned
into the DS200, so the voter’s selection can be saved, and results can be verified and
tabulated in the Elections Reporting Manager.
e. All Thumb drives for the ExpressVote for each election are created and verified.
f. All Election Media are securely kept in the Tabulation Room located at the Elections
Department’s main office.
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Ballot Duplication Procedures
The Ballot Duplication Supervisor or designated staff member will hand out ballots to be duplicated
with corresponding blank ballots to Duplication Team Members. The ballots to be duplicated must
be separated in categories: VBM Opening/Tab Room or Faxes. Team Members will need to keep
them separated into those categories and use the appropriate “Master Duplication Log” (Exhibit
C). On the top left corner of the pages with the sequence numbers, there is an indication for the
type of ballots to be duplicated such as ballots from VBM Opening/Tab Room or faxes. The correct
form must be used based on each category.
Before starting the duplication, the team members will verify that the sequences match (the
sequence is a combination of numbers found on the left side of the ballot (under the precinct), such
as 001; 002; 003 etc…).
Then team members will check ballots to be duplicated for voter intent. Anything that is not clear
and requires a decision to be made should be brought to the Ballot Duplication Supervisor’s
attention.
There will be three separate trays for ballots that must be reviewed by the Canvassing Board:
One for ballots received from VBM Opening/Tab Room and one for faxes. These ballots will be
kept in their respective category and by date received.
The Ballot Duplication Supervisor will place the ballots with voter intent in the corresponding trays
(VBM Opening/Tab Room for Canvassing Board Review or Faxes for Canvassing Board Review)
and will keep them separated by date received.
A team of two members will duplicate the ballots.
Using red ink, team members will number the original ballot and the duplicate with the same
Ballot Sequence number and consecutive number on the reverse side, top right corner (the
consecutive numbers are taken from the Duplication Tracking Sheet). For example, the first three
duplicated pages would be marked as follows:
Original from Voter: Original 001-1 New ballot duplicated: Duplicate 001-1
Original from Voter: Original 001-2 New ballot duplicated: Duplicate 001-2
Original from Voter: Original 004-3 New ballot duplicated: Duplicate 004-3
On the Master Duplication Log, cross out each sequence number used.
Write the precinct number on each ballot page with red ink. A black ink pen should be used to
mark the voter’s choices. One member will read the voter’s selections from the original ballot
while the second member marks the duplicate ballot.
If duplicating a fax, the precinct number and/or sequence may not appear on the original ballot
received from the voter. If this is the case, look at the label on the envelope to find this
information and write it down on the original and the new blank ballot. For faxes, always verify
that the precinct number and sequence number match with the information printed on the label. If
there are any discrepancies, they should be brought to the attention of the Duplication
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Supervisor. When duplicating a fax, in addition to the duplication tracking sheet, team members
must also fill out the “Master Duplication Log for VBM Faxes” (Exhibit D).
The Ballot Duplication Supervisor or a third team member will compare both ballots for accuracy,
making sure that both ballots have the same sequence number, that the precinct number appears
on the new ballot and that the correct selections were made. The reviewer will separate the
ballots in two piles: Originals and Duplicates.
The original ballots will be kept in numerical order by category (VBM Opening/Tab Room or
Faxes) in mail trays that will be properly labeled with the name of the category and the sequence
number range (for example VBM Opening/Tab Room 1-99; Faxes 100-199).
All ballots requiring a decision from the Canvassing Board will be presented by the Duplication
Supervisor at the next scheduled Canvassing Board meeting. The Ballot Duplication Supervisor
will mark the recommendation of the Canvassing Board and will instruct team members on how
to duplicate those ballots.
Once all the ballots (except those set aside for the Canvassing Board) have been reviewed, the
Duplication Supervisor will transfer the ballots to the Tabulation Room or Voter Services.
Voting Equipment Allocation and Security
1. The Supervisor of Elections is responsible for determining the number of DS200 Optical
Scanners and ExpressVote assigned to each precinct or same board precinct using the Equipment
Allocation/Voter Registration Reports. (Exhibit B)
a. A minimum of one (1) DS200 Optical Scanner shall be assigned to each precinct or
same board precinct. Additional DS200’s may be assigned to precincts or same
board precincts with large numbers of voters.
b. A minimum of one (1) ExpressVote shall be assigned to each precinct or same
board precinct.
c. If applicable any DS200 Optical Scanner and ExpressVote units selected for
parallel testing shall be replaced so that the complete allocation of units is available
for in-precinct voting.
2. DS200 Optical Scanners and ExpressVotes are properly tagged and transported to the polling
places prior to the election by an outsourcing/delivery company. Privacy booths are also tagged
and banded in pallets and delivered to each precinct or same board precinct for paper voting based
on the number of registered voters as stated in the Equipment/ Allocation/Voter Registration
Reports.
3. The allocated voting equipment count is calculated by predetermined formulas in accordance
with each unique election specification as designated by the Supervisor of Elections. Allocation
forms are generated and quality assured by the Operations Division. The allocation forms are
reviewed and approved by the Supervisor of Elections or his/her designee.
4. All voting equipment is sealed/staged in a pre-assigned secured area of the Elections
Warehouse. The identification numbers, seal numbers and protective counter ]numbers for voting
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devices are maintained in an Asset Management System in which all above mentioned equipment
are barcoded for warehouse location and inventory counts. All voting equipment are randomly
selected and assigned to an election. This is tracked using a barcoding technology.
1. The Supervisor of Elections is responsible for determining the number of DS200 Optical
Scanners and ExpressVote assigned to each precinct or same board precinct using the
Equipment Allocation/Voter Registration Reports. (Exhibit B)
a. A minimum of one (1) DS200 Optical Scanner shall be assigned to each precinct or
same board precinct. Additional DS200’s may be assigned to precincts or same
board precincts with large numbers of voters.
b. A minimum of one (1) ExpressVote shall be assigned to each precinct or same board
precinct.
c. If applicable any DS200 Optical Scanner and ExpressVote units selected for parallel
testing shall be replaced so that the complete allocation of units is available for in-
precinct voting.
2. DS200 Optical Scanners and ExpressVotes are properly tagged and transported to the
polling places prior to the election by an outsourcing/delivery company. Privacy booths are
also tagged and banded in pallets and delivered to each precinct or same board precinct for
paper voting based on the number of registered voters as stated in the Equipment/
Allocation/Voter Registration Reports.
3. The allocated voting equipment count is calculated by predetermined formulas in
accordance with each unique election specification as designated by the Supervisor of
Elections. Allocation forms are generated and quality assured by the Operations Division.
The allocation forms are reviewed and approved by the Supervisor of Elections or his/her
designee.
4. All voting equipment is sealed/staged in a pre-assigned secured area of the
Elections Warehouse. The identification numbers, seal numbers and protective counter
]numbers for voting devices are maintained in an Asset Management System in which all
above mentioned equipment are barcoded for warehouse location and inventory counts.
All voting equipment are randomly selected and assigned to an election. This is tracked
using a barcoding technology.
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Distribution Of Voting Equipment
1. All equipment used in countywide and municipal elections are checked by Elections Logistics
Technicians and a team of Quality Assurance personnel before being delivered to their assigned
polling locations. All precinct voting equipment have assigned routes and are loaded onto delivery
trucks accordingly.
2. All pertinent delivery information is found on the delivery route sheets.
3. The deliveries are carried out by outsourcing of equipment:
• Delivered by vendor
• Trucks locked with Elections locks
• Warehouse Representatives only ones with keys to Election locks
• All equipment is scanned to and from precinct
• In the case of municipal elections, if the election is small enough, the Warehouse staff will
deliver without the need of seasonal staff.
4. After each delivery, a phone call is made to the Elections Warehouse by the Elections Technician
Specialist confirming that each precinct received delivery or to report any issues regarding access
to the facility. E-precinct application is used to confirm and document this process and make any
required annotations. Specific and detailed instructions with regards to voting equipment location
are noted with E-precinct and on delivery route sheet. Elections Technicians Specialist are
assigned Handheld scanners to scan all voting equipment to the polling location. This ensures the
correct equipment is delivered to the correct polling locations.
5. For major elections, once all precincts have been delivered, a Quality Control representative is
assigned precincts in order to verify equipment delivery accuracy/setup.
6. The warehouse staff provides technical assistance as well as supplemental supplies to all polling
sites the day before an election, during setup and activation of the voting equipment, and on the
day of the election. Technical Rovers and Supply trucks are dispatched by Elections Central
personnel. For a countywide election, a various number of Technical Rovers and supply trucks are
dispatched. For a municipal election, the number sent out is based on the number of precincts in
the election. The warehouse staff allocates no more than five precincts per Technical Rover/supply
truck.
7. The supply trucks are loaded with everything used on Election Day and quality assured against
the supply checklist prior to departure. During the precinct setup on Monday (day before) Election
Day, if a supply is disbursed, it is recorded on the supply truck inventory sheet. The supplies that
are depleted are subsequently restocked the night before the election. The Technical Rovers fill
out the Technical Rover report to track any and all issues the day before and on Election Day. All
issues are tracked in the Call Track application.
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EViD System Security Procedures
Pre-Election Steps for Voting Systems
EViD Storage and Distribution
1. EViDs used at an election site are inventoried and tracked accordingly using a unique
barcode serial number. All EViDs are scanned to an inventory tracking system via the
scannable barcode serial number.
2. The EViDs are stored in the Elections Department warehouse. This is a secured location
under a 24-hour recorded video surveillance.
3. The EViD database export takes place in an office that is locked and secured. After the
database export is created each thumb drive is burned with the election database. The
purpose of the thumb drive is to load the election database to the EViD and is the key that
opens the EViD.
4. Completed EViDs are tagged with a precinct label, palletized, and scanned into an inventory
system to create the transfer of custody manifest. The manifest (Exhibit H) is then provided
to the Warehouse Manager. This form is signed by receiving warehouse personnel after
their staff verifies the quantities and serial numbers of assigned EVIDs on the manifest.
5. The EVIDs are deployed by the Operations Division to their corresponding Election Day
polling places accordingly.
6. If there is an indication of a security breach in the chain of custody procedures, the
individual(s) making the discovery must immediately notify Information Systems personnel,
who will immediately notify the Deputy Supervisor of Elections, Information Systems. The
Deputy Supervisor, Information Systems will immediately notify the Supervisor of Elections
who will assign a minimum of two individuals, to confirm any indication of a security breach.
A detailed recovery document and/or resolution report is prepared by an Information
Systems person.
EViD Media And Distribution
1. All media to include thumb drives, MiFi’s, “blue-jean-bags”, and security cards are uniquely
identified by a scannable barcode serial number. These are kept in a locked secured cabinet
under 24-hour recorded video surveillance.
2. The “blue-jean-bag” is the container that holds the EViD media securely to each polling
place. These are uniquely serialized and pre-assigned per polling place, and they contain
the following items: two uniquely serialized polling place thumb drives ( master & backup),
one uniquely serialized MiFi, and two uniquely serialized security cards
3. All of these are scanned into an inventory tracking system. On the Friday prior to Election
Day, the EViD database is extracted. The polling place thumb drives are duplicated with the
database, system-verified via Voter Focus and then placed inside the corresponding “blue-
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jean-bag”. Once that process is completed, each “blue-jean-bag” is placed inside its
correlating Polling Place Elections Specialist Kit.
4. The Information Systems Division places the “blue-jean-bag” inside the polling place
Elections Specialist Kits. Then the Training & Poll Workers Division palletizes the boxes by
Collection Center and the Operations Division distributes the kits on Monday prior to
Election Day.
Election Day EViD Set-Up and Closing Procedures
1. On Monday afternoon, the Election Specialist (ES) arrives at their assigned Distribution
Center and retrieves the assigned Polling Place ES Kit, with the “blue-jean-bag”, and takes
to its home Polling Place. The ES at the Polling Place will open, setup and stage the EViDs
with the activator thumb drives inside the “blue-jean-bag”. Upon completion, the EViD will
have the most up-to-date registered voter history database. The EViD will automatically
place itself to the appropriate Polling Place. The ES will swipe the security card and collect
the printed startup ticket(s). Then verify the EViDs have connectivity: one (1) unit should be
KING and the other(s) PAWN. Upon completion, the EViD will have the most up-to-date
registered voter history database.
2. After the startup ticket prints and all aspects of the EViD have been verified, the ES will lock
all EVIDs until Election Day.
3. On Election Day, the ES will enter the passcode provided to unlock all EVIDs.
4. Once the polls have closed, the ES must insert an activator thumb drive into each EVID.
ES will select “EXIT” from the main screen to close all EViDs and print the totals tickets in
preparation for transport of results to Collection Centers.
5. The ES will pack the EViD Media Bag with the EViD start-up tickets, total tapes tickets, two
(2) thumb drives, MiFi, and two (2) security cards. The ES will deliver the “blue-jean-bag”
to the Collection Center.
Election Access to Voter Focus
1. To engage the Voter Focus EViD software, users are required to log into the Network. Voter
Focus then verifies the Network ID and provides the proper access to the EViD software.
For security measure, the access to the EViD software, in Voter Focus, is granted to the
Systems staff only.
2. Voter Focus software is protected by an administration module that controls access to the
system by granting exclusive access rights to users and devices that need to work with the
system. This function helps prevent security breaches.
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Transportation of EViD media from Collection Center to Elections Headquarters
1. The “blue-jean-bag” is placed inside the blue, large Transmittal Bag. This is then
transported by the Data Transmission Specialist to Elections Headquarters. Upon arrival,
these are then handed to the awaiting Information Systems team.
2. The Systems team has a list of all “blue-jean-bags” allocated by Distribution Centers, and
they are cross checked to identify any missing “blue-jean-bags” and its contents.
3. An assigned Information Systems’ staff will ensure that all distributed media inside the “blue
jean-bag” is returned to Information Systems by scanning all the unique barcodes into the
inventory tracking system.
4. All received EViD media will be inventoried and stored back inside a locked, secured cabinet
under a 24-hour video recorded surveillance.
5. All the media used for any election are scheduled to be returned to Elections Headquarters
at the end of Election Day. As they arrive to Elections Headquarters, they will be handed to
an assigned Information Systems staff that night.
6. A report from the inventory tracking system will be used to reconcile the equipment and what
is missing will be logged and the Information Systems manager will be let informed. If an
item is not found it will be noted in the inventory tracking system of such.
Transportation of EViDs to Elections Department
1. To ensure security and accountability, the EViDs are brought to the Elections Department
Headquarters and taken to the warehouse for inventory. A warehouse staff member will
scan the unique barcodes back into the inventory tracking system.
2. All received EViDs will be placed and stored back at the Elections Department warehouse
and kept under a 24-hour video recorded surveillance.
3. The Warehouse Manager will use a report from the inventory tracking system to reconcile
the equipment. Any missing equipment will be logged and will immediately trigger the
warehouse staff to search and find the missing equipment. Also, the Information Systems
manager will be informed of such item missing. A police report will be created if the unit is
not found and noted in the inventory tracking system.
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Pre-Election Day DS200 / ExpressVote Logic and Accuracy Procedures –
Warehouse & General
Preparations:
1. The Logic and Accuracy Test for all optical scan readers and ExpressVote devices will be
conducted within 25 days of the start of Early Voting and/or Election Day.
2. The Logic and Accuracy test will be conducted in the Elections Department warehouse
and/or offices.
3. A random selection of 5% of the DS200 optical scan devices (or 10 devices, whichever is
greater) and 2% of the ExpressVote terminals (or 2 devices, whichever is greater) shall be
tested.
4. The Logic and Accuracy Test pattern will be customized to the specific election and will
evidence an objective demonstration of votes cast for each candidate, question, and
position, as well as under votes and over votes. The tested ballots are actual Election Day,
Early Voting, Provisional, and Vote-by-Mail ballots printed for the specific election.
5. One cumulative report will be produced for each DS200 and printed.
6. The individual vote totals will be accumulated and stored using the Election Reporting
Manager Software via secure communication server for DS200’s.
7. As each DS200 is closed, the respective results for Election Day and Early Voting will be
transmitted via the secured communication server back to the ERM system in the Elections
Department Tabulation Room. The tape will be turned into the L&A Test Coordinator and
be stored in the testing machine’s respective L&A envelope.
8. The Vote-by-Mail Ballot (VBM) results reviewed from the M850 optical scanning machines
are printed. The media with the M850 optical scan test votes (or the ZIP file) is delivered
for inclusion with the other test votes.
9. The test votes from all test sources are combined and processed by the tabulation system
according to the Miami-Dade County Elections Department procedures creating the
necessary tabulation reports.
10. The L&A Tabulation Results Review Team compare notes and research any differences
between the manual tabulation and the machine tabulation to ensure that the results match
the predetermined results.
11. All electronic files used for or created as a result of the L& A Test are backed up in
accordance with the Miami-Dade Elections Department backup procedures and retained in
accordance with applicable record retention requirements.
12. All materials used for the L& A Test are clearly marked and stored in a secure, gated
warehouse location in accordance with applicable record retention requirements.
13. After the Canvassing Board (or its representative[s]) verbally indicates that the L&A Test
has been completed, the process to clear and test the equipment in preparation for delivery
to its intended destination can begin. It is the intent of this process that the equipment
tested in the L&A will be deployed and used during the election—either as part of the Early
Voting process or the Election Day process.
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Prior To Election Day – Set-Up Procedures
Time: TBA Date: TBA
CREATION OF ELECTION MEDIA
Thumb drives containing the tabulation program (Election Code, the Qualification Code, The
Results Code and Election Data) are prepared and tested prior to the date of the Logic and
Accuracy Test, and the day of the election.
TABULATION ROOM PREPARATION
1. Have manuals, a copy of election tabulation procedures and back-up thumb drives available in
the Ballot Tabulation Room. (See below the Election Supplies Checklist).
2. Load white paper 8 ½ x 11 10M-S20 in the LaserJet Printer.
3. Turn on scanners LOAD the Election Code and EQC Codes, check printers and reporting paper
supplies.
4. Check Connectivity EMS Server on network
5. Lock Scanners to prevent unauthorized use or access
6. Prepare VBM storage Boxes by Precinct.
ELECTION SUPPLIES CHECKLIST
1. Election Procedures Manuals – Clerk and Assistant Clerk Combo Manual (includes Inspector
/Deputy Manual) (Attachment 21) and Elections Specialist Manual (Attachment 22)
2. Election Reporting Manager (ERM) Manual
3. Back-up Thumb drives
4. Election night forms:
a. Election Precinct Checklist
b. Election Incident Report Form
c. Election Night Procedures
5. Precinct cross-reference report
6. Tabulation Room Personnel List
7. Pens
8. On-line Results inquiry manuals, if available
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9. Support personnel phone list
Pre-Election Day DS200 Optical Scan and ExpressVote Logic and
Accuracy Procedures
Time: Date:
1. The Logic and Accuracy Test for all ExpressVote devices and DS200 optical scan readers
will be conducted within 25 days of the start of Early Voting or Election Day.
2. The Logic and Accuracy test will be conducted in the Elections Department warehouse
and/or offices.
3. 2% of randomly selected ExpressVote terminals shall be tested, or 2 machines—
whichever is greater.
4. All precincts will be included in the testing of equipment to ensure that each authorized
race and ballot position is tested. In other words, all ballot style(s) will be tested along with
every precinct in a given election.
5. The Logic and Accuracy Test pattern will be customized to the specific election and will
evidence an objective demonstration of votes cast for each candidate, questions, and
position. Under-votes, over-votes, and blank ballots will also be tested.
6. One results report will be produced for each DS200 optical scan unit tested by closing the
polls and printing results.
7. As each DS200 Optical Scan (or set of DS200 Optical Scans if more than one is used to
represent a precinct) is closed, the results are programmed to transmit back to
Election Headquarters automatically for Election Day and Early Voting. Each
respective results tape and media will be turned in to the L&A Test Coordinator and
stored in the appropriate envelope.
8. As each ExpressVote voted ballot is printed, they are fed into an assigned DS200 for
transmission. This assignment is determined ahead of time and verified prior to the
feeding of the ExpressVote ballot.
9. The L&A Test Collection Center transmits, using the Miami-Dade County Elections
Department transmission from the Collection Center procedures, the test votes for
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Election Day to the Tabulation Room. The test votes for Early Voting are stored in
individual thumb drives, or test media, and given to the Tabulation team directly after
quality assurance has taken place by the Collection Center test site.
10. The results tape from the DS200 optical scanning equipment is printed and turned in to
the L&A Coordinator. The media for the optical scan test votes (thumb drives) after
transmission is delivered to the Tabulation Room for inclusion with the other test votes.
11. The test votes from all test sources are combined and processed by the tabulation system
according to the Miami-Dade County Elections Department procedures creating the
necessary tabulation reports.
12. The L&A Tabulation Results Review Team compares, notes, and resolves any
differences between the manual tabulation and the machine tabulation.
13. All electronic files used for or created as a result of the L&A Test are backed up in
accordance with the Miami-Dade Elections Department backup procedures and retained
in accordance with applicable record retention requirements.
14. At the conclusion of the L&A, testing copies of the administrative database used to define
the election, as well as a copy of all election specific files generated and used by the
system, are provided to the Division of Elections via upload by a tabulation staff member
to the DOE STP site. In addition, a copy of the system acquisition filing, which identifies
the Voting System Software and the release level of the precinct tabulation equipment
and firmware, is provided to the DOE if any changes or upgrades have occurred.
15. All materials used for the L&A Test are clearly marked and stored in accordance with
applicable records retentions requirements.
16. After the Canvassing Board (or its representative[s]) verbally indicates that the L&A Test
has been completed, the process to clear and test the equipment in preparation for
delivery to its intended destination can begin. It is the intent of this process that the
equipment tested in the L&A will be deployed and used during the election—either as part
of the Early Voting or the Election Day process.
17. Throughout the tabulating of data, results are released from ERM software to DOE in a
simulation of election night processing. Validate that tabulation results are carried over
correctly and that if any race or contest is suppressed, that it is done correctly. This
process should continue until all the tabulation results are transmitted from Electionware
to the DOE.
18. Throughout the tabulation of data, results are released from DOE to the County Cable
Channel MDTV in a simulation of election night processing. Validate that tabulation results
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are carried over correctly and that if any race or contest is suppressed, that it is done
correctly.
19. This process should continue until all the tabulation results are transmitted from ERM
software to the DOE to MDTV.
20. To initiate the tabulation system in the Electionware Computer’s Windows Desktop:
a. Wait for message box: “Enter Password”
b. Enter password and “OK”
c. Select in order: Start, Programs, Windows, ERM
d. “Screen print” the file listing in the ERM directory
e. Initialize ERM program for the selection
21. Election Reporting Manager
The Election Reporting Manager (ERM) is run on a PC with a 2.0 USB drives and printer.
Elections, ERM is run via the Network Workstation in the secured Tabulation room area. The
ERM communication server is run on a closed network PC. A secured connection is established,
and the results are transmitted via modem from the Voting equipment DS200 to ERM in the
Tabulation area.
To start Election Reporting Manager:
Click Start on the Windows taskbar and click Programs.
a. Find the program folder for Reporting Manager, the default folder is (c:\Electionware
Election Systems) and click the Election Reporting Manager icon. Click OK when the
copyright window appears.
b. Open Election Reporting Manager and select Change from the Election menu.
c. Select the election copied earlier to the “c:\elecdata” folder and click OK to open the file.
d. The name of the election appears in the title bar on the main screen.
e. Select Reset Counted Precincts from the Update menu.
f. Select Zero selected Precincts to clear results for specific precincts.
g. Click OK after selecting Zero selected Precincts.
h. Enter a precinct range in the Precincts box or click Precinct to select precincts from a
list. Click OK to zero the selected precincts or Cancel to exit the window without clearing
precinct totals.
i. Print a Precincts Counted/Not Counted report.
22. To generate election precinct and summary reports:
a. Point to Election under the Reports menu.
b. Select Summary or Precinct from the Submenu.
c. Select Disk under the Output Destination heading and click OK to generate the
report.
d. A confirmation window appears after the report is created. Make a note of the report
name and click OK to open the Report File Utility window.
1) Select Display to display the report on screen.
2) Select Print to print the selected report.
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The Logic and Accuracy Test totals will be compared to a prepared listing of expected vote totals.
DS200 Optical Scanner and ExpressVote
All election equipment is stored at the Elections Warehouse, which is staffed by employees of the
Supervisor of Elections. Access to the building can only be approved by the Supervisor of Elections
or designated staff. The Warehouse is secured with 24-hour guards and a security and fire alarm
that are activated during non-working hours.
All election equipment is locked, and security seals placed prior to transportation to the polling
places inside locked trucks prior to the election by County employees. The equipment is secure
inside the truck on pallets (privacy booths) with straps; and locked Ballot Transportation Carts
(paper ballots) along with the Express Vote units, and optical scan machines. The equipment
containers are unlocked, and the seals are removed by the poll worker staff at the voting location
as part of their pre-election procedure. All the equipment is prepared with securing seals which are
tracked throughout the entire election process.
Pre-Election Day Logic and Accuracy Procedures (Tabulation Room)
Time: Date:
1. Receive election definition files from the Supervisor of Elections or his designee.
2. To initiate the tabulation system, in the computer’s with Electionware loaded on the
Desktop:
a. Wait for message box: “Enter Password”
b. Enter password and “OK.”
c. Select in order: Start, Programs, ERM.
d. Initialize ERM program for the election.
It is the policy of the Department that someone other than the Tabulation Supervisor should
enter passwords required for an election.
3. Receive election definition thumb drives from the Supervisor of Elections or his designee.
4. Election Reporting Manager
The Election Reporting Manager (ERM) is run on multiple PCs simultaneously, accumulating
election results from DS850 optical scan readers and the DS200 optical scan readers, as well
as any other results received by modem transmitted or through the Communication Server.
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To Start Election Reporting Manager:
a. Click Start on the Windows taskbar and click Programs.
b. Find the program folder for Reporting Manager, the default folder is (c:\Electionware
Election Systems) and click the Election Reporting Manager icon.
c. Click OK when the copyright window appears.
d. Open Election Reporting Manager and select Change from the Election menu.
e. Select the election copied earlier to the “c:\elecdata” folder and click OK to open the file.
f. The name of the election appears in the title bar on the main screen.
1. Select Reset Counted Precincts from the Update menu.
g. Select Zero selected Precincts to clear results for specific precincts.
h. Click OK after selecting Zero selected Precincts.
i. Enter a precinct range in the Precincts box or click Precinct to select precincts from a
list. Click OK to zero the selected precincts or Cancel to exit the window without clearing
precinct totals.
j. Print a Precincts Counted/Not Counted report.
5. To load data from a scanner (Model DS200 or Model DS850):
Select Run Precinct Results Accumulation Program from the Update menu to transfer
results from the Model DS200, using the USB Drive in conjunction with the (Cerebus
Communication Server) IP switch Software to transfer your election results to Reporting
Manager. The USB Drive reads thumb drives. Alternatively, an external USB can perform the
same read function.
6. To load data from a Model 850: Select Run 850 Results Update Program from the Update
menu to load results from a Model 850 ballot scanner. The Model 850 saves election results
to USB Drive and the ability to transfer from the network directly into ERM.
a. Select one of the following options:
Replace Mode
Add-to Mode
b. Click OK to compile the election data.
c. Enter the letter of the drive where the election data is to be stored. Defaults drive letters
are C for the hard disk and D for the zip drive. Data is automatically loaded from the hard
disk if you do not select a drive.
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Optical Scan Ballots
Optical scan paper ballots will be printed by Internal Services Department (ISD) print shop or Ballot
on Demand (BOD) equipment in sufficient numbers to meet the anticipated demand. This
anticipated demand is based on the type of election and the voter turnout in the most recent similar
election. Adjustments to this amount are made to reflect increases and decreases in voter
registration. Each ballot type will contain the date and title of the election and differentiated in the
following format:
a) Vote-by-Mail Ballots: Are shrink wrapped in bundles of 50, and paper banded which will
include party affiliation, precinct number, ballot sequence and quantity.
b) Election Day: Unfolded, collated, shrink wrapped in bundles of 25, and labeled (label will
include party affiliation, precinct number, and ballot sequence).
c) Early Voting: Ballots will be printed by BOD in the early voting sites.
Ballot Order Tracking (BOT) software has been implemented in conjunction with labels for the
purpose of bar-code tracking. Ballot distribution will be tracked and secured using the following
procedures:
1. At the ISD printing facility, supervised teams of Elections Logistics Technicians (ELT) will
quality assure the contents of each ballot box in accordance with the ballot box label, correct
ballot style to precinct as determined by the master ballot style/precinct assignment. A
security seal will be placed on each ballot box which will then be assigned to a bar-coded
pallet for transport to the Elections Department Warehouse. Ballot boxes will be scanned
and tracked.
2. Ballot box pallets will be identified by a bar-coded label, quantity of boxes, ballot styles and
respective precincts. Ballots boxes shall always be maintained in a secured location.
3. Upon arrival of ballot box pallets to the Elections Department Warehouse, pallets will be
barcoded, and inventoried ballot boxes will be scanned and tracked by BOT. This will be
performed by a supervised team of ELT. Previously placed seals will be removed. Each
ballot box will be opened, and contents will be verified in accordance with its packaging label
and master ballot style/precinct assignment. An additional BOT label will be placed on each
ballot box in order to track box location within the warehouse as well as quantity. Afterwards,
a security seal will be placed on each ballot box. All ballot boxes will then be stored in a
secure and gated area of the Elections Warehouse for further disbursement.
4. Secured and sealed ballot boxes will then be transferred to a bar-coded ballot transport cart.
A supervised team of ELT will conduct this process. Each ballot box label and numeric seal
will be verified, and cross referenced to a pre-assigned transport cart for tracking and
delivery. Ballot boxes will be tracked by BOT.
5. A team of supervised ELT will conduct quality assurance on the contents of each ballot
transport cart. Each cart will then be secured and locked for security to follow further staging
process.
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6. Staging of precinct voting equipment including the ballot transport cart will be performed by
a team of supervised ELT prior to the loading of the delivery trucks.
7. During the process of loading the delivery trucks, precinct voting equipment will be
accounted for as determined in previous staging and in accordance with delivery routes.
Bar-coded delivery trucks will then be secured until departure to their predetermined routes
to polling locations.
8. All voting equipment will be delivered, and poll workers will set up in accordance with
individual polling place layout on pre-election day. Voting equipment and transport ballot
carts will be stored in a secure location until the opening of the polls.
9. All precinct deliveries will be quality assured by quality assurance personnel for adherence
to proper protocol measures.
10. At the opening of the polls, a voting pass, paper ballot(s), pen, as well as a privacy folder
will be provided to voters that have been properly identified and have signed the EVID
signature pad. In issuing paper ballots, care must be taken to ensure that voters receive the
correct ballot style as governed by precinct/party affiliation and all ballot pages if the ballot
consists of multiple pages. In same-board precincts where the ballots are different, care
must be taken to issue the proper ballot style.
11. The voter shall be escorted to a privacy booth, where they will use a black pen to mark their
selections. Under no circumstances should a voter mark their ballots on top of a touchscreen
device.
12. Once the voter has completed marking the ballot, they will place the ballot in a previously
provided privacy folder and walk the ballot(s) over to a DS200 Optical Scanner at which time
the voter will insert the ballot(s) into the scanner. A Digital Scanner Inspector will always be
assigned to each DS200 Optical Scanner.
13. A ballot may be returned to a voter for multiple reasons. In the case of an over vote or under
vote, the ballot shall be casted or returned to the voter based on the voter’s discretion.
14. In the case of a ballot replacement, the voter shall be instructed to present all ballot page(s)
to the ballot replacement table in order to obtain replacement ballot page(s). Steps 3 and 4
would subsequently follow accordingly.
15. A voter who makes a mistake marking his/her ballot is entitled to a maximum of two (2) ballot
replacement(s). Spoiled ballots will have “SPOILED” written on the returned ballot and
placed in the “SPOILED BALLOT” box. Subsequent to this, the voter may vote provisional
at his/her discretion.
16. Provisional ballots will be secured in a “PROVISIONAL” ballot bag until further processing
after poll closing.
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17. When officials at Election Central receive a call that indicates a precinct is experiencing
significant problems with their optical scanning equipment, the Supervisor of Elections who
will be stationed at the Administrative Network will be notified. The Supervisor of Elections
will determine whether to authorize the use of “UNSCANNED BALLOT” boxes. The
sequence of events will follow:
a. Prior to optical scanner failure, existing scanned ballots will be retrieved from the
nonoperational DS200 and placed in a white ballot box which will be labeled with a
green “VOTED” label and secured with a green numeric seal.
b. The DS200 Optical Scanner will now be used to house unscanned ballots. Ballots
will be inserted into the slit located in the lower compartment portion of the unit which
will be used to house all unscanned voted ballots.
c. Once the lower container is full of unscanned voted ballots, the unscanned voted
ballots will be removed from the DS200 and placed in a white ballot box which will be
labeled with an “UNSCANNED BALLOT” label (blue). The information label will be
filled out completely and the UNSCANNED BALLOT box will be secured with a blue
numeric seal.
d. Once polls have closed and the DS200 optical scanner becomes operational, all
UNSCANNED BALLOTS boxes will be opened and all unscanned voted ballots will
be inserted and processed by the functional optical scanner by the ES and precinct
clerk.
e. If a replacement DS200 unit is requested and is available in a Troubleshooter truck,
the nonoperational DS200 will be replaced as quickly and efficiently as possible with
an operational DS200.
f. All UNSCANNED BALLOTS will be processed after polls have been officially closed.
18. When officials at Election Central receive a call that indicates that a precinct is experiencing
significant problems with their ExpressVote equipment, the Supervisor of Elections, who will
be stationed at the Administrative Network, will be notified. The voter will be offered a paper
ballot. If the voter requests assistance in voting, a “Declaration to Secure Assistance” or a
“Declaration to Provide Assistance” needs to be completed depending on the voter’s needs.
Forms will be submitted to the Clerk. This form will also be implemented for DS200’s.
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Ballot Security
1. Ballot Order Tracking (BOT) in conjunction with ISD Printing facilitate ballot accountability and
security beginning with a receipt from the printer. The system provides physical security,
identifies who has authorized access and identifies who has the authority to permit access.
2. All ballots are kept in a secured, restricted, gated area of the Elections Warehouse. All ballots
are categorized with respect to ballot status. The status is identified as voted, unvoted, spoiled
and provisional ballots. The location and quantity of these ballots are maintained through the
BOT software.
3. A Records Management Database maintains record retention periods with regards to record
items as set forth by the GS1 and GS3 Schedules governed by the state.
4. Ballots are destroyed in a safe and secure manner once retention has been met. Upon approval
from either the Florida State Division of Elections (for unused ballots) or the Miami-Dade Clerk
of the Courts (for used ballots), ballots will be submitted for destruction. A certificate of
destruction will be maintained.
5. The Record Management Database is updated accordingly.
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Vote-By-Mail Ballots Mailing Procedures Through Reliavote
Overview of the Reliavote Process
Blue Arrows - User entry screen. Users can make request to voter records only. These requests
are limited to users on an approved access control group (VBM unit).
Pink Boxes - Quality control process to improve the efficiency and accuracy of outgoing ballots.
This process is limited to the coordinated efforts of two system administrators.
Grey Boxes - Batch processing of Reliavote data files. This process is limited to exclusive
access from 4 system administrators and application programmers.
Black Box - The Bluecrest Reliavote system is limited to exclusive access and control by one
Mail Center Supervisor and two backup operators.
Blue - Mail handling with USPS access is limited to two postal logistics clerks.
Red - Procedural controls.
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Green - Administrative controls.
Access Control Lists Data entry (Blue Arrow)
Batch Processing (Grey Box)
Error Detection and Correction (Pink Box)
Conversion of Data Files to Outbound Ballots (Black Box)
Procedures for Making Ballot Requests (Blue Arrow)
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Procedures for Creating the File for Vote-by- Mail Ballots (Grey Box)
1. Run the “Active 18 Year Olds” process to activate anyone who will turn 18 years of age on or
before the run date. This process will make the 18-year-old voter eligible to vote and will also
trigger a voter registration card.
2. Select the current Election from the “Change Elections Focus” list.
3. Create Vote-By-Mail requests for the current Election for eligible FPCA and all-elections voters
by executing the Generate All-Elections/FPCA Requests process.
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Extract Vote-By-Mail requests for all Overseas and Domestic voters eligible to vote in the current
Election. This procedure generates a file that is sent to the Relia-Vote mail-balloting system.
4. Move the styles to be printed from the “Available styles” column to the “Styles to print” column.
5. When the run is complete, click the Update button to save the generated file in the Reliavote
directory and update the voter(s) record with the mailing date.
7. Repeat steps 4 through 7 until all Run Types have been completed.
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Procedures for Validating Accuracy of Outbound Ballot Addresses
Reliavote Yellow Dot Process – Systems
Step 1. Using the SQL Server Import Tool, the Reliavote file is imported into the Yellow Dot Application
to check for exceptions.
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Step 2. Scripts are run to look for exceptions. Exceptions means the districts associated with a voter’s
address in VR Systems does not match the Districts in the ITD GIS repository. These are researched
using various tools like USPS, Property Appraiser, Voter Viewer and Google to name a few. Exceptions
are documented and tracked.
Step 3. Remove voters in the Reliavote file if more research is required and send file to be
processed by Reliavote Systems.
Step 4. Once research is completed duplicateVBM’s are requested by Voter registration
Notes: Yellow Dot process involves our Voter Registration Voter districts being compared to the district
information at ITD – GIS and making it available to us in SQL server for us to analyze.
MRDF QA Process
Once the Reliavote files generated by Systems is QA’ed for exceptions it is approved for MRDF
generation. Reliavote generates the MRDF file which is again QA’ed by Systems division for accuracy
of Precinct and Ballot Style combination as well as IMB accuracy.
Vote-by-Mail Ballots Mailing Procedures through Reliavote
Importing files
1. Information Systems Division places the Relia-vote files in a shared folder. The file is
imported into the Reliavote system from the File Prep Module.
2. Two reports are generated from this importing process:
a. CASS Report: The CASS Report is used in certifying the Sorter, so that we may use the
First Class Presort discount postage on mailing of greater than five hundred (500) mail
pieces.
b. Pick list: The pick list contains the quantities of each ballot style that will be used for a
particular file (i.e., Military/ Domestic Overseas, Military/ Civilian Domestic, and 1st time
Voters).
3. Another process associated with the importing of a file is Track my mail. Track my mail is
used to track a ballot from the time it is mailed to the time it reaches a particular voter. A
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unique IMB bar code is generated for each piece which can be tracked through the Track
my mail website.
4. The Track my mail unique IMB barcode is generated during the importing procedure. It
will generate a file which will be uploaded automatically through an FTP to the Track my
mail website. Each file contains an entire list of voters from a VR extract file.
Ballots Printed in MRDF Order
1. Ballots are printed in MRDF order by the ISD print shop.
2. Once the order has been completed, the printshop will notify the warehouse that the
ballots are ready for pickup. Warehouse staff will deliver ballots to Reliavote for inserting.
3. If ballots jam during inserting, another order will be placed for the ISD printshop to print
the repicks. Once the order is printed, the printshop will notify the warehouse that the
order is ready for pickup. Warehouse will deliver printed ballots to Reliavote.
4. This will ensure that Reliavote productivity does not stop.
The Inserter
1. Logon to the inserter’s computer by clicking on the button that looks like a picture of a
padlock. This button is located to the top left of the screen.
2. Load the correct mode for the file that you are running. There following four modes are
used to run each file:
a. Ballots greater than 500: this mode is used when you have more than five hundred
(500) mail pieces. This mode automatically adjusts the postage to the First Class Presort
discount rate. Make sure that when using this mode, you add the First Class Presort
inscription onto the postage meter located on the inserter.
b. Ballots less than 500: this mode is used when there are less than five hundred (500)
ballots. This mode will give each mail piece the full postage rate and does not require
any inscriptions on the postage meter.
c. Overseas: in this mode the postage meter is automatically disabled because the
overseas envelopes already have the postage printed on them. Also, the instructions
must be changed to the overseas instructions.
d. VBM Domestic Military: in this mode the postage meter is automatically disabled. The
instructions are fed through the same feeders as modes A and B and must be changed
to the overseas civilian/military, VBM domestic military instructions.
3. After you load the appropriate mode, you must assure that the material on the inserter
corresponds to the file that you are running. The outer envelopes are either domestic or
overseas. The inner envelopes are either Domestic, Overseas, or First Time Voter. The
instructions are located on the same feeders, so the instructions will need to be changed.
When mailing to First Time Voters, overseas civilian/military, or VBM domestic military
you must replace the instructions for domestic ballots with the instructions for First Time
Voter ballots, overseas civilian/military, or VBM domestic military since they all are fed
from the same feeder.
4. Once the appropriate material is in place, you must open the corresponding file on the
inserter. At the top right of the screen select open file from the drop-down menu. A
window will open listing all the available files. Select the file name located at the top of
the Pick List.
5. Once the file is opened, you can click on the start bar and begin to run the ballots of this
file.
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6. Some ballots may be rejected through the insertion process. In order to re-run these
ballots through the inserter, you must create a re-pick for this file. Click on the window
where you opened the file. Select tools from the drop menu. When the other drop menu
appears, select create Re-pick File. Another window will open. In this window click on
the scan button at the right of the window. Once the process is over, you reopen the file
and finish running these ballots.
7. Once you have completed the initial run and the re-pick run, you can close the file. Click
on the window where you open the file and select close file from the drop menu. You are
now done with the insertion process of the Reliavote system.
8. An Inspection Feature is included in the system to ensure that the voter is issued the
correct ballot style. This feature forces the inserter, by default, to verify each ballot for
correct insertion. It compares the barcode, which consists of ballot style, printed on each
ballot with the MRDF file. If the software finds a discrepancy, the invalid piece will be
diverted, and the inserter will stop.
9. Additionally, the inserter is set to automatically divert one piece out of every 50. Every
50th piece is audited to ensure that the appropriate material is be inserted properly as
well as that the voter is issued the correct ballot style.
The Sorter
1. Outgoing Scan/ Outgoing Sort (One Pass)
a. Once you have completed the insertion process, the ballots must be scanned through
the sorter so that a record can be kept of each mail piece that goes out.
b. Log on to the RDS and then login to Sort Engine. In sort engine you will generate an
outgoing sort scheme with the files you created during inserting.
c. Once sort scheme is created you will need to import them into the sorter and assign
it to the 1st US outgoing pass and 2nd US outgoing pass.
d. The date and time of each mail piece is recorded as well as a complete image of the
front of the envelope.
e. In order to qualify for the presort first class, the mail pieces must be sorted into zip
codes. As the mail pieces go through the sorter, they are being placed in the bin
according to the zip code that suits each mail piece.
f. At the end of this pass, a mail piece report is generated that reflects the quantity of
mail pieces, the total quantity of postage, and the allocation of mail pieces for each
zip code.
2. Full Service IMB
a. With full service IMB enabled we will have to scan each GPC (General Purpose
Container) that contain trays with the outgoing ballots.
b. Also, we will scan each tray within a GPC.
c. The postage documents containing all the postage information will be uploaded
electronically to the post office via Postal One web application.
3. Incoming Scan
a. When the mail pieces are returned by the voter, they are passed through an Incoming
Scan Pass. In this process, an image is saved of the return envelope as well as a
cropped image of the voter’s signature.
b. Ballots coming from early voting sites and Secure Ballot Intake Stations will be
delivered to Reliavote by warehouse staff.
c. The signatures will then be exported to VR so voter services can review and verify
the signatures.
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d. In turn, the signature is placed in a shared folder, so that the voter system can display
them while the employee verifies each signature.
4. Rough Sort
a. Once the signatures have been verified, they can be passed through a Rough
sort pass. During the Rough sort pass, the mail pieces are separated in two ways.
The first sort separates the verified signatures by the accepted or presumed invalid
status. Once this sort is complete the presumed invalid ballots are transported to the
Vote-by-mail Ballot Manager with a Transfer of Custody form for the supervisor
review. Transfer of custody form should indicate the number of envelopes, challenge
codes and reflect the signature of the person delivering the envelopes to Voter
Services in addition to the person receiving the challenged envelopes in Voter
Services The accepted ballots are sorted by range of precincts and stored in a locked
cage until the opening process begins.
b. Any ballots that are overturned by voter services are delivered to Reliavote by
a member of Voter Services.
c. When the opening process is confirmed, the ballots will then be sliced and
sorted to the precinct level.
Vote-By-Mail Secure Ballot Intake Station Chain of Custody
Early Voting Period
1. Early Voting VBM Ballot Log (Attachment 18) is used to record VBM ballots dropped off at
EV sites daily.
2. Early Voting VBM Ballot Log is given by the VBM Attendant to the Document Specialist at
the end of each day.
3. The Document Specialist and VBM Attendants sign the bottom of the Early Voting VBM
Ballot Log.
4. At the end of each day of Early Voting, the Document Specialist completes the Early
Voting Transfer of Custody for Vote-By-Mail Ballots form (Attachment 19).
5. VBM ballots are transferred from the Early Voting Document Specialist to the Warehouse
Truck Driver for return to Elections Headquarters; the Truck Driver also signs the Transfer
of Custody Form, acknowledging receipt and verifies seal number on transfer bag.
6. Once collected, VBM ballots are received back at Elections Headquarters, the Truck Driver
transfers custody to Reliavote. Reliavote compares seal number with form and confirms
that it has not been tampered with or replaced.
Monday Prior to Election Day and Tuesday Election Day
1. VBM log is used to record VBM ballots dropped off at EV Secure Ballot Intake Station
(Vote-by-Mail Drop Box) sites.
2. VBM log is given by the VBM Attendant to Early Voting management at the end of each
day.
3. Early Voting management signs the bottom of the VBM log.
4. VBM Secure Ballot Intake Station is transferred from the VBM Attendant to the
Warehouse Truck Driver for return to Elections Headquarters; the Truck Driver signs the
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Early Voting VBM Secure Ballot Intake Station Removal Form (Attachment 20),
acknowledging receipt.
5. By location:
a. For South Dade Regional Library, North Dade Regional Library, Stephen P. Clark Center:
Once VBM Secure Ballot Intake Station is received back at Elections Headquarters, the
Truck Driver transfers custody to Reliavote.
b. For Elections Headquarters: Once VBM Secure Ballot Intake Station is/are rolled back into
Elections Headquarters, the VBM Attendant transfers custody to Reliavote.
Vote-By-Mail Ballot Canvassing and Opening
1. The Canvassing Board shall meet in a public building accessible to the public after the
completion of the public testing of automatic tabulating equipment on the dates and times
designated by the Supervisor of Elections to canvass Vote-by-Mail Ballots. The Vote-by-Mail
Ballot Manager submits the Vote-by-Mail Ballots with a Ballot Canvassing Report to the
Canvassing Board. The Ballot Canvassing Report includes information of number of ballots
valid and presumed invalid presented to the Canvassing Board and the number of ballots after
canvassing board changes. The Canvassing Board will approve the opening of accepted
Vote-by-Mail Ballots. The Canvassing Board will canvass Vote-by-Mail Ballots which are
presumed invalid. Vote-by-Mail Ballots would be presumed invalid for one or more of the
following reasons:
a.
No voter's signature on Voter Certificate
b.
Voter's signature on Certificate Envelope differs from registration record.
c.
Voter already voted at Early Voting site or at the Polls
d.
Deceased
e.
Moved out of County
f.
Unknown voter
2. Those Vote-by-Mail ballots that are accepted will be stamped "Accepted as Legal" and will be
opened with the rest of the accepted Vote-by-Mail Ballots. The Vote-by-Mail Ballot envelopes
will be delivered to the Vote-by-Mail Ballot Manager. The rejected Vote-by-Mail Ballots will be
stamped "Rejected as Illegal" and will also be returned to the Vote-by-Mail Ballot Manager to
be placed in a designated storage box.
3. Subsequent to an order to proceed from the Canvassing Board, Elections Department
employees will open the valid Vote-by-Mail Ballot envelopes by precinct. If an envelope
contains two or more optical scan ballots, it would be presented to the Canvassing Board to
determine which, if any, of the optical scan ballots is to be tabulated.
4. Each ballot opener shall examine the optical scan ballot for rips, tears or marks that may
prevent it from being read by the optical scanner.
5. Duplication teams shall duplicate ballots in accordance with Canvassing Board instructions
and Florida Statute. The original and duplicate ballots are numbered in such a way that they
can be matched up at a later date if necessary. Ballots containing marks that require a
determination of voter intent are set aside for Canvassing Board review and approval.
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6. Once all the ballots for a precinct have been inspected and, if necessary, duplicated, the tray
is delivered to designated staff members of the Tabulation Team. These individuals will read
the ballots into the tabulation equipment. The ballots are then placed in designated containers
by precinct and sealed.
7. Since not all the Vote-by-Mail Ballots will have been received by the first day of opening, the
Supervisor of Elections, serving as the designated member of the Canvassing Board to do
so, shall establish the date(s) and time(s) when the remaining Vote-by-Mail Ballots will be
canvassed and opened. The procedures outlined in steps 3-6 will be followed.
8. At approximately 7:15 p.m. on election night or as soon thereafter as practicable, the Vote-
by-Mail Ballot results will be displayed. Any additional valid Vote-by-Mail Ballots that were not
included in the initial processing and tabulation will be tabulated by precinct and included in
the official results.
9. Additionally, Vote-by-Mail Ballots are kept locked in the secure Ballot Vault where biometric
scanning is required for entry and 24-hour, monitored security cameras are in place; only
permanent Tabulation Staff members have access to the Ballot Vault; and, for Countywide
Elections, the Ballot Vault is protected by a hired Security Guard.
Receipt Of Regular Ballots and Federal and State Write-In Ballots
The date that a regular Vote-by-Mail Ballot is returned by an overseas elector is entered into the
statewide voter registration record for that voter. Federal and State Write-in Vote-by-Mail Ballots
received from overseas electors are held in a secure Ballot Room where biometric scanning is
required for entry and 24-hour, monitored security cameras are in place until the tenth day
following the date of the Presidential Preference Primary or General Election.
1. If the regular Vote-by-Mail Ballot is returned by 7:00 p.m. on the date of the General Election,
only the regular Vote-by-Mail Ballot will be counted, and Write-in ballots will be voided.
2. If the regular Vote-by-Mail Ballot is not received by 7:00 p.m. on the date of the General
Election but is received from the elector after the deadline but prior to 5:00 p.m. on the tenth
day following the date of the Presidential Preference Primary or General Election, that Vote-
by-Mail Ballot will be counted for all races.
3. If more than one ballot is received after the deadline but prior to 5:00 p.m. on the tenth day
following the date of the Presidential Preference Primary or General Election, only one will
be counted according to the following priority system:
a. Regular Vote-by-Mail Ballot
b. State Write-in Absentee Ballot
c. Federal Write-in Absentee Ballot
The other ballot(s) received will not be counted and will be voided.
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Early Voting Security Procedures
Locations, hours, and L & A:
1. 101.657(a) Early Voting sites are available prior to Election Day in the main or branch office of
the Supervisor of Elections, city halls, permanent public libraries, fairground, civic center,
courthouse, county commission building, stadium, convention center, government-owned
senior center, or government-owned community center throughout the county. The Supervisor
of Elections shall determine and provide the list of sites and times where Early Voting will be
available to the Florida Secretary of State at least 30 days prior to the date of the election.
2. Early Voting is required only in elections containing state or federal races. For elections in which
Early Voting is required, the Early Voting period begins 10 days before an election and ends on
the 3rd day before an election. The hours in which Early Voting is offered is extended to a
maximum of 12 hours per day with a minimum of 8 hours per day. The hours are determined at
the discretion of our Supervisor of Elections. Florida Statute 101.657 1(d) states: Early Voting
shall begin on the 10th day before an election that contains state or federal races and end on
the 3rd day before the election and shall be provided for no less than 8 hours and no more than
12 hours per day at each site during the applicable period. In addition, Early Voting may be
offered at the discretion of the Supervisor of Elections on the 15th, 14th, 13th, 12th 11th, or 2nd day
before an election that contains state or federal races for at least 8 hours per day, but no more
than 12 hours per day. The Supervisor of Elections may provide Early Voting for elections that
are not held in conjunction with a state or federal election. However, the supervisor has the
discretion to determine the hours of operation or Early Voting sites in those elections. As
described above, this law provides a minimum and maximum number of days and hours of
operation that Early Voting is permitted during elections that include a state or federal race, and
for elections that do not include the applicable races, the Supervisor of Elections may provide
Early Voting at his/her discretion.
3. A public Logic and Accuracy Test for all optical scan readers and ExpressVote devices will be
conducted within 3 to 10 days of the start of Early Voting and/or Election Day. A random
selection of 5% of the DS200 optical scan devices and/or 2% of the ExpressVote terminals
and/or 10 devices, whichever is greater, shall be tested. Notice of the testing will be advertised
in a newspaper of general circulation throughout Miami-Dade County at least 48 hours prior to
the test.
Voter eligibility and manner of voting:
1. Voters will be voting a paper ballot either manually bubbling a printed ballot or using the ADA-
accessible ExpressVote to mark an Activator Card.
2. The voter must present approved valid photo identification with their signature or a combination
of two “same name” identifications that have a signature and photo of which at least one must
be on the approved list of identifications.
3. If the voter does not have acceptable identification, they must vote a provisional ballot. The
voter will be allowed to drop their completed provisional ballot in a sealed ballot box.
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4. F.S. 101.69(2) “The supervisor shall allow an elector who has received a vote-by-mail ballot to
physically return a voted vote-by-mail ballot to the supervisor by placing the envelope containing
his or her marked ballot in the VBM Secure Ballot Intake Station. The Secure Ballot Intake
Stations shall be placed at the main office of the supervisor, at each permanent branch office
of the supervisor, and at each Early Voting site.”
5. The Data Entry staff member will use the EViD to determine if a voter is eligible to vote and if
so, which ballot variation he/she is entitled to vote. The voter will sign an Early Voting Voter
Certificate prescribed by State Law prior to voting. The voter’s record will be updated to indicate
that he or she “Voted Early” to prevent double voting. If staff cannot determine the voter’s
eligibility to vote, a provisional ballot will be offered.
6. When voting using a paper ballot, the ballot will be printed by a Ballot Printer (BOD) and issued
according to precinct and party affiliation. The voter will then scan the completed paper ballot
into an optical scanner .
7. When voting on the ExpressVote, an Activator Card will be used. An Early Voting staff member
will bring up the correct ballot based on the precinct and party affiliation on the touch screen
device.
At the beginning of each day:
1. Optical scanner (DS200): Staff will use the “Early Voting Site Security Form” to verify that the
seal number matches the number recorded at closing the previous day. If the number does not
match, staff will skip that optical scanner, and continue to the rest of the optical scanners
(immediately after, staff will contact Early Voting Election Central to report their findings). If the
seal numbers match, staff will record the seal number on the Early Voting Site Security form
and break the seal. Use the keys to unlock both the optical scanner carrying case and screen
and lift the screen to power up the optical scanner. The “Configuration Report” will automatically
print. Once the report finishes printing, staff will place it in its envelope. Enter the password
when prompted. Verify that the public count on the optical scanner screen matches the recorded
number on the Early Voting Site Security form from the previous night closing, and then record
the public count on the AM side.
2. ExpressVote: Staff will use the “Early Voting Site Security Form”to verify that the seal numbers
match the number recorded at closing the previous day. If the number does not match, staff will
skip that ExpressVote and continue to the rest of the ExpressVote(s) (immediately after, staff
will contact Early Voting Election Central to report their findings). If the seal number matches,
staff will record the seal number on the “Early Voting Site Security Form”, break the seal and
unlock the device using the ESS Barrell Key. Then enter the password after the unit powers
up.
3. EVID: The Document Specialist will retrieve the activator and the EVID thumb drive from the
secured supply ballot box and give it to the VET (voting equipment technician). The VET will
locate the EVID marked KING and insert the thumb drive in the USB slot on the right-hand side
next to the screen. The “EVID Startup Ticket’” report will print. The VET staff member must
verify that the Date and Time are correct, then sign (if not correct he/she will correct it). Once
the opening of the KING is complete the VET will proceed to open all other EVIDS using the
same procedure.
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At the close of each day:
1. All sealed ballot bins containing voted ballots with the “Early Voting Transfer of Custody for
Voted Paper Ballots Form” from each Early Voting site will be brought into the main office of the
Supervisor of Elections by the designated Elections staff and turned over to the Elections staff
member designated to securely store the ballots inside the ballot vault. On the following days
of Early Voting all ballots are scanned through the clear ballot machines. Each Early Voting
ballot bin contains a transfer of custody form which includes the public count. After the
reconciliation report is obtained from the clear ballot administrative station a reconciliation is
conducted to ensure both public count and clear ballot scanner match. If there are any
inconsistencies the Early Voting ballots are scanned through the DS850 to ensure accuracy on
both the DS850 and clear ballot scanners. This process is conducted every day until the Early
Voting cycle concludes.Scanned ballots are placed back inside their corresponding ballot bin
and secured inside the ballot vault.
2. All voted provisional ballots will be removed from the ballot box and placed in a sealed blue
transfer case bag with a completed EV Transfer of Custody for Provisional Ballots form. The
blue transfer case bag will be brought back to the main office of the Supervisor of Elections by
designated Elections Staff which will be turned over to the elections staff member designated
to securely store ballots. In the morning, the blue transfer case will be turned over to the Voter
Services Division for vetting.
3. All Vote-by-Mail ballots will be removed from the ballot box and placed in a sealed blue transfer
case bag with a completed EV Transfer of Custody for Vote-by-Mail Ballots form. The blue
transfer case bag will be brought back to the main office of the Supervisor of Elections by
designated Elections Staff which will be turned over to the elections staff member designated
to securely store ballots. In the morning, the blue transfer case will be turned over to the
Information Systems Division/Reliavote for vetting.
4. Secure Ballot Intake Station: Once the site closes, the Secure Ballot Intake Station is rolled
inside the site, and the VBM Attendant will remove the ballots and count them. A second staff
member will QA the count and the Document Specialist will prepare them for transport. The
Document Specialist and VBM Attendants will sign the bottom of the Vote-By-Mail log. The
Document Specialist will also complete the Transfer of Custody form. Keys to the drop-box will
be placed inside the Activator Case and the Activator Case will be sealed.
5. Any abandoned ballots that cannot be read will be removed from the Emergency Ballot Box and
placed in a sealed blue transfer case bag with a completed EV Transfer of Custody for
Abandoned Unread Ballots form. The blue transfer case bag will be brought back to the main
office of the Supervisor of Elections by designated Elections Staff which will be turned over to
the elections staff member designated to securely store ballots. In the morning, the blue transfer
case will be turned over to the Governmental Affairs Division for duplication.
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6. To secure the optical scanner (DS200): The Clerk will first record the public count on the “Early
Voting Site Security Form” and the VET/DS200 Attendant will verify that the number recorded
matches. The VET/DS200 Attendant will close and lock the optical scanner screen, the optical
scanner carrying case, and then seal the carrying case next to the latch. The Clerk will record
the seal number on the Early Voting Site Security form and the VET/DS200 Attendant will verify
the number recorded matches.
7. To secure the EVID: All EVIDs marked PAWN will be shut down first and the EVID marked
KING will belast). To start an EViD,shut down, staff willselect the “Exit” door on the EVID
screenThe screen will display “Are you sure you want to exit the program” and staff will select
“Yes”. The screen will now display “Shut Down in Progress DO NOT REMOVE ACTIVATOR
WHILE MESSAGE IS VISIBLE”. Once the message disappears, the VOTING PASS TOTALS
report will print out. Staff will tear the report from the printer; remove the thumb drive (the EVID
will automatically power down), then continueto the next EVID. After all EVIDs are successfully
closed, (including the KING last to be closed) staff will place both the EVID thumb drive and the
Voting Pass Totals Reports into their own envelopes.
8. Storage of blank ballot paper: All blank ballot paper will be placed in the Ballot Transfer Cart,
sealed, and the seal number recorded on the Early Voting Site Security form.
9. To secure the ExpressVote: The VET/DS200 Attendant will unlock the device by using the ESS
Barrel Key and power off the unit. The Clerk records the seal number on the “Early Voting Site
Security Form, the VET/DS200 Attendant verifies that the number recorded matches and
secures the seal on the Access Compartment Door.
10. EVID thumb drives, security cards, ESS Equipment keys, Secure Ballot Intake Station keys
which are inside of the activator case, Early Voting Site Security Forms, and other essential
materials will be sealed in a supply ballot box at the close of each day and the seal number for
the supply ballot box is also recorded on the Site Security Form.
11. Overnight the voting equipment is kept in a secured environment and security guards (or
designated Early Voting Staff) are assigned to locations that cannot be secured.
On the final day of Early Voting:
1. At the end of the last day of Early Voting: the VET will verify that absolutely no ballots are left in
any of the optical scanner (DS200s) and the public count for the optical scanner has been
recorded and verified on the “Early Voting Site Security Form. A result tape is not to be produced
at the Early Voting Sites. The Clerk will complete the “Early Voting Site DS200/ExpressVote
Transfer of Custody Form” recording all the serial #(s), public count(s), seal #(s) and both the
Clerk and Warehouse staff member will sign it. A copy will be taken to the collection center (in
the clerk’s kit). The Warehouse staff member will take two copies to the Elections Department
along with the optical scanners (DS200s) and the ExpressVote(s).
2. The Secure Ballot Intake Station will be rolled inside the site and the daily closing procedures
followed. The Clerk will place the Secure Ballot Intake Station keys inside the results bag for
transporting to Collection.
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3. The Clerk is responsible for transporting between the Early Voting Site and their designated
Collection Center. They will depart as soon as the sealed Clerks Kit is ready, and the Early
Voting Transfer Receipt is complete. The Clerk’s kit contains: a sealed Results Bag, the zero
report(s), the security cards, thumb drives from all EVIDs, MIFI, and other Early Voting related
supplies.
4. Upon arrival to the Collection Center, the Collection Center Supervisor will verify the contents
of the transported items. The Collection Center Supervisor and clerk will then sign the Early
Voting Transfer Receipt.
5. The Collection Center Supervisor will transport to the Elections Department all items received
(including the two remaining Early Voting Transfer Receipts) from each site assigned to his/her
collection center.
6. Upon arrival to the Elections Department, the Collection Center Manager will verify the contents
of the transported items, then he/she and the Collection Center Supervisor will sign the transfer
receipt which is then stored with all records for that specific election.
7. The Collection Center Manager will transfer custody of the contents of the Results Bags (that
includes all media) and case to Information Systems and Tabulation staff using the Transfer of
Custody form which all sign and receive a copy. All items will be secured in locked rooms with
restricted access in accordance with normal election procedures
Early Voting transfer of Ballots to Warehouse for storing
1. Early Voting voted ballots are picked up daily by warehouse technicians or Election
Employees from all the Early Voting sites at closing.
2. A transfer of custody form is prepared by Early Voting staff before handing over the voted
ballots to the warehouse technicians, and the form is signed by both.
3. Voted ballots are transported to the Elections Department and they are stored in a secured
ballot vault and placed on a shelf assigned to each Early Voting site.
4. One or two employees from the Operations Division accepts all the ballots that are brought
daily to the warehouse. This employee(s) is responsible for inventorying all the ballot boxes,
ensuring that the transfer of custody is accurate, and he/she captures signatures from the
assigned Election Employee conducting the pick-up/drop-off of ballots.
5. Ballots are stored in the secured ballot vault kept locked until they are requested for the pre-
sort operation and manual post audit.
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6. When the canvassing board selects the precinct(s) for the post audit function, the selected
mailearly voting ballots bins tray(s) will be handed over to the Tabulation room. Once the
post audit function is completed all the ballots are removed from the precinct mail trays and
placed in ballots boxes labeled with the contents inside the ballot box. Once this process is
completed the pallets of boxes or boxes are provided to Governmental Affairs Division for
storage in accordance with the applicable storage retention period.
Distribution Activities Administrative TroubleShooters (ATS) – Pre-
Election Day
• Administrative Trouble Shooters (ATS) report to their assigned Collection Center, as outlined on
the EPrecincts ATS – Routes Report By Precinct (Attachment 4), an hour before the scheduled
time to assist the Supply Trouble Shooter with the distribution of the Elections Specialists’ (ES)
Kits to the assigned ES, according to polling place. The Supply Trouble Shooters will be near
the Elections’ Warehouse truck parked outside the Collection Center.
• The ES Kit will contain the sealed Activator Case, Poll Workers’ Payroll Envelope (Attachments
8A/8B), Affirmation/Election Day Voter Certificate (Attachment 14) Envelope, Wait Time
Indicators (Attachment 10) Envelope, Ballot Replacement Labels, Document Folder, EViD
Media Bag, Precinct Registers (when applicable) and any other miscellaneous documents for
use at the precinct.
• If an ES fails to arrive to his/her designated Collection Center, the ATS must call Election Central
to secure a replacement and for guidance on delivering the corresponding ES Kit to that precinct.
Delivery of the ES Kit to the precinct takes priority over rendering assistance to other precincts.
The ATS will visit any precincts needing assistance immediately following the completion of
deliveries.
• ATS must complete the Monday Afternoon ATS Delivery Receipt form (Attachment 1) to
include the time the ES Kit was picked up from the Collection Center by each ES. ATS must
ensure each ES signs the form to confirm time of delivery.
Administrative TroubleShooters (ATS) Pre-Election Day Duties
Each ATS must:
• Verify that all assigned precincts are set up according to their ATS Monday Afternoon Checklist
form which includes the Polling Place Layouts located inside the precinct-specific Document
Folder, ensuring precincts meet ADA compliance according to the pictures provided and all pre-
election day procedures are followed correctly. Once the form is filled out, both the ATS and the
Clerk of the polling place sign the form.
• Remind Clerks and Elections Specialists to call Election Central as instructed.
• Call Election Central Telephone Information Sheet (Attachments 2A and 2B
• Call Election Central to report any problems with assigned precincts.
Pre-Election Day duties end when all assigned precincts have successfully completedPre-Election Day
procedures and are reported “opened and locked” to Election Central.
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Collection Center Procedures
COLLECTION CENTER TIMES:
All Collection Center workers must report to the Collection Center at 5:30 p.m. to have sufficient
time for set-up and receive assignments and procedures for other assigned tasks.
Collection Centers are scheduled to officially open at 6:30 p.m. on Election Day.
Warehouse staff will deliver supplies to the Collection Center and help setup the location.
COLLECTION CENTER BOARD (Attachment 12)
Administrative Troubleshooter (ATS) - Person responsible for several precincts within a
particular geographic territory who monitors precincts throughout Election Day and addresses
administrative and technical issues as needed.
Assistant Collection Center Supervisor - Person responsible for reviewing and organizing
quality assured documents and management of administrative Collection Center forms.
Collection Center Supervisor - Ensures the collection of important documents and sensitive
elections media. Provides direction to Assistant Collection Center Supervisor and Collection
Center Inspectors.
Collection Center Inspector - Person responsible for assisting in a variety of functions, as
directed by the Collection Center Supervisor.
Data Transmission Specialist - Person responsible for the transmission of election results at
a Collection Center on Election Night.
Election Specialist - Person responsible for setting up and troubleshooting voting equipment,
electronic poll books, the transmission of election night results from their assigned precinct, as
well as retrieval and delivery of election media to assigned collection center.
Outside-Collection Center Facilitator – ATS stationed outside the entrance of the Collection
Center and responsible for tracking the arrival times of the Elections Specialists and the
Clerk/Assistant Clerk/ 2nd Designees from the precincts. Distributes ES Receipt (Attachment
5) to each ES and directs Clerk/Assistant Clerk/ 2nd Designee to Station No. 1.
Outside-Collection Center Asst. Facilitator - Person stationed outside the Collection Center
who distributes ES Receipts to the ES upon their arrival. This person logs the arrival of the ES
and Clerk/Asst Clerk/2nd Designee on the Collection Center Check-In List.
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Voting Equipment Technician - Person responsible for troubleshooting election equipment
during Early Voting and on Election Day.
COLLECTION CENTER SUPERVISOR RESPONSIBILITIES:
1. Collection Center Supervisor should contact all staff assigned prior to the assignment date to
confirming the location, reporting time, and that they will be working. If any staff cannot work,
the Supervisor will inform the Admin Supervisor to facilitate a replacement staff member (if
possible).
2. Primarily responsible for assigning tasks to Collection Center workers and for the overall
supervision of the Collection Center Processes. Specifically:
Coordinate the set-up of the Collection Center to best utilize the space. Take into consideration
how to direct the flow of people as they come into the Center. Set up the stations in sequence
and tape the corresponding station signs. All Center workers must assist in the set-up;
warehouse staff will assist if needed.
3. The Center Supervisor must ensure the two (2) cell phones issued in the Collection Center kit
are charged the day prior to the election. On Election Day, the Center Supervisor must verify
that both phones are powered on and are accessible during the Collection Center’s hours of
operation.
4. Center Supervisor should review assignments and procedures with staff before Center opening.
Collection Center Supervisor should monitor all stations to ensure that procedures are being
followed. All staff will have received training information via email.
5. Center Supervisor must designate an area where auditors, the media, and the general public
may stand to observe the process without interfering with the procedures. People noted in those
three categories do not need credentials to be in the Collection Center. However, if any
problems are encountered, the Supervisor must inform the Collection Center Coordinator at
Election Central.
6. Once all precinct results are accounted for and all necessary items brought back to the
Collection Center, the Collection Center staff begin the break-down of the Center and the
Supervisor begins the closing procedures.
7. The Collection Center Supervisor must ensure that ALL poll worker payroll assigned to that
Collection Center has been received and is placed in the white Payroll Box. The Collection
Center Supervisor signs off on the Collection Center Sign-In Sheet (Attachment 3), the
Collection Center Transmittal (Attachment 11) Form, ES Receipts (Attachment 5), Collection
Center Receipt (Attachment 15), and Transfer of Custody of Provisional Ballots and Voted
Ballot Bins Form (Attachment 16), and Collection Center Dismissal Checklist
(Attachment 9)
8. The Collection Center Supervisor/Facilitator will return the white Payroll Box, Wait Time
Indicator Box and Collection Center Kit to Elections Headquarters once their Collection Center
is closed. The DTS will bring back the facilitator bag with the EViD Media Bag, Orange Results
Bag, and Blue Envelope (containing the Certificate of Security and any Incident Reports.)
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COLLECTION CENTER STAFFING SHOULD BE AS FOLLOWS:
Outside Collection Center
Voted
Ballot Bins Elections’ Warehouse staff responsible
& Used for the collection of Voted Ballot Bins &
Provisional Provisional Ballot Bags, which are
Warehouse
Ballot dropped-off by the Clerk/Assistant
Personnel
Bags Drop- Clerk/2nd Designee. They initial the
Off Transfer of Custody Form to confirm
(Warehous delivery.
e Truck)
The Facilitator is designated to track the
arrival times of the ES and
Clerk/Assistant Clerk/2nd Designee
using an assigned cell phone application
(Workspace One) which transmits
information to Election Central.
Outside -
Collection
The Asst. Facilitator is stationed outside
Outside Center
the Collection Center and distributes ES
Entrance Facilitator (1)
& Asst. Receipts to the ES upon their arrival and
Facilitator (1) directs them to the DTS table. This
person also directs Clerk/Assistant
Clerk/ 2nd Designee to Station No. 1.
Asst. Facilitators on the arrival of the ES
and Clerk/Asst Clerk/2nd Designee on
the Collection Center Check-In List.
Inside Collection Center
Data Systems’ staff members who accept
Transmissi sealed Orange Results Bags and Blue
on EViD Media Bags from each ES. They
DTS Staff
Specialist check to ensure all Elections’ media was
(DTS) received and provide the ES with a
Table receipt.
Document the arrival time of the
Clerk/Assistant Clerk/2nd Designee on
Inspectors at the Collection Center Receipt. Receive
Table (2/3) Poll Workers’ Payrolls, Blue Envelopes
Station No.
(Depending (containing Certificates of
1
on size of Security/Incident Report Logs) and initial
election) Transfer of Custody forms. Collect ES
Kits and store them behind table at
Station No. 1.
Documents the collection of the
Station No. Affirmations/Election Day Voter
Inspectors at
2 Certificates on the Collection Center
Table (2)
Receipt. Collects Wait Time Indicator
Envelopes
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Responsible for training staff and
assigning tasks to Collection Center
workers and for the overall supervision
Collection of the Collection Center Processes. After
Center ensuring the collection of necessary
Supervisor equipment and forms, signs off on the
(1) (can move dismissal of the ES, Clerk/Assistant
to different Clerk/2nd Designee, and ATS from the
stations as Collection Center. In the case of missing
needed) items, assigns person responsible (ES,
ATS) to retrieve item from polling
location and documents information on
ES Receipt.
Responsible for collecting and packing
the Orange Results Bags after DTS has
completed transmission (important: will
ensure Orange Results Bags are
Collection resealed). Also collects Blue EViD Media
Center Bags and Blue Envelopes containing
Assistant Certificates of Security/Incident Report
Station No. Supervisor Logs. Media is packed in the Transmittal
3 (1) Bag and transported by the DTS Team
to the Elections Department. Also helps
with completion of Collection Center
Transmittal Form and Collection Center
Dismissal Checklist.
Person assigned to collect ES issued cell
phones returned by the Clerk/Assistant
Clerk/2nd Designee and documents it on
the Collection Center Receipt. Must
Inspector at
match the ES receipts and the Collection
Table (1)
Center Receipts assuring both have
arrived at the Collection Center before a
call can be made releasing remaining
staff in precinct.
Person assigned to assist with the final
coordination and processing of the
receipts given to the ES and
Inspector at
Clerk/Assistant Clerk/2nd Designee as
Table (1)
well as the completion of the Collection
Center Transmittal Form and Collection
Center Dismissal Checklist.
ATS (Number
Moving A resource to be utilized at the Collection
based on
throughout Center Supervisor’s discretion to expedite
Collection
Collection ES intake process, retrieve missing items
Center
Center from precinct, and other duties as needed.
assignment)
Page | 44
Voted Ballot Bins & Used Provisional Ballot Bags Drop-Off (Outside)
The first stop for the Clerk/Assistant Clerk/2nd Designee is the truck manned by Warehouse
personnel,
who ensures all Voted Ballot Bins and Green Used Provisional Ballot Bags have been transferred
and scanned into BOT.
Upon receipt of these items, the Warehouse Driver will initial the Transfer of Custody (Attachment
16) form to confirm delivery. The Warehouse Driver is provided the pink copy of the Transfer of
Custody form at end of the night.
ENTRANCE OF COLLECTION CENTER (Outside)
• Collection Center Facilitator (CCF) with Workspace One program.
• Assistant Facilitator with the ES Receipts and Collection Center Check-In List
Outside of the Collection Center, the Outside - Collection Center Facilitator will be responsible
for acknowledging all Elections’ personnel entering the facility. Each person will be asked to identify
if he/she is an Elections Specialist (ES) or Clerk/Assistant Clerk/2nd Designee from the precinct. It
is the responsibility of the Outside-Collection Center Facilitator to track and record the arrival
time of each person dropping off Elections’ material to the Collection Center.
The Outside - Collection Center Facilitator will document the arrival times of the ES and
Clerk/Assistant Clerk/2nd Designee using the Workspace One program which transmits information
back to Election Central.
ES Instructions
The Asst. Facilitator will distribute the ES Receipt (Attachment 5) for distribution to Elections
Specialists ONLY and direct them to the DTS table for processing of the sealed, Orange Results
Bag (Mandatory) and Blue EViD Media Bag (Mandatory). At Station No. 3, the Collection Center
Supervisor enters and signs the end time on their payroll sheet, reviews their ES Receipt for
completion and signs their dismissal, and provide the ES the yellow copy for their records.
Clerk/Assistant Clerk/2nd Designee Instructions
Anyone being identified as the Clerk/Assistant Clerk/2nd Designee will be instructed to proceed
directly to Station No. 1, 2, and then 3 for processing. They cannot be released until the ES
corresponding to their polling place has been cleared by the DTS. Once the Collection Center
Supervisor verifies that the ES has been cleared and signs their dismissal on the Collection Center
Receipt.
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DTS Table Instructions
The DTS Table will be manned by Information Systems’ personnel who will be responsible for
accepting and checking media inside all sealed, Orange Results Bags returned by the ES. The
DTS Table will ensure that all results are successfully transmitted. They will also accept all Blue
EViD Media Bags returned by the ES.
The DTS personnel will accept and update the Elections Specialist (ES) Receipt with the time that
the ES arrives at the DTS Table for processing.
If it is identified that the ES failed to return any mandatory item(s) to the Collection Center, the
DTS should further record the missing item(s) on the ES Receipt and immediately notify the
Collection Center Supervisor of the item that was left at the precinct. The Collection Center
Supervisor will then determine who (ES or ATS) is sent to retrieve the missing item(s).
Once all mandatory items are accounted for, the DTS personnel will record the dismissal time from
the DTS Table on the ES Receipt. The ES will then take the ES Receipt to Station No. 3 to the
Collection Center Supervisor who will then sign the form and release the ES.
It is the job of the DTS to expedite the processing of those Orange Results Bags received
from precincts that had problems with transmission
Once the DTS has completed transmission, the Assistant Supervisor will reseal the Orange
Results Bag and place it inside the Transmittal Bag. (Note: The Orange Results Bag must be
sealed for the Assistant Supervisor to accept it for transport). The Collection Center Assistant
Supervisor/Supervisor is responsible for recording this transaction.
STATION No. 1 (Inside)
At Station No. 1, the Clerk/Assistant Clerk/2nd Designee begins the turnover to the Collection
Center Inspectors all the items that were brought back inside of the ES Kit.
The Collection Center Inspector begins the process by filling out the “Collection Center Receipt.”
(Attachment 15) - for distribution to Clerks/Assistant Clerks/2nd Designees ONLY.
The Clerk/Assistant Clerk/2nd Designee will provide the signed Transfer of Custody form
(Attachment 16) to the Center Representative that confirms the number of Provisional Ballots and
Voted Ballot Bins that were returned to the Warehouse truck, and the representative will indicate it
was received on the “Collection Center Receipt” and initial/record time on the Transfer of Custody
form.
The Inspector retains the white copy, gives the yellow copy to the Clerk/Assistant Clerk/2nd
Designee for his/her own records and provides the pink copy to the Warehouse Driver at the end
of the night.
Page | 46
The Inspector will then check for the following three (3) items that were brought back inside the ES
Kit:
1. Transfer of Custody Form (Attachment 16)
2. Blue Envelope containing Certificate of Security & Incident Report Log
(Attachments 6&7)
3. Poll Workers’ Payroll Envelope with Sign-In Sheets (Attachments 8A & 8B) with
name of staff member who remained at precinct
The Collection Center Inspector will place the Poll Workers’ Payroll Envelope inside the box
labeled “Poll Workers’ Payroll” for pickup by the Assistant Supervisor.
Inspector will direct the Clerk/Assistant Clerk/2nd Designee to Station No. 2.
STATION No. 2 (Inside)
The Collection Center Inspector at Station No. 2 will check for the following items:
- Envelope containing completed Affirmations & completed
Election Day Voter Certificates (Attachment 14) (if applicable)
- Wait Time Indicators’ (Attachment 10) Envelope (if applicable)
The Collection Center Inspector will place all items inside two separate boxes for delivery to the
Elections Department. The Affirmation Envelopes via the Warehouse truck and the Wait Time
Indicators via the ATS Facilitator in a sealed white box.
- Affirmations must be placed in a box to be transported to the Elections Department
by the Warehouse Driver at the end of the night.
- If applicable, Wait Time Indicators’ Envelope must be placed inside the white box
labeled “Wait Time Indicators” for pickup by the Assistant Supervisor.
If the Clerk/Assistant Clerk/2nd Designee failed to return any of the items listed above, the Center
Representative should make the notation on the Collection Center Receipt and immediately notify
the Center Supervisor.
The Clerk/Assistant Clerk/2nd Designee will then be directed to Station No. 3 for final clearance and
dismissal.
Page | 47
STATION No. 3 (Inside)
Elections Specialists Processing:
At Station No. 3, the Center Supervisor will collect the Elections Specialist (ES) Receipt from the
ES. Using the receipt as a point of reference, the Center Supervisor will update the Collection
Center Dismissal Checklist with the appropriate information.
The Center Supervisor will record the “ES Dismissal Time from DTS Table” and both the Center
Supervisor and the ES will sign the receipt in acknowledgement of the completed transaction. The
ES will be given a copy of the receipt for his/her records.
Clerk/Assistant Clerk/2nd Designee Processing:
The Clerk/Assistant Clerk/2nd Designee will be instructed to use the ES-issued county cell phone
to place a call to the precinct to release the staff member who remained behind. This can only be
done once the Collection Center Inspector at this station matches the ES Receipt with the
Collection Center Receipt ensuring both have arrived and successfully checked in. Once the
dismissal call is made, the Clerk/Assistant Clerk/2nd Designee turns in the cell phone to the
Collection Center Inspector at Station No. 3.
The Collection Center Inspector will then compare the phone number appearing on the label of the
cell phone against the phone number listed on the Collection Center Dismissal Checklist.
(Attachment 9). If both numbers match, then the Center Supervisor checks off the line item for the
cell phone on the Collection Center Receipt. However, if the two (2) numbers do not match, the
Center Supervisor will cross out the incorrect number and record the number displayed on the label
of the cell phone. The cell phone is then placed inside a box for return to the Elections Department
via the Warehouse truck.
The Center Supervisor will record the “Clerk/Assistant Clerk/2nd Designee Dismissal Time from
Collection Center,” and both the Center Supervisor and the Clerk/Assistant Clerk/2nd Designee will
sign the receipt in acknowledgement of the completed transaction. The Clerk/Assistant Clerk/2nd
Designee will be given a copy of the Collection Center Receipt for their records.
PROCEDURES FOR MISSING ITEMS (ES PROCESSING):
If the ES fails to bring any of the mandatory items (Orange Results Bag and Blue EViD Media
Bag) to the Collection Center, then the Center Supervisor will dispatch either that ES or an ATS
(Attachment 4) to the precinct to retrieve the missing item(s).
The Center Supervisor will use the designated section of the ES Receipt (Attachment 5) to further
note the missing item(s), the person dispatched to the precinct (ES/ATS), and the departure time
from the Collection Center.
The Center Supervisor will also inform the Collection Center Coordinator at Election Central of the
missing item(s).
Page | 48
Upon return to the Collection Center, the ES/ATS will present the retrieved item(s) to the Center
Supervisor. The Center Supervisor will account for the item(s) and ensure its proper handling and
document it accordingly.
The Center Supervisor will follow the Collection Center Dismissal Checklist (Attachment 9)
procedures accordingly.
The ES will be given a copy of the ES Receipt (Attachment 5) accounting for the items received
and they will be dismissed from the Collection Center.
ITEMS RETURNED TO THE COLLECTION CENTER:
The Elections Specialist (ES) will bring the following items to the Collection Center after the
polls close on Election Night:
Sealed, Orange Results Bag(s) packed as follows: (MANDATORY)
1st Clear Plastic Sleeve (Media Only)
o DS200 Thumb Drive(s) (1/DS200)
o ExpressVote Thumb Drive (1)
2nd Clear Plastic Sleeve (Tapes Only)
o DS200 Zero Tape(s) (1/DS200)
o DS200 Results Tape(s) (1/DS200)
Blue EViD Media Bag (MANDATORY)
o EViD Thumb Drives (2)
o Security Cards (2)
o MiFi (1)
o USB Cable (1)
o EViD Startup Tickets (2/EViD)
o EViD Total Tapes (1/EViD)
PROCEDURES FOR MISSING ITEMS (CLERK/ASST CLERK/2ND DESIGNEE PROCESSING):
The person staying behind (Clerk or Assistant Clerk) should be using the After the Polls Close
Checklist (Attachment 17) along with the Certificate of Security and the Transfer of Custody
form to confirm items to be delivered to the Collection Center are prepared. The
Clerk/Assistant Clerk/2nd Designee will bring the following items to the Collection Center after
the polls close on Election Night:
1) Containers with ALL voted and scanned ballots from the Optical Scan Voting Equipment
(DS200) – given to Warehouse staff
Page | 49
2) Green Provisional Ballot Bag(s) packed as follows: (MANDATORY) – given to
warehouse staff
• Provisional Ballots (Used) with attached Provisional Ballot Voting Passes
• Provisional Ballot Log (Attachment 13)
NOTE: If the Clerk/Asst Clerk/2nd Designee fails to bring any of the mandatory items
(Provisional Ballots Bag and Voted Ballot Bins) to the Collection Center, then the Center
Supervisor will dispatch either that ES or an ATS (Attachment 4) to the precinct to retrieve
the missing item(s).
3) Transfer of Custody (Attachment 16) Form that documents and tracks Provisional Ballots
and Voted Ballot Bins - to include number of provisional ballots and voted ballot bins, seal
numbers, date/time of transport and delivery with required signatures.
The Transfer of Custody Form is a self-carboning three-part form. The pink copy is turned
over to the Warehouse Driver, the white copy is given to Collection Center - Station 1 and
the yellow copy is retained for his/her records.
Elections Specialist (ES) Kit:
Blue Envelope containing:
o Completed Certificate of Security (Attachment 6)
o Completed Incident Report Log (Attachment 7)
Manila Envelope containing Precinct’s Poll Workers Payroll
Sheets (signed)
Manila Envelope containing the following:
o Completed Affirmation Forms with attached Reprinted
Voting Passes (if applicable)
o Completed Election Day Voter Certificates (Attachment 14)
(if applicable)
Manila Envelope containing Wait Time Indicators (Attachment 10)
ES-Issued Cell Phone
(2) EViD Scanners
COLLECTION CENTER:
The Collection Center Supervisor will call Election Central and report that all precincts have
successfully been accounted for prior to commencing their closing procedures. Once all precinct
results are accounted for and all necessary items are brought back to the Collection Center, the
Collection Center staff begin the break-down of the Center and the Supervisor begins the
closing procedures.
Page | 50
To accommodate a possible overflow of items returned to the Elections Department, the
Warehouse supplies one or more large Transmittal Bags (Blue Bags). If one or both bags are
missing, the Center Supervisor should call Election Central and immediately inform the
Collection Center Coordinator of the situation.
Procedures For Collection Center – Processing Facilitators:
The Center Supervisor/Assistant Supervisor will complete the Collection Center Transmittal
Form for the Facilitator as follows:
1. Print the name of the Facilitator
2. Write the Collection Center Number, Name, Time, and Date
3. On the form, confirm receipt for the following by precinct:
• Precinct payroll
• Wait time indicator(s)
• Blue envelope
4. Confirm they are given the Collection Center Supervisor Kit, Collection Center Payroll,
DTS Payroll
5. Indicate seal #s for payroll box, wait time indicators box
6. The Collection Center Supervisor and Facilitator must sign the bottom of the Collection
Center Transmittal Form
The following items MUST be included in the Blue Transmittal Bag(s)
1. Completed Collection Center Transmittal Form
2. Orange Results Bags for each precinct (after successful transmission of results to Elections
TheDepartment)
Collection Center
VERYSupervisor
IMPORTANT: seals the Transmittal
Orange Bag(s),
Results Bags thenbetransfers
MUST sealed the SEALED
transmittal bag(s) to the Data Transmission Specialist (DTS staff) to be transported to the
3. Blue EViD Media Bags for each precinct
Elections Department.
4. Blue Envelopes containing Certificates of Security and Incident Report Logs for each
The Collection Center Transmittal Form is a self-carboning three-part form. The DTS leaves
precinct
the pink copy with the Collection Center Supervisor, turns in the white copy to the Seal
Verification Board, and retains the yellow copy for his/her records.
Procedures For Collection Center – Processing Facilitators:
PAYROLL BOX:
Poll Worker Payroll Envelopes for each precinct are collected and accounted for on the
Collection Center Transmittal (Attachment 11) Form and on the Collection Center Dismissal
Checklist (Attachment 9). The Collection Center Supervisor must ensure that ALL poll worker
payroll assigned to that Collection Center has been received and is placed in the White Payroll
Box. The Collection Center Supervisor also signs off on the payroll for the Collection Center
Staff. The Collection Center Supervisor/Facilitator returns the White Payroll Box to Elections
Headquarters once their Collection Center is closed including:
• Poll Workers’ Payroll Envelope (one for each precinct)
• Collection Center Sign-In Sheet (Attachment 3)
• DTS Payroll (if applicable)
• Blue envelope (one for each precinct)
Page | 51
Wait Time Indicators:
In countywide elections, Wait Time Indicators (Attachment 10) are used to document the time
that voters wait in line at their precincts. Wait Time Indicators are placed into manila envelopes
by precinct and the envelopes are placed into a white Wait Time Indicator Box. Wait time
Indicators are returned to Elections Headquarters by the Collection Center
Supervisor/Facilitator once their Collection Center is closed.
The Collection Center Supervisor seals the Payroll Box and the Wait Time Indicator Box (if
applicable); then transfers these SEALED items to the CC Facilitator (along with the Collection
Center Supervisor Kit) if they are not personally taking the items to be transported to the
Elections Department.
The Collection Center Transmittal Form is a self-carboning three-part form. The Facilitator
leaves the yellow copy with the Collection Center Supervisor, turns in the white copy to the PWRT
Division Staff Member at Elections Headquarters, and retains the pink copy for his/her records.
Blue Envelope:
The blue envelope contains the Certificate of Security (COS) and Incident Report Logs (if
applicable) for each precinct. The DTS is responsible for returning all blue envelopes in the
Transmittal Bag along with the Blue EViD Media Bag and Orange Results Bag to Elections
Headquarters once their Collection Center is closed.
Procedures For Collection Center – Processing DTS:
The following items MUST be included in the Blue Transmittal Bag(s)
1. Orange Results Bags for each precinct (after successful
transmission of results to Elections Department) VERY
IMPORTANT: Orange Results Bags MUST be sealed
2. Blue EViD Media Bags for each precinct
The Collection Center Supervisor seals the Transmittal Bag(s), then transfers the SEALED
transmittal bag(s) to the Data Transmission Specialist (DTS staff) to be transported to the
Elections Department.
Information Systems must provide the procedure for their staff if different than above (with the
dissolution of the Seal Verification Board, DTS are taking media only via the blue transmittal
bags back to TAB staff; our staff/former seal verification staff will assist with collecting all other
items separate from media and separate from the TAB staff’s operation).
IMPORTANT PHONE CALLS:
Inform the Collection Center Coordinator listed on the Telephone Information Sheet of
the following:
1. If Warehouse has not delivered supplies to the Center
2. When the Collection Center is ready and open
3. If the Center is missing any supplies
4. When Elections Specialists’ fail to arrive to the Collection Center
Page | 52
5. When Center Supervisor has completed their duties (this is to report that all Elections
Specialists from assigned precincts have reported and have been processed; precinct
staff and 2nd designees have been dismissed, and the center is ready to close).
Collection Center Kit, Forms, Manual, And Cell Phone Return:
Upon closing of the Collection Center, all completed and/or unused forms are put back in their
appropriate envelopes. All envelopes, supplies, Collection Center Manual and the two county-
issued cell phones are placed inside the Collection Center Kit. The kits will be returned to
Elections Headquarters by the Collection Center Supervisor or the Collection Center Facilitator.
Transportation Of Precinct Results Between Precincts and Collection Centers
The Security Procedures herewith relate to the transportation of the Voted Ballots, Sealed
Results Bags, Certificates of Security (Attachment 6), Incident Report Logs (Attachment 7),
Voted Provisional Ballots and Provisional Ballot Logs - (Attachment 13), completed
Affirmations and Election Day Voter Certificates - (Attachment 14), EViD Media Bags, Payroll
(Attachments 8A and 8B), and un-scanned Emergency Ballots between the Polling Location
and the designated Collection Center.
The Elections Specialist (ES) oversees transporting the Precinct Results’ documents between
precincts and Collection Centers.
Procedures
1. The Elections Specialist’s responsibilities include the transportation of the sealed Results
Bag and EViD Media Bag.
2. The ES will pack the Results Bag as follows and ensure that it is sealed prior to
transporting:
1st Clear Plastic Sleeve (Media Only)
DS200 Thumb Drive(s) (1/DS200)
ExpressVote Thumb Drive (1)
2nd Clear Plastic Sleeve (Tapes Only)
DS200 Zero Tape(s) (1/DS200)
DS200 Results Tape(s) (1/DS200)
3. The ES will assist with the packing of the green Used Provisional Ballot Bag as follows
and ensure that it is sealed prior to transporting:
All Used (Voted) Provisional Ballots w/Voting Passes and the Provisional Ballot Log
(Attachment 13).
4. The 2nd Designee will transport all voted ballots in the sealed Voted Ballot Bins.
Page | 53
Closing Results Tape Procedures
The Elections Specialist (ES) will “Close Polls” and print results for the Optical Scan Voting
Equipment, and Totals Tickets for the EViDs. They will then pack the Results Bag. Prior to leaving
for the Collection Center, the ES is responsible for gathering all forms completed at the
precinct. Each DS200 will print out three copies of the results; one copy is posted outside
the entrance of the polling place, the second copy is placed inside the Voted Ballot Bin of
that DS200, and the third copy is placed inside the Orange Results Bag.
Items to Transport to the Collection Center
The ES will transport the following items to the Collection Center:
Sealed Results Bag(s) packed as follows: (MANDATORY)
1st Clear Plastic Sleeve (Media Only)
DS200 Thumb Drive(s) (1/DS200)
ExpressVote Thumb Drive (1)
2 Clear Plastic Sleeve (Tapes Only)
nd
DS200 Zero Tape(s) (1/DS200)
DS200 Results Tape(s) (1/DS200)
Blue EViD Media Bag (MANDATORY)
o EViD Thumb Drives (2)
o Security Cards (2)
o MiFi (1) with USB Cable (1)
o EViD Startup Tickets (from each EViD)
o EViD Total Tapes (1/EViD)
The 2nd Designee/Clerk will transport the following items to the Collection
Center:
Voted Ballot Bins w/Transfer of Custody Form (Attachment 16)
Used Provisional Ballot Bag(s) packed as follows: (MANDATORY)
o Provisional Ballots (Used) with attached Provisional Ballot
Voting Passes
o Provisional Ballot Log (Attachment 13)
Blue Envelope containing:
o Certificate of Security (Attachment 6)
o Incident Report Log (Attachment 7)
Precinct’s Election Day Sign-In Sheets (Attachments 8A and 8B)
Page | 54
Manila Envelope containing the following:
o Completed Affirmation Forms with attached Voting Passes
o Completed Election Day Voter Certificates (Attachment 14)
Manila Envelope containing Wait Time Indicators (Attachment 10)
Cell Phone
Two (2) EViD Scanners
Procedures For the Use of Election Day Voter Certificate
• The Election Day Voter Certificate – (Attachment 14) would be used only in the event of a
temporary loss of connectivity only with the approval of the Supervisor of Elections.
• Poll Workers checking in voters would be required to call Election Central to verify a voter’s
eligibility and to confirm the voter is in the correct precinct.
• This form would need to be used for every voter checking in to vote at the precinct in the event
of an emergency and must be filled out completely and signed by the voter.
• Once completed, the form acts as a voting pass and is given to the voter who is then instructed
to proceed to the Ballot Table.
• In the event of a computer loss of power or any other unforeseen event, back up Precinct
Registers would be used with the approval of the Supervisor of Elections.
Special Situations
Emergency Voting Pass
Whenever a voter cannot be located using the EViDs, the voter is sent to the ES to determine
his/her status. The ES will complete the Affirmation/Affidavit and contact Election Central Voter
Services area to determine the voter’s eligibility. If it is determined the voter is an “Out of County
Voter” who is eligible to vote and is in the correct precinct, the representative from Voter
Services will affect the address change. If it is determined the voter is in the wrong precinct,
he/she will be given the Affirmation/Affidavit along with the number and address of the new
precinct. In the event the precinct has temporarily lost connectivity, the EViD Inspector will not
see the address change reflected on his/her EViD. In this case, the Election Day Voter
Certificate must be completed. The voter must sign the certificate which will be used as a Voting
Pass. This certificate allows the voter to continue to the Ballot Table to receive his/her ballot. It
will be necessary to attach the Affirmation/Affidavit to the Election Day Voter Certificate and
place both documents inside the Affirmations Envelope. The completed Election Day Voter
Certificate is not placed inside the Voter Deposit Box along with all the other Voting Passes.
Page | 55
Security Card/Manual Entry
Once the EViD has completed its startup process it will prompt the user to swipe the security
card provided. Swiping the security card enables the “Undo” feature of the Check-In process.
The ES verifies the correct Polling Location is reflected at the top of the Home Screen.
Back Up Precinct Registers
Hard copy/back up precinct registers will be printed prior to Election Day for all large elections
for deployment with ES Kits on Monday/set-up day. Precinct registers are to be used in the
event of an emergency and only with the express consent of the Supervisor of Elections. Hard
copy/back up precinct registers will remain housed in the Ballot Transport Cart (BTC), and Voter
Authorization Slips (VAS) will be provided in each precinct’s ES Kit for use with precinct
registers. The Clerk is responsible for the appropriate use of precinct registers.
Transport Of Ballots and / or Election Materials
1. At the close of the polls, Voted Ballot Bins will be removed from the DS200 machines. The
Voted Ballot Bins are then sealed with both a green seal and a green “VOTED” sticker
covering the slotted entrance of the bin. The white, barcoded label will be completed and
signed by the Clerk and Elections Specialist. Unused ballots are placed back into their
original boxes. Spoiled ballots remain in the white box labeled “SPOILED.” Both the unused
and the Spoiled Ballots remain at the precinct packed in the BTC which is padlocked and
secured with a green seal.
2. All Voted Ballot Bins will be transported by the 2nd Designee to pre-assigned Collection
Centers. A truck will be made available at each Collection Center to transport all Voted Ballot
Bins back to the Elections Warehouse. The barcode will be scanned on each ballot bin as it
is loaded onto the trucks for accurate accountability of each ballot bin, and the Warehouse
Driver will sign the Transfer of Custody form (Attachment 16) to confirm receipt of the bins.
Voted Provisional Ballots will be provided to the Warehouse Driver, and he/she will sign the
Transfer of Custody form (Attachment 16) to confirm receipt of the Green Provisional Ballot
Bag. The barcode on the provisional ballot bag will be scanned. The Warehouse Driver is
responsible for transporting these items to the warehouse. Assigned ES cellular phones and
completed Affirmations and Election Day Voter Certificates will also be given to the
Warehouse staff to bring back to Elections Headquarters.
3. Election Day ballot bins are placed in a secured cage by collection center. On the following
day all election day ballot bins by collection center are scanned through the clear ballot
scanners. Each precinct is compared to the EL50 report for reconciliation. Once all ballots
have been scanned ballots are placed in their corresponding bin and sealed.
4. All essential voting materials are also delivered by the Elections Specialist to the Collection
Center. These are:
Results Bag(s) packed as follows: (MANDATORY)
Page | 56
1st Clear Plastic Sleeve (Media Only)
DS200 Thumb Drive(s) (1/DS200)
ExpressVote Thumb Drive (1)
2nd Clear Plastic Sleeve (Tapes Only)
DS200 Zero Tape(s) (1/DS200)
DS200 Results Tape(s) (1/DS200)
The ES will also bring back to the Collection Center the EViD Media Bag.
The Data Transmission Specialists (DTS) will transport the blue Transmittal Bag(s)
containing Elections Results to the Seal Verification Board. DTS, will bring back the laptops
to the Election Headquarters. The Collection Center Supervisor or the Facilitator will
transport the Payroll box, Wait Time Indicator box and Collection Center Kit back to Elections
Headquarters.
Page | 57
Seal Verification Board
Location: Miami-Dade County Elections Department
2700 NW 87th Avenue,
Miami, FL 33172
Staff: Seal Verification Supervisor /DTS Administrators/Seal Verification Teams
(40) – DTS Administrators or two (2) per Collection Center
(10) – Five (5) Teams of two (2) for Seal Verification
Functions: To ensure that information, documents, results media, and laptops are transported
and received at the Elections Department from the Collection Centers on
Election night.
SEAL VERIFICATION BOARD:
Serves as the information source between the Collection Centers, DTS Administrators,
Collection Center Supervisors, and the Tabulation Room. Functions include:
• Verifying that all results transmitted from the Collection Center are received at Election
Headquarters (Tabulation Room)
• Verifying that the Results Bags are properly sealed and documented when they arrive
at the Elections Department. This Board also receives the Incident Report Log
(Attachment 7), Certificate of Security (Attachment 6), Wait Time Indicators
(Attachment 10) Box and Payroll Box (Attachments 8A and 8B).
DTS ADMINISTRATORS/TRANSPORTERS:
Responsible for:
• Overseeing the transmission of Election Results from the Collection Center
• Verifying that all results are received and transmitted to Election Headquarters
• Collecting and validating that all media from the EViD - Electronic Voter Identification
device (Security cards, USB, and Air cards) are received from the precinct
• Reporting any issues regarding Election Night Media or Transmission Issues.
• Transporting (Media, Documents and Laptops) back to Election Headquarters. Results
Bags, Certificate No. 2’s, Incident Report Log, along with the laptops used to transmit
Election Results to the Seal Verification Board.
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Transporters (DTS Administrators):
DTS Administrators will assist the DTS by recording and documenting results and any
applicable information on the Precinct Results Verification checklist and Collection Center log
according to procedures.
The two (2) DTS Administrators from each site, along with the Collection Center Supervisor,
will be responsible for transporting media and documents from the regional Collection Center
back to Election Headquarters. DTS Administrators will park in the Southeast parking lot and
enter through the first garage door located on the Southeast side of the Warehouse.
The DTS Administrators arriving from the Regional Collection Center will deliver the Results
Bag, Certificate No. 2’s and Incident Report Logs Envelopes to the Seal Verification Team,
sign the Collection Center Transmittal Form, and receive a receipt for delivery after verification
of the Results Bags seal number(s).
Under the supervision of the Seal Verification Supervisor, the DTS Administrators will take the
Results Bags to the Seal Verification team.
The envelopes with the Certificates of Security and the Incident Report Logs are collected and
set aside by Seal Verification Board Supervisor and will be turned over to the Poll Workers and
Training Division.
The laptops used by the Data Transmission Specialists (DTS) will be returned to the Tabulation
Room by the DTS Administrator.
The media bag from the Electronic Voter Identification (EViD) system that is returned in the
Election Results Bag on Election night, along with the Collection Center Log checklist for EViDs
are returned to the Systems Division of Electronic Voting.
Seal Verification:
1. The precinct and seal numbers on the Results Bags are checked by a two (2) member Seal
Verification Team to ensure they correspond with the entries on the Collection Center
Transmittal Form and that the seals are intact. The Collection Center Transmittal Form is signed
by one (1) member of the Seal Verification Team and by the DTS Administrator (Ballot
Custodians).
2. When a Results Bag has a different seal number than that recorded on the Collection Center
Transmittal Form or the seal is missing or broken, the Seal Verification Board Inspector will
document the problem on the Collection Center Precinct Checklist (Exhibit I)Any problem that
cannot be resolved shall be reported to the Deputy Supervisor of Elections.
3. The Results Bags are then placed in precinct order and transported to the Tabulation Room
Board by Seal Verification board member.
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Certificate of Security, Incident Report Log, and Wait Time Indicator Box:
1. Envelopes with Certificates of Security (Attachment 6) and Incident Report Logs (Attachment
7) are provided to the Seal Verification Board Member. They are placed in precinct order so
copies can be provided to members of the tabulation staff to conduct the post audit process.
2. The box containing Wait Time supporting documentation is collected by the Seal Verification
Board Supervisor who secures the boxes until retrieved by the Poll Workers and Training
Division.
Payroll Boxes:
The box containing Payroll (Attachments 8A and 8B) and all supporting documents is collected
by the Seal Verification Board Supervisor who secures the boxes until retrieved by the Poll
Worker Recruitment and Training Division.
Write-In Procedures
1. Once the Post-Election Process has been completed, Open the Produce module in
ElectionWare,
2. Select Tools on the menu, and Export Cast Vote Record,
3. Create a file for each office with “Write-in” candidates. This file will contain all votes for that
office, including all qualified candidates, and all write-ins.
4. Once all files have been created, open them in Excel to manually look for “valid” votes.
5. Rename the spreadsheet’s Tab to “CVR” (Cast Vote Record), and create two new ones, “All
Write-ins” and “Valid Write-ins”.
6. Sort all votes, to select only the ones with images (write-in votes), “copy” the selected images
to the “All write-ins” spreadsheet.
7. Manually look for the “Valid write-in” candidates. Copy every valid candidate record into the
“Valid Write-ins” spreadsheet.
8. Once you have completed looking all the records and finished processing the file, transfer the
number of valid votes to each candidate’s tally sheet.
9. This procedure has to be done to each file created on step #3.
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Procedures for Counting Vote-By-Mail Ballots
Time: TBA Date: TBA
1. At the conclusion of the Pre- Election Day Logic and Accuracy test and under the direction of the
Canvassing Board, the counting of the VBM Ballots follows.
2. The DS850 Optical Scanner
Load thumb drive containing the Election Qualification Code (EQC) into each DS850 units.
Load thumb drive containing the Election definition information into each of the DS850 units.
Once the Election Definition has been successfully loaded, print a Zero Report.
3.VBM Scanning & Reconciliation Process
Currently there are a total of 9 DS850’s in the Tabulation Room. Assigned to each DS850 will be
a reader and a helper (Intake Team). The Intake Team will be responsible for filling out all
reconciliation documents and escorting ballots in and out as they are completed. Once ballot carts
are ready for scanning, they are to be brought into Tabulation room in order. Each DS850 is to
have one ballot bin at a time and no cart is to leave the Tabulation Room without the proper
reconciliation of all precincts in the cart. Each ballot bin will have VBM done report.
• Vote by Mail Ballots arrive at the Tabulation Room in trays from the Vote by Mail Ballots
section grouped by precincts,
• The Scanning Equipment Operator will scan a precinct and print the VBM/Batch done report.
• The ballots are then scanned through Clear Ballot using the VBM/Batch card printed from
the DS850.
End of day reconciliation between ERM and Clear Ballot:
• EL45A (ERM) totals are compared to “Statement of Cards Cast with counter Group” (Clear
Ballot) totals. If no discrepancy, proceed to storage.
• If there is a discrepancy, print precinct process reports from all DS850(ESS) are compared
to “Scan Station Report” (Clear Ballot) per scanner.
The entire batch is moved to the Processed Vote by Mail Ballots area and placed in a secured
storage box by precinct.
If the equipment REJECTS a Vote by Mail Ballot, depending on the reason for the rejection, action
is to be taken as:
• Vote by Mail Ballots with EXTRANEOUS MARKINGS are to be placed in the Review Vote
by Mail Ballots area for review by the Canvassing Board.
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• Vote by Mail Ballots with different precincts are to be placed in the Additional Processing
Vote by Mail Ballots area for inclusion with the appropriate precinct batch.
ERM (Elections Reporting Manager) is to be used for tabulation.
Appropriate reports from ERM (EL45A and EL30A) are produced for the Vote by Mail Ballot Review
Team.
• All reports and equivalent media, and all pertinent documentation that was created and/or
used during the tabulation of Vote by Mail Ballots process are to be collected, properly
labeled and safely stored in accordance with the Elections Department’s and the State of
Florida’s records retention guidelines and procedures.
• Transfer Results from a scanner (DS850) to Election Reporting Manger (ERM) using a USB
memory drive or Transfer results to the secure network on the EMS server.
• As an additional security measure. The files on the USB Election Media are stored on the
network into a VBM folder inside the specified Election.
Election Night Procedures - 7:00 P.M.
7:00 pm: the tabulation of precinct ballots begins.
1. The tabulation of Election Day precinct ballots begins.
• Data (EMS) Server, Election Reporting Manager (ERM) and the Communication Server
must be initiated with all of the proper passwords, encryption, decryption and
configuration in order to receive Election Night Results that are transmitted directly form
the Polling Place using the precinct voting equipment (DS200).
• When Polls Closed button option is pressed on the DS200. The modem results now
option is available. Once selected. Results begin the process of wirelessly transmitting
results back to Election Headquarters.
• If problems or issues arise during the process of modeming results from the voting
equipment used at a polling location. Under the established procedures, the Election
Media from the voting equipment should be documented, secured and driven to the
regional site for transmitting the Election results to Election Headquarters. Transmission
from the regional site is done via a regional site laptop, which is configured with certified
firmware and software. This allows for secure transmission of results via analog modem
back to Election Headquarters and loaded via ERM.
Modeming results from a Collection (regional sending site) Center (Alternative to Polling
Place transmission)
To modem election results from a regional sending site requires:
1. Secured Data Server, Analog line, Election Reporting Manager and the Secured
Communication Server (configured with the defined election) must be initialized at Election
Headquarters.
2. The Regional Results Transfer Application installed on the regional site laptops must be
configured\encrypted with passwords and logins to be authorized to connect to the
Communication Server and ERM.
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3 Precinct data is transmitted at the regional sites using the Secured documented Election
(USB) Media and certified/encrypted regional laptops and analog Modems.
4. After Transmission of election results from a Collection (Regional Site) Center site the media
serial number information and unique identifier is documented and sealed according to the
established Collection Center procedures.
POST PROCESSING LOGIC AND ACCURACY TEST
1. From ERM print Precincts Counted reports (EL45 and EL30).
2. Upon verification of the precincts and cumulative reports, Create and save results to the Election
Folder on the secured EMS network server Select Clear and Enter Password options are
exercised.
3. After an “All Precincts Are Cleared” message appears in the Log text screen, Exit.
4. All the signed reports, the USB containing the election definition file, The USB which contains
the Election Password, and the reports are secured under seal within the Ballot Tabulation
Room.
Election Night Procedure -- End-Of-Night Processing
Immediately following the election tabulation, Canvass and Area Reports are produced at the
request of the Supervisor of Elections.
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Relocation Procedures
1. If the tabulation of an election cannot be completed in the Ballot Tabulation Room, 2700 NW
87th Avenue, a decision will be made by the Supervisor of Elections to continue the tabulation
at a pre-designated back-up site.
2. Activate our Alternate Elections Processing Site (See the Elections Continuity of Operations
Plan COOP)
3. The designated back-up site is the Election’s Support Center, at ITD site at 5680 SW 87TH
Ave Miami, Florida 33173.
Supplies For Emergency Relocation of Election Tabulation
Item (Check-off)
_________ 1. Elections Procedure Manual.
_________ 2. Backup Procedures.
_________ 3. Appropriate report/incident forms.
_________ 4. Personnel Telephone List.
_________ 5. Municipals Laptops computers.
_________ 6. Database, Elections Files.
_________ 7. One Printer (Paper).
_________ 8. Extension Cord, Power Strip.
_________ 9. If applicable, Ballots.
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Transfer List
Elections Incident Management - Activation of Alternate Elections Processing Site
Activation of ITD HQ
1. Prior to an election dates should be determined andthe alternate site reservation should be confirmed in
the event of a declared emergency. One week before an election and one week after an election is
recommended.
2. Review list of elections employees to ensure only those employees that could occupy an alternate site are
accurately identified. See Table 1 below. This list can be changed only by an Elections Deputy Supervisor
or above.
Name Employee Number
Christina White
Michael Johnson
Gilbert Yurubi
Javier Vazquez
Jesus Murga
Tulio Quinones
Jose Puentes
Yanett Sardinas
Ricardo Placide
Suzy Trutie
Erika B, Sierra-Trujillo
Jose Ponce
Angela Rivero
Michelle McClain
3. Send Email to designated ITD building staff.
4. Provide dates and names to ITD-HQ building management.
5. If an emergency is declared and the ITD-HQ site is activated
a. Enter the property at 5680 SW 87th AVE from Miller Road on the north or Galloway on the east
side of the property.
b. If the gates are closed use the entrance on Galloway (east side of the property).
c. If your name is on the list, your employee ID badge will activate the gate when it is presented to the
card reader.
d. If the front entrance to the building is locked, your ID card (if you’re on the list above) will open the
front door of the building. Your employee ID will be needed to pass through the turnstiles just past
the guard’s desk on the first floor.
e. Proceed through the Atrium Access door (B-2A1) located directly to the right of the main employee
entrance.
f. Proceed to the 1st door on the left. Your cardkey will provide access to the Command Center foyer.
The Command Center Conference room is located through the double doors to your immediate
left.
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6. The Elections equipment will be stored in the Check Vault within the RDPCC facility. The equipment to be
kept onsite is in the picture (Figure 1) below:
7. The Check Vault is card key access protected and access is provided to all ITD Computer Operations shift
supervisors to ensure the Elections Department personnel have access whenever needed. The only
individuals authorized to request retrieval of the equipment for the Elections Department are listed in Table
1 above.
8. This list can be changed only by an Elections Deputy Supervisor or above.
9. Prior to, or upon arrival at RDPCC, Elections staff will have one of the authorized users listed above call
305-596-8211 and request to speak with the shift supervisor to request the DR equipment be retrieved
from the Check Vault and placed in the conference room. Only those listed above will be authorized to
make the request.
Equipment List
The tabulation network consists of:
2 EMS Servers
3 COMM-Servers Pentium PC
6 Dell Workstations OptiPlex 5050
1 Communication acquisition rack and components
• Modems
• Routers
2 Hewlett-Packard Laser Printers
1 Oki B432 Printer
9 Model DS850 Centralize Scanners
1 Model DS200 Optical Scanner voting equipment
1 ExpressVote (ADA) voting Equipment
40 Regional Sending Site Laptop PCs
4747 Thumb drives
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Voting System Security Procedures
Pre-Election Steps for Voting Systems
Tabulation Room – Storage – Coding – Distribution
1. All media, Election Media thumb drives and testing thumb drives for both the DS200 and
the ExpressVote are identified by a unique scannable barcode serial number. Laptops used
for tabulation and/or transmission are inventoried and tracked accordingly using a unique
barcoded serial number as well. This information is stored in our Inventory tracking database
Ballot Order Tracking (BOT). All media is scanned into the (BOT) system according to their
unique serial number.
2. The coding of all elections and the storage of regional laptops, election laptops, and election
testing, media prep (pre-election) takes place in the tabulation room, which is a secure
location with restricted (card swipe) access and 24 hour recorded video surveillance and
security guards during Elections.
3. Each Tabulation staff member is assigned a unique identifying number that is used to
identify the member who is requesting or responsible for the election media. When media
or laptops are being prepared for election coding, they are scanned out of (BOT) and
Tabulation inventory and into Tab Room production status using the Coder and Assistant
Coder’s identification numbers. This process is recorded in the “BOT Log” (Exhibit E)
witnessed and initialed by both the Coder and the assistant coder. After media is coded and
ready to be inserted into the DS200 and ExpressVote, the media is scanned out to
warehouse production status. This process is recorded on the “Electronic Media Distribution
Log” and signed by the two individuals. The Log Sheets are reviewed and maintained by the
Ballot Tabulation Manager.
4. A list containing the media type and associated serial numbers for all assigned media is
created from BOT and attached along with the Media Manifest (Exhibit F). The assigned
media along with the Media Manifest and Security passwords is delivered to the Warehouse
by the Coder and Assistant Coder. The Coder/Assistant Coder and two (2) Warehouse
employees must verify the quantities and serial numbers of assigned media and sign off on
the Media Manifest. A hard copy of the Manifest is maintained by the Warehouse employees
as well as.
5. If there is an indication of a security breach in the chain of custody procedures, the
individual(s) making the discovery must immediately notify the Ballot Tabulation Manager,
who will immediately notify the Deputy Supervisor of Electronic Voting. The Deputy
Supervisor of Electronic Voting will immediately notify the Supervisor of Elections who will
assign a minimum of two individuals, including the Ballot Tabulation Manager to confirm any
indication of a security breach. A detailed recovery document and/or resolution report is
prepared by the Ballot Tabulation Manager.
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Election Access to Voting Systems
1. To engage the Electionware software, users are required to log into both the Network and
the Electionware workstation using their individual user ID and passwords. The Network
password will be changed every 30 days. The Network initiates a screen lock every 12
minutes to prevent unauthorized use. To ensure all media used on the network and the
voting equipment is secure and free of any malicious software. An antivirus program is
activated and scanned on all the workstations once a month. All Election Media is
reformatted using Fat32 quick format after the election which is the process scrubbing all
files on the media. This eliminates the risk of any intrusion on the Network. An Electionware
Activity Log can be generated at each log-in for added security. Tabulation employees may
not access the Electionware system without there user Id being tracked by the Electionware
Activity Log. Both individuals assigned to an Election should adhere to all established
security procedures by locking the Electionware workstation when not in use. The Log
Sheets are reviewed and maintained by the Ballot Tabulation Manager. A list of Users/
Passwords, along with their job titles is kept in a secured location by the Assistant Deputy
Supervisor of Electronic Voting.
2. If there is an indication of a security breach in these accountability procedures, the
individual(s) making the discovery must immediately notify the Ballot Tabulation Manager,
who will immediately notify the Deputy Supervisor of Electronic Voting. The Deputy
Supervisor of Electronic Voting will immediately notify the Supervisor of Elections who will
assign a minimum of two individuals, including the Ballot Tabulation Manager to confirm any
indication of a security breach. A detailed recovery document and/or resolution report is
prepared by the Ballot Tabulation Manager.
Transportation of media when elections are not tabulated at Election Headquarters
1. To ensure security and accountability, the Ballot Tabulation Manager uses numbered seals
assigned to the election to lock the results bag which contains the Election Day media into
a sealed transfer case or storage box for transportation to the Elections Headquarters by
two members of the Tabulation Staff. The final numbered seal used to lock the transfer case
is witnessed and logged in the Complete Election File Log (attached) by two individuals.
Upon delivery to the Elections Headquarters, the number of the seal securing the transfer
case is verified by two members of the Tabulation Staff against the Election File Log (Exhibit
G), prior to opening. Three numbered seals per precinct per election and three numbered
seals for the transfer case are assigned by the Ballot Tabulation Manger and recorded on a
Seal Verification Log which indicates the Election name and seal numbers, including their
disposition (used, damaged, and not used).
2. Incidences of damage to seals during transport are immediately reported to the Tabulation
Manager, documented and signed by the individual making the discovery. Election Day
media and Election Day equipment (laptop, printer etc.) are returned to the Tabulation
Room. The Tabulation Manager is responsible for reviewing the Manifest Log to ensure that
all distributed media are returned to inventory.
3. All thumb drives used for any election are scheduled to be returned to the tabulation room
for inventory and storage by the next business morning. The Ballot Tabulation Manager is
responsible for assigning someone from the Tabulation staff to compare the Media Manifest
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for that election, to ensure that all election media has been returned to the Tabulation Room
Inventory. If any media is noted as not returned, the Tabulation Manager will send
notification to the Warehouse staff asking for the return or the status of the missing media.
4. If there is an indication of a security breach in the chain of custody procedures, the
individual(s) making the discovery must immediately notify the Ballot Tabulation Manager,
who will immediately notify the Deputy Supervisor of Electronic Voting. The Deputy
Supervisor of Electronic Voting will immediately notify the Supervisor of Elections who will
assign a minimum of two individuals, including the Ballot Tabulation Manager to confirm any
indication of a security breach. A detailed recovery document and/or resolution report will
be prepared by the Ballot Tabulation Manager.
The Ballot Tabulation Manager will conduct mandatory security training for all permanent
and temporary employees as approved by the Deputy Supervisor of Elections.
Voting System Maintenance and Storage
Warehouse – Storage – Ballot Loading – Distribution
1. Annual Preventive Maintenance (PM) is performed on all voting equipment consisting of the
digital optical scanners (DS200, M850, and ExpressVote) and touchscreen devices. PM is
performed as outlined by contractual agreement with the vendor, ES&S, and Miami-Dade
County Elections Department. All maintenance is performed in accordance with
manufacturer’s operating specifications. All maintenance records of firmware and software
are maintained in selected databases.
2. DS200 and ExpressVote voting equipment are stored in adequate conditions as per
manufacturer’s recommendations. Voting devices are kept in secured, gated areas in the
Elections Warehouse. Inventory of all serial numbers are stored in corresponding database.
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Election Night Public Access and Results Dissemination
Badges
Building Security will ID and issue badges to all visitors, media, and personnel entering the
facility. Prior to Election Day, the Supervisor of Elections will provide Building Security with a list
identifying individuals known to be entering Elections Headquarters.
Election Areas/Access
1. Collection Centers
A public viewing area will be designated by the Collection Center Supervisor, which will not interfere
with the process.
2. Results Bags – Seal Verification Area
Results Bags voted Provisional ballots, and Certificates of Security are received from the 20
Collection Centers and will be transported to the Seal Verification Board at the Elections
Department Building. The seal numbers on the Results Bags will be verified at this location. A public
viewing area will be designated, which will not interfere with the process.
3. Tabulation Room (Elections Headquarters)
The Results Bags will be transported from the Seal Verification Board to the Verification Team.
Access to the Tabulation Room is restricted to authorized Elections’ personnel. Other individuals
may be admitted under the authority of and accompanied by the Supervisor of Elections or his/her
designee. Security will be present. Observation rooms with amplified sound and full, unobstructed
views of the Tabulation Room will be designated. Once the results are received via modem,
Tabulation staff will compare the results with the Election Results provided by the voting equipment
tabulators.
4. Post Audit
Using the Media (thumb-drives) that were used on Election Day to save and transmit results.
Tabulation staff will re-tabulate the results by using the Electionware acquire and produce options
in the certified firmware to validate Unofficial Election Night Results.
5. Results Dissemination
All observation areas will be equipped with an Elections Department computer (PCs) with domain
policies in place to restrict network and internet access, providing access only to results webpage
along with television monitors for dissemination of election results via Miami-Dade TV and the
Elections webpage. The Media Room, with direct viewing access of the Tabulation Room where
ballots are processed, will be open to the public and offer secured Wi-Fi with restricted access.
6. Cumulative and Precinct Results
a. Unofficial cumulative and precinct results are available for public viewing on Election Night
starting at approximately 7:15 p.m. on the Election Department’s website at
www.iamelectionready.org.
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Unofficial results are available in print form on the day following the election at the Elections
Department.
Official results are available to the public upon certification of the election by the Canvassing
Board, either on the Election Department’s website at www.iamelectionready.org or at the Public
Services Counter.
Election Day Provisional Ballot Board
Function: To process all Voted Provisional Ballots and provide information to the
Canvassing Board regarding the voting status of individuals who voted
provisional ballots.
Location: Miami-Dade County Elections Department
2700 N.W. 87TH Avenue
Miami, Florida 33172
Staff: Election Section Manager
Voter Services Staff – up to 50 Employees
Equipment: 51 PC Laptop
1. Optical Scan - Provisional Ballot Voter’s Certificate and Affirmation envelopes (with voted
ballots) that arrived from each Early Voting Site and Polling Place will be collected by
Warehouse Staff and transferred to the Elections Department. Warehouse Staff will scan
each Provisional Ballot bag to ensure all bags have been received. Warehouse Staff will
transfer custody of Provisional Ballots to Voter Services Staff for processing.
2. The Election Section Manager will store the processed and unprocessed envelopes in a
secure Ballot Room where biometric scanning is required for entry and 24-hour, monitored
security cameras are in place on a daily basis. This procedure will be followed until all
Provisional ballots have been canvassed.
3. Voter Services staff will research the information contained on the Optical Scan - Provisional
Ballot Voter’s Certificate and Affirmation envelopes (with voted ballots) to verify voter
information under “Information Verified at Supervisor’s Office.”
4. If the individual is found in the statewide voter registration database, staff will place a check
next to appropriate answer identifying if the voter is registered or not, enter voter’s status,
and FVRS Voter ID Number and address (if available or different). The staff member will
also place a check next to the appropriate answer for the questions on the certificate. In
addition, staff will print their Investigative Findings in the lines provided. If the individual could
not be found on the database, a notation to that effect is entered onto the certificate under
Investigative Findings.
5. The processed Optical Scan - Provisional Ballot Voter’s Certificate and Affirmation
envelopes (with voted ballots) will be presented to the County Canvassing Board at 10:00
AM on the Friday following the election. The Canvassing Board will determine whether each
provisional ballot is to be rejected as illegal or accepted as legal and counted based on the
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information provided by the individual who voted the provisional ballot and the Provisional
Ballot Board. The Canvassing Board will have access to a computer terminal so that they
can review voter records and scanned documents.
Audit Board
Function: To compare the precinct tabulation report to the voted ballot count and
reconciliation count for each precinct and take necessary action to reconcile any
differences.
Location: Miami-Dade County Elections Department
2700 N.W. 87th Avenue
Miami, FL 33172
Staff: One (1) Supervisor
(5) Staff members or as needed
Equipment: N/A
DS200 Election Day Reconciliation
• On Election Day all Data Transmission Specialists Administrators will complete The Tab
Verification by Collection Center Report Check list (exhibit A1) and verify that all media
was transported to the collection center for collection or regional site transmission. The
media information is compared against the manifest log. Once verification is complete the
Data Transmission Specialist will either upload the results from all DS200’s using the
certified thumb drives via the regional laptop or collect the media for return to Election
Headquarters. Once all thumb drives have been uploaded from every precinct, prior to
releasing the Data Transmission Specialist and the Data Transmission Administrator, the
tabulation staff will produce the DS200 precinct process list (EL50) (exhibit A2) to verify
that all thumb drives were successfully transmitted. The EL50 will serve as verification that
all results from the thumb drives were accurately transmitted. Any discrepancy will be
noted, and missing thumb drives must be recorded by precinct on the Collection Center
Log (exhibit A3).
o If any corrective action is required such as missing media (thumb drives) Tabulation
manager will notify the Deputy Supervisor of Information Systems Immediately
• Prior to certification of the official results the Tabulation staff will reconcile Election night
results by verifying the totals, precinct by precinct from the EL45 and EL30 report with the
EL50.The Post-Election Process consists of the following
o The re-tabulation of all DS200s used on Election Day and Early Voting. Re-
tabulation is done on the secured network in the tabulation room. Using
Electionware acquire and produce options which captures and generates the
Election Night Audit Results Report (Exhibit J). This report is used to validate
Unofficial Election Night Results. More importantly to ensure results were received
and tabulated correctly.
o Using the local drive on the secure work station
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o Producing reports from ERM prior to the capture process, and uploading results
o Upload all thumb drives following the established procedures.
o Compare Election Night Audit Results with the (EL30 and EL45) Election Night
Results.
o Individual completing the audit must sign the copy of the audit results (EL45 and
EL30 and EL50).
Copy audit reports in to Audit folder located in Q: on the network
Post-Election Audit Procedures
Scope and Definition:
The audit of election results is conducted after certification of each election. The audit function
includes the manual count of paper ballots and ballot image reports of a randomly selected race
and randomly selected precinct(s) applicable to that contest. A comparison of the manual tallies to
the voting system tallies ensures confidence that the election results have captured votes
accurately.
The selection of the contest and precinct(s) are randomly chosen. Once the contest is determined,
the precinct(s) audited will also be selected at random using the same method or using ten-sided
dices.
The manual audit process shall include Election Day, Vote-by-Mail (which includes provisional and
Early Voting ballots) reported in separate columns on a consolidated tally sheet, in at least 1 - 2%
percent of the precincts chosen via random selection.
The audit must be completed by no later than the 7th day following the election certification. A report
shall be submitted to the Canvassing Board identifying the results of the audit containing the
following information:
1. The overall accuracy of the audit;
2. A description of any problems or discrepancies encountered, if any;
3. The likely cause of any problems or discrepancies encountered, if any;
4. Recommended corrective or remedial actions for any problems or discrepancies encountered,
for the purposes of avoiding or mitigating such problems or discrepancies in future elections.
Procedures:
The audit shall be conducted in a room large enough to accommodate the necessary number of
staff for the audit teams, the canvassing board members or representatives and observers.
Members of the public shall be allowed to observe the audit process from a separate area
designated by the Canvassing Board.
The Board may adopt reasonable rules and policies to ensure the public does not interfere or
otherwise disturb the manual audit, including taking whatever reasonable action is necessary to
have disruptive and unruly persons removed by law enforcement officials.
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All Election Day, Vote-by-Mail, Provisional, and Early Voting ballots shall be placed in precinct
order.
When performing the audit tally, there should be no less than two teams of two Election personnel
and one Audit Supervisor for the race to be counted. The Audit Supervisor will distribute the ballots
to the various teams. Once a team has received their ballots, they will start counting the number of
votes for the first candidate or contest option and will keep the ballots in piles of 10. All questionable
ballots shall be brought to the attention of the Audit Supervisor. Team members will quality-assure
each other’s ballot count and once they agree on the total number of ballots, they will provide the
tally to the Audit Supervisor.
The Audit Supervisor will keep a tally of all teams and will read the final number for the first
candidate/contest option to the Canvassing Board. If the number of votes for the first
candidate/contest option matches with number on the EL45 report provided by the Tabulation
Manager, the teams will proceed to count the number of votes for the next candidate/contest option,
so forth and so. The teams will also provide the total number of over-votes and under-votes for that
contest. If the manual tally and official vote totals show a discrepancy in any contest of ½ of 1% or
more of the votes being audited, the Board must investigate the discrepancy. This shall be done
by the Board determining if the difference can be reconciled by reviewing the official totals and the
stack set. If the re-tally and totals still are ½ of 1% or more of the votes being audited, the Board
shall direct a different audit team, if available, to conduct a manual re-tally.
During the tally, the ballot(s) being read, and the tally sheets shall be kept within clear view of the
observers.
The audit supervisor will enter the information on the post-election audit summary worksheet.
Each Post Election Tally Sheet for Vote-by-Mail, Early Voting, and Election Day shall contain the
following information:
The name of each candidate or selection being voted for and the specific office or contest for
which each is being voted.
1. Enough space to permit the tallying of the full vote cast for and against each candidate and or
contest.
2. The audit team members keeping the tally sheets shall record opposite each name or contest,
with pen or indelible pencil, the number of votes by tallies as the name of each candidate or
contest voted upon is read aloud from the respective ballot.
The Audit Supervisor will prepare the “Voting System Post Election Audit Report” and will submit
it to the Canvassing Board Members for their review and signature. The Audit Supervisor will
make copies of the “Voting System Post Election Audit Report”, the “Audit Team Worksheets”
and the “Precinct Summary.” In case of a municipal election, the original copy will be submitted to
the Municipal Clerk; for county elections, the original is returned to the Municipal Elections
Coordinator. The Audit Supervisor will also scan a copy of that package and send it via email to
the State Division of Elections. The Municipal Elections Coordinator will file a hard copy of all the
post-election audit documents in the folder pertaining to that election as well as an electronic
copy.
Once the post-election audit is completed, the Web Manager is advised to publish the “Official
Results” online.
Page | 74
Exhibits Listing
Exhibit Name
Exhibit A Election Schedule (Microsoft Project Plans by Division)
Exhibit A1 Tab Verification by Collection Center
Exhibit A2 DS200 Precinct Process List (EL 50)
Exhibit A3 Collection Center Checklist
Exhibit B Equipment Allocation Form
Exhibit C Master Duplication Log – Regular
Exhibit D Master Duplication Log – Faxes
Exhibit E BOT Inventory Transfer
Exhibit F Media Manifest
Exhibit G Election File Log
Exhibit H EViD Transfer of Custody Manifest
Exhibit I Collection Center Precinct Checklist
Exhibit J Election Night Audit Results
Exhibit K Table of Organization
Attachment Listing
Number Name
Attachment 1 Monday Afternoon ATS Delivery Receipt
Attachment 2A Telephone Information Sheet
Attachment 2B Telephone Information Sheet
Attachment 3 Collection Center Sign-In Sheet
Attachment 4 EPrecincts ATS – Routes Report By Precinct
Attachment 5 Elections Specialist (ES) Receipt
Attachment 6 Certificate Of Security
Attachment 7 Incident Report Log
Attachment 8A Election Day Sign-In Sheet - Monday Night
Attachment 8B Election Day Sign-In Sheet - Tuesday
Attachment 9 Collection Center Dismissal Checklist
Attachment 10 Wait Time Indicator
Attachment 11 Collection Center Transmittal Form
Attachment 12 Board List for Collection Centers
Attachment 13 Provisional Ballot Log
Attachment 14 Election Day Voter Certificate
Attachment 15 Collection Center Receipt
Attachment 15A Collection Center Receipt Tech Scans
Attachment 16 Transfer of Custody Provisional Ballots and Voted Ballot Bins
Attachment 17 After the Polls Close Checklist
Attachment 18 Early Voting VBM Ballot Log
Attachment 19 Early Voting Transfer of Custody for Vote By Mail Ballots
Attachment 20 Early Voting VBM Secure Ballot Intake Station Removal Form
Attachment 21 Clerk & Assistant Clerk Manual (Combo - includes
Inspector/Deputy Manual)
Attachment 22 Elections Specialist Manual
Page | 76
Exhibit A
ID % Task Name Duration Start Finish Resource Names 2009
Complete H1
37 100% 2.1.3.5 General bag preparation 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
38 100% 2.1.3.6 Electrical bag preparation 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
39 100% 2.1.3.7 Cleaning kit bag preparation 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
40 100% 2.1.3.8 Prepare & place Monday bag inside Supply Can 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
41 100% 2.1.3.9 Prepare & place Tuesday bag inside Supply Can 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
42 100% 2.1.3.10 75' Exit Poll sign preparation 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
43 100% 2.1.3.11 Prepare precinct signs bags (including welcome to PCT sign) 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
44 100% 2.1.3.12 Seal bag preparation & Equipment assignment using BOT 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
45 100% 2.1.3.13 Check PCT labels & signs per latest PCT list/review for SB & reprint signs/labels if necessary 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
46 100% 2.1.3.14 Place UPS inside BTC 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
47 100% 2.1.3.15 Place Hand Carts inside BTC 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
48 100% 2.1.3.16 Place 75' Exit Pool sign inside Supply Cans 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
49 100% 2.1.3.17 Equipment assignment (using BOT) 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
50 100% 2.1.3.18 Deadline for WHS to complete Supply Cans 50 days Mon 4/27/20 Fri 7/3/20 Warehouse Staff
51 100% 2.1.3.19 QA Team: Final QA of Supply Cans 5 days Mon 7/6/20 Fri 7/10/20 QA Staff
52 100% 2.1.3.20 Preparation of privacy folders and flow charts 35 days Mon 4/27/20 Fri 6/12/20 Warehouse Staff
53 100% 2.1.3.21 Preparation of Results Bag 35 days Mon 4/27/20 Fri 6/12/20 Warehouse Staff
54 100% 2.1.3.22 Prepare Clerk's Kits supply bags 46 days Mon 4/27/20 Mon 6/29/20 Warehouse Staff
55 100% 2.1.3.23 Deadline for WHS to receive sample ballots 1 day Fri 7/24/20 Fri 7/24/20 Warehouse Staff
56 100% 2.1.3.24 Place sample ballots in Supply Can 10 days Mon 7/27/20 Fri 8/7/20 Warehouse Staff
57 100% 2.1.3.25 Parent/child relationship & equipment assignment (Results Bag, Supply Can using BOT) 9 days Tue 6/30/20 Thu 7/9/20 Warehouse Staff
58 100% 2.1.3.26 Parent child relationship and place cell phones inside (verify cell number & PCT numbers match master list 9 days Tue 6/30/20 Thu 7/9/20 Warehouse Staff
before placement)
59 100% 2.1.4 Preparation of Provisional Ballot Kit boxes 24 days Mon 6/22/20 Mon 7/20/20 Warehouse Staff
60 100% 2.1.4.1 Prepare provisional ballot kits (PBK) 5 days Mon 6/22/20 Fri 6/26/20 Warehouse Staff
61 100% 2.1.4.2 Equipment Assignment 5 days Thu 7/9/20 Wed 7/15/20 Warehouse Staff
62 100% 2.1.4.3 Printed Provisional Ballots due from ISD for WHS to complete Provisional Ballot Box w/ PBK 11 days Mon 7/6/20 Sat 7/18/20 Warehouse Staff
63 100% 2.1.4.4 Consolidate Provisional Ballot Kits w/ provisional ballot boxes & parent/child relationship 5 days Mon 7/20/20 Fri 7/24/20 Warehouse Staff
64 100% 2.1.4.5 QA Team: Final QA of Provisional ballots (page by page) & Kits 2 days Mon 7/27/20 Tue 7/28/20 QA Staff
65 99% 2.1.5 Ballots 20 days Mon 6/29/20 Tue 7/21/20 Logistics Staff
66 100% 2.1.5.1 Print order by Systems to ISD for Ballots 1 day Mon 6/29/20 Mon 6/29/20 Systems
67 100% 2.1.5.2 QA Team sent to ISD to provide support for ballot printing process 20 days Mon 6/29/20 Tue 7/21/20 QA Staff
68 100% 2.1.5.3 Printed ballots due from ISD at Elections WHS 20 days Thu 7/2/20 Fri 7/24/20 ISD
69 100% 2.1.5.4 Receiving ballots using BOT and assigning locations 20 days Thu 7/2/20 Fri 7/24/20 Warehouse Staff
70 100% 2.1.5.5 QA Team: Start QA of ballots (page-by-page) ongoing 21 days Thu 7/2/20 Mon 7/27/20 QA Staff
71 99% 2.2 Warehouse and Logistics: Early Voting Support 13 days Mon 8/3/20 Sun 8/16/20 Warehouse Staff
72 100% 2.2.1 Receive Early Voting Allocation Form 1 day Mon 6/22/20 Mon 6/22/20 Systems
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % Task Name Duration Start Finish Resource Names 2009
Complete H1
73 100% 2.2.2 Prepare all Early Voting supplies and stage them by EV Site numbers 19 days Wed 6/24/20 Fri 7/17/20 Warehouse Staff
74 100% 2.2.3 QA Team: QA all EV supplies for EV Cycle 6 days Sun 7/19/20 Fri 7/24/20 QA Staff
75 100% 2.2.4 EV delivery for the 08/18/2020 August Primary Election 4 days Mon 7/27/20 Thu 7/30/20 Warehouse Staff
76 99% 2.3 Warehouse and Logistics: Election Day Support 86 days Mon 4/27/20 Sun 8/16/20 Warehouse Staff
77 100% 2.3.1 Begin acceptance of DS200s (functional test of all DS200's before preparation) 5 days Fri 7/10/20 Sat 7/18/20 Warehouse Staff
78 100% 2.3.2 WSH: Start preparation of Voting Equipment w/ Media 7 days Fri 7/10/20 Sat 7/18/20 Warehouse Staff
79 100% 2.3.3 WSH: Insert Special Instructions Flyers (when applicable) 7 days Fri 7/10/20 Sat 7/18/20 Warehouse Staff
80 100% 2.3.4 WHS: Start Final QA of all Voting Equipment with QA staff 7 days Fri 7/10/20 Sat 7/18/20 Warehouse Staff
81 100% 2.3.5 Preparation and staging of BTCs for BOT loading in route order 7 days Fri 7/10/20 Sat 7/18/20 Warehouse Staff
82 100% 2.3.6 QA Team: Final QA of ExpressVotes & Privacy Booths (simultaneously w/ WHS' 2nd QA) 7 days Fri 7/10/20 Sat 7/18/20 QA Staff
83 100% 2.3.7 Picking Ballots and placing on BTCs 5 days Mon 7/27/20 Fri 7/31/20 Warehouse Staff
84 100% 2.3.8 Loading BTCs using BOT 5 days Mon 7/27/20 Fri 7/31/20 Warehouse Staff
85 100% 2.3.9 QA Team: Closing and Snap of BTCs 5 days Mon 8/3/20 Fri 8/7/20 QA Staff
86 100% 2.3.10 WHS: Start loading trucks for deliveries 8 days Sun 8/9/20 Sun 8/16/20 Warehouse Staff
87 100% 2.3.11 WHS: Deliveries for the week (Monday thru Friday & Sunday) 8 days Mon 8/10/20 Mon 8/17/20 Warehouse Staff
88 100% 2.3.12 Logistics: QA Scouting for the week (Monday thru Monday) 8 days Mon 8/10/20 Mon 8/17/20 Warehouse Staff
89 100% 2.3.13 Pickup Early Voting Reserve ballots 0 days Thu 8/13/20 Thu 8/13/20 Warehouse Staff
90 100% 2.3.14 Logistics: Redistribution of EV reserve ballots for ED use 4 days Fri 8/14/20 Mon 8/17/20 Warehouse Staff
91 100% 2.3.15 Election Day: Warehouse support 2 days Mon 8/17/20 Tue 8/18/20 Warehouse Staff
92 0% 2.4 Warehouse and Logistics: Post-Election Activities 13 days Wed 8/19/20 Fri 9/4/20 Warehouse Staff
93 0% 2.4.1 Pick-up Equipment at Polling Places 3 days Wed 8/19/20 Fri 8/21/20 Warehouse Staff
94 0% 2.4.2 Election-Night Inventory of Provisional Bags 1 day Tue 8/18/20 Tue 8/18/20 QA Staff
95 0% 2.4.3 Inventory and restock of election equipment and materials 10 days Mon 8/24/20 Fri 9/4/20 Warehouse Staff
96 98% 3 ADMINISTRATION AND LOGISTICS 69 days Mon 5/25/20 Wed 8/19/20
97 100% 3.1 Outsourcing Deliveries 28 days Mon 5/25/20 Wed 7/1/20
98 100% 3.1.1 ITQ/Route Development 30 days Mon 5/4/20 Fri 6/12/20 Operations
99 100% 3.1.2 Awarding 5 days Mon 6/15/20 Fri 6/19/20 Operations
100 100% 3.1.3 Delivery Coordination 5 days Mon 6/22/20 Fri 6/26/20 Operations
101 99% 3.2 Allocation Form 11 days Mon 5/25/20 Mon 6/8/20 Logistics Staff
102 100% 3.2.1 Input polling places, precincts, TPP, TBD, voter registration counts 1 day Mon 5/25/20 Mon 5/25/20 Logistics Staff
103 100% 3.2.2 Adjust all criterias and formulas 3 days Mon 5/25/20 Wed 5/27/20 Logistics Staff
104 100% 3.2.3 First level of QA 2 days Wed 5/27/20 Thu 5/28/20 Logistics Staff
105 100% 3.2.4 Second level of QA 2 days Thu 5/28/20 Fri 5/29/20 Logistics Staff
106 100% 3.2.5 Submission to management for Director's Office approval 1 day Mon 6/1/20 Mon 6/1/20 Logistics Staff
107 100% 3.2.6 Allocation Form Release 1 day Mon 6/8/20 Mon 6/8/20 Logistics Staff
108 100% 3.3 Vendor Truck Rental 41 days Wed 6/17/20 Wed 6/17/20 Logistics Staff
109 100% 3.3.1 Warehouse Truck Rental Request 10 days Mon 6/15/20 Fri 6/26/20 Logistics Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % Task Name Duration Start Finish Resource Names 2009
Complete H1
110 100% 3.3.2 Warehouse Truck Rental Pickups EV thru ED 10 days Mon 7/27/20 Fri 8/7/20 Warehouse Staff
111 99% 3.4 Vendor Truck Rental Fuel Cards 1 day Mon 7/13/20 Mon 7/13/20 Logistics Staff
112 100% 3.4.1 Truck Rental Fuel Cards Assignment for Warehouse 1 day Mon 7/20/20 Mon 7/20/20 Logistics Staff
113 100% 3.4.2 Fuel Cards delivered to Warehouse 1 day Fri 7/24/20 Fri 7/24/20 Logistics Staff
114 91% 3.5 ISD Request for Rental Vehicles 45 days Mon 6/29/20 Thu 8/20/20 Logistics Staff
115 100% 3.5.1 Request for rental vehicles from divisions 10 days Mon 6/15/20 Fri 6/26/20 Logistics Staff
116 100% 3.5.2 Submission of request for rental vehicles to Royal Rent A Car 5 days Mon 7/6/20 Fri 7/10/20 Logistics Staff
117 100% 3.5.3 Rental vehicles pick up by divisions 16 days Mon 7/27/20 Fri 8/14/20 All Divisions
118 0% 3.5.4 Rental vehicles return by divisions 3 days Wed 8/19/20 Fri 8/21/20 All Divisions
119 100% 3.6 ISD Security Guards and Generator 22 days Mon 7/27/20 Mon 7/27/20 Logistics Staff
120 100% 3.6.1 Request backup generator from ISD Manager's Office 1 day Mon 7/20/20 Mon 7/20/20 Logistics Staff
121 100% 3.6.2 Request for Security Guards from Divisions 37 days Tue 7/7/20 Wed 8/19/20 Logistics Staff
122 100% 3.6.3 Request/Confirmation for Security Guard from SOC 37 days Tue 7/7/20 Wed 8/19/20 Logistics Staff
123 100% 4 LOGIC AND ACCURACY TESTING OF ELECTIONS EQUIPMENT 25 days Fri 6/26/20 Mon 7/27/20 Logistics Staff
124 100% 4.1 Develop and create Logic and Accuracy Test platform 21 days Fri 6/26/20 Tue 7/21/20 Logistics Staff
125 100% 4.1.1 Format Layout of Excel spreadsheets & EL45/EL30 summaries 6 days Fri 6/26/20 Fri 7/3/20 Logistics Staff
126 100% 4.1.2 Receive all Ballot Styles within VBM/EV/ED & PROV/BOD/Commercial 21 days Fri 6/26/20 Tue 7/21/20 Logistics Staff
127 100% 4.1.3 Perform Randomization 3 days Fri 6/26/20 Tue 6/30/20 Logistics Staff
128 100% 4.1.4 Request Test Desk from Tabulation 1 day Fri 6/26/20 Fri 6/26/20 Systems
129 100% 4.1.5 Bubble test deck pattern to all voting modalities/ballot styles 14 days Fri 6/26/20 Wed 7/15/20 Logistics Staff
130 100% 4.1.6 1st QA of bubbled test deck pattern to all voting modalities/ballot styles 5 days Fri 6/26/20 Thu 7/2/20 Logistics Staff
131 100% 4.1.7 2nd QA of bubbled test deck pattern to all voting modalities/ballot styles 5 days Fri 6/26/20 Thu 7/2/20 Logistics Staff
132 100% 4.1.8 Create ExpressVote voting scripts 8 days Fri 6/26/20 Mon 7/6/20 Logistics Staff
133 100% 4.1.9 Create EL30 summaries 7 days Fri 6/26/20 Sat 7/4/20 Logistics Staff
134 100% 4.1.10 Create EL45 summary 7 days Fri 6/26/20 Sat 7/4/20 Logistics Staff
135 100% 4.1.11 Receive equipment serial numbers from WHS 1 day Mon 7/20/20 Mon 7/20/20 Warehouse
136 100% 4.1.12 Randomize equipment serial numbers 2 days Fri 6/26/20 Mon 6/29/20 Logistics Staff
137 100% 4.1.13 First QA of EL30 summaries 5 days Fri 6/26/20 Thu 7/2/20 Logistics Staff
138 100% 4.1.14 Create envelope labels 1 day Fri 6/26/20 Fri 6/26/20 Logistics Staff
139 100% 4.1.15 Second QA of all EL30 summaries 5 days Fri 6/26/20 Thu 7/2/20 Logistics Staff
140 100% 4.1.16 Create/mail merge voter scribe templates 1 day Fri 6/26/20 Fri 6/26/20 Logistics Staff
141 100% 4.1.17 Create Voters Who Voted Roster 3 days Fri 6/26/20 Tue 6/30/20 Logistics Staff
142 100% 4.1.18 L&A setup, walk through and staff notification 2 days Fri 6/26/20 Mon 6/29/20 Logistics Staff
143 100% 4.1.19 Final QA of all documents and stuff envelopes 4 days Fri 6/26/20 Wed 7/1/20 Logistics Staff
144 100% 4.2 Pre L&A Testing 2 days Mon 7/27/20 Tue 7/28/20 Logistics Staff
145 100% 4.2.1 Setup & QA all manila folders onto voting equipment 1 day Mon 7/20/20 Mon 7/20/20 Logistics Staff
146 100% 4.2.2 Conduct voter scribe/QA training session for participating L&A Staff 1 day Mon 7/27/20 Mon 7/27/20 Logistics Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % Task Name Duration Start Finish Resource Names 2009
Complete H1
147 100% 4.2.3 Perform Pre L&A 1 day Mon 7/27/20 Mon 7/27/20 Logistics Staff
148 100% 4.2.4 Revision, QA and re-assemble Official L&A 2 days Mon 7/27/20 Tue 7/28/20 Logistics Staff
149 100% 4.3 Official L&A Testing 1 day Wed 7/29/20 Wed 7/29/20 Logistics Staff
150 100% 4.3.1 Setup & QA all manila folders onto voting equipment 2 days Mon 7/27/20 Tue 7/28/20 Logistics Staff
151 100% 4.3.2 Conduct voter scribe/QA training session for participating staff 1 day Wed 7/29/20 Wed 7/29/20 Logistics Staff
152 100% 4.3.3 Perform Official L&A 1 day Wed 7/29/20 Wed 7/29/20 Logistics Staff
153 100% 4.3.4 Prepare & package all documentation for records retention/storage 8 days Wed 7/29/20 Fri 8/7/20 Logistics Staff
154 86% 5 Polling Place Coordination 20 days Mon 5/18/20 Fri 6/12/20 Polling Places Staff
155 100% 5.1 PP: Secure Polling Places for elections (Phone & Mailings) 11 days Mon 5/18/20 Mon 5/18/20 Polling Places Staff
156 100% 5.1.1 Test phone lines/connectivity/transmission 43 days Mon 5/25/20 Sun 7/19/20 Polling Places Staff
157 100% 5.1.2 Print reports for Election Website which contain district, municipalities and PCT breakdown 1 day Mon 5/18/20 Mon 5/18/20 Polling Places Staff
158 100% 5.1.3 Print out Elections Dept report Web Application for county/municipalies 5 days Mon 4/20/20 Fri 4/24/20 Polling Places Staff
159 100% 5.1.4 Prepare Collection PCT check off list 11 days Mon 5/18/20 Mon 6/1/20 Polling Places Staff
160 100% 5.1.5 Collection Centers Supervisor list 1 day Mon 7/6/20 Mon 7/6/20 Polling Places Staff
161 100% 5.1.6 Canvass for Temporary/Permanent Polling Places 5 days Mon 5/25/20 Fri 5/29/20 Polling Places Staff
162 100% 5.1.7 Polling Place Surveys/ADA Temporary/Permanent Location 20 days Mon 5/4/20 Fri 5/29/20 Polling Places Staff
163 100% 5.1.8 ADA Early Voting Survey 5 days Mon 7/6/20 Fri 7/10/20 Polling Places Staff
164 100% 5.1.9 Place ISD Work Order/Prints for Temporary/Permanent 10 days Mon 6/1/20 Fri 6/12/20 Polling Places Staff
165 100% 5.1.10 Place ISD Ramp Installation 14 days Mon 8/3/20 Mon 8/17/20 Polling Places Staff
166 100% 5.1.11 Secure Polling Place Authorization Letter mailings 10 days Mon 5/18/20 Fri 5/29/20 Polling Places Staff
167 100% 5.1.12 Call facilities for authorization 5 days Mon 5/25/20 Fri 5/29/20 Polling Places Staff
168 100% 5.1.13 Secure Polling Place Reminder Letter mailings 1 day Fri 7/10/20 Fri 7/10/20 Polling Places Staff
169 100% 5.1.14 Polling Place spreadsheet Authorization check off 10 days Mon 5/18/20 Fri 5/29/20 Polling Places Staff
170 100% 5.1.15 Polling Place telephone spreadsheet 43 days Mon 5/25/20 Sun 7/19/20 Polling Places Staff
171 100% 5.1.16 Early/Late Activation listing 5 days Mon 6/8/20 Fri 6/12/20 Polling Places Staff
172 100% 5.1.17 Posters Temporary/Permanent and Special signs (request) 5 days Mon 7/27/20 Fri 7/31/20 Polling Places Staff
173 100% 5.1.18 Cell Phone listing 5 days Mon 7/27/20 Fri 7/31/20 Polling Places Staff
174 100% 5.1.19 Routes Delivery/Pickup : Delivery Excel Spreadsheet 33 days Mon 4/20/20 Wed 6/3/20 Polling Places Staff
175 100% 5.1.20 Routes: VR Delivery/Pickups 10 days Mon 6/1/20 Fri 6/12/20 Polling Places Staff
176 100% 5.1.21 Precinct Finder Temporary/Permanent 5 days Mon 6/1/20 Fri 6/5/20 Polling Places Staff
177 100% 5.1.22 Photos and sketches for Temporary/Permanent 26 days Mon 4/20/20 Mon 5/25/20 Polling Places Staff
178 100% 5.1.23 Collection Center Authorization Letters 5 days Mon 6/1/20 Fri 6/5/20 Polling Places Staff
179 100% 5.1.24 Lock Box Installation for Deliveries/Election Day/Pickups 7 days Mon 8/3/20 Mon 8/10/20 Polling Places Staff
180 41% 5.2 Election Central Call Center 36 days Tue 7/7/20 Tue 8/18/20 Polling Places Staff
181 41% 5.2.1 PP: Monitor opening of polling places 2 days Mon 8/17/20 Tue 8/18/20 Polling Places Staff
182 100% 5.2.1.1 Creation of Election Central Manuals 32 days Tue 7/7/20 Fri 8/14/20 Operations Staff
183 100% 5.2.1.2 Obtain confirmation from ITD for Eprecinct and Monday/Tuesday Tech Support 1 day Mon 7/27/20 Mon 7/27/20 Polling Places Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % Task Name Duration Start Finish Resource Names 2009
Complete H1
184 100% 5.2.1.3 Contact ITD, AT&T and FPL 1 day Mon 7/13/20 Mon 7/13/20 Polling Places Staff
185 0% 5.2.1.4 Monitor and resolve facility phone issues arising during the day 2 days Mon 8/17/20 Tue 8/18/20 Polling Places Staff
186 0% 5.2.1.5 Monitor closing of Polling Places 2 days Mon 8/17/20 Tue 8/18/20 Polling Places Staff
187 0% 5.2.1.6 Post Election Day Reports 3 days Wed 8/19/20 Fri 8/21/20 Polling Places Staff
188 0% 5.2.1.7 Call facility owners to send invoice for payment 13 days Wed 8/19/20 Fri 9/4/20 Polling Places Staff
189 0% 5.2.1.8 Provide Finance with invoices presented by facility owners 24 days Wed 8/19/20 Mon 9/21/20 Polling Places Staff
190 0% 5.2.1.9 Inventory of all items used for ADA compliance 6 days Mon 8/31/20 Mon 9/7/20 Polling Places Staff
191 100% 5.2.1.10 Prepare EV BTCs 1 day Fri 7/31/20 Fri 7/31/20 Polling Places Staff
192 78% 6 Post-Election Audit Process 14 days Mon 8/3/20 Mon 8/17/20 All Divisions
193 100% 6.1 EV Pre-Sort 14 days Mon 8/3/20 Mon 8/17/20 QA Staff
194 0% 6.2 Selection of Precincts to be audited by Municipalities 1 day Tue 8/25/20 Tue 8/25/20 Office of Govt Affairs
195 0% 6.3 Post-Election Audit Process 3 days Fri 8/28/20 Tue 9/1/20 All Divisions
196 94% 7 Seasonal Staff Hiring 67 days Mon 5/4/20 Thu 7/30/20 All Divisions
197 100% 7.1 Completion of recruitment for all Seasonal Staff 57 days Wed 5/6/20 Mon 7/20/20 HR Staff
198 90% 7.2 Start/release date for Seasonals 74 days Wed 6/10/20 Fri 9/11/20 Finance Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
Complete H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1
0 96%
1
2 99%
3 99% 8/18
4 100% Liz
5 100% Systems
6 100% Systems
7 100% Warehouse Staff
8 100% QA Staff
9 100% Systems
10 100% Systems
11 100% Office of Govt Affairs
12 100% Operations
13 100% 7/20
14 100% Systems
15 100% Warehouse Staff
16 100% Systems
17 100% L&A Staff
18 100% Systems
19 100% Operations
20 99%
21 99%
22 99%
23 100% Warehouse Staff
24 100% Warehouse Staff
25 100% Warehouse Staff
26 100% Warehouse Staff
27 100% Warehouse Staff
28 99%
29 100% Information Systems
30 100% Warehouse Staff
31 100% Warehouse Staff
32 99%
33 100% Warehouse Staff
34 100% Warehouse Staff
35 100% Warehouse Staff
36 100% Warehouse Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
Complete H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1
37 100% Warehouse Staff
38 100% Warehouse Staff
39 100% Warehouse Staff
40 100% Warehouse Staff
41 100% Warehouse Staff
42 100% Warehouse Staff
43 100% Warehouse Staff
44 100% Warehouse Staff
45 100% Warehouse Staff
46 100% Warehouse Staff
47 100% Warehouse Staff
48 100% Warehouse Staff
49 100% Warehouse Staff
50 100% Warehouse Staff
51 100% QA Staff
52 100% Warehouse Staff
53 100% Warehouse Staff
54 100% Warehouse Staff
55 100% Warehouse Staff
56 100% Warehouse Staff
57 100% Warehouse Staff
58 100% Warehouse Staff
59 100%
60 100% Warehouse Staff
61 100% Warehouse Staff
62 100% Warehouse Staff
63 100% Warehouse Staff
64 100% QA Staff
65 99%
66 100% Systems
67 100% QA Staff
68 100% ISD
69 100% Warehouse Staff
70 100% QA Staff
71 99%
72 100% Systems
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
Complete H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1
73 100% Warehouse Staff
74 100% QA Staff
75 100% Warehouse Staff
76 99%
77 100% Warehouse Staff
78 100% Warehouse Staff
79 100% Warehouse Staff
80 100% Warehouse Staff
81 100% Warehouse Staff
82 100% QA Staff
83 100% Warehouse Staff
84 100% Warehouse Staff
85 100% QA Staff
86 100% Warehouse Staff
87 100% Warehouse Staff
88 100% Warehouse Staff
89 100% 8/13
90 100% Warehouse Staff
91 100% Warehouse Staff
92 0%
93 0% Warehouse Staff
94 0% QA Staff
95 0% Warehouse Staff
96 98%
97 100%
98 100% Operations
99 100% Operations
100 100% Operations
101 99%
102 100% Logistics Staff
103 100% Logistics Staff
104 100% Logistics Staff
105 100% Logistics Staff
106 100% Logistics Staff
107 100% Logistics Staff
108 100%
109 100% Logistics Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
Complete H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1
110 100% Warehouse Staff
111 99%
112 100% Logistics Staff
113 100% Logistics Staff
114 91%
115 100% Logistics Staff
116 100% Logistics Staff
117 100% All Divisions
118 0% All Divisions
119 100%
120 100% Logistics Staff
121 100% Logistics Staff
122 100% Logistics Staff
123 100%
124 100%
125 100% Logistics Staff
126 100% Logistics Staff
127 100% Logistics Staff
128 100% Systems
129 100% Logistics Staff
130 100% Logistics Staff
131 100% Logistics Staff
132 100% Logistics Staff
133 100% Logistics Staff
134 100% Logistics Staff
135 100% Warehouse
136 100% Logistics Staff
137 100% Logistics Staff
138 100% Logistics Staff
139 100% Logistics Staff
140 100% Logistics Staff
141 100% Logistics Staff
142 100% Logistics Staff
143 100% Logistics Staff
144 100%
145 100% Logistics Staff
146 100% Logistics Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
Complete H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1
147 100% Logistics Staff
148 100% Logistics Staff
149 100%
150 100% Logistics Staff
151 100% Logistics Staff
152 100% Logistics Staff
153 100% Logistics Staff
154 86%
155 100%
156 100% Polling Places Staff
157 100% Polling Places Staff
158 100% Polling Places Staff
159 100% Polling Places Staff
160 100% Polling Places Staff
161 100% Polling Places Staff
162 100% Polling Places Staff
163 100% Polling Places Staff
164 100% Polling Places Staff
165 100% Polling Places Staff
166 100% Polling Places Staff
167 100% Polling Places Staff
168 100% Polling Places Staff
169 100% Polling Places Staff
170 100% Polling Places Staff
171 100% Polling Places Staff
172 100% Polling Places Staff
173 100% Polling Places Staff
174 100% Polling Places Staff
175 100% Polling Places Staff
176 100% Polling Places Staff
177 100% Polling Places Staff
178 100% Polling Places Staff
179 100% Polling Places Staff
180 41%
181 41%
182 100% Operations Staff
183 100% Polling Places Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
ID % 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
Complete H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1
184 100% Polling Places Staff
185 0% Polling Places Staff
186 0% Polling Places Staff
187 0% Polling Places Staff
188 0% Polling Places Staff
189 0% Polling Places Staff
190 0% Polling Places Staff
191 100% Polling Places Staff
192 78%
193 100% QA Staff
194 0% Office of Govt Affairs
195 0% All Divisions
196 94%
197 100% HR Staff
198 90% Finance Staff
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
OPERATIONS DIVISION - 08.18.202
Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
Thu 1/21/21
Thu 1/21/21
ID % Work Task Name Duration Start Finish Predecessors
Complete
0 0% Voter Services Projects August 18, 2020 154 days? Thu 3/5/20 Tue 9/29/20
1
2 0% 1 Registration 112 days? Mon 3/23/20 Fri 8/21/20
3 0% 1.1 Registered Voters: 1,480,962 (389,968 REP; 617,948 DEM) 0 days Fri 5/15/20 Fri 5/15/20
4 100% 1.2 Process registration applications received for new and existing voters 94 days Mon 3/23/20 Thu 7/30/20
5 100% 1.3 Process updates to existing voter records 109 days Thu 3/5/20 Thu 7/30/20
6 100% 1.4 Certify the number of valid signatures for US Senator, Representative in Congress, Judicial, State 1 day? Mon 3/23/20 Mon 3/23/20
Attorney and Public Defender candidates seeking to qualify by petition method
7 100% 1.5 Certify the number of valid signatures for Governor, Attorney General, CFO, Coms. Of Agriculture, 1 day Mon 3/23/20 Mon 3/23/20
State Senator, State Rep., Mullticounty Special District, Prop. Appraiser, Clerk of Ct. School Board
candidates seeking to qualify by petition method
8 100% 1.6 Temporary Staff Interviewing 17 days? Tue 5/12/20 Wed 6/3/20
9 100% 1.7 Temporary Staff Training 35 days Mon 6/15/20 Fri 7/31/20
10 100% 1.8 Temporary Staff Begins Working (1st group) 52 days Mon 6/15/20 Fri 8/21/20
11 100% 1.9 Temporary Staff Begins Working (2nd group) 42 days Mon 6/29/20 Fri 8/21/20
12 100% 1.10 Temporary Staff Begins Working (3rd group) 32 days Mon 7/13/20 Fri 8/21/20
13 100% 1.11 Temporary Staff Begins Working (4th group) 22 days Mon 7/27/20 Fri 8/21/20
14 100% 1.12 Signature Verification Training 5 days Mon 7/27/20 Fri 7/31/20
15 100% 1.13 Books close - Headquarters opened til Midnight 0 days Mon 7/20/20 Mon 7/20/20
16 100% 1.14 Mail Registered and Party Change After Book Closing Letters 15 days Tue 7/21/20 Sat 8/8/20
17 100% 1.15 Research Provisional ballots received at Early Voting Sites 12 days Mon 8/3/20 Sun 8/16/20
18 0% 1.16 Prepare and train 20 EV temps to assist with open/close & Elec Day calls 2 days Mon 3/23/20 Tue 3/24/20
19
20 0% 2 Vote-by-Mail 67 days? Wed 5/20/20 Tue 8/18/20
21 0% 2.1 Permanent Vote-by-Mail Ballot Request on File: 270,205 0 days Wed 5/20/20 Wed 5/20/20
22 100% 2.2 Send Notice of Election Post Card to UOCAVA Voters 1 day Wed 5/20/20 Wed 5/20/20
23 100% 2.3 VBM Staff Move to Offsite Location 3 days Mon 6/1/20 Wed 6/3/20
24 60% 2.4 Send email notifications of free access and VBM information to UOCAVA voters 14 days Thu 7/2/20 Tue 7/21/20
25 100% 2.5 Process VBM Requests Forms 101 days Mon 3/23/20 Sat 8/8/20
26 75% 2.6 Training New Temporary Staff 31 days Mon 6/15/20 Mon 7/27/20
27 100% 2.7 First Mailing to Overseas Voters 1 day Fri 7/3/20 Fri 7/3/20
28 100% 2.8 First Mailing to Domestic Voters 1 day? Thu 7/16/20 Thu 7/16/20
29 75% 2.9 Signature Verification Training 15 days Mon 6/22/20 Fri 7/10/20
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
Project: Voter Services Projects Augus
Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
Project Summary Manual Task Finish-only
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ID % Work Task Name Duration Start Finish Predecessors
Complete
30 75% 2.10 Process Returned ballots (Signature Verification) 33 days Tue 7/7/20 Tue 8/18/20
31 75% 2.11 Mail Affidavits to voters whose ballot was returned with signature discrepancy 31 days Fri 7/3/20 Thu 8/13/20
32 75% 2.12 Send email notifications to UOCAVA voters of returned Vote-by-Mail ballot information 35 days Fri 7/3/20 Tue 8/18/20
33 75% 2.13 Email/Phone/Text Notification to Voter whose ballots was returned with Signature Discrepancy 35 days Fri 7/3/20 Tue 8/18/20
34 0% 2.14 Deadline to process all Affidavit to Cure Signature Discrepancy 0 days Thu 8/20/20 Thu 8/20/20
35 0% 2.15 Deadline for Overseas Voter to return voted ballot 1 day Tue 8/18/20 Tue 8/18/20
36
37 0% 3 Canvass Vote-by-Mail ballots 22 days prior to ED/Open Ballot Process 27 days Mon 7/27/20 Fri 8/28/20
38 100% 3.1 Inform Warehouse of VBM Set-Up/Schedule Guard 6 days Mon 7/20/20 Mon 7/27/20
39 70% 3.2 Prepare referred ballots for Canvassing Board review 23 days Fri 7/24/20 Fri 8/21/20
40 70% 3.3 Prepare ballots accepted by Canvassing Board for tabulation 22 days Mon 7/27/20 Fri 8/21/20
41 100% 3.4 Temporary Staff to Open Ballots begin training 19 days Mon 7/27/20 Tue 8/18/20
42 70% 3.5 Open Ballots for tabulation/Inspect ballots/Duplicate ballots 19 days Mon 7/27/20 Tue 8/18/20
43
44 0% 4 VIC and PSC 47 days Mon 6/22/20 Fri 8/21/20
45 100% 4.1 Staff Begins to work at VIC 0 days Mon 6/22/20 Mon 6/22/20
46 100% 4.2 Prepare Signs for VIC/PSC 10 days Mon 6/8/20 Fri 6/19/20
47 100% 4.3 Place signs at the VIC/PSC 0 days Mon 7/6/20 Mon 7/6/20
48 100% 4.4 Installation of BOD Machines 0 days Thu 7/16/20 Thu 7/16/20
49 50% 4.5 Voting at the VIC/PSC begins 11 days Fri 7/17/20 Fri 7/31/20
50 0% 4.6 Change signs at the VIC - Election Day 0 days Mon 8/17/20 Mon 8/17/20
51
52 0% 5 Election Day 1 day? Tue 8/18/20 Tue 8/18/20
53 100% 5.1 Monitor Phone calls received from Voters and Precinct Clerks 1 day Tue 8/18/20 Tue 8/18/20
54 100% 5.2 Monitor Provisional ballots at the Polls 1 day? Tue 8/18/20 Tue 8/18/20
55 0% 5.3 Receive ballots from last mail run and VIC/Pick up ballots PSC 1 day Tue 8/18/20 Tue 8/18/20
56 0% 5.4 UOCAVA Voters ballots with Post Marked Date Election Day 1 day Tue 8/18/20 Tue 8/18/20
57
58 0% 6 Post Election 30 days Wed 8/19/20 Tue 9/29/20
59 100% 6.1 Process Applications from Polling Places 9 days Wed 8/19/20 Mon 8/31/20
60 100% 6.2 Process Affirmations from Polling Places 2 days Wed 8/19/20 Thu 8/20/20
61 100% 6.3 Verify provisional ballots and prepare for Canvassing Board review 2 days Wed 8/19/20 Thu 8/20/20
62 0% 6.4 Process any changes to Vote-by-Mail Ballots issued by Canvassing Board 9 days Wed 8/19/20 Mon 8/31/20
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
Project: Voter Services Projects Augus
Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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ID % Work Task Name Duration Start Finish Predecessors
Complete
63 0% 6.5 Order translation of rejected letters/Receive translations 1 day Wed 7/1/20 Wed 7/1/20
64 0% 6.6 Prepare letters for rejected Vote-by-Mail Ballots 1 wk Mon 8/24/20 Fri 8/28/20
65 100% 6.7 Prepare letters for Provisional ballot notifications 1 wk Mon 8/24/20 Fri 8/28/20
66 100% 6.8 Mail letters for Provisional Ballots and rejected Vote-by-Mail Ballots within 30 days after ED 10 days Mon 8/31/20 Fri 9/11/20
67 0% 6.9 Division to prepare & submit Election expenses 24 days Wed 8/19/20 Mon 9/21/20
Task External Tasks Duration-only External Tasks
Split External MileTask Manual Summary Rollup External Milestone
Project: Voter Services Projects Augus
Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Resource Names 3, '06 Sep 10, '06 Sep 17, '06 Sep 24, '06 Oct 1, '06 Oct 8, '06 Oct 15, '06 Oct 22, '06
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Resource Names 3, '06 Sep 10, '06 Sep 17, '06 Sep 24, '06 Oct 1, '06 Oct 8, '06 Oct 15, '06 Oct 22, '06
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
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Resource Names 3, '06 Sep 10, '06 Sep 17, '06 Sep 24, '06 Oct 1, '06 Oct 8, '06 Oct 15, '06 Oct 22, '06
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Oct 29, '06 Nov 5, '06 Nov 12, '06 Nov 19, '06 Nov 26, '06 Dec 3, '06 Dec 10, '06 Dec 17, '06
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Oct 29, '06 Nov 5, '06 Nov 12, '06 Nov 19, '06 Nov 26, '06 Dec 3, '06 Dec 10, '06 Dec 17, '06
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Oct 29, '06 Nov 5, '06 Nov 12, '06 Nov 19, '06 Nov 26, '06 Dec 3, '06 Dec 10, '06 Dec 17, '06
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Dec 24, '06 Dec 31, '06 Jan 7, '07 Jan 14, '07 Jan 21, '07 Jan 28, '07 Feb 4, '07 Feb 11, '07 Feb 18, '07
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Dec 24, '06 Dec 31, '06 Jan 7, '07 Jan 14, '07 Jan 21, '07 Jan 28, '07 Feb 4, '07 Feb 11, '07 Feb 18, '07
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
Summary Inactive Summary Start-only Split
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Dec 24, '06 Dec 31, '06 Jan 7, '07 Jan 14, '07 Jan 21, '07 Jan 28, '07 Feb 4, '07 Feb 11, '07 Feb 18, '07
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
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07 Feb 25, '07 Mar 4, '07 Mar 11, '07 Mar 18, '07 Mar 25, '07 Apr 1, '07 Apr 8, '07 Apr 15, '07
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
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07 Feb 25, '07 Mar 4, '07 Mar 11, '07 Mar 18, '07 Mar 25, '07 Apr 1, '07 Apr 8, '07 Apr 15, '07
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
Task External Tasks Duration-only External Tasks
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07 Feb 25, '07 Mar 4, '07 Mar 11, '07 Mar 18, '07 Mar 25, '07 Apr 1, '07 Apr 8, '07 Apr 15, '07
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
Task External Tasks Duration-only External Tasks
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Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
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Apr 22, '07 Apr 29, '07 May 6, '07 May 13, '07 May 20, '07 May 27, '07 Jun 3, '07 Jun 10, '07 Jun 17
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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Apr 22, '07 Apr 29, '07 May 6, '07 May 13, '07 May 20, '07 May 27, '07 Jun 3, '07 Jun 10, '07 Jun 17
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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Apr 22, '07 Apr 29, '07 May 6, '07 May 13, '07 May 20, '07 May 27, '07 Jun 3, '07 Jun 10, '07 Jun 17
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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17, '07 Jun 24, '07 Jul 1, '07 Jul 8, '07 Jul 15, '07 Jul 22, '07 Jul 29, '07 Aug 5, '07 Aug 12, '07
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
Task External Tasks Duration-only External Tasks
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17, '07 Jun 24, '07 Jul 1, '07 Jul 8, '07 Jul 15, '07 Jul 22, '07 Jul 29, '07 Aug 5, '07 Aug 12, '07
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
Task External Tasks Duration-only External Tasks
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17, '07 Jun 24, '07 Jul 1, '07 Jul 8, '07 Jul 15, '07 Jul 22, '07 Jul 29, '07 Aug 5, '07 Aug 12, '07
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
Task External Tasks Duration-only External Tasks
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Aug 19, '07 Aug 26, '07 Sep 2, '07 Sep 9, '07 Sep 16, '07 Sep 23, '07 Sep 30, '07 Oct 7, '07 Oc
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Task External Tasks Duration-only External Tasks
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Aug 19, '07 Aug 26, '07 Sep 2, '07 Sep 9, '07 Sep 16, '07 Sep 23, '07 Sep 30, '07 Oct 7, '07 Oc
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Aug 19, '07 Aug 26, '07 Sep 2, '07 Sep 9, '07 Sep 16, '07 Sep 23, '07 Sep 30, '07 Oct 7, '07 Oc
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Task External Tasks Duration-only External Tasks
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Oct 14, '07 Oct 21, '07 Oct 28, '07 Nov 4, '07 Nov 11, '07 Nov 18, '07 Nov 25, '07 Dec 2, '07 Dec 9, '07
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
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Project: Voter Services Projects Augus
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Thu 1/21/21
Oct 14, '07 Oct 21, '07 Oct 28, '07 Nov 4, '07 Nov 11, '07 Nov 18, '07 Nov 25, '07 Dec 2, '07 Dec 9, '07
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
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Project: Voter Services Projects Augus
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Thu 1/21/21
Oct 14, '07 Oct 21, '07 Oct 28, '07 Nov 4, '07 Nov 11, '07 Nov 18, '07 Nov 25, '07 Dec 2, '07 Dec 9, '07
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
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Project: Voter Services Projects Augus
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Page 27
Thu 1/21/21
Dec 16, '07 Dec 23, '07 Dec 30, '07 Jan 6, '08 Jan 13, '08 Jan 20, '08 Jan 27, '08 Feb 3, '08
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
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Thu 1/21/21
Dec 16, '07 Dec 23, '07 Dec 30, '07 Jan 6, '08 Jan 13, '08 Jan 20, '08 Jan 27, '08 Feb 3, '08
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Page 29
Thu 1/21/21
Dec 16, '07 Dec 23, '07 Dec 30, '07 Jan 6, '08 Jan 13, '08 Jan 20, '08 Jan 27, '08 Feb 3, '08
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
Feb 10, '08 Feb 17, '08 Feb 24, '08 Mar 2, '08 Mar 9, '08 Mar 16, '08 Mar 23, '08 Mar 30, '08 Apr 6, '08
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
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Thu 1/21/21
Feb 10, '08 Feb 17, '08 Feb 24, '08 Mar 2, '08 Mar 9, '08 Mar 16, '08 Mar 23, '08 Mar 30, '08 Apr 6, '08
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
Feb 10, '08 Feb 17, '08 Feb 24, '08 Mar 2, '08 Mar 9, '08 Mar 16, '08 Mar 23, '08 Mar 30, '08 Apr 6, '08
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
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Thu 1/21/21
8 Apr 13, '08 Apr 20, '08 Apr 27, '08 May 4, '08 May 11, '08 May 18, '08 May 25, '08 Jun 1, '08
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
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Project: Voter Services Projects Augus
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Thu 1/21/21
8 Apr 13, '08 Apr 20, '08 Apr 27, '08 May 4, '08 May 11, '08 May 18, '08 May 25, '08 Jun 1, '08
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
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Project: Voter Services Projects Augus
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Thu 1/21/21
8 Apr 13, '08 Apr 20, '08 Apr 27, '08 May 4, '08 May 11, '08 May 18, '08 May 25, '08 Jun 1, '08
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
Jun 8, '08 Jun 15, '08 Jun 22, '08 Jun 29, '08 Jul 6, '08 Jul 13, '08 Jul 20, '08 Jul 27, '08 Aug 3,
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
Jun 8, '08 Jun 15, '08 Jun 22, '08 Jun 29, '08 Jul 6, '08 Jul 13, '08 Jul 20, '08 Jul 27, '08 Aug 3,
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
Jun 8, '08 Jun 15, '08 Jun 22, '08 Jun 29, '08 Jul 6, '08 Jul 13, '08 Jul 20, '08 Jul 27, '08 Aug 3,
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
3, '08 Aug 10, '08 Aug 17, '08 Aug 24, '08 Aug 31, '08 Sep 7, '08 Sep 14, '08 Sep 21, '08 Sep 28, '08
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
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Thu 1/21/21
3, '08 Aug 10, '08 Aug 17, '08 Aug 24, '08 Aug 31, '08 Sep 7, '08 Sep 14, '08 Sep 21, '08 Sep 28, '08
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
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Thu 1/21/21
3, '08 Aug 10, '08 Aug 17, '08 Aug 24, '08 Aug 31, '08 Sep 7, '08 Sep 14, '08 Sep 21, '08 Sep 28, '08
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
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Thu 1/21/21
Oct 5, '08 Oct 12, '08 Oct 19, '08 Oct 26, '08 Nov 2, '08 Nov 9, '08 Nov 16, '08 Nov 23, '08 No
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
Oct 5, '08 Oct 12, '08 Oct 19, '08 Oct 26, '08 Nov 2, '08 Nov 9, '08 Nov 16, '08 Nov 23, '08 No
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Task External Tasks Duration-only External Tasks
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Project: Voter Services Projects Augus
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Thu 1/21/21
Oct 5, '08 Oct 12, '08 Oct 19, '08 Oct 26, '08 Nov 2, '08 Nov 9, '08 Nov 16, '08 Nov 23, '08 No
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
Nov 30, '08 Dec 7, '08 Dec 14, '08 Dec 21, '08 Dec 28, '08 Jan 4, '09 Jan 11, '09 Jan 18, '09 Jan 25, '09
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
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Project: Voter Services Projects Augus
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Thu 1/21/21
Nov 30, '08 Dec 7, '08 Dec 14, '08 Dec 21, '08 Dec 28, '08 Jan 4, '09 Jan 11, '09 Jan 18, '09 Jan 25, '09
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
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Project: Voter Services Projects Augus
Date: Thu 1/21/21 Milestone Inactive Milestone Manual Summary Progress
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Thu 1/21/21
Nov 30, '08 Dec 7, '08 Dec 14, '08 Dec 21, '08 Dec 28, '08 Jan 4, '09 Jan 11, '09 Jan 18, '09 Jan 25, '09
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
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Project: Voter Services Projects Augus
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Thu 1/21/21
Feb 1, '09 Feb 8, '09 Feb 15, '09 Feb 22, '09 Mar 1, '09 Mar 8, '09 Mar 15, '09 Mar 22, '09
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
Feb 1, '09 Feb 8, '09 Feb 15, '09 Feb 22, '09 Mar 1, '09 Mar 8, '09 Mar 15, '09 Mar 22, '09
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
Feb 1, '09 Feb 8, '09 Feb 15, '09 Feb 22, '09 Mar 1, '09 Mar 8, '09 Mar 15, '09 Mar 22, '09
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
Mar 29, '09 Apr 5, '09 Apr 12, '09 Apr 19, '09 Apr 26, '09 May 3, '09 May 10, '09 May 17, '09 May 24, '09
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
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Thu 1/21/21
Mar 29, '09 Apr 5, '09 Apr 12, '09 Apr 19, '09 Apr 26, '09 May 3, '09 May 10, '09 May 17, '09 May 24, '09
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
Mar 29, '09 Apr 5, '09 Apr 12, '09 Apr 19, '09 Apr 26, '09 May 3, '09 May 10, '09 May 17, '09 May 24, '09
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T
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Thu 1/21/21
'09 May 31, '09 Jun 7, '09 Jun 14, '09 Jun 21, '09 Jun 28, '09 Jul 5, '09 Jul 12, '09 Jul 19, '09
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
'09 May 31, '09 Jun 7, '09 Jun 14, '09 Jun 21, '09 Jun 28, '09 Jul 5, '09 Jul 12, '09 Jul 19, '09
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
Task External Tasks Duration-only External Tasks
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Thu 1/21/21
'09 May 31, '09 Jun 7, '09 Jun 14, '09 Jun 21, '09 Jun 28, '09 Jul 5, '09 Jul 12, '09 Jul 19, '09
T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F
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Thu 1/21/21
Jul 26, '09 Aug 2, '09 Aug 9, '09 Aug 16, '09 Aug 23, '09 Aug 30, '09 Sep 6, '09 Sep 13, '09 Sep 20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
Task External Tasks Duration-only External Tasks
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Jul 26, '09 Aug 2, '09 Aug 9, '09 Aug 16, '09 Aug 23, '09 Aug 30, '09 Sep 6, '09 Sep 13, '09 Sep 20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
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Thu 1/21/21
Jul 26, '09 Aug 2, '09 Aug 9, '09 Aug 16, '09 Aug 23, '09 Aug 30, '09 Sep 6, '09 Sep 13, '09 Sep 20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
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20, '09 Sep 27, '09 Oct 4, '09 Oct 11, '09 Oct 18, '09 Oct 25, '09 Nov 1, '09 Nov 8, '09 Nov 15, '09
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
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20, '09 Sep 27, '09 Oct 4, '09 Oct 11, '09 Oct 18, '09 Oct 25, '09 Nov 1, '09 Nov 8, '09 Nov 15, '09
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
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20, '09 Sep 27, '09 Oct 4, '09 Oct 11, '09 Oct 18, '09 Oct 25, '09 Nov 1, '09 Nov 8, '09 Nov 15, '09
M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
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Nov 22, '09 Nov 29, '09 Dec 6, '09 Dec 13, '09 Dec 20, '09 Dec 27, '09 Jan 3, '10 Jan 10, '10 Ja
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
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Nov 22, '09 Nov 29, '09 Dec 6, '09 Dec 13, '09 Dec 20, '09 Dec 27, '09 Jan 3, '10 Jan 10, '10 Ja
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
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Thu 1/21/21
Nov 22, '09 Nov 29, '09 Dec 6, '09 Dec 13, '09 Dec 20, '09 Dec 27, '09 Jan 3, '10 Jan 10, '10 Ja
T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S
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Jan 17, '10 Jan 24, '10 Jan 31, '10 Feb 7, '10 Feb 14, '10 Feb 21, '10 Feb 28, '10 Mar 7, '10 Mar 14, '10
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F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
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F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M
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11 Sep 4, '11 Sep 11, '11 Sep 18, '11 Sep 25, '11 Oct 2, '11 Oct 9, '11 Oct 16, '11 Oct 23, '11
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ID Task Name Duration Start Finish
1 Early Voting
2 EV allocation demo with OPS 1 day Thu 4/30/20 Thu 4/30/20
3 Primary Calendar drafted for review 10 days Mon 5/11/20 Fri 5/22/20
4 Primary Calendar sent/posted 1 day Mon 6/1/20 Mon 6/1/20
5 Primary Training Allocation sent 1 day Mon 5/18/20 Mon 5/18/20
6 Primary Allocation approved, sent TBD TBD
7 Purchase requests submitted 1 day Tue 12/31/19 Tue 12/31/19
8 Interviews for EV temps Wed 5/13/20
9 Scheduling of temps for background checks Fri 5/15/20
10 EV trains with VR/ELM product (online training) 2 days Thu 5/7/20 Fri 5/8/20
11 EV drafts outline for online training content 3 days Wed 5/13/20 Fri 5/15/20
12 EV drafts scripts for use in filming training content 8 days Wed 5/13/20 Fri 5/22/20
with COM
13 EV films training content/videos with COM 1 day Wed 5/27/20 Wed 5/27/20
14 EV training videos received from COM 1 day Mon 6/15/20 Mon 6/15/20
15 EV completes content in ELM 1 day Wed 6/17/20 Wed 6/17/20
16 EV tests ELM with staff 5 days Mon 6/8/20 Fri 6/12/20
17 Review of EV training calendar 5 days Mon 6/1/20 Fri 6/5/20
18 EV training - deputy, privacy booth, DS 200 1 day Wed 7/1/20 Wed 7/1/20
19 EV training - asst coord, data entry, doc specialist 4 days Thu 7/2/20 Tue 7/7/20
20 EV training - clerks 1 day Wed 7/8/20 Wed 7/8/20
21 EV mock site build 1 day Wed 7/8/20 Wed 7/8/20
22 EV mocks 12 days Thu 7/9/20 Fri 7/24/20
23 Packing for site builds 1 day Mon 7/27/20 Mon 7/27/20
24 Primary site builds 3 days Tue 7/28/20 Thu 7/30/20
25 EV for Primary 11 days Mon 8/3/20 Sun 8/16/20
26 EV Election Central 11 days Mon 8/3/20 Sun 8/16/20
27 Election Day
28 Recruitment
29 Interviews for AO3 position 1 day Mon 6/8/20 Mon 6/8/20
30 Recruitment Campaign
31 Recruitment campaign revision for 19-20 4 days Fri 5/15/20 Wed 5/20/20
32 Poll worker testimonials social media rollout 21 days Wed 5/27/20 Wed 6/24/20
33 Poll worker wednesdays, social media Wed 3/25/20
34 County Poll Workers
35 Pull County PW lists 1 day Wed 6/10/20 Wed 6/10/20
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ID Task Name Duration Start Finish
36 Draft email to Directors 3 days Wed 6/10/20 Fri 6/12/20
37 Follow up with Departments on trained v not 2 days Wed 7/1/20 Thu 7/2/20
trained
38 Send Department lists to directors, confirm 10 days Wed 7/1/20 Tue 7/14/20
affirmations are complete
39 Send SOP to all confirmed County poll workers 1 day Mon 8/3/20 Mon 8/3/20
40 Scheduling
41 Scheduling trains with VR/ELM product (online 2 days Thu 5/7/20 Fri 5/8/20
training)
42 Scheduling practices with ELM product 5 days Mon 5/11/20 Fri 5/15/20
43 Scheduling tests ELM product with staff 5 days Mon 6/1/20 Fri 6/5/20
44 Interviewed temps from WS 3 days Wed 5/6/20 Fri 5/8/20
45 Temps cleared from WS 8 days Mon 5/11/20 Wed 5/20/20
46 Primary supply requests submitted
47 Review of scheduling letters 3 days Wed 5/20/20 Fri 5/22/20
48 Review of training materials for temps 5 days Mon 5/25/20 Fri 5/29/20
49 Temp scheduler training 8 days Mon 6/8/20 Wed 6/17/20
50 Scheduling for Primary 40 days Mon 6/1/20 Fri 7/24/20
51 Mail training letters 20 days Mon 6/15/20 Fri 7/10/20
52 State deadline to assign poll workers 1 day Wed 7/29/20 Wed 7/29/20
53 Mail assignment letters 3 days Mon 7/27/20 Wed 7/29/20
54 Monday extended staffing 1 day Mon 8/17/20 Mon 8/17/20
55 Tuesday Election Day extended staffing 1 day Tue 8/18/20 Tue 8/18/20
56 Process payroll 4 days Wed 8/19/20 Sat 8/22/20
57 Mail paychecks/thank you letters 5 days Mon 8/24/20 Fri 8/28/20
58 Process late payments, lost checks, etc. 13 days Mon 8/31/20 Wed 9/16/20
59 Training 81 days? Sun 12/1/19 Fri 3/20/20
60 Training trains with VR/ELM product (online 2 days Thu 5/7/20 Fri 5/8/20
training)
61 Training drafts outline for online training content 4 days Tue 5/5/20 Fri 5/8/20
62 Training drafts scripts for use in filming training 8 days Wed 5/6/20 Fri 5/15/20
content with COM
63 Training films training content/videos with COM 6 days Wed 5/13/20 Wed 5/20/20
64 Training videos received from COM 1 day Mon 6/15/20 Mon 6/15/20
Task Manual Summary Rollup
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Summary Finish-only
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ID Task Name Duration Start Finish
65 Training completes content in ELM 1 day Wed 6/17/20 Wed 6/17/20
66 Training tests ELM with staff 3 days Wed 6/17/20 Fri 6/19/20
67 Revisions, ES manual 26 days Wed 4/15/20 Wed 5/20/20
68 Revisions, Combo manual 26 days Wed 4/15/20 Wed 5/20/20
69 Reviw of manuals 8 days Mon 5/18/20 Wed 5/27/20
70 Submission of revised manuals to ISD 1 day Fri 5/29/20 Fri 5/29/20
71 Approval of manual proofs with ISD 1 day Mon 6/8/20 Mon 6/8/20
72 Interviewed temps from WS 10 days Mon 5/11/20 Fri 5/22/20
73 Temps cleared from WS 18 days Wed 5/13/20 Fri 6/5/20
74 Review of train the trainer materials 5 days Mon 5/25/20 Fri 5/29/20
75 Preparaton of training media allocation by site for 8 days Wed 5/13/20 Fri 5/22/20
systems
76 Preparation of training site allocation for 8 days Wed 5/13/20 Fri 5/22/20
warehouse
77 ES and Combo manuals picked up 1 day Wed 6/17/20 Wed 6/17/20
78 Training site contracts complete 18 days Mon 3/23/20 Wed 4/15/20
79 Training sites re-confirmed 5 days Mon 6/1/20 Fri 6/5/20
80 Train the trainer 8 days Mon 6/8/20 Wed 6/17/20
81 Training site deliveries 12 days Thu 6/18/20 Fri 7/3/20
82 Primary Training Calendar confirmation
83 Return Clerk/Asst Clerk training (in person) 20 days Mon 6/22/20 Fri 7/17/20
84 New ES training (in person) 20 days Mon 6/22/20 Fri 7/17/20
85 Returning ES training (in person) 20 days Mon 6/22/20 Fri 7/17/20
86 Return Inspector training (online) 20 days Mon 6/29/20 Fri 7/24/20
87 Return Deputy training (online) 20 days Mon 6/29/20 Fri 7/24/20
88 ES Open Review 3 days Thu 7/30/20 Mon 8/3/20
89 Preparation of back up rosters 3 days Mon 8/10/20 Wed 8/12/20
90 Election Central staffing 2 days Mon 8/17/20 Tue 8/18/20
91 Administrative Procedures
92 Interviews for EPS position 1 day Wed 5/27/20 Wed 5/27/20
93 Administrative Troubleshooters (ATS)
94 Interview and clear ATS temps 5 days Mon 6/15/20 Fri 6/19/20
95 ATS Training
96 ATS car pick ups 2 days Thu 8/13/20 Fri 8/14/20
97 Collection Centers
Task Manual Summary Rollup
Split Manual Summary
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Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
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Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 3
ID Task Name Duration Start Finish
98 Review/edit Collection Center training materials 5 days Mon 6/8/20 Fri 6/12/20
99 Preparation of Collection Center training 5 days Mon 1/20/20 Fri 1/24/20
materials
100 Assignment of Collection Center staff 10 days Mon 6/15/20 Fri 6/26/20
101 Collection Center Training 2 days Thu 8/13/20 Fri 8/14/20
102 Collection Center(s) Active 1 day Tue 8/18/20 Tue 8/18/20
103 Election Day Supplies and Admin Tasks
104 Interview and clear Admin temps 5 days Mon 6/22/20 Fri 6/26/20
105 Inventory of Election Day supplies 5 days Mon 6/15/20 Fri 6/19/20
106 Inventory of Election Day forms 5 days Mon 6/15/20 Fri 6/19/20
107 Primary supply requests submitted
108 Interview temps with WS 5 days Mon 6/15/20 Fri 6/19/20
109 Temps cleared from WS 5 days Mon 1/20/20 Fri 1/24/20
110 Staging of ES Kits, general materials 10 days Mon 8/3/20 Fri 8/14/20
111 Staging of ES Kits w/ 2 scan guns 5 days Mon 8/10/20 Fri 8/14/20
112 QA of ES kits 2 days Fri 8/14/20 Sat 8/15/20
113 Media placed in ES Kits 1 day Fri 8/14/20 Fri 8/14/20
114 Back up registers placed in ES kits 2 days Fri 8/14/20 Sat 8/15/20
115 Handing over of ES kits to warehouse 2 days Fri 8/14/20 Sat 8/15/20
116 Election Day
117 Election Central staffed - Admin Procedures 2 days Mon 8/17/20 Tue 8/18/20
118 Election Central staff - ATS Support 2 days Mon 8/17/20 Tue 8/18/20
119 Election Central staff - DS 200/ES Support 2 days Mon 8/17/20 Tue 8/18/20
120 Collection of Election Night materials 1 day Tue 8/18/20 Tue 8/18/20
121 Divisional
122 Security Procedures
123 Budget reconciliation 196 days Wed 1/1/20 Wed 9/30/20
124 ASEs 262 days Tue 10/1/19 Wed 9/30/20
125 Microsoft Project 262 days Tue 10/1/19 Wed 9/30/20
Task Manual Summary Rollup
Split Manual Summary
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Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 4
Predecessors Resource Names 4th Quarter 1st Quarter 2nd Quarter
Oct Nov Dec Jan Feb Mar Apr
Miriam,Xavier
OPS,EV
Miriam,Xavier
Miriam,Xavier
Xavier
Xavier
Mayra Mayra
Miriami,Xavier
HR
All EV
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
COM
Miriam,Xavier
Miriam,Xavier
Katrina
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
All EV
All EV
HR
Allison
Allison
Allison
Allison,AO3 Allison,AO3
Margie
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 5
Predecessors Resource Names 4th Quarter 1st Quarter 2nd Quarter
Oct Nov Dec Jan Feb Mar Apr
Allison
AO3
Christina
AO3
Margie,Yami
Margie
All scheduling
All scheduling
Margie,Yami
Margie
Margie
Allison,Katrina
Katrina,Allison
Margie,Yami
All scheduling
All scheduling
DOE
All scheduling
Margie,Yami
Margie,Yami
All scheduling
Margie
Margie,Yami
Nathan
Katrina,Nathan
Katrina,Nathan
Nathan,Katrina
Katrina,Nathan
COM
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 6
Predecessors Resource Names 4th Quarter 1st Quarter 2nd Quarter
Oct Nov Dec Jan Feb Mar Apr
Nathan,Katrina
Katrina,Nathan
Katrina
Katrina
Katrina,Allison,Christina
Allison
Allison,Katrina
Nathan
HR
Allison,Katrina
Nathan,Allend,Pat
Nathan
warehouse
Nathan,Rena Natha
Nathan,Katrina
Nathan
Nathan,Ray
Allison,Katrina,Nathan
All training
All training
All training
All training
All training
All training
Nathan,Pat
Nathan
Kim,Nathan
HR
Kim
Kim
Nathan
Kim
Kim
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 7
Predecessors Resource Names 4th Quarter 1st Quarter 2nd Quarter
Oct Nov Dec Jan Feb Mar Apr
Allison,Katrina
Kim Kim
Kim
Kim,Nathan
Kim,EPS
Kim
Kim,EPS
Kim,EPS
Kim
Kim
Kim Kim
Nathan,Kim
Nathan,Kim
Kim,EPS
InfoSys
Nathan,Kim
Kim
Nathan
Kim
Allison
Kim
Katrina,Allison,Kim
Allison,Katrina
Katrina
Allison
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 8
3rd Quarter 4th Quarter 1st Quarter
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
OPS,EV
Miriam,Xavier
Miriam,Xavier
Miriami,Xavier
HR
All EV
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
COM
Miriam,Xavier
Miriam,Xavier
Katrina
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
Miriam,Xavier
All EV
All EV
HR
Allison
Allison
Margie
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 9
3rd Quarter 4th Quarter 1st Quarter
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Allison
AO3
Christina
AO3
Margie
All scheduling
All scheduling
Margie,Yami
Margie
Allison,Katrina
Katrina,Allison
Margie,Yami
All scheduling
All scheduling
DOE
All scheduling
Margie,Yami
Margie,Yami
All scheduling
Margie
Margie,Yami
Katrina,Nathan
Katrina,Nathan
Nathan,Katrina
Katrina,Nathan
COM
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 10
3rd Quarter 4th Quarter 1st Quarter
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Nathan,Katrina
Katrina,Nathan
Katrina
Katrina
Katrina,Allison,Christina
Allison
Allison,Katrina
Nathan
HR
Allison,Katrina
Nathan,Allend,Pat
Nathan
warehouse
han,Rena
Nathan,Katrina
Nathan
Nathan,Ray
All training
All training
All training
All training
All training
All training
Nathan,Pat
Nathan
HR
Kim
Kim
Task Manual Summary Rollup
Split Manual Summary
Milestone Start-only
Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
Inactive Task External Milestone
Inactive Milestone Deadline
Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 11
3rd Quarter 4th Quarter 1st Quarter
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar
Allison,Katrina
Kim
Kim,Nathan
Kim,EPS
Kim
Kim,EPS
Kim,EPS
Kim
Nathan,Kim
Nathan,Kim
Kim,EPS
InfoSys
Nathan,Kim
Kim
Nathan
Kim
Allison
Kim
Allison,Katrina
Katrina
Allison
Task Manual Summary Rollup
Split Manual Summary
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Summary Finish-only
Project: PWRT Division_2020 PPP Pr Project Summary External Tasks
Date: Thu 1/21/21
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Inactive Summary Progress
Manual Task Manual Progress
Duration-only
Page 12
ID Task Task Name Duration
Mode
1 SYSTEMS 83 days
2 QA Check List Updates (DAILY) 83 days
3 Export database file from VR to TAB 1 day
4 Create Election in VR System 3 days
5 Create Ballot Styles in PK-NET 1 day
6 Receive Same board Precincts (Notified by Erika) 1 day
7 Update temporary polling places (Notified by Erika) 2 days
8 Run Book Closing stats - once registration is complete (Scheduled by State) 1 day
9 VR Book Closing Export Registration Files to LaRhonda 1 day
10 Generate Precinct Register database for print 1 day
11 Generate Precinct Register database for EViD 1 day
12 Systems Early Voting 38 days
13 Early Voting VET training (Online) 1 day
14 Early Voting VET training (In-Person) 3 days
15 Deliver EV equipment (to Warehouse) for Deployment 1 day
16 Early Voting Site Build 5 days
17 Early Voting Begins: 14 days
18 Election Day/EV EViDs 73 days
19 Prepare EVIDs for EV Data Entry/Training 12 days
20 BOD Preparation 12 days
21 Create/Stage master image for Election Day/EV EViDs 1 day
22 Prepare Election Day EViDs 27 days
23 Prepare EV EViDs 8 days
Task Inactive Summary External Tasks
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
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Page 1
ID Task Task Name Duration
Mode
24 Deliver BOD to VIC and HQ 1 day
25 Setup EV Central/Technical 1 day
26 Setup ED Central/Technical 1 day
27 Create EVID ED Media, Activator Processing, Database QA, Media Transfer 4 days
28 ED Call Center/Rover Support 2 days
29 Relia-Vote Process 54 days
30 Preventive Maintenance on Sorter and Inserter 1 day
31 Temp Staff Training 5 days
32 Overseas/Domestic Mail outs 35 days
33 Mail Overseas 1 day
34 Insert initial mailing domestic 13 days
35 First Domestic Mail 1 day
36 Daily Mail 19 days
37 Incoming Ballots 24 days
38 Receive and Sort Incoming Ballots 24 days
39 Open AB Envelopes 19 days
40 Slice and Deliver Sliced Envelopes to AB openers 19 days
41 Web/Graphics 38 days
42 Email Sample Ballot to Voters 1 day
43 Test MDTV with Communications dept. 2 days
44 Test and approve SOE ENR Web Page 2 days
45 Have SOE's results page on zeroes 1 day
46 Check inside/outside firewall to ensure results posted correctly 1 day
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
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Page 2
ID Task Task Name Duration
Mode
47 TABULATION 62 days
48 Receive Election Order Form
49 Receive import Database from VR/Prepare database for Electionware 1 day
50 Receive Master Ballot Information 1 day
51 TAB Seasonal Staffing 48 days
52 Election Testing (15 Seasonals) 22 days
53 VBM Scanning (15 Seasonals) 19 days
54 Election Day/Collection Centers/VBM Scanning (30 Seasonals) 2 days
55 Election Creation 14 days
56 Set Up & Prepare Database using ELECTIONWARE 1 day
57 Code and Merge Paper PDF 4 days
58 Provide Optical Scan PDFs for proofing 1 day
59 Paper Ballot Order and Approval 2 days
60 Paper Ballot Testing 2 days
61 Order Overseas/Domestic Ballots to ISD 1 day
62 Generate Audio Files/Create Expressvote Ballot 3 days
63 Generate Expressvote Files 3 days
64 Election Media Preparation 5 days
65 Burn and Verify Thumb Drives for Both Expressvote & DS200/QA 4 days
66 Scan and Record Media into BOT (Thumb Drives) 1 day
67 Deliver Media (Thumbdrives) to the Warehouse 1 day
68 Logic and Accuracy Test 3 days
69 PRE L & A TEST 1 day
Task Inactive Summary External Tasks
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
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Page 3
ID Task Task Name Duration
Mode
70 L & A TEST 1 day
71 Phone/Communication Server/Testing 7 days
72 First Phone line testing in Collection Centers 2 days
73 Second phone line testing in Collection Centers 2 days
74 Election Tabulation 19 days
75 Scan VBM Ballots 19 days
76 DTS Administrator Training 5 days
77 Post-Election Process 8 days
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
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Page 4
Start Finish Predecessors Resource Names May 17, '20 May 24, '20 May 31, '20
S S M T W T F S S M T W T F S S M T W T F S
Mon 5/18/20 Mon 8/31/20
Mon 5/18/20 Mon 8/31/20 Medina Ana (Elections)
Mon 6/15/20 Mon 6/15/20 Bacchus Fadil (Elections)
Mon 5/18/20 Wed 5/20/20 Medina Ana (Elections) Medina Ana (Elections)
Fri 6/19/20 Fri 6/19/20 4 Medina Ana (Elections)
Mon 6/15/20 Mon 6/15/20 Bacchus Fadil (Elections)
Fri 7/10/20 Sat 7/11/20 Bacchus Fadil (Elections)
Mon 7/27/20 Mon 7/27/20 5 Medina Ana (Elections)
Tue 7/28/20 Tue 7/28/20 8 Bacchus Fadil (Elections)
Mon 8/10/20 Mon 8/10/20 Medina Ana (Elections)
Mon 8/10/20 Mon 8/10/20 Medina Ana (Elections)
Wed 7/1/20 Sun 8/16/20
Wed 7/1/20 Wed 7/1/20 EViD Support
Mon 7/13/20 Wed 7/15/20 EViD Support
Fri 7/24/20 Fri 7/24/20 EViD Support
Mon 7/27/20 Fri 7/31/20 EViD Support
Mon 8/3/20 Sun 8/16/20
Tue 5/19/20 Tue 8/18/20
Tue 5/19/20 Wed 6/3/20 EViD Support EViD Sup
Thu 6/4/20 Fri 6/19/20 EViD Support
Mon 6/8/20 Mon 6/8/20 EViD Support
Tue 6/9/20 Fri 7/10/20 EViD Support
Thu 7/16/20 Fri 7/24/20 EViD Support
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
Inactive Milestone Finish-only
Page 5
Start Finish Predecessors Resource Names May 17, '20 May 24, '20 May 31, '20
S S M T W T F S S M T W T F S S M T W T F S
Wed 6/24/20 Wed 6/24/20 EViD Support
Fri 7/31/20 Fri 7/31/20 De La Torre Javier (Elections)
Fri 8/14/20 Fri 8/14/20 De La Torre Javier (Elections)
Wed 8/5/20 Sat 8/8/20 EViD Support
Mon 8/17/20 Tue 8/18/20 EViD Support
Mon 6/15/20 Tue 8/18/20
Mon 6/15/20 Mon 6/15/20 Asiatico Engelbert (Elections)
Mon 6/22/20 Fri 6/26/20 Asiatico Engelbert (Elections)
Mon 6/29/20 Mon 8/10/20
Fri 7/3/20 Fri 7/3/20 Asiatico Engelbert (Elections)
Thu 7/2/20 Thu 7/16/20 Asiatico Engelbert (Elections)
Thu 7/16/20 Thu 7/16/20 Asiatico Engelbert (Elections)
Fri 7/17/20 Mon 8/10/20 Asiatico Engelbert (Elections)
Mon 7/20/20 Tue 8/18/20
Mon 7/20/20 Tue 8/18/20 Asiatico Engelbert (Elections)
Mon 7/27/20 Tue 8/18/20
Mon 7/27/20 Tue 8/18/20 Asiatico Engelbert (Elections)
Fri 7/3/20 Tue 8/18/20
Fri 7/3/20 Fri 7/3/20 Medina Ana (Elections)
Mon 8/3/20 Tue 8/4/20 Medina Ana (Elections)
Mon 8/3/20 Tue 8/4/20 Medina Ana (Elections)
Thu 8/13/20 Thu 8/13/20 44 Medina Ana (Elections)
Tue 8/18/20 Tue 8/18/20 Medina Ana (Elections)
Task Inactive Summary External Tasks
Split Manual Task External Milestone
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
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Page 6
Start Finish Predecessors Resource Names May 17, '20 May 24, '20 May 31, '20
S S M T W T F S S M T W T F S S M T W T F S
Mon 6/15/20 Fri 8/28/20
Wimberly Larhonda (Elections)
Mon 6/15/20 Mon 6/15/20 Wimberly Larhonda (Elections)
Fri 6/19/20 Fri 6/19/20 48 Wimberly Larhonda (Elections)
Mon 6/22/20 Tue 8/18/20
Mon 6/22/20 Thu 7/16/20 TAB Staff
Mon 7/27/20 Tue 8/18/20 TAB Staff
Mon 8/17/20 Tue 8/18/20 TAB Staff
Mon 6/15/20 Tue 6/30/20
Mon 6/15/20 Mon 6/15/20 TAB Staff
Sat 6/20/20 Wed 6/24/20 TAB Staff
Wed 6/24/20 Wed 6/24/20 TAB Staff
Sat 6/27/20 Mon 6/29/20
Sat 6/27/20 Mon 6/29/20 TAB Staff
Mon 6/29/20 Mon 6/29/20 Wimberly Larhonda (Elections)
Sat 6/27/20 Tue 6/30/20
Sat 6/27/20 Tue 6/30/20 TAB Staff
Mon 7/13/20 Fri 7/17/20
Mon 7/13/20 Thu 7/16/20 TAB Staff
Thu 7/16/20 Thu 7/16/20 TAB Staff
Fri 7/17/20 Fri 7/17/20 TAB Staff
Mon 7/27/20 Wed 7/29/20
Mon 7/27/20 Mon 7/27/20 TAB Staff
Task Inactive Summary External Tasks
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
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Page 7
Start Finish Predecessors Resource Names May 17, '20 May 24, '20 May 31, '20
S S M T W T F S S M T W T F S S M T W T F S
Wed 7/29/20 Wed 7/29/20 TAB Staff
Mon 7/27/20 Tue 8/4/20
Mon 7/27/20 Tue 7/28/20 TAB Staff
Mon 8/3/20 Tue 8/4/20 TAB Staff
Mon 7/27/20 Tue 8/18/20
Mon 7/27/20 Tue 8/18/20 TAB Staff
Mon 8/10/20 Fri 8/14/20 TAB Staff
Wed 8/19/20 Fri 8/28/20 TAB Staff
Task Inactive Summary External Tasks
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
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Page 8
Jun 7, '20 Jun 14, '20 Jun 21, '20 Jun 28, '20 Jul 5, '20 Jul 12, '20 Jul 19, '20
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
Bacchus Fadil (Elections)
Medina Ana (Elections)
Bacchus Fadil (Elections)
Bacchus Fadil (Elections)
EViD Support
EViD Support
D Support
EViD Support
EViD Support
EViD Support
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
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Page 9
Jun 7, '20 Jun 14, '20 Jun 21, '20 Jun 28, '20 Jul 5, '20 Jul 12, '20 Jul 19, '20
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
EViD Support
Asiatico Engelbert (Elections)
Asiatico Engelbert (Elections)
Asiatico Engelbert (Elections)
Asiatico Engelbert (El
Asiatico Engelbert (El
Medina Ana (Elections)
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
Inactive Milestone Finish-only
Page 10
Jun 7, '20 Jun 14, '20 Jun 21, '20 Jun 28, '20 Jul 5, '20 Jul 12, '20 Jul 19, '20
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
Wimberly Larhonda (Elections)
Wimberly Larhonda (Elections)
TAB Staff
TAB Staff
TAB Staff
TAB Staff
TAB Staff
Wimberly Larhonda (Elections)
TAB Staff
TAB Staff
TAB Staff
TAB Staff
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
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Page 11
Jun 7, '20 Jun 14, '20 Jun 21, '20 Jun 28, '20 Jul 5, '20 Jul 12, '20 Jul 19, '20
S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T
Task Inactive Summary External Tasks
Split Manual Task External Milestone
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
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Page 12
Jul 26, '20 Aug 2, '20 Aug 9, '20 Aug 16, '20 Aug 23, '20 Aug 30, '20 Sep 6, '20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
Medina Ana (Elections)
Medina Ana (Elections)
Bacchus Fadil (Elections)
Medina Ana (Elections)
Medina Ana (Elections)
EViD Support
EViD Support
EViD Support
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
Inactive Milestone Finish-only
Page 13
Jul 26, '20 Aug 2, '20 Aug 9, '20 Aug 16, '20 Aug 23, '20 Aug 30, '20 Sep 6, '20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
De La Torre Javier (Elections)
De La Torre Javier (Elections)
EViD Support
EViD Support
(Elections)
(Elections)
Asiatico Engelbert (Elections)
Asiatico Engelbert (Elections)
Asiatico Engelbert (Elections)
Medina Ana (Elections)
Medina Ana (Elections)
Medina Ana (Elections)
Medina Ana (Elections)
Task Inactive Summary External Tasks
Split Manual Task External Milestone
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
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Page 14
Jul 26, '20 Aug 2, '20 Aug 9, '20 Aug 16, '20 Aug 23, '20 Aug 30, '20 Sep 6, '20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
TAB Staff
TAB Staff
TAB Staff
Task Inactive Summary External Tasks
Split Manual Task External Milestone
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Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
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Inactive Milestone Finish-only
Page 15
Jul 26, '20 Aug 2, '20 Aug 9, '20 Aug 16, '20 Aug 23, '20 Aug 30, '20 Sep 6, '20
F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
TAB Staff
TAB Staff
TAB Staff
TAB Staff
TAB Staff
TAB Staff
Task Inactive Summary External Tasks
Split Manual Task External Milestone
Milestone Duration-only Deadline
Project: Ana
Summary Manual Summary Rollup Progress
Date: Thu 1/21/21
Project Summary Manual Summary Manual Progress
Inactive Task Start-only
Inactive Milestone Finish-only
Page 16
Exhibit A2
Exhibit A2
DS200 PRECINCTS PROCESSED LIST
NOVEMBER 6, 2020
MIAMI‐DADE COUNTY, FL
RUN DATE:11/08/18 03:13 PM
PRECINCT GROUP SERIAL NO. BALS SERIAL NO. BALS SERIAL NO. BALS SERIAL NO. BALS SERIAL NO. BALS
10 PRECINCT 001.0 1 07381849 0 07381197 83
20 PRECINCT 002.0 1 07380813 190 07392075 182
30 PRECINCT 003.0 1 07381228 324 07391897 320
40 PRECINCT 004.0 1 07391098 260 07391939 211
50 PRECINCT 005.0 1 07392127 339 07381504 310
60 PRECINCT 006.0 1 07381508 230 07391730 119
70 PRECINCT 007.0 1 13370160 305 07392091 246
80 PRECINCT 008.0 1 07381983 210 07392093 97
90 PRECINCT 009.0 1 07391862 295 07391760 104 07391984 409
100 PRECINCT 010.0 1 07391581 10
110 PRECINCT 011.0 1 07392005 130 13390010 167
112 PRECINCT 011.2 1 07391813 14
130 PRECINCT 013.0 1 07391635 190 08340141 130
140 PRECINCT 014.0 1 07391491 247 07390207 250
150 PRECINCT 015.0 1 13360297 84 07391709 147
160 PRECINCT 016.0 1 07391570 115 07391379 199
170 PRECINCT 017.0 1 07391199 285 07390635 254
180 PRECINCT 018.0 1 07391779 200 07380870 238
190 PRECINCT 019.0 1 07391898 2 07381901 157
200 PRECINCT 020.0 1 18361410 162 18360210 131
230 PRECINCT 023.0 1 07390528 240 07392020 0 07392189 221
240 PRECINCT 024.0 1 07391121 191 08340147 124
250 PRECINCT 025.0 1 07391804 151 07391330 148
280 PRECINCT 028.0 1 07391398 158 07391764 157
290 PRECINCT 029.0 1 07381904 153 07390302 182
300 PRECINCT 030.0 1 18360938 219 18360941 185
310 PRECINCT 031.0 1 18360955 0 18360930 218
320 PRECINCT 032.0 1 07392146 128 18361334 234
330 PRECINCT 033.0 1 18360923 118 18360834 118
360 PRECINCT 036.0 1 07392192 166 07391111 356
DS200 PRECINCTS PROCESSED LIST
NOVEMBER 6, 2018
MIAMI‐DADE COUNTY, FL
RUN DATE:11/08/18 03:13 PM
PRECINCT GROUP SERIAL NO. BALS SERIAL NO. BALS SERIAL NO. BALS SERIAL NO. BALS SERIAL NO. BALS
370 PRECINCT 037.0 1 07382058 91 07382071 90
380 PRECINCT 038.0 1 07392081 93
400 PRECINCT 040.0 1 13370057 152 07381917 218
410 PRECINCT 041.0 1 07391901 216 07390280 221 07391484 248
Exhibit A3
Exhibit B
Miami Dade Elections
�\�c;j�.�,i· -G:i�.
Inventory Transfer Exhibit H Page 1 Of 1
E302614 10/10/2019 8:50:12 AM
Transfer.Code: TR0000002474
Location: WAREHOUSE Planned Date of return: 11102019
Item Number Description Serial Number Quantity Location From Date Transfer
EVID ELECTRONIC VOTING IDENTIFICATI E00-13A00679 1.00 A071201E 10/10/2019
EVID ELECTRONIC VOTING IDENTIFICATI E00-13A01177 1.00 RCVDOCK 10/10/2019
EVID ELECTRONIC VOTING IDENTIFICATI E00-13801810 1.00 A071301E 10/10/2019
EVID ELECTRONIC VOTING IDENTIFICATI E00-13801999 1.00 A071201E 10/10/2019
Total: 4.00
•j
Rcvd By: Date:
/P /;ti/; 9
�l 0 s )2.J?, µ �v0 D(ro(tfol;
Collection Center Precinct Checklist Exhibit I
Administration and Finance Division (EL02010000)
Deputy Supervisor of Elections, Finance and Administration (1) - Jose Ponce
Elections Finance Projects Manager (1) - VACANT (FY 22-23)
Elections Department
FTE (2)
Table of Organization
As of 03.28.2023
Supervisor of Elections’ Office
Finance, Budget and Procurement
Human Resources (EL02020000)
FY 2022-2023 (EL02030000)
Total FTE = 122
Supervisor of Elections (1) – Christina White Elections Manager, Budget and Senior Human Resources Manager (1)
Faith Pearson-McKenzie
Accounting (1) – Marilu Gamino-Narvaez
Special Projects Administrator 2 (1) Senior Personnel Specialist (3)
Federico Arana Juan Huerta
Executive Assistant to the SOE (1) - VACANT Administrative Officer 3 (1) Jessica Almendares
Senior Executive Secretary (1) – Jeanette Rodriguez Nair Jackson Natalie Zorrilla
Elections E-Verify Seasonal Clerks (3)
Accountant 2 (1)
VACANT SEASONAL VACANCY
Accountant 1 (1) SEASONAL VACANCY
FTE (3) Sabrina Castillo SEASONAL VACANCY
Clerk 4 (Seasonal) (1) FTE (4)
Nicholas Abunassar
FTE (5)
Voters Services Division – (EL07010000) Poll Worker Recruitment & Training Division (EL06010000)
Governmental Affairs Division (EL03010000) Information Systems Division (EL04010000)
Deputy Supervisor of Elections, Voter Services (1) - Michelle McClain Operations Division (EL05010000) Deputy Supervisor of Elections, Poll Worker Recruitment & Training – (1)
Deputy Supervisor of Elections, Governmental Affairs (1) – Deputy Supervisor of Elections, Information Systems (1) - Michael Johnson
Assistant Deputy Supervisor of Elections (1) - Vanessa Ramirez Deputy Supervisor of Elections, Operations (1) - Erika Sierra-Trujillo Angela Rivero
Assistant Deputy Supervisor of Elections (1) - Yohanka Dominguez
Suzanne Trutie Assistant Deputy Supervisor of Elections (1) – Gilberto Yurubi
Admin. Secretary (1) – Francisdalia Olivo Assist Deputy Sup of Elec (1) - Katrina Hodge
Assistant Deputy Supervisor of Elections (1) – Robert Rodriguez Business Management Systems Analyst (1) – Gina Stuart
Elections Procedures Specialist (1) - VACANT (FY 22-23) Administrative Officer 3 (1) – Korey Johnson
FTE (3) FTE (3)
FTE (2) FTE (3)
FTE (3)
Administrative Secretary (1)
Darshanie Ramjit
(EL06010000)
FTE (1)
Registration/Eligibility Polling Places Management Elections Coordination Records Management/
Vote-By-Mail Voting Equipment Management Poll Worker Scheduling Voter Systems
Maintenance (EL07060000) (EL05020000) (EL03020000) Financial Disclosures Poll Worker Procedures
(EL07020000) (EL05030000) (EL6020000) (EL06030000) (EL04030000)
(EL03030000) Ballot Tabulation
Elections Section Manager (1) Elections Section Manager (1) (EL04020000)
Election Section Manager (1) Elections Section Manager (1) Elections Operations Elections Section Manager (1) Senior Systems Analyst/
Imaltzin Molina VACANT Elections Section Manager (1)
Leiric Cruz Robert Martorell Jr. Administrator (1) Elections Operations Kimberly Mejia Programmer (2)
Clerk 4 (1) Elections Supervisor (1) Paulette Rodriguez Elections Tabulation Manager (1)
Elections Supervisor (1) Clerk 4 (1) Elizabeth Prieto Administrator (1) Elections Supervisor (1) David Del Terzo
Lizet Suarez Diaz Neilyed Linares Elections Supervisor (1) Javier Vazquez
Jessica Lechuga Eduardo Acosta Administrative Officer 2 (1) Ramon Castellanos, Jr. Yulieth Linares Fadil Bacchus
Elections Supervisor (1) Election Polling Place Specialist (2) Kamron Kasmaii Electronic Security & Testing
Clerk 4 (1) Clerk 3 (1) Karol Largaespada Clerk 4 (1) Elections Procedures Spec (1) Systems Administrator 1 (1)
Sandy Pozo VACANT Elections Support Specialist (2) Computer Technician 2 (4)
Felipe Gutierrez Eduardo Estrada Elections Support Specialist (1) Richard Collazo Charvis Nelson Antonio Cardona
Elections Supp. Spec. (3) VACANT Tashawna Mackey Jose Puentes
Elections Supervisor (1) Elections Logistics Supervisor (1) Nelfa Rabagh-Garcia Clerk 3 (1) Technical Training Specialist 3 (1) Computer Technician 2 (1)
Andrea Torres Election Support Specialist (1) Rosa Villar Jesus Murga
Courtney Hatcher Zaid Gonzalez Maria Boucourt VACANT (FY 22-23) Javier De La Torre
Ingrid Raza Johanna Solis Clerk 3 (1) Allend Pierre
Clerk 4 (1) Elections Logistics Technician (4) FTE (3) Technical Training Spec. 2 (2) Computer Technician 2 L/W (1)
Tracy Butler Clerk 4 (1) VACANT (FY 22-23) Ricardo Placides
Bethsaida Plasencia Juan Barrera FTE (3) Stephanie Santana Rufus Robinson (LW))
Elections Supervisor (1) VACANT Ballot Design & Layout
VACANT Freddy Rodriguez FTE (5) Felicia Vina GIS Programming Manager (1)
Computer Technician 2 (2) Xavier Pichs
FTE (5) Elections Supp. Spec. (3) FTE (6) Armando Camaraza Clerk 3 (1)
Tulio Quinones (LW) Elections GIS Specialist (1)
Marie Timothee Sandro Valdes VACANT (FY 22-23)
Agustin Perez Joanne Garnier
Claudia Zavala
Mary Garcia FTE (8) Community Outreach Campaign Services Systems Analyst/Programmer 2
FTE (7) (1)
(EL03050000) (EL03040000) FTE (7)
FTE (10) Yanett Sardinas Garcia
Senior Social Media Elections Operations
Early Voting FTE (8)
Specialist (1) Administrator (1)
(EL06040000)
Michael Rodriguez Anne Vanessa Innocent
Elections Campaign &
Elections Section Manager (1)
Public Services Petition Verification/List Logistics/Supply Preparation FTE (1) Qualifying Coordinator (1)
Miriam Rivero Reliavote Operations
Maintenance (EL07050000) (EL05040000) Wilfred Castro Equipment Testing Post Election
(EL07030000) Elections Supervisor (1) (EL04040000)
Elections Support Specialist (1) Audit (EL05050000)
Linda Riano Cruz
Elections Section Manager (1) Elections Logistics Supervisor (1) Yolanda Washington
Clerk 4 (1) Computer Tech 2 L/W (1)
Elections Supervisor (1) Diana Zorrilla Felix Diaz Elections Section Manager (1)
Kamille Duharte Engelbert Asiatico (LW)
Maria Alvarez Elections Supervisor (1) Elections Logistics Technician (4) FTE (3) VACANT
Elections Procedures Specialist (1) Computer Tech 2 (4)
Elections Support Specialist (2) Yamilet Cabrera Olivera Christa Garcia Elections Supervisor (1)
Levehl Williams Willie McNickles
Yarmila Romero Elections Support Specialist (3) Humberto Diaz VACANT (FY 22-23)
Liza Moreno Lazaro Vega
Rosaida Henriquez FTE (4) Gonzalo Grajales
Clerk 3 (1) Edwin Casseus
Christopher Balbuena Angel Novoa
Jorge Janna Martinez FTE (2) Juan Canales
Kashanie Eversley
Elections Procedures Spec. (1) FTE (5)
FTE (4) FTE (5)
Silma Patterson
Clerk 4 (1)
Yeni Montoya
FTE (7)
Operations Division Poll Worker Recruitment & Training Division Administration & Finance Division
Voter Services Division Supervisor of Elections Office Information Systems Division
FTE = (26) Governmental Affairs Division FTE = (16) FTE = (11)
FTE = (29) FTE = (3) FTE = (25)
CURRENT (21) + VACANCIES (5) FTE = (12) CURRENT (13) + VACANCIES (3) CURRENT (9) + VACANCY (2)
CURRENT (28) + VACANCY (1) CURRENT (2) + VACANCY (1) CURRENT (23) + VACANCIES (2)
Attachment 1
Monday Afternoon
Administrative Trouble Shooter (ATS) Delivery Receipt
Election Name: Election Date:
ATS Arrival Time:
IMPORTANT: If the warehouse truck is not at the designated Collection Center on time, please
document time of the truck’s arrival: _______________________________________________
ATS Delivery of ES KITS
Pct. No ES Kit Pick Up Time ES Signature
ATS Name (Print): ATS Signature:
______________________________________ _______________________________________
Rev. 9/19 am
Attachment 2A
TELEPHONE INFORMATION SHEET
Fall Municipal
ElectionRun-Off
Name Elections
Election Date
November 19, 2019
Election Central Staff will provide assistance ELECTIONS DEPARTMENT
during the following dates and times: PUBLIC INFORMATION
Monday, November
Election Setup 18,
Date2019 305-499-VOTE (8683)
12:00 p.m. until all precincts report
Voters requesting phone numbers should be
Tuesday, November
Election Date 19, 2019 transferred or given this number for public
5:30 a.m. until all precincts report information
OPEN / CLOSE PRECINCTS WITHOUT PROBLEMS 305-499-8497
ELECTION CENTRAL 305–499–8499
NOTE
You may make your selection immediately; no need to wait on the announcement!
PRESS
OSVE Transmission/Evid 1 Transmission Issues/Assistance with Evid(s)
Administrative Procedures/ For questions on general election rules and precinct
Solicitors/Poll Watcher 2 procedures. Authorization to use substitute ballots.
Questions Information on solicitation issues and poll watcher questions.
To obtain information on voter eligibility/status; research
Voter Registration 3 addresses and provide polling place locations for addresses
that have changed.
To report facility problems, cell phone, and/or precinct
Polling Places/Phones 4 telephone problems and changes of polling room locations.
To obtain assistance regarding malfunctions of optical
Optical Scanners/ExpressVote 5 scanners and ExpressVote.
Vote by Mail Questions 6 To verify VBM status
To request delivery of additional machines, power cords,
Dispatch of Supplies 7 batteries, and any other precinct supplies.
To request poll worker replacements and/or obtain
Poll Worker Staffing Shortage 8 information regarding poll worker staffing.
Elections Specialist Shortage 9 To request Election Specialist shortage or replacement
Rev. EST: 11.7.19
Attachment 2B
TELEPHONE INFORMATION SHEET
Fall Municipal
ElectionRun-Off
Name Elections
Election Date
November 19, 2019
Election Central Staff will provide assistance ELECTIONS DEPARTMENT
during the following dates and times: PUBLIC INFORMATION
Monday, November
Election Setup 18,
Date2019 305-499-VOTE (8683)
12:00 p.m. until all precincts report
Voters requesting phone numbers should be
Tuesday, Election Date
November 19, 2019 transferred or given this number for public
5:30 a.m. until all precincts report information
OPEN / CLOSE PRECINCTS WITHOUT PROBLEMS 305-499-8497
ATS HOTLINE (FOR ATS STAFF ONLY) 305-499-8491
COLLECTION 305-499-8498
ELECTION CENTRAL 305–499–8499
NOTE
You may make your selection immediately; no need to wait on the announcement!
PRESS EXT.
Transmission Issues/Assistance with Evid(s)
OSVE Transmission/Evid 1 499-8492
For questions on general election rules and
Administrative Procedures/
precinct procedures. Authorization to use
Solicitors/Poll Watcher 2
substitute ballots. Information on solicitation
812-6507
Questions issues and poll watcher questions.
To obtain information on voter eligibility/status;
Voter Registration 3 research addresses and provide polling place 812-6504
locations for addresses that have changed.
To report facility problems, cell phone and/or
Polling Places/Phones 4 precinct telephone problems and changes of 812-6502
polling room locations.
Optical Scanners/ To obtain assistance regarding malfunctions of
5 optical scanners and ExpressVote. 812-6503
ExpressVote
To verify VBM status
Vote by Mail Questions 6 812-6511
To request delivery of additional machines,
Dispatch of Supplies 7 power cords, batteries, and any other precinct 812-6505
supplies.
Poll Worker Staffing To request poll worker replacements and/or
8 obtain information regarding poll worker staffing. 812-6525
Shortage
Elections Specialist To request Election Specialist shortage or
9 replacement 499-8636
Shortage
Rev. EST: 11.7.19
Attachment 4
Attachment 5
Attachment 6
CERTIFICATE OF SECURITY
Precinct Number(s):______________________ Election: __________________________________ Date: ___________
WE, the undersigned Clerk/Assistant Clerk and Elections Specialist (ES) of the voting precinct(s) listed below, in the County of Miami-Dade, State of Florida, do HEREBY CERTIFY that the
following statements are true in all respects:
BALLOT TRANSPORT CART (BTC) WAS LOCKED AND SEALED:
Monday Afternoon Before Opening: YES NO Seal Number: Tuesday Morning and the Seal Number was the same: YES NO
Monday Afternoon After Verifying All Items & Repacking: YES NO Seal Number: Tuesday Night: YES NO Seal Number:
AFTER OPENING ON MONDAY AFTERNOON, THE BALLOT TRANSPORT CART (BTC) CONTAINED THE FOLLOWING:
Precinct Ballot Box(es) sealed: YES NO Time Ballot Box(es) verified (e.g. 1:11 pm): :
Provisional Ballot Bag containing Provisional Ballot Certificate Envelopes, Secrecy Envelopes, Provisional Stamp, and Provisional Ballot Log: YES NO
ADDITIONALLY:
Activator Case was in ES Kit (Voting Equipment Keys, i.e. ExpressVote/DS200): YES NO
Clerk and ES have compared one ballot from each ballot style to the zero tape(s) of each DS200 on MONDAY AFTERNOON: YES NO
Voter Deposit Box was sealed before 7 AM on Tuesday Morning: YES NO Voter Deposit Box Seal Number:
EXPRESSVOTE:
Seal Number (side door)
Seal Number Seal Number Seal Number
Serial Number was the same on
Monday, Opening (front) Monday, Opening (side) Monday, Closing (side)
Tuesday Morning
YES NO
DS200: EViD:
Seal Number Public Count on Public Count on
Seal Number on
was the same
Serial Number Monday Monday Tuesday Tuesday Serial Number Monday Tuesday Tuesday
on Tuesday
Afternoon Afternoon Morning Night Afternoon Morning Night
Morning
YES NO
YES NO
YES NO
YES NO
YES NO
YES NO
Total number of Spoiled Ballots: Results Bag Seal No.: Provisional Ballot Bag Seal No.:
Print Name Signature Print Name Signature
Clerk/Assistant Clerk Clerk/Assistant Clerk Elections Specialist (ES) Elections Specialist (ES)
Rev. 5/22 xp
Attachment 7
Election Day
Incident Report Log
Precinct #: _________ Election: __________________________ Election Date: _______
WE, the undersigned Clerk/Asst. Clerk and Elections Specialist (ES) of this Election Day voting
precinct in the County of Miami‐Dade, State of Florida, do HEREBY CERTIFY that the following
statements are true in all respects:
Voter’s Name Voter ID Reason Comments
Code
Reason Codes:
1. Voter refused to vote after being issued a voting pass.
2. Voter refused to vote after being issued a ballot.
3. Casting or canceling of a ballot.
4. Other: please describe in comments.
___________________________________________________________________
Clerk/Asst. Clerk – Print Name ES Print Name
___________________________________________________________________
Clerk/Asst. Clerk – Signature ES Signature
Rev. 8.19
Attachment 9
Attachment 10
Attachment 11
COLLECTION CENTER TRANSMITTAL FORM
TO BE COMPLETED AT THE COLLECTION CENTER:
The items listed below were given to ___________________ at Collection Center (CC) #: ______ CC Name: _____________________ at _______
pm on _______ (date) for delivery to the Seal Verification Board at the Miami‐Dade County Elections Department.
DTS Brings the following: DTS Brings the following:
Results Bags Blue Envelope Results Bags Blue Envelope
Certificates of Security Certificates of
& Incident Report Logs Security
& Incident Report
Logs
Pct. # Seal # Pct. # Pct. # Seal # Pct. #
Transmittal Bag Seal # _____________________
Facilitator Brings the Following:
Precinct Wait Precinct Wait Precinct Wait Precinct Wait Collection Collection DTS
Payroll Time Payroll Time Payroll Time Payroll Time Center Center Payroll
Indicator Indicator Indicator Indicator Supervisor Payroll
Kit
Pct. # Pct. # Pct. # Pct. #
Payroll Box Seal # _________________________
Wait Time Indicator Box Seal # ________________________
Collection Center Supervisor Data Transmission Specialist (DTS)/ Facilitator
Print Name Print Name
Signature Signature
TO BE COMPLETED BY THE SEAL VERIFICATION BOARD:
The items listed above were received at _______ pm. Please check mark if they were received in good order (or) not in good order . If not
in good order, please explain:
Data Transmission Specialist (DTS)/ Facilitator Seal Verification Board (Member)
Print Name Print Name
Signature Signature
White – Seal Verification Board Yellow – DTS/Facilitator Pink – CC Supervisor
9/19 am
Attachment 12
Attachment 13
Attachment 15
Attachment 15 A
RTN0072032
RTN0072469
RTN0072143
RTN0072471
RTN0072470
894.0-896.0-907.0-949.0 6 RTN0072677 894
RTN0072682 1019460
RTN0072681
RTN0072698
RTN0072683
RTN0072680
906.0-918.0 4 RTN0072689 906
RTN0072545 1019458
915.0 2 RTN0072125 915
RTN0072046 1019451
916.0 2 B000024472 916
B000024471 1019453
920.0/936.0 4 RTN0072410 920
RTN0072550 1019457
RTN0072542
RTN0072551
920
923.0-928.0-950.0 3 RTN0072690 923
RTN0072685 1019456
948.0-948.1 4 RTN0072468 948
RTN0072466 1019452
948
948
959.0-959.1 3 RTN0072525 959
RTN0072033 1019452
RTN0071454
Attachment 16
Election Day Transfer of Custody Form: Provisional Ballots and Voted Ballot Bins
Precinct Number(s):_______________________ Election: __________________________ Date: ___________________
I, the undersigned Clerk/Assistant Clerk (or 2nd Designee) of the voting precinct(s) listed below, in the County of Miami-Dade, State of Florida, do HEREBY
CERTIFY that the following items were taken to the Collection Center:
Provisional Ballots
#of Provisional Ballots taken to Collection Center: ______________
Provisional Ballot (green) Bag Seal No.: _______________________
Provisional Ballot Log (inside of green Provisional Ballot Bag): Y or N
Provisional Ballot (green) Bag: Y or N
Received by Warehouse Truck (driver must initial): _____________
Voted Ballot Bins
Time Transported to Collection: ____________
Time Received by Warehouse
D200 Serial Number Seal Number
Warehouse Truck Initial
Time: _________________ Time:________________
Print Name Signature Print Name Signature
Clerk/Assistant Clerk Clerk/Assistant Clerk 2 Designee
nd
2 Designee
nd
(If different from Clerk/Asst. Clerk) (If different from Clerk/Asst. Clerk)
Received by Collection Center (Supervisor/designee must initial): _____________
White Copy – Collection Center Yellow Copy – Clerk/Asst. Clerk or 2nd Designee Pink Copy – Warehouse Truck
Rev. 5/22
Attachment 17
AFTER THE POLLS CLOSE CHECKLIST Precinct: _______
C = Clerk AC = Assistant Clerk ES = Elections Specialist
P = Poll Deputy EB = Election Board
_____ Conduct a sweep of precinct (EB)
_____ Open Voter Deposit Box and verify there are no ballots inside. If there are ballots
inside, remove from Voter Deposit Box, and place each ballot into the correct
DS200 to be scanned AS IS. (C & ES)
_____ Transmit results and continue to next DS200 until all DS200s have successfully
transmitted. (ES)
_____ Remove Election Thumb Drive after transmission, and close and lock each DS200
with the Voting Equipment key. (ES)
_____ Print and sign the first Results Tape from each DS200 and give to Clerk/Assistant Clerk
to place on door of precinct. Place the second Results Tape inside the Ballot Bin
with voted ballots from that DS200 and the third Results Tape inside the Orange
Results Bag. (ES)
_____ Close ExpressVote. Remove thumb drive and place in clear plastic sleeve along with
DS200 thumb drive(s) inside of Orange Results Bag. (ES)
_____ Print Totals Tickets and close all EViDs. Remove Thumb Drives. Remove MiFi
and USB cable. (ES)
_____ Power off MiFi. (ES)
_____ Open DS200 Ballot Bin door with the Voting Equipment key. Remove the Ballot Bin
with voted ballots. (ES)
_____ Verify there is a copy of the Results Tape inside the Ballot Bin and seal and record the
following on the label and Certificate of Security: (C & ES)
DS200 serial number
Ballot Container number (____ of ____)
Seal number
Clerk and ES print and sign
Rev. 5/22
Page 1
After transmitting and printing Results Tapes, place the following inside the Orange Results Bag
and seal it: (ES)
THE ORANGE RESULTS BAG MUST BE PACKED AS FOLLOWS:
1st Plastic Sleeve – Media Only
(DS200 & ExpressVote): 2nd Plastic Sleeve – Tapes Only
(Zero & Results Tapes for DS200)
DS200 Zero Tape
[one (1) per DS200
DS200 Results Tape
DS200 Thumb Drive/Activator [one (1) per DS200]
[one (1) per DS200]
ExpressVote (orange) Thumb Drive
[one(1) per ExpressVote]
THE BLUE MEDIA BAG MUST BE PACKED AS FOLLOWS:
Blue EViD Media Bag & Contents
EViD ITEMS LISTED BELOW MUST BE TAKEN
TO THE COLLECTION CENTER IN THE
BLUE EViD MEDIA BAG:
EViD(s) Startup Tickets
[two (2) per EViD]
EViD(s) Totals Tickets
[two (2) per EViD]
EViD Thumb Drives (2) EViD Thumb Drives - two (2)
EViD MiFi (1)
EViD Security Cards – two (2)
MiFi - one (1) (powered off)
MiFi USB Cable – one (1)
EViD MiFi USB Cable (1) EViD Security Cards (2)
Page 2 Rev. 5/22
_____ Disassemble and pack EViD(s). (AC & EB)
_____ Close and lock ExpressVote. (ES)
_____ Provisional Ballots: (ES)
Remove voted Provisional Ballots from Voter Deposit Box (DS200)
Place all voted Provisional Ballots and the Provisional Ballot Log in the green,
Used Provisional Ballot Bag (MUST BE TAKEN TO THE COLLECTION CENTER)
Place all spoiled, unused, and Provisional Ballot materials in BTC
_____ Voting Passes: (C & EB)
Remove Voting Passes from Voter Deposit Box, and place them inside the large Gray Bag
_____ Complete Tuesday Night portion of Certificate of Security (C or AC)
Write the Total Ballots from each DS200’s Results Tape
Write the Total Voting Passes from each EViD’s Totals Ticket
Record Orange Results Bag seal number
Record Provisional Ballot Bag seal number
Record total spoiled ballots
_____ Complete Transfer of Custody form for Provisional Ballots and Voted Ballot Bins. (C or AC)
_____ Place signed Certificate of Security and Incident Report Log inside BLUE envelope. (C)
_____ Pack Supply Can: (C)
Document Folder
Activator Case with Voting Equipment keys inside
Gray Bag (Voting Passes)
All other supplies that came packed in the Supply Can
_____ Pick-up and dispose of litter, campaign materials, and precinct signs. (PD & EB)
_____ Pack Supply Can and place in Ballot Transport Cart. (EB)
_____ Pack Spoiled Ballot Box in the Ballot Transport Cart. (C or AC)
_____ Complete and sign payroll. Record name and telephone number of Poll Worker
designated as 2nd person to bring items to the Collection Center and Poll Worker staying
behind at the precinct. (EB, PD & ES)
_____ Call Election Central to report precinct is closed. (C)
Page 3 Rev. 5/22
THE FOLLOWING IS A FINAL LIST OF ALL ITEMS THAT MUST BE TAKEN TO THE COLLECTION CENTER: (ES & C or AC )
By the Elections Specialist:
Orange Results Bag with contents
Blue EViD Media Bag with contents
By the Clerk/2nd designee:
Only those Ballot Containers with voted ballots
ES Kit with the following contents:
Green Used Provisional Ballot Bag with completed Provisional Ballot Log, voted Provisional Ballots, and
Provisional Voting Passes
Completed Transfer of Custody Form for Provisional Ballots and Voted Ballot Bins.
Blue envelope containing Certificate of Security/Incident Report Log
Manila envelope containing completed Affirmations/Election Day Voter Certificates
Manila envelope containing completed Wait Time Indicator cards and Proxy Cards
Manila envelope with Poll Workers’ Payroll Sheets
EViD Scanners
ES Cell Phone (only)
_____ Repack all other supplies in the Ballot Transport Cart (Supply Can, etc.). (EB)
_____ Lock the BTC following call from the Collection Center to release the
person who remained at the precinct. (C or AC)
WE, the undersigned Clerk/Assistant Clerk and
Elections Specialist of this voting precinct in the County of Miami-Dade, State of Florida, do
HEREBY CERTIFY
that the preceding checklist has been completed in its entirety:
______________________________ ____________________________
Print Name Print Name
Clerk/Assistant Clerk Elections Specialist
______________________________ ____________________________
Signature Signature
Clerk/Assistant Clerk Elections Specialist
Rev. 5/22
Page 4
Attachment 18
Miami-Dade County Elections Department
Early Voting Vote-by-Mail (VBM) Ballot Log
Election Name: Election Date:
Site Name and Number: #____ Date:
I, the undersigned, do HEREBY CERTIFY that the following people have dropped off voted Vote-by-Mail
ballot(s) other than their own:
FVRS#: VBM EV
ID:Y Relation (Family
No First Name Last Name Envelope (3rd line Staff
or N Member or Other)
next to barcode) Initials
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
_______________________________ _____________________________
VBM Attendant Print Name VBM Attendant Initials
_______________________________ _____________________________
VBM Attendant Print Name VBM Attendant Initials
_______________________________ _____________________________
Document Specialist Print Name Document Specialist Signature
LYR 02/17/2023
Attachment 19
Miami-Dade County Elections Department
Early Voting Transfer of Custody for Vote-by-Mail Ballots
Election Date:
Site Name: Site Number:
Seal number removed from Vote-by-Mail Ballot Box: ______________
Number of Vote-by-Mail Ballots retrieved from the Vote-by-Mail Ballot Box: _____________________
TRANSFER OF TRANSFER CASE FROM EV STAFF
We, the undersigned, do HEREBY CERTIFY that the information provided is true in all respects:
EV Staff: _______________________________ ______________________________
Print Name Signature
Quantity of Vote-by-Mail ballots transferred in this Transfer Case Bag: ________
Seal number placed on Transfer Case Bag: ______________________
Vote-by-Mail Ballot Transfer Case Bag(s) #____ of ____ Date: ____/_____/_____
BELOW TO BE COMPLETED BY STAFF TRANSPORTING BALLOTS
Received by: _______________________________ _______________________________
Print Name Signature
Seal on the Transfer Case Bag is intact and matches the recorded number above : YES NO
Vote-by-Mail Ballot Transfer Case Bag(s) #____ of ____ received
Date: ____/_____/_____ Time: ___ : ___ AM PM
BELOW TO BE COMPLETED BY RELIAVOTE STAFF
Received by: _______________________________ _______________________________
Print Name Signature
Seal on the Transfer Case Bag is intact and matches the recorded number above : YES NO
Vote-by-Mail Ballot Transfer Case Bag(s) #____ of ____ received
Date: ____/_____/_____ Time: ___ : ___ AM PM
WHITE COPY – EV CLERK YELLOW COPY – OUTSIDE BLUE TRANSFER BAG IN CLEAR POCKET PINK – INSIDE BLUE TRANSFER BAG
REV MR 9/6/2019
Attachment 20
MIAMI-DADE COUNTY ELECTIONS
DEPARTMENT EARLY VOTING VBM
SECURE BALLOT INTAKE STATION
REMOVAL FORM
ELECTION NAME: ELECTION DATE: / /20
SITE NAME: SITE NUMBER:
VBM SECURE BALLOT INTAKE STATION # OF FOR EV SITE # :
**COMPLETE ONE FORM PER VBM SECURE BALLOT INTAKE STATION
REMOVAL DATE: / / REMOVAL TIME: : AM PM
SEAL NUMBER USED ON KEY POUCH: #
WE, THE UNDERSIGNED, DO HEREBY CERTIFY THAT THE INFORMATION
PROVIDED IS TRUE IN ALL RESPECTS:
I CONFIRMED THAT THE THREE KEYS AND THE YELLOW COPY OF THIS
FORM HAVE BEEN SEALED INSIDE OF THE KEY POUCH THAT IS ATTACHED
TO THE TOP OF THE CORRESPONDING SECURE BALLOT INTAKE STATION.
REMOVED BY:
PRINTED NAME SIGNATURE
VBM ATTD:
PRINTED NAME SIGNATURE
RECEIVING PARTY:
PRINT NAME SIGNATURE
WHITE COPY – INSIDE COMPLETED FORMS BINDER YELLOW COPY – INSIDE KEY POUCH PINK – VBM ATTD.
REV MR 3/14/2023
Attachment 21
2022 General Edition
Our Mission Statement: We pledge to instill trust and confidence by conducting elections
that are fair, accurate, transparent, and accessible for all voters of Miami-Dade County.
Table of Contents
General Information .......................................................................................1
Where can I find the Election Calendar?......................................................................................... 1
Three Convenient Ways to Vote ...................................................................................................... 1
Training Course Overview ............................................................................................ 2
Class Information ............................................................................................................................ 2
Customer Service ........................................................................................................ 2
Election Type ............................................................................................................... 4
General Election .............................................................................................................................. 4
Different Types of Precincts.......................................................................................... 5
Emergency Situations................................................................................................... 5
Americans With Disabilities Act (ADA) .......................................................................... 6
Example Polling Room Layout....................................................................................... 7
Getting to Know Your Team ......................................................................................... 8
Positions Overview ....................................................................................... 10
Clerk’s General Responsibilities .................................................................................. 12
Personnel....................................................................................................................................... 12
Process .......................................................................................................................................... 12
Paperwork ..................................................................................................................................... 12
Monday Afternoon Setup .............................................................................. 13
Overview ................................................................................................................... 14
Monday Afternoon Set-Up Checklist ........................................................................... 15
The ES Kit .................................................................................................................. 16
ES Kit Packing List Explained ....................................................................................... 17
Document Folder ....................................................................................................... 18
Telephone Information Sheet ..................................................................................... 19
Polling Room Layout .................................................................................................. 19
Certificate of Security (COS) ....................................................................................... 20
NEW! Ballot Boxes ..................................................................................................... 21
Verifying the Voting Equipment.................................................................................. 22
NEW! Labeling the DS200 Ballot Bins .......................................................................... 23
NEW! Verifying the Ballot(s) ....................................................................................... 24
Verifying the Ballot(s) continued ................................................................................ 25
Packing Up................................................................................................................. 26
Final Tasks ................................................................................................................. 26
Tuesday Morning Before the Polls Open ......................................................... 27
Overview ................................................................................................................... 28
Members of the Media .............................................................................................. 29
Certificate of Security - Tuesday Morning Portion ....................................................... 30
Before The Polls Open Checklist ................................................................................. 31
Oath to Be Taken ....................................................................................................... 32
NEW! Checking the Poll Deputy Duties ....................................................................... 33
Ballot Table Setup ...................................................................................................... 34
Voter Deposit Box Setup ............................................................................................ 34
DS200 Setup .............................................................................................................. 35
Final Tasks ................................................................................................................. 35
Overview ................................................................................................................... 38
Canceling a Vote-by-Mail Ballot .................................................................................. 40
Declaration to Secure Assistance Form ....................................................................... 41
What is Considered Assistance?.................................................................................................... 41
What is Not Considered Assistance? ............................................................................................. 41
Declaration to Provide Assistance Form ...................................................................... 42
Poll Watchers ............................................................................................................ 43
Poll Watchers MUST...................................................................................................................... 43
Poll Watchers MAY NOT................................................................................................................ 44
Poll Watcher Designation List ..................................................................................... 44
Wait Time Indicators .................................................................................................. 45
ExpressVote Requests ................................................................................................ 46
Undo Check-In - Previous Voter .................................................................................. 47
Undo Check-In - Through Voter Info ........................................................................... 48
Ballot Replacement .................................................................................................... 50
Clerk’s Evaluation of Poll Workers .............................................................................. 52
Incident Report Log.................................................................................................... 53
Accident/Illness Report Log ........................................................................................ 54
Election Day Voter Certificate..................................................................................... 55
Oath of Person Entering Challenge ............................................................................. 56
Affirmation/Affidavit.................................................................................................. 57
Closing Procedures Review ......................................................................................... 58
After the Polls Close ...................................................................................... 59
NEW! Overview ......................................................................................................... 60
After the Polls Close Checklist..................................................................................... 61
Certificate of Security - Tuesday Night Portion ............................................................ 63
Transfer of Custody Form........................................................................................... 64
Provisional Ballot Log ................................................................................................. 65
Items Transported to Collection Center ...................................................................... 66
Arriving at The Collection Center ................................................................................ 67
General Information
General Information
General Informatio
Where can I find the Election Calendar?
If you would like to see the dates for all upcoming elections, please go online to
our Elections website (https://www.miamidade.gov/elections) and select the
Upcoming Elections button (look on the top right of the main page).
Three Convenient Ways to Vote:
Vote-by-Mail: Vote by Mail Voters have the option of voting from the
convenience of their own home by requesting a mail ballot. A paper ballot is
mailed to the voter to be marked and returned to the Supervisor of Elections
office no later than 7:00 p.m. on the day of the election.
It is imperative that when voting by mail, voters carefully follow the instructions
included with their ballot and sign inside the red box of the certificate envelope
provided. Detailed instructions are provided on the ballot and special
instructions are included in the mail ballot package.
Voters may request a mail ballot in person, by telephone (305-499-VOTE), by
mail, or online by visiting www.iamelectionready.org. All requests for a mail
ballot must be received by the 10th day before the election. Vote by Mail
ballots can be returned by mail or at an Early Voting location. However, voters
may not drop off their Vote-by-Mail ballots at polling locations on Election Day.
Early Voting: Early voting begins 14 days prior to every countywide election and
varying days as designated by the Municipality in Municipal Elections. Any
registered voter may vote at any of the designated early voting sites in Miami-
Dade County providing maximum convenience. Early Voting schedules will be
available online prior to each countywide election. Early voting locations and
hours of operation can also be found by contacting 311 or 305-499-VOTE.
Voting on Election Day: All polling locations are open from 7:00 a.m. until 7:00
p.m. on Election Day.
2022 Clerk and Assistant Clerk Manual Page | 1
General Information
General Information
Training Course Overview
Welcome to Election Day Clerk Training! Today you will receive a detailed
“hands-on” training that will prepare you for the upcoming election. We ask that
you give us your full attention, and we encourage you to ask questions. Our goal
is that you leave this training with a full understanding of your Election Day
duties.
Training Includes:
• Detailed Clerk and Assistant Clerk Duties
• Monday Afternoon Setup
• Tuesday, Election Day Procedures
• After the Polls Procedures
Class Information:
• Class will last approximately four (4) hours.
• Please make sure to sign the sign-in sheet.
• If you are unable to stay for the entire time, you must call our Scheduling
Section at (305) 499-8448 to reschedule.
• You must complete the entire class to get credit for attendance; note you
must also attend training and perform Election Day duties to get paid.
• Ask questions and participate in discussion – we want to hear from you!
• All poll workers will be given a copy of the Code
of Conduct which they must sign. Also, they must
watch the Americans with Disabilities video as
part of their training.
Sample Code of Conduct Form
Page | 2 2022 Clerk and Assistant Clerk Manual
General Information
General Information
Customer Service
Poll workers are expected to provide excellent customer service to all voters,
their fellow poll workers, elections staff, and anyone else whom they may come
in contact.
• Poll workers are representatives of the Miami-Dade County Elections
Department.
• Dress comfortably yet professionally.
• Wear your name tag where it is easily seen.
• Always greet the voter with a smile.
• Manage the flow of voters inside the polling room.
• Be aware of lines and delays – explain that these are temporary, and the
voter will soon be on their way.
• When sending a voter to another table, explain why:
“Please go to the next table where you can pick up your ballot.”
“Please see the ES so we can update your address.”
Reminder: You are a team working toward a common goal: to assist voters.
Always start with a positive response!
As the Clerk or Assistant Clerk, it is your obligation to ensure that all poll
workers at your polling location are representing us to the highest standards.
Any issues with poll workers must be reported to Election Central.
2022 Clerk and Assistant Clerk Manual Page | 3
General Information
General Information
Election Type
General Election: The November 8th, 2022 election is a General Election
In a general election, all registered voters within a particular precinct receive the same
ballot and vote on the same candidates or questions regardless of party affiliation. Each
precinct has 1 ballot style. For example, in precinct 1.0 all voters are given the same ballot
and in precinct 1.1 all voters are given the same ballot. If there are write-in candidates who
have qualified for a particular office, a space will be left on the ballot where their name can
be written.
Page | 4 2022 Clerk and Assistant Clerk Manual
General Information
General Information
Different Types of Precincts
Single Precinct – a precinct managed by one (1) Election Board.
Same Board Precinct – two (2) or more precincts located in the same room
managed by one (1) Election Board.
Multiple Precincts – two (2) or more boards in the same polling location.
Split Precinct – a precinct that is divided into separate sections to reflect
different federal, state, and local districts; it is managed by one (1) Election
Board.
Emergency Situations
You are responsible for identifying a safe rally point outside of your polling
location as a meeting location in the event of an emergency. The Clerk should
always keep a list of all staff to account for them at the rally point. Also take the
Telephone Information Sheet to immediately report what occurred to Election
Central.
Tuesday Morning, before the polls open, the Clerk will
designate a rally point outside the polling location.
In the event of a power outage, call Election Central
immediately!
Medical emergency – Call 911 first, (heart attack,
labor, etc.) then call Election Central.
Police incident – Call 911 first, (physical altercation,
etc.) then call Election Central.
2022 Clerk and Assistant Clerk Manual Page | 5
General Information
General Information
Americans With Disabilities Act (ADA)
The ADA is a federal civil rights law that prohibits discrimination against people
with disabilities in everyday activities.
• Any voter requesting assistance is entitled to receive it, regardless of
reason.
• Never ask why the voter needs help.
• If the voter has an assistant, talk to the voter, not to the assistant.
• Whenever in doubt, call Election Central for guidance.
Mobility-Impaired Deaf or Hard-of-Hearing
• Do not push a person in a • Speak clearly, with your face
wheelchair without permission. unobstructed.
• Make sure there is a clear path • If you have difficulty understanding
from the parking lot and in the someone’s speech, politely let the
polling room. voter know.
• When talking to someone in a • It may be helpful to use gestures, or to
wheelchair, stand back a few write down what you are trying to say.
steps so the person can avoid • Do not shout when speaking to the
neck-strain when looking up. voter.
Blind or Visually Impaired Service Animals
• Be prepared to offer assistance. • Are not pets
• Say hello and identify yourself • Alert people to sound
and your role. • Navigate
• Do not grab or pull the voter. • Pull wheelchairs; carry items
• Offer your arm to guide the voter. • Assist with balance
• Detect seizure
• Do not require a license
• Not always wearing a harness
Page | 6 2022 Clerk and Assistant Clerk Manual
General Information
General Information
Example Polling Room Layout
The voter signs in using the electronic poll book. Signature is verified against
Step #1 EViD Check-In
their valid ID provided. A Voting Pass prints out for the voter.
The Ballot Inspector matches the precinct number and ballot style on the
Step #2 Ballot Distribution Voting Pass to the Ballot that has been issued. The voter verifies the ballot
information presented by the Ballot Inspector.
Using the pen given at the Ballot Table, the voter will mark their selections at
Step #3 Privacy Booths
the Privacy Booth.
Step #4 DS200s Ballot is fed into DS200, and voter is given an “I Voted” Sticker.
Voters needing visual or audio assistance can use the ExpressVote to mark their
ADA Equipment ballot. The ADA Privacy Booth can be used by a voter in a wheelchair and the
ADA Chair if a voter needs to sit down.
Assistant Clerk is responsible for Ballot Replacements and the Clerk needs to
Clerk/ Assistant Clerk Table
be able to observe the entire room.
Any voter that cannot be found will go to the ES who can fill out a variety of
Elections Specialist (ES) Table forms such as an Affirmation/Affidavit Form to change an address or the
Provisional Ballot Envelope to issue a Provisional Ballot if needed.
Representative from a political party, organizations/groups, or candidate to
Poll Watcher & Observers
observe the voting process. Should not interfere with the voting process.
2022 Clerk and Assistant Clerk Manual Page | 7
General Information
General Information
Getting to Know Your Team
Contact your staff the Friday before Election Day using the Board List you will
receive with your assignment letter, via mail and email.
Remind them of the following:
• Please know your assigned work precinct (this will be contained in your
assignment letter).
• We recommend that you vote during Early Voting or via Vote-by-Mail
prior to Election Day.
• We ask that you bring any necessary items with you, i.e., food,
medications, drinks, jackets, etc. as you cannot leave the polling location.
Breaks will be given at the discretion of the Clerk.
• Finally, radios, TVs, magazines/newspapers, pets, additional humans (kids,
family members – i.e., anyone not officially a part of the Election Board)
should all be left behind.
If you are unable to get in contact with any of your staff, please inform Poll
Worker Scheduling right away.
Page | 8 2022 Clerk and Assistant Clerk Manual
General Information
General Information
Getting to Know Your Team continued
2022 Clerk and Assistant Clerk Manual Page | 9
General Information
General Information
Positions Overview
Administrative Troubleshooter (ATS) - Representative of the Supervisor of
Elections who is made available to assist the Clerk. The ATS is expected to visit
precincts during Monday Afternoon set up and throughout Election Day to makes
sure the correct procedures are being adhered to. They will bring any issues to
the Clerk’s attention and will be dispatched to troubleshoot if needed.
Elections Specialist (ES) - In charge of electronic voting equipment (setup,
opening/closing, troubleshooting, etc.) The ES will complete Affirmations,
Provisional Ballots, activate ExpressVote ballot for voters, transmit results from
the precinct, and return required items to the Collection Center. During the first
voting hour, the ES will be stationed at the DS200s to make sure there are no
issues with the equipment.
Clerk - In charge of, and responsible for, seeing that the Election Board carries
out its duties and responsibilities (F.S. 102.012). During the first voting hour, the
Clerk will be stationed behind the EViD Check-in Table to make sure the correct
procedures are being adhered to. Manages voter flow, customer service, and
resolves or escalates voter issues/problems to Election Central. Rotates
Inspectors’ tasks and positions throughout the day as needed. Assigns lunches
and break times without impacting the voting process. The Clerk is responsible
for returning items to the Collection Center election night.
Assistant Clerk - During the first voting hour, the Assistant Clerk will be stationed
at the Ballot Table to make sure the correct procedures are being adhered to.
Responsible for handling the replacement ballots during voting hours and is
considered a backup to the Clerk when needed. The Assistant Clerk may be
responsible for returning items to the collection center election night.
Page | 10 2022 Clerk and Assistant Clerk Manual
General Information
General Information
Positions Overview continued
Poll Deputy – Responsible for locating the ADA bin and setting up ADA supplies
(if applicable), placing all necessary signs outside of the polling location,
maintaining the 150 ft No Solicitation Boundary, setting up the 75 ft Exit Polling
Zone, identifying voters that cannot stand in line in need of a proxy, and greeting
voters advising them of the polling location number and informing them to have
their picture IDs ready. Also responsible for providing a Wait Time Indicator to
either the last voter in line or directly to the EViD Inspector (when there are no
voters in line) every hour.
EViD Inspector - Seated at the EViD Check-in Table. The EViD Inspector’s primary
responsibility is to check in voters efficiently always displaying the highest degree
of customer service. As the voter approaches the EViD Check-in Table the EViD
Inspector greets the voter and asks him or her to present a valid picture and
signature ID. Verifies the signature on the EViD against the voter’s valid ID. Gives
the voter their Voting Pass and directs them to the Ballot Table.
Ballot Inspector - Responsible for selecting and verifying the correct ballot
against the precinct number and ballot style on the voter’s Voting Pass.
Privacy Booth Inspector - Directs the voters to the Privacy Booth and reminds the
voter to mark their ballot and check both sides of their ballot.
DS200 Inspector - Responsible for greeting voters and confirming information
with the voter as they approach the DS200s ensuring an efficient and orderly
flow is maintained.
2022 Clerk and Assistant Clerk Manual Page | 11
General Information
General Information
Clerk’s General Responsibilities
As the Clerk or Assistant Clerk of a polling location, you are the leaders of your
team and are expected to ensure the smooth operation of your polling location.
Personnel:
You are responsible for managing the poll workers assigned to your polling
location. This includes the assignment of their duties, break and lunch schedules,
as well as ensuring they are performing their duties properly. In addition, you
must be certain that your staff is courteous and professional with the voter,
fellow poll workers and anyone else they may encounter.
Process:
As the leaders in your polling location, you must be well versed in all Election Day
laws as well as Miami-Dade County Election procedures. You must contact the
poll worker on your Board List to introduce yourself and remind them of their
precinct location and reporting time. If there are any scheduling issues, report
them to Poll Workers Scheduling section as soon as possible. It is extremely
important that you are familiar with the roles and responsibilities of all
Inspector/Poll Deputy positions. It is your responsibility to ensure the proper
flow and operation of your precinct. This begins with the Poll Deputy’s role,
particularly as it relates to the measuring of the 150 ft. No Solicitation Zone, 75 ft.
Exit Polling zone, and the placing of all signage.
Inside your polling location, you must ensure all Inspectors are performing their
jobs with accuracy. Directly observe them in action to be certain both new and
experienced staff are supported and followed through with proper procedures.
Paperwork:
In addition to managing your staff and ensuring a smooth voting process,
completing all necessary paperwork is critical to your success. Being organized
with your paperwork, knowing what needs to be completed, and where things
are to be filed will make this aspect of your job easier.
Page | 12 2022 Clerk and Assistant Clerk Manual
Monday Afternoon
Setup
2022 Clerk and Assistant Clerk Manual Page | 13
Monday Afternoon Setup
Overview
On Monday afternoon, you will arrive at your polling location for site setup
according to your assignment letter. You will meet your ES and fellow poll workers
Monday Afternoon
to begin setting up.
• As the Clerk, you will need to locate the following items from the ES Kit:
Document Folder, Poll Worker Payroll, Ballot Table Signs, any special
instructions, and Poll Worker Parking Passes.
• Use the Poll Worker Payroll Sheet to confirm you have all the staff assigned
to your location. Anyone claiming to be a poll worker who is not on the Poll
Worker Payroll, must be confirmed with the Poll Worker Scheduling
Section.
• Retrieve the Certificate of Security, Polling Room Layout, Telephone
Information Sheet, and Monday Afternoon Setup Checklist from the
Document Folder. Work with the ES to confirm the serial numbers of all
equipment while your remaining staff opens the BTC confirm all necessary
supplies are there.
• Assign your staff specific setup tasks according to the Monday Afternoon
Setup Checklist.
• Once the ES confirms all equipment is working properly and the Clerk confirms
that all tasks on the Monday Afternoon Setup Checklist were completed
properly, the Clerk or ES must call Election Central to state your polling
location is “Open and Locked” for Tuesday morning.
• Once the call has been made, the Clerk must ensure all staff sign the Monday
Poll Worker Payroll.
• The Clerk will then secure all necessary paperwork in the Document Folder
and place the Document Folder in the ES Kit.
• The Administrative Troubleshooter (ATS), who is responsible for assisting
multiple locations, will visit often during Monday Setup and on Election
Day. Please make sure to share telephone numbers with your ATS as they
can be a valuable assest to you on Election Day.
Page | 14 2022 Clerk and Assistant Clerk Manual
Monday Afternoon Setup
Monday Afternoon Set-Up Checklist
This is a sample of the Monday Afternoon Set-up Checklist that the Clerk will use
to delegate tasks to the Election Board highlighted in blue. The Clerk will focus on
Monday Afternoon
the items highlighted in yellow.
This document is found in the Document Folder in slot B. The goal is to work
together to complete all tasks. It is the responsibility of the Clerk and Assistant
Clerk to make certain all tasks are completed.
2022 Clerk and Assistant Clerk Manual Page | 15
Monday Afternoon Setup
The ES Kit
On Monday afternoon, with the arrival of the ES, you must verify the contents of
the ES Kit. The ES will be the person to pick up the ES Kit from the Collection
Monday Afternoon
Center and bring it to the polling location.
On the clear pocket outside of the ES Kit, there is a label identifying the precinct
information and collection center.
• If there is a green telephone sticker, your polling location will not have a
landline. A cell phone will be provided.
• Accessing the polling place: If there is a Lockbox sticker, look inside and
follow the instructions to retrieve the key. The front of the document will
show you where the lockbox is located, and the back will have instructions
along with the code needed to unlock it.
The contents inside the ES Kit have been quality assured against the ES Kit
Packing List. The list can be used to identify all the items inside. If anything is
missing, please call Election Central.
Page | 16 2022 Clerk and Assistant Clerk Manual
Monday Afternoon Setup
ES Kit Packing List Explained
Monday Afternoon
2022 Clerk and Assistant Clerk Manual Page | 17
Monday Afternoon Setup
Document Folder
On Monday afternoon, retrieve the Document Folder from the ES Kit. The
Document Folder contains the following:
Monday Afternoon
Page | 18 2022 Clerk and Assistant Clerk Manual
Monday Afternoon Setup
Telephone Information Sheet
The Telephone Information Sheet
can be found in the Document
Monday Afternoon
Folder. It should be used both on
Monday afternoon and throughout
Election Day. This document is
critical to keep in touch with
Election Central and to have all
questions you may have answered.
We recommend you take a
photograph of this page to keep
with you in the event you have any
issues accessing the polling location
on Tuesday Morning.
Polling Room Layout
Use the Polling Room Layout located in the Document Folder to identify where to
set up. Please see example below.
2022 Clerk and Assistant Clerk Manual Page | 19
Monday Afternoon Setup
Certificate of Security (COS)
The COS is in the Document Folder, and it should be used during Monday
Afternoon Setup, Before the Polls Open, and After the Polls Close. Please
Monday Afternoon
complete the Monday afternoon portion of this form (highlighted in yellow
below) and the Monday Afternoon Set-Up Checklist to ensure all tasks are
completed properly.
The information in red is pre-populated on the form but must be verified
against the equipment.
• If any information is missing on the form, you must enter it on the empty
lines.
• If any information is incorrect, strike a line through the incorrect
information and enter the correct information on the empty lines.
Page | 20 2022 Clerk and Assistant Clerk Manual
Monday Afternoon Setup
Ballot Boxes
On Monday afternoon, locate precinct ballot boxes found inside the BTC. The
Clerk or Assistant Clerk must open each Ballot Box to verify the correct ballots
Monday Afternoon
matching your precinct(s).
Ballot Box - There will be at least one ballot box per precinct. All expected
precinct numbers can be found in the header of the COS. If there is more than
one box for a precinct, it would show on the label (i.e., Box 1 of 2). Voters
needing a provisional ballot will now be given a ballot that the ES will mark
“PROVISONAL” with the red stamp provided.
NEW! Pre-printed provisional ballots are no longer provided. However, the box
with an orange label have Provisional Ballot Supplies inside. These supplies
include: the Green Used Provisional Ballot Bag (with red stamp inside), Secrecy
Envelopes, Certificate Envelopes, and the Provisional Ballot Log packet. This
provisional supply box must be placed at the ES Table to be used Tuesday
morning. The ES will verify all supplies are accounted for. If a provisional ballot
needs to be issued, the ES will pull the correct ballot style from the BALLOT
TABLE inventory and stamp it provisional.
Activator Card Box - Used by the
ES for voters that want to vote on
the ExpressVote.
And if you see a ballot box that has this red sticker, it should remain locked in the
BTC because there are “ZERO” voters in that precinct.
2022 Clerk and Assistant Clerk Manual Page | 21
Monday Afternoon Setup
Verifying the Voting Equipment
Along with the BTC, each polling location will have the EViDs, DS200s, and an
ExpressVote delivered before your arrival. The ES must verify the serial numbers
Monday Afternoon
on the EViD, DS200s, and ExpressVote tags. If the number pre-populated on the
COS is different from the tags on the equipment, the ES has been instructed to
just strike through the number and record the actual serial number.
The ES will then begin setting up the EViDs, DS200s and ExpressVote according to
the Polling Room Layout. The ES is trained to ensure the EViDs and MIFI remain
on overnight allowing the EViDs to receive updates to voter’s records. Please DO
NOT power off or disconnect the EViDs or MIFI.
The ES will open each DS200, print Zero Tapes, and lock and seal the units.
Remember: Never scan a ballot on Monday afternoon into the DS200.
Page | 22 2022 Clerk and Assistant Clerk Manual
Monday Afternoon Setup
Labeling the DS200 Ballot Bins
When the ES opens each DS200 to verify the Ballot Bin, the Clerk should fill out
the label on the front of each Ballot Bin.
Monday Afternoon
The ES will verify the following:
• There is a Ballot Bin inside each DS200.
• The Ballot Bin flaps are down, allowing ballot to fall inside.
• The Ballot Bin is empty with no ballots inside.
The Clerk should pre-fill the following on the front label:
• NEW! All the PCT number(s) that DS200 is assigned to.
Reminder: All precinct ballots can be scanned into any DS200.
• The Election Name.
• The Date of the Election.
• The DS200 Serial # from the DS200 tag on that DS200.
The above information can be found and verified on the Certificate of Security.
2022 Clerk and Assistant Clerk Manual Page | 23
Monday Afternoon Setup
Verifying the Ballot(s)
Monday afternoon, the Clerk and ES will verify the DS200 Zero Tapes to the
Ballots by reading and comparing content (candidates, issues, etc.). If you are
Monday Afternoon
assigned to a Same Board Precinct, you MUST compare the ballot for each
precinct to the corresponding Zero Tape for that precinct.
• The DS200 Zero Tapes must be compared against the ballots. One (1)
ballot per ballot style per precinct MUST be compared.
• If you are assigned to a Same Board Precinct, you MUST compare the
ballot for each precinct to the Zero Tapes.
• The Clerk and ES will verify the Zero Tapes to the ballots by reading and
comparing content (candidates, issues, etc.)
Page | 24 2022 Clerk and Assistant Clerk Manual
Monday Afternoon Setup
Verifying the Ballot(s) continued
Once all ballot styles per precinct are verified against a Zero Tape, use that
verified Zero Tape to check all other DS200’s by placing the verified copy side
Monday Afternoon
by side with the other Zero Tapes. (see below)
When finished verifying ballots, mark these ballots as “Spoiled” and place them
in the assembled Spoiled Ballot Box.
2022 Clerk and Assistant Clerk Manual Page | 25
Monday Afternoon Setup
Packing Up
On Monday afternoon, while the team is finishing the set-up of the polling location,
The Clerk must repack and lock the BTC with these necessary items:
Monday Afternoon
• The ES Kit containing:
o The Activator Case with the o Document Folder
Voting Equipment Keys o All manilla envelopes
o EViD Media Bag o ES Issued Cell Phone
• Ballot Boxes
• Precinct Registers, Blank Voter Authorization Slips, and Binder Clips
• Confirm with your staff all necessary items have been secured and then lock the
BTC.
Final Tasks
• Perform a final inspection of the polling location confirming everything is setup
properly and in accordance with the Polling Room Diagram, Monday afternoon
portion of the COS, and the Monday Afternoon Checklist. It’s especially
important to confirm tasks by the Election Board were completed properly.
• Review any special instructions provided in the ES Kit and discuss with staff as
necessary. It is recommended you do a quick run-through of all Inspector
positions (EViD, Ballot Table, DS200) and Poll Deputy. Make sure staff are familiar
with their roles and remind them to review their manual and have it with them
on Election Day.
• If possible, locate the facility representative and share phone numbers. Ensure
everyone is aware of your arrival time on Tuesday morning. Take a photograph of
the Telephone Information Sheet, this is important to have in the event you are
having difficulty getting into the polling location.
• Have all staff sign the Monday Afternoon Poll Worker Payroll. Remind all staff
they are required to arrive at 5:30 a.m. before dismissing them.
• If your Administrative Troubleshooter has not reported to your location by the
completion of setup, have the Election Specialist call them and let them know
you are open and locked.
• Call Election Central to report you are “Opened and Locked”.
Page | 26 2022 Clerk and Assistant Clerk Manual
Tuesday Morning
Before the Polls Open
2022 Clerk and Assistant Clerk Manual Page | 27
Tuesday Morning - Before the Polls Open
Overview
• When you arrive on Tuesday morning, confirm you have all staff
present. If any staff are missing call the Poll Worker Scheduling
Section at 305-499-8448 immediately.
• Open the BTC and retrieve the Document Folder. You will need the
Before the Polls Open Checklist, COS, and the Oath.
• Working with the ES, use the COS to confirm the seal numbers on all
voting equipment is the same as you recorded on Monday
afternoon.
Tuesday Morning
• While the ES is beginning their process of opening the voting
equipment, direct staff to begin the opening process using the
Before Polls Open Checklist.
• Retrieve a Ballot Box for each precinct and place them directly
behind the correct Ballot Table.
• Ensure the Supply Can has been emptied and sealed, this will now
become the Voter Deposit Box. Double check the seal number has
been recorded on the COS. Place Clear Forms bag on Clerk’s Table.
• Direct the Poll Deputy to measure and mark both the 150 ft. No
Solicitation Zone and the 75 ft. Exit Polling Zone.
Note: If your polling location was provided with a Blue ADA Bin, please
have the Poll Deputy set up all equipment given according to the
diagram provided inside the ADA Bin. You must confirm this has been
done correctly.
• As the opening process continues, the Clerk you must ensure
everything both inside and outside is setup properly. You must
personally check each aspect of the voter’s path to ensure there is
proper flow and that all necessary supplies are properly placed.
• Anyone may witness the opening and closing, if they do not
interfere with our procedures before the polls open at 7:00 a.m.
Page | 28 2022 Clerk and Assistant Clerk Manual
Tuesday Morning - Before the Polls Open
Overview continued
• Remind your staff the positions they will be working to start the
day. Explain to staff that based on volume, they may be rotated,
and breaks will be assigned accordingly.
• The Administrative Trouble Shooter (ATS) will visit to verify your
polling place has been set-up correctly, and to confirm who (Clerk
or the Assistant Clerk) will be going to the Collection Center at the
end of the night.
• Verify with the ES, which is the slowest DS200 clock to announce
Tuesday Morning
the opening of the polls.
• When you have determined your setup is complete, the Oath
must be given with all poll workers present.
• Designate a rally point outside of the Polling location in case of an
emergency.
• Call Election Central to report that you are “Open and Ready for
voters”
Members of the Media
• May film from the doorway of the polling room if they do not
interfere with voters.
• May conduct Exit Polling 75 feet from the entrance to the polling
location.
2022 Clerk and Assistant Clerk Manual Page | 29
Tuesday Morning - Before the Polls Open
Certificate of Security - Tuesday Morning Portion
Upon arrival, verify that the BTC was locked. Open the BTC and locate
the Document Folder inside the ES Kit. Circle that the BTC was locked on
the COS as shown below.
Tuesday Morning
Work with the ES to verify the information needed and complete the
Tuesday Morning portion of the COS. Any discrepancies or broken seals
must be reported to Election Central.
Page | 30 2022 Clerk and Assistant Clerk Manual
Tuesday Morning - Before the Polls Open
Before The Polls Open Checklist
Below is a sample of the Before the Polls Open Checklist that the Clerk
will use to assign tasks. This checklist can be found in the Document
Folder.
Tuesday Morning
Same as the Monday Afternoon Checklist, delegate the tasks highlighted
in blue to the Election Board and focus on the tasks highlighted in
yellow. Follow the steps and place a checkmark as you and fellow poll
workers complete each task. You will feel confident your precinct
is ready to open and receive voters at 7:00 a.m.
2022 Clerk and Assistant Clerk Manual Page | 31
Tuesday Morning - Before the Polls Open
Oath to Be Taken
Locate the Oath in the Document Folder and gather all staff together.
The Assistant Clerk will administer the Oath to the Clerk. The Clerk will
then administer the Oath to all poll workers. They will all sign the Oath,
and it should be filed in the Document Folder.
Tuesday Morning
Page | 32 2022 Clerk and Assistant Clerk Manual
Tuesday Morning - Before the Polls Open
Checking the Poll Deputy Duties
The Clerk is responsible for ensuring that the Poll Deputy has measured
and marked the 150 ft. No Solicitation Zone with the NEW! No
Campaigning Beyond This Point Stickers. Also, double check that the Poll
Deputy has measured and set up the 75 ft. Exit Polling Zone with the
rope provided.
Note: The Clerk should verify the setup after the Deputy has finished to
make sure it was done correctly.
Tuesday Morning
• The Clerk should verify the Poll Deputy has their vest on and is not
using the ADA Chair. Identify a location where you feel the Poll
Deputy would be most visible and review their roles and
responsibilities.
• Review the Wait Time Indicator procedures and make sure the Poll
Deputy has a card prefilled for each hour.
• Review the Proxy Card procedures and have the Poll Deputy
exchange numbers with the Assistant Clerk in the event they have
a voter needing assistance. Identify a location that does not
interfere with the voting process to accommodate anyone needing
the proxy service. The ADA Chair should be used for this function.
• Before heading inside the polling location, the Clerk should do a
walkthrough of the parking area up to the entrance of the polling
room imagining you are a first-time voter who has never visited
this location. This will enable you to confirm sufficient signage is
visible to guide the voter to the polling room easily.
2022 Clerk and Assistant Clerk Manual Page | 33
Tuesday Morning - Before the Polls Open
Ballot Table Setup
Tuesday morning, the Clerk should remove the Ballot Boxes from BTC
and place them behind the correct Ballot Table by precinct. Make sure
you have enough Pens, Privacy Folders, and “Mark your Ballot
Correctly” sheets. Label the boxes with and precinct number inside.
If you have any boxes with a red label, leave in the BTC. You likely
won’t need them.
Tuesday Morning
The Clerk should have the Assistant Clerk confirm that all ballot boxes
behind the Ballot Table are labeled correctly. Remember, the box with the
orange label has provisional supplies inside. Ensure this provisional supply
box is given to the ES to place at the ES table.
Voter Deposit Box Setup
All DS200s need to be opened by the ES. After the ES has verified that
the DS200 has no votes, the Clerk should empty and convert the supply
can into the Voter Deposit Box, sealing it with a green seal and placing
the flag on top. The green seal must be recorded on the COS.
Page | 34 2022 Clerk and Assistant Clerk Manual
Tuesday Morning - Before the Polls Open
DS200 Setup
Confirm with the ES the time of the slowest DS200 which you will use to
announce the polls are officially open.
Tuesday Morning
Final Tasks
• Have all staff sign the Poll Worker Payroll.
• The Clerk and Assistant Clerk should secure all required
paperwork before the polls are opened.
• Ensure all poll workers are ready to receive voters.
• Double check at the EViD Check-in Table that all EViDs are running
and ready to receive voters.
• Double check the Ballot Table has all necessary items and in
particular only Ballot Boxes are placed behind the Ballot Table.
• Double check the DS200s are ready as well as the Voter Deposit
Box is sealed with the American Flag properly affixed to the top.
• Check with the Poll Deputy to ensure their readiness and give the
Poll Deputy the first Wait Time Indicator to be given to the last
voter in line at 7:00 a.m.
• The Clerk must walk to the entrance of the polling location and
officially announce the “Polls are Opened”
2022 Clerk and Assistant Clerk Manual Page | 35
Tuesday Morning - Before the Polls Open
Tuesday Morning
-This page was left blank intentionally-
Page | 36 2022 Clerk and Assistant Clerk Manual
Tuesday
During Voting Hours
2022 Clerk and Assistant Clerk Manual Page | 37
Tuesday - During Voting Hours
Overview
• At 7:00 a.m. the Clerk should position themselves at the EViD Check-in
Table, and the Assistant Clerk should be stationed at the Ballot Table.
Observe all poll workers as they perform their duties to ensure
procedures are properly followed. Never assume all members of your
staff know their individual roles.
• The ES should be near the DS200s to ensure that ballots are being fed
through the DS200s.
• The Clerk/Assistant Clerk will work closely with the ES throughout the
day to ensure the accuracy of the public count.
• Any abandoned ballot(s) or abandoned Voting Pass(es) must be placed
in the Voter Deposit Box.
• The Clerk/Assistant Clerk is responsible for canceling Vote-by-Mail
During Voting Hours
ballots. Remember to verify that the voter has his or her Voting Pass in
their possession before writing “Canceled” on the Vote-by-Mail
envelope.
• The Clerk/Assistant Clerk must be aware of voters with special needs
and make certain EViD Inspectors are properly writing the word
“ExpressVote” on their Voting Pass. You must be available to assist the
ES with a voter with special needs when it’s necessary.
• The Clerk/Assistant Clerk will be responsible for the completion of
both the Declaration to Provide and Secure Assistance as necessary.
• The Assistant Clerk will be responsible for ballot replacements
throughout the day and must be prepared with Ballot Replacement
Labels and Ballots, Privacy Folders and Pens.
Page | 38 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Overview continued
• Evaluate Inspectors who you think are ready to be Assistant Clerks or
Clerks, and those you observe are unable to fulfill their job duties.
• The Clerk will assign all lunch and break schedules based on voter
turnout.
• Provide additional assistance to Inspectors , as needed, to ensure efficient
operations.
• Communicate often with the Poll Deputy about the number of voters
waiting in line. If the line of voters extends beyond the 150 ft
boundary, evaluate where resources are needed most within the
precinct. Redistribute your Inspectors accordingly. Call Election Central
if the situation persists.
• Confirm any official Poll Watchers have been verified and know where
they should be positioned to observe the process.
During Voting Hours
Please Do Not:
• Leave the polling location.
• Wear any politically oriented items and logos.
• Accept anything from a poll watcher, solicitor, or candidate.
• Use an official ballot for demonstration.
• Give any advice, information, or material regarding the ballot.
• Take radios, television sets, magazines, laptops, newspapers, pets, or
individuals not part of the election board to the polls.
• Eat, use cell phones, or other electronics devices while voters are
present in the polling location.
• Unplug the EViD without properly shutting it down or plug cell
phones, MP3s, or any other electronics into the UPS. This could harm
the EViD requiring it to be replaced.
2022 Clerk and Assistant Clerk Manual Page | 39
Tuesday - During Voting Hours
Canceling a Vote-by-Mail Ballot
Voters may elect to surrender their Vote-by-Mail ballot to the Clerk and
vote in-person at the polling location. To complete this procedure, the
Clerk will:
• Ask the voter for their ID and verify the Vote-by-Mail ballot does
belong to that voter. If it doesn’t, do not accept it!
• Have the EViD Inspector check-in the voter using their ID presented
During Voting Hours
and press YES to issue the voter a Voting Pass.
• Do not cancel the Vote-by-Mail ballot until the Voting Pass is given to
the voter.
• Write the word “CANCELED” on the Vote-by-Mail ballot envelope and
place it into the manila envelope labeled “Canceled Vote-by-Mail
Ballots” (part of the loose items in the Supply Can).
Page | 40 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Declaration to Secure Assistance Form
F.S. 101.051 - Declaration to Secure is not needed if:
• The EViD says “Eligible for Assistance in Voting” on the screen.
• The helper is a minor (under 18 years of age).
• If the voter requires assistance and the EViD does not say “Eligible
for Assistance in Voting”, the Clerk or Assistant Clerk should have
this document completed.
What is Considered Assistance?
• Reading the ballot to the voter exactly how it is written.
• Showing the voter how to correctly mark the ballot using the
Mark your Ballot Correctly sheet.
What is Not Considered Assistance?
• Do not translate or interpret the information on the ballot to the
During Voting Hours
voter.
• Do not mark the ballot for the voter. If the voter asks which circle
belongs to a specific candidate or choice, point it out to them.
However, if the voter is unable to complete or sign the form, you may
complete it and print the voter’s name. File completed forms in the
Document Folder.
2022 Clerk and Assistant Clerk Manual Page | 41
Tuesday - During Voting Hours
Declaration to Provide Assistance Form
F.S. 101.051 - Declaration to Provide Assistance is not needed if:
• The helpers are members of the Board. The Clerk or Assistant
During Voting Hours
Clerk will assign two Election Board members to assist.
• The helper is a minor (under 18 years of age).
• If the voter brings someone to assist them, ask the voter (not the
assistor) if that is the person they wish to assist them. If the voter
says yes, ask if that person is the employer, agent of the employer,
or officer or agent of the union of the voter, or have solicited the
voter within 150 feet of the polling location. If the voter says yes,
call Election Central for further guidance.
• If the voter does not have someone to assist, two members of the
board will have to assist the voter if the voter requires assistance.
• File completed forms in the Document Folder.
Page | 42 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Poll Watchers
F.S. 101.131 - What is a Poll Watcher?
• Each political committee, party and candidate may have one (1) Poll
Watcher in a polling room at any time during an election.
• A Poll Watcher may appear more than once if different political
committee, party, or candidate listed them. If a specific group
already has a Poll Watcher representing them, they can sign in
under the other group if their badge and credentials are valid.
• Poll Watchers play an important role in an election. Welcome them
and treat them respectfully. Make sure they follow the rules and
call Election Central with any issues.
Poll Watchers MUST:
During Voting Hours
• Give their name and show photo ID to the Clerk for verification on
the Approved Poll Watchers list.
• Wear the badges issued by the Elections Department.
• Inform the Clerk if they wish to challenge a voter’s right to vote.
o Poll Watcher completes “Oath of Person Entering
Challenge of Elector”, and the Clerk follows the challenged
voter procedure.
o The Clerk will call Election Central for assistance.
• Inform the Clerk if they see or hear anything they believe does not
comply with election laws.
2022 Clerk and Assistant Clerk Manual Page | 43
Tuesday - During Voting Hours
Poll Watchers MAY NOT:
• Interact with or provide assistance to voters.
• Take radios, TVs, or newspapers into the polling room.
• Use the precinct phone.
• Wear or display any political party, candidate’s name, or other
pertinent campaign material.
• Obstruct the orderly conduct of the election.
• Come closer to the officials’ table or the voting booths than is
reasonably necessary to perform their duties (F.S. 101.131).
Poll Watcher Designation List
There is only one (1) Poll Watcher per candidate, party, or committee in
the polling room at the same time. The Poll Watcher List could be found
During Voting Hours
in the Document Folder. Please use this list to verify that the Poll
Watcher(s) are approved by the Election Department.
Page | 44 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Wait Time Indicators
As part of delivering excellence to all Miami-Dade County’s voters, the
Elections Department will actively monitor the wait times of the voters at
each precinct. The Wait Time Indicator is found inside the Wait Time
Indicator envelope that is inside the ES Kit. At the beginning of each hour
throughout Election Day, the Poll Deputy will provide the last voter in line
with a Wait Time Indicator having the “Arrival Time at Precinct” filled out.
Once the selected voter arrives inside the polling room, at the EViD Check-
In Table, the EViD Inspector will collect the ticket from the voter and
record the voter’s “Arrival Time at Check-In”. The EViD Inspector will
process the voter following normal Check-In procedures. The Wait Time
Indicator will then be given to ES to input the information into the EViD
and then placed in the Wait Time Indicator envelope. If there are no
voters in line, the ES should input the wait time as less than 15 minutes.
During Voting Hours
Attention Clerk: Please make sure the Poll Deputy is giving the Wait Time
Indicators out to voters. If there is no voter at the top of the hour, the Poll
Deputy MUST give the Wait Time Indicator directly to the EViD Inspector.
They must record the Arrival time at Check-In. Then forward the wait time
indicator to the ES.
2022 Clerk and Assistant Clerk Manual Page | 45
Tuesday - During Voting Hours
ExpressVote Requests
The ExpressVote unit is an ADA compliant marking device designed for
voters who may have special needs however, any voted may use the
Expressvote by request. If the voter requests to use the ExpressVote,
the EViD Inspector will follow the regular EViD Check-in procedures:
• The word, “ExpressVote”, should be written on the Voting Pass, and
the voter will initial at the top next to “ExpressVote”, as seen below.
• The Voting Pass will be given to the voter who is then directed to the
ES to have the ExpressVote activated.
• After the ES activates the ExpressVote, the Assistant Clerk must be
prepared to assist the voter, if necessary, by directing them to the
correct DS200 with their marked ExpressVote ballot.
During Voting Hours
Page | 46 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Undo Check-In - Previous Voter
When performing an Undo Ticket, never undo a voter check-in without
the voter’s Voting Pass. Identify on the bottom right-hand corner of the
Voting Pass which EViD was used to process the voter. If the voter was
the previous voter checked-in on that EViD, please follow the steps
below:
1. On the Home Screen, press the Previous Voter button displaying
that voter’s name.
2. On the Review Voter Information screen, confirm the information
on the Voting Pass match and press the Undo Check-in button to
During Voting Hours
undo the check-in.
3. Press the “Yes” button to confirm the undo check-in. Fold both
the UNDO ticket and the original Voting Pass together and place
them inside the Voter Deposit Box.
2022 Clerk and Assistant Clerk Manual Page | 47
Tuesday - During Voting Hours
Undo Check-In - Through Voter Info
When performing an Undo Ticket, never undo a voter check-in without
the voter’s Voting Pass. If the voter was not the previous voter checked-
in, please follow the steps below:
1. On the Home Screen, press the “Voter Info” button.
Note: The Voting Passes on the EViD cannot be at zero (0). The EViD will
During Voting Hours
not let you undo a voter with no Voting Passes processed on that
EViD.
2. Refer to the Voting Pass and enter the voter’s Registration # in the
Last Name field; then press the “Search” button when done.
Page | 48 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Undo Check-In - Through Voter Info continued
3. On the Review Voter Information screen, press the “Undo Check-in”
button to undo the check-in. The next screen will prompt you to swipe
the Security Card that was swiped by the ES during the Monday
Afternoon Setup in the EViD Media Bag.
Note: If the Security Card does not work, try the other Security Card. If
During Voting Hours
not, call the ES.
4. Fold both the UNDO ticket and the original Voting Pass together and
place them inside the Voter Deposit Box.
2022 Clerk and Assistant Clerk Manual Page | 49
Tuesday - During Voting Hours
Ballot Replacement
When a voter has an error on their ballot and has chosen, “CORRECT
YOUR BALLOT” on the DS200 screen, the ballot will have to be replaced.
Voter should be directed to Clerk’s Table to have the Assistant Clerk
replace the ballot.
1. Request the Voting Pass and the returned ballot page(s) from the
voter.
2. Turn the Voting Pass over and place a Ballot Replacement Label on
the back of it. Record the required information (as shown in the
illustration below). Write the page number(s) that need to be
replaced and your initials in the appropriate places.
During Voting Hours
3. Write “SPOILED” on each ballot page and place them inside the
Spoiled Ballot Box.
Page | 50 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Ballot Replacement continued
Retrieve a new set of ballot pages from the ballot box that matches the
voter’s Precinct Number and Ballot Style shown on the Voting Pass. Refer to
the Ballot Replacement label to ensure that each new ballot page(s) given to
the voter matches the page number(s) of the old ballot page(s) taken from
the voter. GET THE BALLOT RIGHT!
4. Any ballot page(s) from the new set that is/are NOT given to the
voter must also be marked “SPOILED” and placed inside the
Spoiled Ballot Box.
5. Have the voter initial in the Ballot Replacement section on the
back of the Voting Pass acknowledging receipt of the new ballot
page(s). (Please see the illustration below).
During Voting Hours
6. Place the new ballot page(s) and Voting Pass inside the Privacy
Folder and give all items back to the voter.
7. Advise the voter that they are entitled to two (2) ballot
replacements. If the voter makes errors on their ballot after
receiving their second replacement ballot, that ballot must be
scanned “AS IS.” On the DS200, the “CAST” is the only option
available to the voter at this point.
8. Direct the voter once again to the Privacy Booth and then back in
line to the DS200.
2022 Clerk and Assistant Clerk Manual Page | 51
Tuesday - During Voting Hours
Clerk’s Evaluation of Poll Workers
As the Clerk, you must perform an evaluation on each poll worker that is
assigned to your polling location by using the Clerk’s Evaluation of Poll
Worker form.
During Voting Hours
This form can be found in the Document Folder and should be used to
document both poor and outstanding performance along with poll
workers that should be promoted. File all completed evaluations in the
Document Folder.
Remember: The polling location tends to get busier closer to 5:00 p.m.
Plan on completing these forms after lunch breaks but before the
evening rush.
Page | 52 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Incident Report Log
The Incident Report Log is used for recording any incidents that affect the
public count. This log can be found in the Document Folder. When
recording the incident(s), please:
1. Record the Voter’s Name and Registration #.
2. Record the reason using Reason Codes listed below.
3. If using Reason Code 4, use comment area for explanation.
This document will have to be filed in the Document Folder after the
polls close.
During Voting Hours
Note: If there are NO incidents at all, this document still needs to be
filled out. Record the Precinct Number, Election Name, Election Date,
and Clerk or Asst. Clerk and ES must print and sign.
2022 Clerk and Assistant Clerk Manual Page | 53
Tuesday - During Voting Hours
Accident/Illness Report Log
The Accident/Illness Report Log is used when an injury or illness occurs
to someone in the polling room, or within the 150 ft. No Solicitation Zone.
You must get as much information as possible to complete this form. This
document is located inside the Document Folder. File all completed
reports in slot H of the Document Folder.
During Voting Hours
Page | 54 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Election Day Voter Certificate
When a voter cannot be located using the EViD, the voter is sent to the ES
to determine their status. The ES will complete the Affirmation and
contact Election Central - Voter Services area to determine the voter’s
eligibility.
In the event Election Central - Voter Services identifies the voter is eligible
and in the correct polling location, but the EViD Inspector cannot see the
voter on the EViD, you must complete the Election Day Voter Certificate.
During Voting Hours
The voter must sign the certificate, which will be used as a Voting Pass, and
proceed to the Ballot Table to receive their ballot. The ES must attach the
Affirmation to the Election Day Voter Certificate, and place both in the “Completed
Affirmations Envelope” (not in the Voter Deposit Box).
2022 Clerk and Assistant Clerk Manual Page | 55
Tuesday - During Voting Hours
Oath of Person Entering Challenge
If a voter’s right to vote is being challenged, the person who is
challenging the voter’s right to vote must complete the Oath of
Person Entering Challenge form shown below.
During Voting Hours
The voter being challenged would then be required to vote a Provisional
Ballot. Attach the Oath of Person Entering Challenge to the voted
Provisional Ballot. The voter must sign the certificate, which will be used as a
Voting Pass, and proceed to the Ballot Table to receive their ballot.
Page | 56 2022 Clerk and Assistant Clerk Manual
Tuesday - During Voting Hours
Affirmation/Affidavit
The ES is responsible for processing address changes, change of name,
and signature discrepancies. As the Clerk you may be called to assist when
working with this document and or in communicating with Election
Central regarding its use.
During Voting Hours
An Affirmation is a legal document used when a registered voter has a
change in their personal information. Blank Affirmations can be found in
the Clear Bag located in the Supply Can. All completed Affirmations
should be filed inside the Completed Affirmations Envelope. The Clerk is
responsible for completing and filing Affirmations.
2022 Clerk and Assistant Clerk Manual Page | 57
Tuesday - During Voting Hours
Closing Procedures Review
• Somewhere between the hours of 4:00 p.m. and 6:00 p.m. the Clerk,
Assistant Clerk, and ES will be visited by the ATS to go over the closing
and packing of materials process for After the Polls Close.
• The Clerk/Assistant Clerk should be aware of several things that need
to occur to close your polling location effectively. This should begin
with a review of all necessary paperwork, ensuring you have
completed as much as possible, including signatures and the
preparation of all necessary seals for closing.
• Identify which is the slowest DS200 clock to announce the closing of
the polls.
• Review the packing lists for items going back to the Collection Center
and what and how to pack remaining items into the BTC. It is
recommended that the Clerk, Assistant Clerk, and ES choose a
location in the polling room to set up for departure to the Collection
During Voting Hours
Center such as the Clerk’s Table.
• All staff need to be aware of exactly what their responsibilities will be
once the polls closed. The person staying behind ( Clerk or Assistant
Clerk) must be direct and ensure staff pack equipment and materials
properly and secure the equipment. The ES should be aware of who
the 2nd Designee is going to the Collection Center to ensure roles and
responsibilities are clear. The Clerk or Assistant Clerk assign closing
tasks to Inspectors and the Poll Deputy.
• The 2nd Designee needs to have the Static Route showing where and
how to get to the Collection Center.
Important! Before the ES begins closing the DS200s, it is important for the
Clerk, Assistant Clerk, and ES to conduct a clean sweep of the polling room
for abandoned ballots and to confirm the Voter Deposit Box does not have
any ballots.
Page | 58 2022 Clerk and Assistant Clerk Manual
After the Polls
Close
2022 Clerk and Assistant Clerk Manual Page | 59
After the Polls Close
Overview
• At 7:00 p.m. the Clerk announces, “The Polls Are Closed”, and if there
are voters in line, directs the Poll Deputy to stand behind the last voter.
This is your last voter, by State law. (F.S.100.011)
• The Clerk and ES will conduct a sweep of the polling room. If any ballots
or Voting Passes are found during the sweep, place them into the Voter
Deposit Box. The Clerk and ES will then open Voter Deposit Box and
retrieve any abandoned ballots, which if any, would need to be scanned
into the correct DS200 “AS IS”.
• The DS200(s) will print the (2) Results Tapes. All tapes must be signed by
the ES and Clerk.
o 1st Results Tape - placed on door of the precinct.
o 2nd Results Tape - goes inside the Orange Results Bag.
• The person staying behind (Clerk or Assistant Clerk) should be using the
After the Polls Close Checklist along with the COS and the Transfer of
Custody form to confirm tasks are done correctly and items to be
delivered to the Collection Center are being prepared.
• The ES will be the first to transport items to the Collection Center. Then
the 2nd Designee (either the Clerk or Assistant Clerk) will also transport
items to the Collection Center, while their counterpart stays behind in
the polling room until he or she receives the call to be dismissed.
• Prior to any staff leaving for the Collection Center, everyone must sign
After the Polls Close
payroll and then the Clerk or Assistant Clerk that stayed behind will
dismiss everyone.
• The 2nd Designee will contact the poll worker that stayed behind to
dismiss them. Before leaving, the person that stayed behind will place
the land line phone or the cell phone in the BTC before locking the BTC.
• The Clerk or Assistant Clerk should be using the working phone and the
telephone number for Election Central in case the 2nd Designee forgets to
call.
Page | 60 2022 Clerk and Assistant Clerk Manual
After the Polls Close
After the Polls Close Checklist
The After the Polls Close Checklist must be completed. If you follow
these steps in this four-page checklist and place a checkmark as you
complete each task, you will feel confident you have properly closed
your precinct.
• The first page covers the process of the ES and Clerk conducting a
sweep of the polling location to ensure no ballots or Voting Passes
After the Polls Close
were left behind.
• The first page also guides the ES in transmitting and printing DS200
results, printing EViD Totals Tickets, and close/secure equipment and
all the media. The Clerk will assist in documenting the totals and seals
on the COS.
• The second page is a visual guide for the ES on how to pack the
Orange Results Bag and Blue Media Bag. If it were any easier, the
bags would pack themselves!
2022 Clerk and Assistant Clerk Manual Page | 61
After the Polls Close
After the Polls Closed Checklist continued
• Page three covers packing of the EViD, ExpressVote, and Used
Provisional Ballot Bag. It also covers the correct way to complete
the Tuesday Night portions of the COS.
• The mid-section of page three and page four covers packing the
After the Polls Close
rest of the supplies, including items that must be transported to the
Collection Center.
• The ES should initial and sign along with the Clerk or Assistant
Clerk, and this checklist should be filed in the Document Folder
when completed.
Page | 62 2022 Clerk and Assistant Clerk Manual
After the Polls Close
Certificate of Security - Tuesday Night Portion
The Tuesday night portion of the COS must be completed and placed in
the Blue Envelope to be delivered to the Collection Center.
• Make sure the BTC is locked once all the supplies are placed back
After the Polls Close
inside. The land line phone should not be packed yet.
• Transfer over the Public Counts from each DS200 and EViD by
having the ES read the information to the Clerk or Assistant Clerk.
• Document the total Spoiled Ballots and have the ES read the seals
on the Results Bag and Provisional Ballot Bag to the Clerk or
Assistant Clerk.
2022 Clerk and Assistant Clerk Manual Page | 63
After the Polls Close
Transfer of Custody Form
The Provisional Ballots and Voted Ballot Bins sections must be
completed/signed and delivered to the Collection Center.
If there are no Provisional Ballots, “0” zero must be documented as the
After the Polls Close
# of Provisional Ballots taken to the Collection Center.
When documenting the seal on the Voted Ballot Bins, use one line per
precinct number. If there is more than one Voted Ballot Bin for a
precinct number, enter each seal number to the right of the
corresponding bin.
Page | 64 2022 Clerk and Assistant Clerk Manual
After the Polls Close
Provisional Ballot Log
The Provisional Ballot Log sections must be completed/signed even if
there were zero “0” Provisionals. Clerk, please make sure to complete
the header and sign on the log. Place this log inside the Used
Provisional Ballot Bag to be delivered to the Collection Center.
After the Polls Close
2022 Clerk and Assistant Clerk Manual Page | 65
After the Polls Close
Items Transported to Collection Center
At the end of the night, the 2 nd Designee will transport the following
items to the Collection Center.
After the Polls Close
Page | 66 2022 Clerk and Assistant Clerk Manual
After the Polls Close
Arriving at The Collection Center
Using the Static Route map provided in the ES Kit, either follow the
directions on the map or enter the address into your GPS. When you
arrive at the Collection Center, look for the Warehouse truck with a
yellow light on top along with a sign.
Outside Stop #1 - Drop off the Voted Ballot Bins and Provisional Ballot Bag
After the Polls Close
at the Warehouse Truck.
Outside Stop #2 - Check in with Facilitator.
Inside Stop #3 - Drop off (3) three envelopes: the Transfer of Custody Form,
Blue Envelope with Certificate of Security (COS), and Poll Worker Payroll.
Inside Stop #4 - Drop off Wait Time Indicators, Affirmations and Election Day
Voter Certificates.
Inside Stop #5 - Drop off the ES-issued cell phone, ES Kit, dismiss precinct
staff, and then wait to be released by Collection Center Supervisor.
2022 Clerk and Assistant Clerk Manual Page | 67
Notes:_______________________________________
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Page | 68
Inspector
&
Poll Deputy
Manual
2022 General Edition
Our Mission Statement: We pledge to instill trust and confidence by conducting elections
that are fair, accurate, transparent, and accessible for all voters of Miami-Dade County.
Table of Content
Monday Afternoon Setup .............................................................................. 69
Overview ................................................................................................................... 70
Monday Afternoon Set-Up Checklist ........................................................................... 71
Polling Room Layout ..................................................................................................................... 71
Ballot Transport Cart (BTC) ........................................................................................................... 71
Ballot Transfer Cart (BTC) Supplies.............................................................................. 72
Polling Location Supplies ............................................................................................ 73
Trifold Signage .............................................................................................................................. 73
Supply Can ..................................................................................................................................... 73
Supply Can Checklist .................................................................................................. 74
Top of Supply Can.......................................................................................................................... 74
Loose Items ................................................................................................................................... 75
Privacy Booths Set Up ................................................................................................ 76
ADA Privacy Booth Set Up .......................................................................................... 77
Ballot Table Set up ..................................................................................................... 78
Tuesday Morning Before the Polls Open ......................................................... 79
Who is permitted in the Polling Room? ....................................................................... 80
Members of the public and observers........................................................................................... 80
Members of the media.................................................................................................................. 80
Before The Polls Open Checklist ................................................................................. 81
Supply Can Checklist – Tuesday Bag ............................................................................ 82
Oath to Be Taken/Sample........................................................................................... 83
Poll Deputy Setup ...................................................................................................... 84
150 ft. No Solicitation Zone ........................................................................................................... 84
Exit Polling Zone ............................................................................................................................ 85
ADA Bin ......................................................................................................................................... 86
Signage .......................................................................................................................................... 87
NEW! Ballot Table Set Up ........................................................................................... 89
NEW!DS200 Set Up .................................................................................................... 90
Tuesday During Voting Hours......................................................................... 91
Who is allowed in the polling room?............................................................................................. 92
What are voters allowed to do?.................................................................................................... 92
Vote-by-Mail Ballots................................................................................................... 93
ADA Guidelines .......................................................................................................... 94
NEW! Standing Proxy - ................................................................................................................ 95
Declaration to Secure Assistance Form......................................................................................... 96
Declaration to Provide Assistance Form ....................................................................................... 97
Poll Deputy - Responsibilities...................................................................................... 98
As a Poll Deputy you must............................................................................................................. 98
As a Poll Deputy you never............................................................................................................ 99
Passing out Wait Time Indicators ................................................................................................. 99
EViD Inspector Responsibilities ................................................................................. 100
Identification Required at Polls ................................................................................................... 101
Samples of ID............................................................................................................................... 101
Check-In Process Flow ................................................................................................................. 102
Logging into the EViD.................................................................................................................. 103
Greeting the Voter ...................................................................................................................... 104
Sample Voter ID Card .................................................................................................................. 104
EViD Swipe/Scan Method ......................................................................................... 105
EViD Manual Search Method.................................................................................... 106
Having difficulty finding the voter in the system? ...................................................................... 107
How the wildcard feature works ................................................................................................. 107
Multiple results when searching for a voter ............................................................................... 108
EViD Check-in Process .............................................................................................. 109
Verifying the Voter’s Information ............................................................................................... 109
Verifying the Voter’s Signature ................................................................................................... 110
Giving the Voting Pass ................................................................................................................ 111
Ballot Table Inspector Responsibilities ...................................................................... 116
NEW! Ballot Distribution: Getting the Ballot Right!.................................................................. 117
Privacy Booth Inspector Responsibilities ................................................................... 118
NEW! DS200 Inspector Responsibilities .................................................................... 119
DS200 Error Messages ............................................................................................. 120
Blank Ballot (No Votes Cast) ....................................................................................................... 121
Overvotes (Too Many Votes)....................................................................................................... 122
Ballot Could Not Be Read ............................................................................................................ 123
All Other Error Messages ............................................................................................................ 123
DS200: Casting ExpressVote Ballot............................................................................ 124
After the Polls Close .................................................................................... 125
Poll Deputy - Last Voter............................................................................................................... 126
Closing Tasks Include................................................................................................................... 126
Glossary of Terms ....................................................................................... 128
Monday Afternoon
Setup
Page | 69
Monday Afternoon Setup
Overview
• On Monday afternoon, the Clerk will arrive at the polling location
Monday Afternoon
at the designated time to begin setup. The Clerk will need to
locate the Ballot Transport Cart (BTC) and ensure all necessary
supplies are present.
• The Elections Specialist will bring the ES Kit containing additional
supplies necessary for setup including the Document Folder,
forms, payroll, checklists, handheld scanners, media, and Activator
Case.
• The Clerk will find the Poll Worker Payroll Envelope and the
Polling Room Layout in the Document Folder. Using the Poll
Worker Payroll for Monday afternoon, the Clerk will confirm all
poll workers are present and begin assigning staff the task of
setting up the polling room according to the Polling Room Layout.
• The Clerk will need to locate the Monday Afternoon Setup
Checklist and Certificate of Security (C.O.S.) both of which are
found in the Document Folder. The Clerk will complete the
Monday afternoon portion of the C.O.S along with the Monday
Afternoon Set-up Checklist with the ES.
• Once the ES confirms all the serial numbers are verified and the
equipment is working properly, and the Clerk has completed the
Monday Afternoon Set-up Checklist, the Clerk must call Election
Central to state their polling location is setup and locked for
Tuesday morning.
Page | 70
Monday Afternoon Setup
Monday Afternoon Set-Up Checklist
Here is a sample of the Monday
Afternoon Set-up Checklist that the
Monday Afternoon
Clerk will use to assign the tasks to
the Election Board (identified with
code (EB) at the end). The ES, Clerk,
and Assistant Clerk have their own
set of tasks in which they need to
accomplish. The goal is to work
together to accomplish the needed
tasks.
Polling Room Layout
Use the Polling Room Layout
located in the Document Folder to
identify where to set up the tables
for the equipment and the Privacy
Booths. If you have any doubt
regarding to the set-up, seek
guidance from the Clerk.
Ballot Transport Cart (BTC)
On Monday afternoon, upon
arrival at your assigned polling
location, your Clerk will assign
everyone their duties and instruct
you to begin the setup of your
precinct. The Election Board will
begin by finding the Ballot
Transport Cart (BTC) with the
supplies needed.
Page | 71
Monday Afternoon Setup
Ballot Transfer Cart (BTC) Supplies
Monday Afternoon
To be setup by the ADA Privacy Booth and used by voters needing
ADA Chair
assistance. Not an outside chair for the Poll Deputy!
Used to identify the 150 ft. No Solicitation Boundary and to
Roll of Gaff Tape
secure cables on the floor.
Tool used to transport voted ballot bins to the Collection Center
Collapsible Hand Cart
after the polls close.
Identified by the white sticker label. To be used by the Ballot
Ballot Boxes
Inspector at the Ballot Table.
Transports supplies to the polling location. When emptied, used
Supply Can
as the Voter Deposit Box.
Placed at the entrance of the polling location to provide voters
Trifold Polling Location Sign
important information regarding their rights and responsibilities.
UPS Battery Back-Up Protects the EViDs in the event of a power outage.
Signs to be used outside to help voters in identifying the polling
Vote Stake Signs
location.
White Boxes Used by Clerk to store the Spoiled ballots.
Page | 72
Monday Afternoon Setup
Polling Location Supplies
Trifold Signage:
Monday Afternoon
This is a stand-alone, trifold sign that should be placed (not hung) at the
entrance of the polling location – near the EViD Check-in Table.
Supply Can:
On Monday afternoon, with
the help of your fellow poll
workers, you will remove the
Supply Can from the BTC to
locate the necessary supplies.
If you are missing any
supplies, please call Election
Central - Supply line.
Page | 73
Monday Afternoon Setup
Supply Can Checklist
Top of Supply Can:
Monday Afternoon
The Supply Can supplies are divided into three groups which are
Monday Bag, Tuesday Bay, and Inside Supply Can. The Election Board
can assist with setting up the signs located in the Precinct Sign Bag.
Page | 74
Monday Afternoon Setup
Supply Can Checklist continued
Loose Items:
Additional supplies needed for the Monday Afternoon Set-up will be
Monday Afternoon
loose inside the Supply Can. Again, if you are missing any supplies or
need additional supplies, please call Election Central - Supply line.
Page | 75
Monday Afternoon Setup
Privacy Booths Set Up
1. Open the Privacy Booth and remove the legs of the
Privacy Booth secured on the lid. Once the four
Monday Afternoon
legs are removed, securely close the Privacy Booth,
and flip around.
2. Attach the two metal sections of each leg together
and insert the thinner end into the holes
underneath the Privacy Booth. After inserting,
twist the leg to make sure it secures inside the hole.
Note: the end that goes on the ground should have a
rubber end.
3. Two poll workers will flip over the Privacy Booth
and make sure all the legs are secure. Repeat the
process until all the Privacy Booths are built.
4. To connect the Privacy Booths to the power
source, plug in one end of the Privacy Booths
into a power outlet and daisy chain the other
Privacy Booths into each other.
5. Make sure all the lights are working properly
and that there is no offensive writing on the
surface of the Privacy Booth. If any booths need
to be replaced, close that Privacy Booth and set
up another one.
6. If you need additional Privacy Booths, please
contact Election Central.
Page | 76
Monday Afternoon Setup
ADA Privacy Booth Set Up
1. Open the Privacy Booth and remove the legs
secured on the lid along with the two curved
Monday Afternoon
pieces. Once the leg pieces are removed,
securely close the Privacy Booth and flip
upside down.
2. Identify the two shorter straight pieces that
snap into the curved pieces. The curved
pieces should be the side that goes into the
booth and the short piece should be facing
up. The curved legs are designed to
accommodate voters in a wheelchair.
3. Two poll workers will flip over the ADA
Privacy Booth and make sure all the legs are
secure. If the sketch recommends placing
the ADA Privacy Booth next to a regular
booth, make sure the legs of the booths do
not overlap (this will block the entrance of a
wheelchair.)
4. Make sure all the lights are working
properly and that there is no offensive
writing on the surface of the Privacy Booth.
When setup correctly, a wheelchair should
be able to roll in without obstruction to
vote.
Page | 77
Monday Afternoon Setup
Ballot Table Set up
• Monday afternoon the Ballot Tables will be setup with Privacy
Folders, Pens, and “Mark Your Ballot Correctly” sheets.
Monday Afternoon
• You must confirm with the Clerk/Assistant Clerk that all precinct
ballots have been found in the BTC.
• Return ballots to the BTC on Monday afternoon after the set-up
of the polling place. All ballot boxes must remain locked
overnight in the BTC.
Ballot Table Labels Located inside the ES Kit. Tape in front of the
Ballot Table.
“Mark Your Ballot Correctly” Sheets Located in the Supply Can. Used to show
voters the correct way to mark their ballot.
Pens Located in the Supply Can. Given to the voter
to mark their ballot at the Privacy Booth.
Privacy Folders Located in the Supply Can. Ballot and Voting
Pass are placed inside for voter’s privacy.
Page | 78
Tuesday Morning
Before the Polls Open
Page | 79
Tuesday Morning: Before the Polls Open
Polls must open at 7:00 a.m.! (F.S. 100.011)
✓ Report to your assigned polling location at 5:30 AM.
✓ Get sworn in by the Clerk, Assistant Clerk, or poll
worker.
✓ NEW! Administer the Oath to all poll workers.
✓ Complete the Oath form.
✓ Clerk assigns Inspectors’ duties:
• EViD Inspector at the EViD Check-In Table.
Tuesday Morning
• Ballot Inspector at the Ballot Table .
• Privacy Booth Inspector at the Privacy Booths.
• DS200 Inspector at the DS200s.
Payroll Best Practice: Have everyone sign the payroll at the end of
the day after completion of work.
Who is permitted in the Polling Room?
Members of the public and observers:
Anyone may witness the opening and closing if
they do not interfere with our procedures:
• Before the polls open at 7:00 AM.
• After the polls close and the last voter has left the polling room.
Members of the media:
• May film from the doorway of the
polling room if they do not interfere
with the voters.
• May conduct exit polling 75 feet from
the entrance to the polling building.
Page | 80
Tuesday Morning: Before the Polls Open
Before The Polls Open Checklist
Tuesday Morning
This is the Before the Polls Open Checklist. The Clerk will use this to
assign tasks to their Election Board (EB) and Poll Deputy (PD). The ES,
Clerk, and Assistant Clerk have their own set of tasks in which they need
to accomplish. Remember, the goal is to work together as a team to
make sure all tasks are completed successfully.
Page | 81
Tuesday Morning: Before the Polls Open
Supply Can Checklist – Tuesday Bag
Tuesday Morning
Locate the Large Tuesday Bag inside the Supply Can. Inside the Large
Tuesday Bag will be Forms Bag needed by the ES and the Clerk’s Kit Bag
needed by the Clerk.
Page | 82
Tuesday Morning: Before the Polls Open
Oath to Be Taken/Sample
Tuesday Morning
Page | 83
Tuesday Morning: Before the Polls Open
Poll Deputy Setup
150 ft. No Solicitation Zone Florida Statue 102.031(4)(a):
The Poll Deputy is responsible for measuring and marking the 150 ft. No
Solicitation Zone with the rope and No Campaigning Beyond This Point
Stickers. There is a new Poll Deputy Bag with all the supplies the Poll
Deputy will need to set up and complete their duties.
Tuesday Morning
• There may be no solicitation inside the polling room or within 150
feet of the entrance of the polling location. The 150 feet must be
marked from the entrance of the polling location using the No
Campaigning Beyond This Point Stickers placed at the three points
illustrated above. Stickers can be found in the Precinct Sign Plastic
Bag inside the Supply Can.
• If the building has multiple entrances used by the voters, the 150
feet must be marked from each door used by the voter and not other
doors voters do not have access to. Have a second poll worker hold
the rope while the Poll Deputy extends the rope to place the sticker
down.
• If you encounter any solicitors wanting to use the restroom inside of
the polling location, please contact Election Central - Administrative
Procedures for further instructions.
Page | 84
Tuesday Morning: Before the Polls Open
Poll Deputy Setup continued
Solicitation Includes: Distribution of any political campaign material;
Attempts to influence how voters vote; Attempts to get voters to sign
petitions; Posting of campaign signs.
Exit Polling Zone:
The Poll Deputy is also responsible for:
• Measuring and marking the 75 feet Exit Polling Zone. The only
Tuesday Morning
people who should be standing at the Exit Polling Zone are those
self-identified as Exit Pollers.
• Exit Polling Zone signs should be placed somewhere where it would
be safe to conduct a poll (a sidewalk or paved area; not in the street
or parking lot).
• Exit Polling Zone should not be placed where the Poll Deputy intends
to queue the line of voters waiting.
Page | 85
Tuesday Morning: Before the Polls Open
Poll Deputy Setup continued
ADA Bin (if applicable):
If your polling location requires ADA equipment to be set up, locate the
Blue ADA Bin, and follow the directions inside carefully.
• The ADA Bin is provided to any polling location that require
additional safety items, such as safety cones, ramps or additonal
signage in order to ensure voter’s safety and to be in compliance
with ADA requirements. If there is no ADA Bin, then your polling
Tuesday Morning
location is in compliance.
• The Poll Deputy must set up all ADA equipment provided in the
blue ADA Bin. Inside the ADA bin, along with all necessary
equipment, you will find a photo diagram illustrating exactly how
your polling location must be set up. No variation from diagram
will be allowed!
• The Clerk must verify the setup after the Poll Deputy has finished
to make sure it was done correctly.
Please Note: If the polling location is not provided with an ADA bin and
the Poll Deputy or Clerk feel additional safety equipment is necessary,
please call Election Central.
Page | 86
Tuesday Morning: Before the Polls Open
Poll Deputy Setup continued
Signage:
The Poll Deputy, along with the Election Board, is responsible for
placing signs to easily identify the polling location to voters. They are in
the Supply Can - Precinct Signs Plastic Bag and the BTC.
Tuesday Morning
Depending on the surface use either blue painter’s tape or the black
Gaff Tape. Do not damage the surface where the signs are placed.
When placing signs, do not place the tape on the outside of the signs.
Place tape on the back of the sign and make sure they are even.
Page | 87
Tuesday Morning: Before the Polls Open
Poll Deputy Setup continued
Make sure the signage is correctly placed with the tape on the back and
evenly. Make sure the correct signs are placed throughout the building.
Welcome Sign - At least one on the outside of the building and one at
the entrance of the polling room.
Vote Sign - Any turns leading up to the polling room.
Entrance Sign - Directly outside the entrance of the polling room.
Tuesday Morning
Exit Sign - Inside the polling room identifying the exit.
Once all the signs are placed, ask the Clerk to conduct a final inspection.
If the Clerk feels additional signage is needed, they will call Election
Central.
Page | 88
Tuesday Morning: Before the Polls Open
Ballot Table Set Up
Tuesday morning, Ballot Boxes should be removed from BTC and placed
behind the correct ballot table by precinct by the Clerk (or Assistant
Clerk). Make sure you have enough Pens, Privacy Folders, and “Mark
Your Ballot Correctly” sheets.
Label the boxes with the precinct number inside.
If you have any boxes with a red label, leave in the BTC. You likely
won’t need them.
Tuesday Morning
Ballot Table Inspectors must confirm that all ballot boxes behind the Ballot
Table are labeled correctly.
NEW! Pre-printed provisional ballots are no longer provided. However, the
box with an orange label will have Provisional Ballot Supplies inside.
Ensure this provisional supply box is given to the ES to place at the ES
table.
Note: The ES will no longer have ballot inventory at the ES Table. If a
provisional ballot needs to be issued, the ES will pull the correct ballot
style from the BALLOT TABLE inventory and stamp it provisional.
Page | 89
Tuesday Morning: Before the Polls Open
DS200 Set Up
• On Tuesday morning, all DS200s need to be opened by the ES.
• After the ES has verified that the DS200s has no votes, the Clerk
should convert the supply can into the Voter Deposit Box, ensuring
that it’s empty.
• DS200 Inspectors should confirm the DS200 Ballot Bin doors are
locked prior to opening the polls. Confirm that the Voter Deposit
Tuesday Morning
Box has a flag and is sealed with a green seal. Then place it near
the DS200s.
• The top of the Voter Deposit Box will be used for storing the
Privacy Folders and Pens to be returned to the Ballot Table.
NEW! DS200 LABEL
DS200 inspector will direct
voter to ANY available
DS200. Even if in a same
board precinct, the voter
can now insert their ballot
page(s) into any DS200.
Page | 90
Tuesday
During Voting Hours
Page | 91
Tuesday: During Voting Hours
Who is allowed in the polling room?
• Staff - Clerk, Election Specialist, Inspectors, and Poll Deputy.
• Support Staff - Administrative Troubleshooter, VET Rover, and
Warehouse Tech.**
• Voters - If they are there to vote, they can bring persons in the care
of a voter, or persons caring for such voter.
• Official Poll Watchers**
✓ Are there to observe how we conduct the election.
✓ Must wear the badges issued by the Elections Department.
✓ Are not allowed to interact with the voters or the Inspectors.
✓ Must refer all Poll Watcher questions to the Clerk.
• The Supervisor of Elections (SOE) and/or his or her Deputy. **
During Voting Hours
• Law enforcement officers or emergency service personnel in the
performance of their official duties. **
• Election Observers appointed by the State. **
• Miami-Dade County Audit and Management Services (AMS).
**(F.S. 102.031)
** These individuals must have appropriate badges.
What are voters allowed to do?
✓ Voters may bring pre-marked sample ballots and campaign
materials into the polling room.
✓ Voters may wear political t-shirts, buttons, hats, etc., into the
polling room.
✓ No photography is permitted in the polling room, except for a
voter photographing his or her own ballot (F.S. 102.031 (5)).
Page | 92
Tuesday: During Voting Hours
Vote-by-Mail Ballots
Voters may elect to surrender their Vote-by-Mail ballot to the Clerk and
vote in-person at their polling location. Remember it is illegal to:
• Vote in-person and by Vote-by-Mail for the same election.
• Cast more than one (1) ballot in any election.
• Help others who violate this code (F.S. 104.17, 104.18, 104.091)
Voters may not drop off their Vote-by-Mail ballots at any polling location
on Election Day. All Vote-by-Mail ballots must be dropped off at the
Elections Department or branch office before 7 PM. Those locations are:
Elections Department Stephen P. Clark Building
2700 NW 87th Avenue 111 NW 1st Street
During Voting Hours
Doral, FL 33172 Miami, FL 33128
Page | 93
Tuesday: During Voting Hours
ADA Guidelines
Remember what was covered in the ADA Video…
• If it appears that an individual may need some assistance,
approach the person, and ask how you can help.
• Do not insist upon providing assistance; use common sense.
• Always speak directly to the person with a disability, not through a
third party.
During Voting Hours
• Treat the individual with respect.
• Be patient and polite.
• If you notice that a person seems confused by written instructions,
ask if they want you to read the instructions.
Page | 94
Tuesday: During Voting Hours
ADA Guidelines
NEW! Standing Proxy - Holding a Voter’s Place in Line:
For voters who are unable to stand in line, a proxy card shall be made
available for both the voter needing assistance and the person who has
accompanied them to that polling location (or the person behind that
voter if they agree to hold that voter’s place in line) until they can be
admitted into the polling location.
• The proxy cards come in color coded sets of two (2), with one
given to the voter needing the service and the other given to the
person who has agreed to hold that voter’s place in line or
“standing proxy”.
• If the voter comes alone, the proxy card is given to the person that
is standing immediately behind them if they agree.
• The voter is taken to a general waiting area until the proxy card
During Voting Hours
makes it to the EViD Check-in Table.
• Once the voter in line makes it to the EViD Check-in Table they are
asked to give the proxy card to the EViD Inspector.
• The Assistant Clerk will locate the seated voter with the matching
proxy card and take them to the EViD Inspector with the matching
proxy card.
Important! Ask the person who has agreed to hold the proxy card for
the voter to pass that place card to the person standing immediately
behind them IF they must leave the line for any reason. Remind the Poll
Deputy to remain attentive to all persons holding place cards!
Page | 95
Tuesday: During Voting Hours
ADA Guidelines continued
Declaration to Secure Assistance Form: (located in the Clear folder)
During Voting Hours
Declaration is not needed if:
• The EViD says Eligible for assistance in voting on the screen.
• The helper is a minor (under 18 years of age).
If the voter requires assistance and the EViD does not say Eligible for
assistance in voting, send the voter to the Clerk or Assistant Clerk to
have this document completed.
If the voter is unable to complete or sign the form, you may complete it
and print the voter’s name.
File completed forms in the Document Folder.
Page | 96
Tuesday: During Voting Hours
ADA Guidelines continued
Declaration to Provide Assistance Form: (located in the Clear folder)
During Voting Hours
Declaration to Provide Assistance is not needed if:
• Those assisting are members of the Election Board. Clerk or Assistant
Clerk will have two members of the board assist the voter if the voter
require assistance.
• The helper is a minor (under 18 years of age)
Note: The person providing assistance cannot be the employer, agent of
the employer, or officer or agent of the union of the voter or have
solicited the voter within 150 feet of the polling location.
File completed forms in the Document Folder.
Page | 97
Tuesday: During Voting Hours
Poll Deputy - Responsibilities
As a Poll Deputy you must:
• Be very certain of your markings of the 150 ft. No Solicitation Zone
and the 75 ft. Exit Polling Zone. Have your Clerk double check your
markings if needed. Accurate and clear markings of both areas will
make things easier for you, the voters, and solicitors.
• Introduce yourself as the Poll Deputy to solicitors and identify the
150 ft. No Solicitation Zone markers so they are aware. A warm and
professional approach will make everyone you interact with more
comfortable.
• Remove any campaign signs within the 150 ft. boundary.
• Always involve your Clerk with any situation you feel may require
their attention for you, the voters, and solicitors.
• Be aware of your physical surroundings, such as parking, access to
During Voting Hours
the building, possible drop off areas for voters needing assistance.
Understanding your physical surroundings will make you aware of
voter needs/challenges.
• When voters arrive at the polling location, the Poll Deputy should
greet the voters and identify what precinct number(s) vote at that
location, and make sure they have their IDs ready.
Example:
“Good afternoon, are you here to vote?”
If voter says yes…
“ Welcome to precinct 001.0 and 067.0. Follow the signs to the polling
room and please make sure to have your ID out and ready to speed up the
check-in process.”
• Be constantly aware of the length of the voters in line while
maintaining control of the 150 ft. No Solicitation Zone. Notify the
Clerk and/or the Assistant Clerk if the line of voters extends beyond
the No Campaigning Beyond This Point Sticker.
• Stand at the end of the voting line at 7:00 PM when the Clerk
declares the polls are closed.
Page | 98
Tuesday: During Voting Hours
Poll Deputy - Responsibilities continued
As a Poll Deputy you never:
• Become confrontational with solicitors or voters.
• Use your phone to film anyone, voters, or solicitors you are having
difficulty with.
• Speak with the media.
• Step away from your post without the permission of the Clerk.
• Use the ADA Chair for personal use (you may bring your own chair).
During Voting Hours
Passing out Wait Time Indicators:
Record current time and distribute Wait Time Indicators to the last voter
in line at the top of each hour and instruct the voter to give the Wait
Time Indicator to the EViD Inspector.
Note: If at the top of each hour there are no voters in line, the Poll
Deputy is to give the Wait Time Indicator directly to the EViD Inspector.
Page | 99
Tuesday: During Voting Hours
EViD Inspector Responsibilities
• The EViD Inspector must login using their initials each time they sit in
front of the EViD. You must use a minimum of two initials but not more
than three.
• Verify that the voter presents the correct form of ID.
• Process the voter by either using the EViD Swipe/Scan Method or the
EViD Manual Search Method.
• Ask the voter to confirm their information on the Signature Pad
before checking them in.
• Verifying the signature on the valid ID provided against the signature
on the EViD screen.
• Identify the information on the Voting Pass with the voter by circling
the Ballot Style and Precinct Number.
During Voting Hours
Note: EViD Inspectors do not verify the voter’s address. The address on
the voter’s I.D. does not have to match the address we have on record.
• When receiving Wait Time Indicators from voters, record the Arrival
time at Check-In. Then forward the wait time indicator to the ES.
Page | 100
Tuesday: During Voting Hours
EViD Inspector
Identification Required at Polls:
During Voting Hours
Samples of ID:
Florida ID and License Passport and Passport Card
Military ID Student ID Veteran Health ID Card
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Tuesday: During Voting Hours
EViD Inspector continued
Check-In Process Flow:
During Voting Hours
Page | 102
Tuesday: During Voting Hours
EViD Inspector continued
Logging into the EViD:
All EViDs should be on the “Please enter your initials in the box” screen
before you sit down to process voters. If you see the Home Screen,
bring it to the attention of the Clerk. Then, press the Change Initials
button to enter your initials. If the screen is showing something
different, call your ES for assistance.
1. Using the keyboard on the screen,
type in your initials.
2. Press the OK button, then the
Home Screen will appear.
Note: All EViD Inspectors should use different initials when processing
voters. If you have the same initials as another EViD Inspector, either
During Voting Hours
use your middle initial or, if you don’t have one, add the letter “X” in
between one of the EViD Inspectors’ initials.
Once signed into the EViD, you will be on the Home Screen ready to check
in voters.
Page | 103
Tuesday: During Voting Hours
EViD Inspector continued
Greeting the Voter:
1. Greet the voter, and ask: “May I see a current and valid picture ID?”
2. Verify that the ID is current and valid, with a picture and a
signature.
• If presented with a Florida Driver’s License or a Florida
Identification (ID) Card, then use the EViD Swipe/Scan Method
procedures.
• If presented with the other valid types of identifications , then
proceed with the EViD Manual Search Method procedures.
3. If the voter fails to present an acceptable form of identification OR
if the voter does not have any identification, then send the voter to
the ES.
During Voting Hours
Note: If a voter does not have an approved ID with both a picture and a
signature, then the voter must provide an approved ID with a picture
and a separate approved ID with a signature.
Sample Voter ID Card:
A Voter Information Card is NOT a valid
identification. It can be used in addition
to the picture and signature
identification.
Page | 104
Tuesday: During Voting Hours
EViD Swipe/Scan Method
If the voter’s Florida Driver’s License OR Florida ID Card has a magnetic
stripe, swipe the ID through the magnetic stripe card reader located on
the right-hand side of the EViD.
During Voting Hours
For newer Driver’s Licenses, use the scanner attached to the EViD to
scan the Driver’s License Barcode from the EViD Home Screen.
• The ID must be 2 - 3 inches away from the scanner to read it
successfully.
• The scanner must remain in its holster, facing downwards.
• If the scanner is taking too long to read the barcode, perform
a Manual Search to search for the voter.
Note: If the scanner is not working, press the “Reset Scanner” button
located on the EViD Home screen to reset it. If the scanner is still not
working, please call the ES over to assist.
Page | 105
Tuesday: During Voting Hours
EViD Manual Search Method
1. Ask the voter for their ID and press the Search for Voter button.
2. On the Manual Search screen, enter the voter’s information.
Usually, the First Name and Date of Birth is enough. You can try a
During Voting Hours
variety of options to locate the correct voter.
Note: If the voter provides their Voter Identification Card along with
their valid ID, enter the 9-digit Registration number into the Last Name
or Registration field.
3. Press the Search button.
Page | 106
Tuesday: During Voting Hours
EViD Manual Search Method continued
Having difficulty finding the voter in the system?
We recommend that you use the two or more characters in the
appropriate fields as a part of your search. To expedite the check-in of
this voter please contact the ES at this point for further assistance.
How the wildcard feature works: The EViD will look for any results that
During Voting Hours
begins with whatever you put into that field. An example is searching for
George Clooney may be located by typing “Cl” in the Last Name field
and “George” in the First Name field. The search results would bring
back every voter with the first name George and last name that starts
with “Cl”.
Sample of search results of last name ending in “Cl”:
If there is only one (1) person matching these criteria, then the exact
voter will be displayed, otherwise, a grid of all voters that match the
search criteria will appear. If there is a grid, then select the box with the
correct voter.
Page | 107
Tuesday: During Voting Hours
EViD Manual Search Method continued
Multiple results when searching for a voter:
• If a voter’s information is highlighted in BLUE, the voter’s status is
During Voting Hours
“Inactive,” and their information must be verified before being
processed.
• If a voter’s information is highlighted in PEACH, the voter’s status
is “Pending.” Direct the voter to the ES to call Election Central.
• If your search is too generic, you are going to get a lot of voters to
look through. To go back, press the Cancel button.
Remember: Be careful with couples that get married and have not
updated their last name, nicknames (i.e., Roberto can be Bobby) and
hyphenated names (i.e., John Doe-Lewis).
Once you locate the correct voter, proceed to Verifying the Voter’s
Information.
Page | 108
Tuesday: During Voting Hours
EViD Check-in Process
Verifying the Voter’s Information:
1. The voter’s information will display on the Name and Address
Verification screen and the Signature Pad. Gesture to the Signature
Pad and ask the voter “Please confirm this is you?”
During Voting Hours
• If the voter does not initiate a change of information, press the Yes
button the Name and Address Verification screen.
• If the information does not match press wrong voter and direct the
voter to the ES and begin the process the next voter.
Note: The Declaration to Secure Assistance form is not needed for this
voter when the EViD says Eligible for assistance in voting on the screen.
At this point, ask the voter if they need assistance.
Page | 109
Tuesday: During Voting Hours
EViD Check-In Process continued
Verifying the Voter’s Signature:
2. Ask voter to sign the Signature Pad. The voter’s signature will be
displayed on the EViD screen. Verify that the signature appearing on
the screen matches the signature on the ID. If it matches, press the
Accept Signature button.
During Voting Hours
Note: If the voter’s signature appearing on the EViDs screen is
significantly different from that on the ID, then DO NOT continue
to process this voter.
Never press the Reject Signature button. Press the Clear Signature
button and ask the voter to try again, if the signature is still significantly
different, press the Cancel button and contact the ES to fill out an
Affirmation Form. Continue to check-in the next voter.
Page | 110
Tuesday: During Voting Hours
EViD Check-In Process continued
Giving the Voting Pass:
3. The voter’s Voting Pass will print. Circle the voter’s Ballot Style and
Precinct Number.
During Voting Hours
4. Give the voter back their ID and Voting Pass and direct them to the
correct Ballot Table that matches the Precinct Number on their Voting
Pass.
Page | 111
Tuesday: During Voting Hours
EViD Inspector - Action Required Ticket
When checking in a voter who is in the wrong polling location, the
EVID will print out an Action Required Ticket. The EViD Inspector will let
the voter know that they are at the incorrect polling location and should
go to their correct polling location. EViD Inspector will circle the voter’s
correct polling location information on the ticket and then give the voter
the Action Required Ticket. Florida law requires voters must vote in their
assigned precinct on Election Day.
During Voting Hours
Note: If the Action Required ticket was caused after a change of address
by the ES, the ticket will identify that.
Page | 112
Tuesday: During Voting Hours
EViD Inspector - ExpressVote Requests
The ExpressVote unit is an ADA compliant marking device designed for
voters who may have special needs however, any voted may use the
Expressvote by request. If the voter requests to use the ExpressVote,
the EViD Inspector will follow the regular EViD Check-in procedures:
• The word “ExpressVote” should be written on the Voting Pass, and the
voter will initial at the top next to “ExpressVote” as illustrated below.
• Give the Voting Pass to the ES so they can escort the voter to the
ExpressVote and activate their ballot.
During Voting Hours
Page | 113
Tuesday: During Voting Hours
EViD Inspector - Vote-by-Mail Ballots
In the next two scenarios, the voter is eligible to receive a regular ballot:
Scenario: If the EViD displays “Voter has been mailed a ballot,” and
the voter has their Vote-by-Mail ballot
• Using the ID that was presented by the voter, the Clerk will verify
the Vote-by-Mail ballot belongs to that voter. If it doesn’t, the
During Voting Hours
Clerk cannot accept it!
• The Clerk will write the word “CANCELED” on the Vote-by-Mail
ballot envelope and place it into the manila envelope labeled
Canceled Vote-by-Mail Ballots.
• Using the ID that was presented by the voter, the EViD Inspector
will follow the regular EViD Check-In procedures and press the Yes
button to issue the voter a Voting Pass
Scenario: If the EViD displays “Voter has been mailed a ballot,” but
the voter does not have their Vote-by-Mail ballot.
• There is no need to contact the Clerk or Elections Central to give
permission to check in this voter.
• Press the Yes button and issue the voter a Voting Pass, so they can
receive a ballot.
• Once the voter has been processed in the EViD, the voter’s record
will update as voted and reject the Vote-by-Mail ballot.
Page | 114
Tuesday: During Voting Hours
EViD Inspector - Voter Already Voted
During Voting Hours
Scenario: the voter has already voted using a Vote-by-Mail ballot or
during Early Voting.
• Notify the voter of the message that is displayed on the EViD. If the
voter acknowledges that the Vote-by-Mail ballot was returned to
the Elections Department or that they voted at an Early Voting site,
then press the No button and do not issue this voter a Provisional
Ballot.
• However, if the voter refutes the fact that the Vote-by-Mail ballot
was returned or they did not vote at an Early Voting site, press No
to exit the screen. Refer the voter to the ES to contact Election
Central to verify the voter’s record.
• If Election Central confirms that the voter has already voted, and
the voter continues to insist they are eligible to vote, then the
voter must be issued a Provisional Ballot. The ES will then select
the corresponding reason on the voter’s Provisional Ballot
envelope.
Page | 115
Tuesday: During Voting Hours
Ballot Table Inspector Responsibilities
• The Ballot Table Inspector is responsible for the distribution of ballots
on Election Day. This is the second stop for our voters inside the
polling room.
• The Ballot Table Inspector must greet the voter with a smile as they
arrive at the table and ask to see their voting pass.
• As a Ballot Table Inspector, you will only distribute ballots that
correspond to your assigned precinct where you are seated. If a voter
presents a Voting Pass that corresponds to another precinct in your
polling room, you must direct the voter to the correct ballot table.
• During the first hour, the Assistant Clerk will be stationed at the
Ballot Table.
Never pre-stuff privacy folders with ballots!
1. Ask the voter for their Voting Pass and get a ballot that matches the
During Voting Hours
voter’s Precinct Number and Ballot Style. (Ensure that the voter is
issued ALL of the ballot pages) – GET THE BALLOT RIGHT!
2. Point to the Precinct Number and Ballot Style on each ballot page
and ask the voter to confirm that the Precinct Number and Ballot
Style on their Voting Pass matches the ballot they are receiving.
3. Place the voter’s ballot into the Privacy Folder.
4. Write the total number of ballot pages on the bottom of the Voting
Pass and have the voter initial next to the entry. Then place the Voting
Pass into the Privacy Folder with a Pen.
5. Using the “Mark Your Ballot Correctly” sheets, provide the voter with
instructions on how to mark their ballot.
6. Remind voter they have two (2) opportunities for a ballot
replacement.
7. Direct the voter to a Privacy Booth and give all the items to voter.
Page | 116
Tuesday: During Voting Hours
Ballot Distribution: Getting the Ballot Right!
Double check with the voter to…
Get the ballot right!
✓ Compare the voter’s Voting Pass to the ballot side by side.
✓ Point and ask the voter to confirm:
Precinct # and Ballot Style on EACH ballot page!
During Voting Hours
Page | 117
Tuesday: During Voting Hours
Privacy Booth Inspector Responsibilities
• The Privacy Booth Inspector looks for voters leaving the ballot table
During Voting Hours
and directing them to the booths to fill in their ballot.
• This is the third stop for the voter. They must mark their ballot
before approaching the DS200s.
• Additionally, the Privacy Booth Inspector must constantly monitor
all Privacy Booths looking for any materials left behind by voters
such as campaign materials or abandoned ballots.
• Directs voters to the next available Privacy Booth to make their
ballot selections.
• Stop voters from directly heading to the DS200s after leaving the
Ballot Table. Explains to them they must first mark their ballots.
• Points to the “Wait Here” spot that identifies the beginning of the
line. Let voters know that they are to proceed to that spot only after
they have completed marking their ballots.
Page | 118
Tuesday: During Voting Hours
DS200 Inspector Responsibilities
• The DS200 Inspector is responsible for greeting the voter and
maintaining control of access to the DS200s.
• Most polling locations will have more than one DS200 and in the case
of Same Boards, there will be multiple DS200s. DS200 Inspector
should guide the voter to any available DS200.
• Remember to never to touch the voter, the DS200 screen, or the
voter’s ballot.
The DS200 Inspector:
1. Make sure the voter has a green Privacy Folder. If the Privacy
Folder is present, asks the voter to present his or her Voting Pass.
2. Ask the voter the following questions before scanning the ballot:
• “Does the precinct and ballot style on your Voting Pass match
During Voting Hours
the one on your ballot?”
• “Did you complete your ballot to your satisfaction?”
Note: We no longer ask, “Do you see the word Provisional at the top of
the ballot?”
3. NEW! Directs the voter to ANY available DS200. Even if in a same
board precinct, the voter can now insert their ballot page(s) into
any DS200.
4. Asks the voter to insert their ballot, one page at a time. DO NOT
touch the voter’s ballot pages.
5. Steps away from the DS200 to give the voter privacy.
Page | 119
Tuesday: During Voting Hours
DS200 Inspector continued
6. When all the pages have been accepted by the DS200, the DS200
Inspector deposits the Voting Pass into the Voter Deposit Box.
7. Secures the empty Privacy Folder and Pen and places both on the
top of the Voter Deposit Box to be returned to the Ballot Table.
During Voting Hours
8. Offers the voter an “I Voted”
sticker with the paper backing
and remembers to say:
“Thank you for voting!”
DS200 Error Messages
Although you want to give the voter privacy while they enter their
ballot(s) into the DS200, you also want to be attentive to signs that there
is an issue with the voter’s scanning process.
If you hear three loud beeps “Beep Beep Beep” from the DS200, grab an
empty Privacy Folder and attend to the voter. Cover the area where the
ballot is scanned with the Privacy Folder and read the message on the
screen.
Page | 120
Tuesday: During Voting Hours
DS200 Error Messages
Blank Ballot (No Votes Cast) - The voter receives the message:
Never touch the screen for the voter!
Read the message on the screen to the voter exactly as it reads, then
During Voting Hours
ask the voter if they have any questions, you can get someone to assist.
• If the voter chooses to press the Cast Blank Ballot button:
o The DS200 will scan the ballot “AS IS”.
• If the voter chooses to press the Return button:
o The DS200 will return the ballot. Ask the voter to keep this
ballot separate from any remaining ballot pages and complete
the process by inserting any remaining pages (if any).
o After the remaining ballots are scanned, the DS200 Inspector
will return the voter's Voting Pass and ask voter to place it back
inside the Privacy Folder along with unscanned ballot(s).
o Direct the voter to the Privacy Booth to mark his or her ballot.
Page | 121
Tuesday: During Voting Hours
DS200 Error Messages continued
Overvotes (Too Many Votes) - The voter receives the messages:
The DS200 will notify the voter they have made too
many selections in one (1) or more contests and
which contents are affected.
Never touch the screen for the voter!
Read the message on the screen to the voter exactly
as it reads, then ask the voter if they have any
questions, you can get someone to assist.
• If the voter chooses to press the Next button:
o The DS200 will populate another message.
o Read the message on the screen to the
During Voting Hours
voter exactly as it reads.
• If the voter chooses to press the Cast button.
o The DS200 will scan the ballot “AS IS”.
• If at any point, the voter chooses to press the Return button:
o The DS200 will return the ballot. Ask the voter to keep this ballot
separate from any remaining ballot pages and complete the
process by inserting any remaining pages (if any).
o After the remaining ballots are scanned, the DS200 Inspector will
return the voter's Voting Pass and ask voter to place it back inside
the Privacy Folder along with unscanned ballot(s).
o Direct the voter to the Clerk’s Table to the Assistant Clerk for a
replacement ballot.
Page | 122
Tuesday: During Voting Hours
DS200 Error Messages
Ballot Could Not Be Read:
Have the voter remove their ballot and try again. Remind the voter to
let go of the ballot once the DS200 starts scanning the ballot. If the
voter keeps getting this message, call the ES for assistance.
All Other Error Messages:
During Voting Hours
There are other error message that may arise on the DS200. If these
messages appear, please bring them to the attention of the ES for
assistance.
Do not leave the voter unattended! Instead, ask another Inspector to
get the ES or try to get the Clerk or ES’s attention from your station.
Page | 123
Tuesday: During Voting Hours
DS200: Casting ExpressVote Ballot
The ExpressVote unit will only mark the selections onto the Activator
Card. Once the Activator Card is printed, it becomes the voter’s marked
ballot, but it still needs to be tabulated.
After a voter has made their selections on the ExpressVote, the voter
will be directed to go to the DS200 with their voted ExpressVote
ballot to be scanned into the DS200.
As the DS200 Inspector, you would follow the same verification process
to make sure the voter verified their Precinct Number and Ballot Style
on their Voting Pass against their ExpressVote ballot. The voter must
place their voted ballot (i.e., Activator Card) in the black top slot of the
DS200. Remind them they can guide the Activator Card against the
imprinted arrow on the black top slot show below. Step away from the
During Voting Hours
DS200 to give voter privacy.
Follow the same procedures after the voter has scanned their
ExpressVote ballot. Secures the empty Privacy Folder and Pen and
places both on the top of the Voter Deposit Box to be returned to the
Ballot Table.
Offer the voter an “I Voted” sticker with the
paper backing and remembers to say:
“Thank you for voting”
Page | 124
After the Polls Close
Page | 125
Tuesday: During Voting Hours
Poll Deputy - Last Voter:
At 7 PM the Clerk announces, “The Polls Are Closed”, and if there are voters in
line, directs the Poll Deputy to stand behind the last voter. This is your last voter,
by State law. (F.S.100.011)
After the last voter has left the polling room, the Clerk (or Assistant Clerk)
assigns closing tasks to the Inspectors and the Poll Deputy.
Closing Tasks Include:
• Breaking down Polling Room.
• Breaking down Privacy Booths.
• Placing Voting Passes and Undo Tickets into Large Grey Used VAS
Slip Bag.
• Taking down polling location signs and disposing of them.
• Packing of the EViDs.
• Election supplies (Privacy Folders, power cords, Exit Polling Sign,
Pens, ADA Chair, etc.)
• The ES closes the Ds200s and is the 1st to leave the precinct, taking the
media to the Collection Center.
• When all tasks have been completed, everyone must sign payroll and
then the Clerk or Assistant Clerk will dismiss everyone. If there is no
signature on the payroll, you will not get paid.
• The Clerk or Assistant Clerk will decide amongst themselves who is the
2nd Designee to go to the Collection Center and who is staying behind to
close the polling location when released by the 2 nd Designee.
Page | 126
After the Polls Close
After the Polls Close continued
• The ES will transport items to the Collection Center. The 2 nd Designee
(either the Clerk or Assistant Clerk) will also transport items to the
Collection Center, while their counterpart stays behind in the polling
location until he or she receives the call to be dismissed.
• The Clerk or Assistant Clerk will ensure they have a working phone and
the telephone number for Election Central in case the 2 nd Designee
forgets to call.
• Inspectors are responsible for properly packing the EVIDS once the polls
are closed, and the ES has completed their process with the EViDs. The
EVIDS must be packed as shown in the picture below. The tags must be
facing outwards and all components placed in the correct spots.
After the Polls Close
Page | 127
Glossary
Glossary of Terms CLERK - The person in charge of, and responsible
for, overseeing the Poll Workers and ensuring that
ACTION REQUIRED TICKET - A ticket printed by the their duties and responsibilities are executed.
EVID system that indicates that a voter is at the COLLECTION CENTER - An assigned location where
incorrect polling location. The output further
Elections Specialists pick up materials prior to
displays the address of the voter’s correct polling Election Day. Also, the location where the
location.
Elections Specialist must take results’ material at
ACTIVATOR CARD - A blank ballot issued to voters the end of Election Day.
using the Express Vote voter interface device DOCUMENT FOLDER - Folder found in the Election
Specialist Kit containing administrative forms for
ADMINISTRATIVE TROUBLESHOOTER (ATS) - The
Monday night and Election Day and other
ATS is a person assigned to several precincts within
a particular geographic area. This person important information/instructions.
responds to calls as needed. DS200 BALLOT BINS – see BALLOT CONTAINERS.
AFFIRMATION/AFFIDAVIT - A legal document DS200 - Tabulates and records voted optical scan
signed by the voter to update change of legal ballots during Election Day at the precinct
residence, name, and signature.
EARLY VOTING - Casting a ballot prior to Election
ALREADY VOTED VIA VOTE -BY -MAIL BALLOT - Day at a location designated by the Supervisor of
Designation in the EViD system indicating the
Elections.
voter’s Vote -by -Mail Ballot was received by the
Elections Department. This person has already ELECTION BOARD - The Clerk, Assistant Clerk and
voted. Inspectors working in a polling location on Election
Day
ASSISTANT CLERK - The person assigned to
support the Clerk of the precinct. The Assistant ELECTION CENTRAL - Elections Department
Clerk will help to oversee that the Poll Workers employees available by phone to provide
execute all assigned duties and responsibilities. assistance to poll workers on Election Day.
AMERICANS with DISABILITIES ACT (ADA) - ELECTION – GENERAL - An election involving all or
Federal law which requires the Elections most constituencies for choosing local, state, or
department to make reasonable accommodations national candidates, or for voting on questions
to assist every voter with special needs in casting such as amendments regardless of voters’ party
their ballot. affiliation.
BALLOT STYLE - Type of ballot issued for a specific ELECTION – CLOSED PRIMARY - An election in
voting area or for a specific party during a primary which only voters who are registered members of
election DEM (DP), REP (RP), NPA (NP). political parties may vote for respective party
candidates or nominees for an office.
BOARD LIST - A list of poll workers assigned to
work on Election Day that is mailed to the Clerk’s
home address.
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Glossary
ELECTIONS SPECIALIST (ES) - The ES is an Elections PAYROLL - A list of all personnel assigned to work
Department representative assigned to a polling at a specific precinct. The Clerk ensures accuracy
location on Election Day responsible for technical of the Monday Night Setup Payroll and the
procedures. Election Day Payroll. Payroll must be signed by all
poll workers, and each sheet should have payroll
ES KIT - Cart that contains the Activator Case, confirmation numbers.
Document Folder, EViD Media, Precinct Registers
and various Election items. POLL DEPUTY - Person responsible for maintaining
the 150 ft. No Solicitation Zone & order outside
EMERGENCY BALLOT - Voted ballots that cannot the polling location. This person is not a member
be scanned due to DS200 tabulator malfunctions. of the Election Board but is still subject to the
These ballots are temporarily placed inside the lawful commands of the Clerk or Assistant Clerk.
Voter Deposit Box.
POLLING LOCATION - The building which contains
EVID MEDIA BAG - Small, blue bag used to the polling room where ballots are cast.
organize all media associated with the EViD system
(Security Cards, Air Card, Thumb Drives). This bag POLL WATCHER - Person designated by a
and its contents are placed in the orange Results candidate, political committee, or political party to
Bag and transported to the Collections Center on observe the conduct of voters and poll workers on
Election Day at the close of the polls. Election Day.
EXPRESSVOTE - The ExpressVote is a “voter PRECINCT(S) - A voting area pre -designated for
interface device that produces a voter -verifiable voters that has specific boundaries established for
paper output”; meaning, it will only mark a ballot election administration.
(Activator Card) not tabulate.
PROVISIONAL BALLOT - A special ballot used when
FLORIDA STATUTE (F.S.) - Laws enacted by the the voter’s eligibility cannot be determined at the
Florida legislature. precinct, and it will be determined after the
election by the Canvassing Board.
INSPECTOR - Poll Worker who checks in voters,
distributes ballots and assists with DS200/optical PROVISIONAL SUPPLY BOX - box marked with
scan voting equipment. orange label that has provisional supplies inside.
MiFi - A portable broadband device that allows RESULTS BAG - Orange bag used to transport
multiple end users and mobile devices to share a voting results to the Collection Center by the
3G or 4G mobile broadband Internet connection Elections Specialist.
and create an ad -hoc network
RESULTS TAPE - Printout that lists all the DS200s
MULTIPLE PRECINCT (OR SAME BOARD) - Two (2) that were opened and closed in a polling room and
or more precincts that have a centralized check -in a tally of their results.
and are managed by the same Clerk, Assistant
Clerk, Inspectors, Elections Specialist (ES) and Poll
Deputy.
Page | 129
Glossary
SAMPLE BALLOT - Printed facsimile of actual ballot VOTE -BY -MAIL BALLOT MAILED/ISSUED -
for a specific election produced in English, Spanish Designation in the Electronic Voter Identification
and Creole, and advertised in various local (EViD) system indicating that the voter was mailed
periodicals prior to the election. It may also be or issued a Vote -by -Mail Ballot.
mailed to voters, who are allowed to bring it into
the polling location for their own use. VOTED BALLOT BINS (BLUE/GRAY BINS) – Secure
Bins provided to each precinct to store voted
STAND -BY - Additional Poll Workers hired and ballots once they have been scanned by the DS200
trained to be available to work, if needed, on during Election Day. They are to be taken to the
Election Day. Collection Center at the end of the election.
STARTUP TICKET - A ticket generated by the EViD VOTED EARLY - Designation in the EViD system
indicating polling location information, number of indicating that the voter has already voted at an
Voting Passes generated and other system early voting site.
configuration information.
VOTER DEPOSIT BOX - Black bin also known as the
SUPERVISOR OF ELECTIONS (SOE) - The chief Supply Can that is transformed on Election Day to
election officer in the County who is legally store Voting Passes (Voter Authorization Slips –
responsible for the administration and operation Only in Emergency Mode), Provisional Ballots,
of an election and compliance of all federal, state, abandoned ballots, and possibly Emergency
and local election laws, procedures, and policies. Ballots during Election Day. This bin is sealed
The Supervisor is the final authority on issues of before the polls open and remains sealed
election administration, procedures, and throughout Election Day.
questions of voter eligibility.
VOTER INFORMATION CARD - A card that is
SUPPLY CAN - A can that contains various Election mailed to a voter at their residential address and
Day supplies. contains the voter’s name, address, party
affiliation, Voter Registration number, precinct
THUMB DRIVE - A small, portable hard drive that number, polling location and district designations.
is placed into the USB port of the DS200 tabulator
and ExpressVote. VOTING EQUIPMENT KEYS - Keys used to both
lock and unlock both the DS200s and ExpressVote
VET ROVER (VET) - The VET is a person assigned to units.
several precincts within a particular geographic
area who responds to calls as needed. The VET is VOTING PASS - A slip that is printed by the EViD for
computer proficient and fully trained on all a voter that has successfully checked-in. The
aspects of the voting equipment, including output contains the voter’s name, address, party
opening, closing and the highest level of affiliation, Voter Registration number, precinct
troubleshooting. number and ballot style.
VOTE -BY -MAIL BALLOT - A paper ballot marked ZERO TAPE - Printout from the DS200s that were
and mailed in by a voter in advance of Election opened at a precinct. The output displays a zero
Day. (0) count for all races.
Thank you for being a proud poll worker!
Page | 130
– NOTES—
138_SP-9 WO 702264 2022.08.26 • 2022 GENERAL ELECTION CLERK COMBO MANUAL
Attachment 22
2022 General Edition
Our Mission Statement: We pledge to instill trust and confidence by conducting elections that
are fair, accurate, transparent, and accessible for all voters of Miami-Dade County.
White
Table of Contents
Overview
Election Calendar/Three Convenient Ways to Vote…………………………………………………………. 3
Training Course Overview……………………………………………………………………………………………….. 4
Customer Service…………………………………………………………………………………………………………….. 5
Election Type……………………..………………………………………………………………………………………….. 6
Types of Precincts/Emergency Situations……….……………………………………………………………….. 7
Americans With Disabilities Act (ADA)……….……………………………………………………………………. 8
Polling Room Layout ……………………….……………………………………………………………………………… 9
Getting to Know Your Team…………….…………..………………………………………………………………….. 10
Positions Overview………………………….……………………………………………………………..………………. 11
Elections Specialist Responsibilities………………………………………………………………………………… 13
Pre-Election Day Setup (Monday Afternoon)
Setup Quick Checklist……………………………………………………………………………………………………… 14
Opening/Locking EViDs, DS200s, ExpressVote………………………………………………………………… 15
NEW! Verifying the Ballot………………………………………………………………………………………………… 32
Completing the Certificate of Security (Monday Afternoon portion)……………………………….. 34
Election Day (Tuesday Morning)
Tuesday Morning Checklist………………………………………………………………….…………….............. 35
Completing the Certificate of Security (Morning portion)………………………………………………… 36
Ready EViDs, DS200s, ExpressVotes………………………………………………………………………………… 37
Election Day Restrictions ……………………………………………………………………………………………….. 42
NEW! Election Day – Ballot Boxes ...................................................................................... 43
Election Day – ES Table Setup………………………………………………………………………………………….. 44
Wait Time Indicators……………………………………………………………………………………………………….. 45
Affirmation/Affidavits: Address Changes, Name Changes, and Issues………………………………. 47
Out-of-County Voters (Lost Connectivity)………………………………………………………………………… 55
NEW! Provisional Ballots & Process Flow…………………..…………………………………….…………….. 56
ExpressVote: Using the Equipment………………………………………………………………………………….. 68
ExpressVote: Abandoned Ballots & Canceled Ballots……………………………………………………… 71
Undo Check-In………………………………………………………………………………………………………………… 74
Troubleshooting
Troubleshooting EViDs……………………………………………………………………………………………………. 76
Troubleshooting DS200s…………………………………………………………………………………………………. 83
Troubleshooting the ExpressVote……………………………………………………………………………………. 87
Election Night Closing 90
Closing the DS200……………………………………………………………………………………………………………. 91
Closing the ExpressVote………………………………………………………………………………………………….. 94
Closing EViDs…………………………………………………………………………………………………………………… 95
Tuesday Night Checklist…………………………………………………………………………………………………… 96
EViD Media Bag Checklist………………………………………………………………………………………………… 100
Results Bag Checklist………………………………………………………………………………………………………. 101
Provisional Bag Checklist…………………………………………………………………………………………………. 102
Completing the Certificate of Security…………………………………………………………………………….. 103
Collection Center
Transfer of Custody form: Provisional and Voted Ballots………………………………………………… 104
Collection Center Items – Transport Checklist…………………………………………………………………. 105
Emergency Only: Election Day Voter Certificate 106
2|Page
Election Calendar/Three Convenient Ways to Vote
Where Can I Find the Election Calendar?
If you would like to see the dates for all upcoming elections, please go online to our
Elections website (https://www.miamidade.gov/elections) and select the
Upcoming Elections button (look on the top right of the main page).
Three Convenient Ways to Vote:
Vote-by-Mail: Vote by Mail Voters have the option of voting from the
convenience of their own home by requesting a mail ballot. A paper ballot is
mailed to the voter to be marked and returned to the Supervisor of Elections
office no later than 7:00 p.m. on the day of the election.
It is imperative that when voting by mail ballot, voters carefully follow the
instructions included with their ballot and sign inside the red box of the certificate
envelope provided. Detailed instructions are provided on the ballot and special
instructions are included in the mail ballot package.
Voters may request a mail ballot in person, by telephone (305-499-VOTE), by mail,
or online by visiting www.iamelectionready.org. All requests for a mail ballot must
be received by the 10th day before the election. Vote by Mail ballots can be
returned by mail or at an Early Voting location. However, voters may not drop off
their Vote-by-Mail ballots at any polling location on Election Day.
Early Voting: Early voting begins 14 days prior to every countywide election and
varying days as designated by the Municipality in Municipal Elections. Any
registered voter may vote at any of the designated early voting sites in Miami-
Dade County providing maximum convenience. Early Voting schedules will be
available online prior to each countywide election.
Early voting locations and hours of operation can also be found by contacting 311
or 305-499-VOTE.
Voting on Election Day: All polling locations are open from 7:00 a.m. until 7:00
p.m. on Election Day.
3|Page
Training Session Overview
Welcome to Election Specialist Training! Today you will receive a detailed “hands-
on” training that will prepare you for the upcoming election. We ask that you give
us your full attention, and we encourage you to ask questions. Our goal is that you
leave this training with a full understanding of your Election Day duties.
Training Includes:
• Monday Afternoon Setup
o Report to Distribution Center to pick up ES Kit.
o Report to Polling Location to set up voting equipment.
• Tuesday Morning Opening Procedures
• Tuesday Election Day Procedures
• Tuesday Night After the Polls Close Procedures
Class Information:
• Class will last approximately four (4) hours.
• Please make sure to sign the sign-in sheet.
• If you are unable to stay for the entire time, you must call our Scheduling
Section at (305) 499-8448 to reschedule. You must also attend training and
perform Election Day duties to get paid.
• Ask questions and participate in discussion – we want to hear from you!
• You must watch the Americans with Disabilities video as part of this training.
4|Page
Customer Service
Poll workers are expected to provide excellent customer service to all voters, their
fellow poll workers, elections staff, and anyone else with whom they may come in
contact.
• Poll workers are representatives of the Miami-Dade County Elections
Department.
• Dress comfortably yet professionally.
• Wear your name tag where it is easily seen.
• Always greet the voter with a smile.
• Manage the flow of voters inside the polling room.
• Be aware of lines and delays – explain that these are temporary, and the
voter will soon be on their way.
• When sending a voter to another area, explain why:
“Please go to the privacy booth to make your selections and come see me
when you’re done.”
Reminder: You are a team working toward a common goal: to assist
voters.
Always start with a positive response!
5|Page
Election Type
General Election: The November 8th, 2022, election is a General Election
In a general election, all registered voters within a particular precinct receive the
same ballot and vote on the same candidates or questions regardless of party
affiliation. Each precinct has 1 ballot style. For example, in precinct 1.0 all voters
are given the same ballot and in precinct 1.1 all voters are given the same ballot.
If there are write-in candidates who have qualified for a particular office, a space
will be left on the ballot where their name can be written.
6|Page
Different Types of Precincts
Single Precinct A precinct managed by one (1) Election Board.
Same Board Two (2) or more precincts located in the same room
Precinct managed by one (1) Election Board.
Multiple Precincts Two (2) or more boards in the same polling location.
Split Precinct A precinct that is divided into separate sections to reflect
different federal, state, and local districts; it is managed by
one (1) Election Board.
Emergency Situations
Tuesday Morning, before the polls open, the Clerk will
designate a rally point outside the polling location.
In the event of a power outage, call Election Central
immediately!
Medical emergency – Call 911 first, (heart attack, labor,
etc.) then call Election Central.
Police incident – Call 911 first, (physical altercation, etc.)
then call Election Central.
7|Page
Americans With Disabilities Act (ADA)
The ADA is a federal civil rights law that prohibits discrimination against people
with disabilities in everyday activities.
• Any voter requesting assistance is entitled to receive it, regardless of reason.
• Never ask why the voter needs help.
• If the voter has an assistant, talk to the voter, not to the assistant.
• Whenever in doubt, call Election Central for guidance.
Mobility-Impaired Deaf or Hard-of-Hearing
• Do not push a person in a wheelchair • Speak clearly, with your face
without permission. unobstructed.
• Make sure there is a clear path from the • If you have difficulty understanding
parking lot and in the polling room. someone’s speech, politely let the voter
• When talking to someone in a wheelchair, know.
stand back a few steps so the person can • It may be helpful to use gestures, or to
avoid neck-strain when looking up. write down what you are trying to say.
• Do not shout when speaking to the
voter.
Blind or Visually Impaired Service Animals
• Be prepared to offer assistance. • Are not pets
• Say hello and identify yourself and your • Alert people to sound
role. • Navigate
• Do not grab or pull the voter. • Pull wheelchairs; carry items
• Offer your arm to guide the voter. • Assist with balance
• Detect seizure
• Do not require a license
• Not always wearing a harness
8|Page
Example Polling Room Layout
The voter signs in using the electronic poll book. Signature is verified against
Step #1 EViD Check-In
their valid ID provided. A Voting Pass prints out for the voter.
The Ballot Inspector matches the precinct number and ballot style on the
Step #2 Ballot Distribution Voting Pass to the Ballot that has been issued. The voter verifies the ballot
information presented by the Ballot Inspector.
Using the pen given at the Ballot Table, the voter will mark their selections at
Step #3 Privacy Booths
the Privacy Booth.
Precinct number on the Voting Pass is used to identify the correct DS200. Ballot
Step #4 DS200s
is fed into DS200 and voter is given an “I Voted” Sticker.
Voters needing visual or audio assistance can use the ExpressVote to mark their
ADA Equipment ballot. The ADA Privacy Booth can be used by a voter in a wheelchair and the
ADA Chair if a voter needs to sit down.
Assistant Clerk is responsible for Ballot Replacements and the Clerk needs to
Clerk/ Assistant Clerk Table
be able to observe the entire room.
Any voter that cannot be found will go to the ES who can fill out a variety of
Elections Specialist (ES) Table forms such as an Affirmation/Affidavit Form to change an address or the
Provisional Ballot Envelope to issue a Provisional Ballot if needed.
Representative from a political party, organizations/groups, or candidate to
Poll Watcher & Observers
observe the voting process. Should not interfere with the voting process.
9|Page
Getting to Know Your Team
• Please know your assigned work precinct (this will be contained in your
assignment letter).
• You will be provided breaks at the discretion of your Clerk.
• Poll workers should Early Vote or utilize Vote-by-Mail for their own voting
purposes.
• We ask that you bring any necessary items with you, e.g., food, medications,
drinks, jackets, etc. as leaving the polling location is not allowed.
• Finally, radios, TVs, magazines/newspapers, pets, additional humans (kids,
family members – i.e., anyone not officially a part of the Election Board)
should all be left behind.
10 | P a g e
Positions Overview
Administrative Troubleshooter (ATS) - Representative of the Supervisor of
Elections who is made available to assist the Clerk. The ATS is expected to visit
precincts during Monday Afternoon set up and throughout Election Day to make
sure the correct procedures are being followed. They will bring any issues to the
Clerk’s attention and will be dispatched to troubleshoot if needed.
Elections Specialist (ES) - In charge of electronic voting equipment (setup,
opening/closing, troubleshooting, etc.) The ES will complete Affirmations,
Provisional Ballots, activate ExpressVote ballot for voters, transmit results from
the precinct, and return required items to the Collection Center. During the first
voting hour, the ES will be stationed at the DS200s to make sure there are no
issues with the equipment.
Clerk - In charge of, and responsible for, seeing that the Election Board carries
out its duties and responsibilities (F.S. 102.012). During the first voting hour, the
Clerk will be stationed behind the EViD Check-in Table to make sure the correct
procedures are being adhered to. Manages voter flow, customer service, and
resolves or escalates voter issues/problems to Election Central. Rotates
Inspectors’ tasks and positions throughout the day as needed. Assigns lunches
and break times without impacting the voting process. The Clerk is responsible for
returning items to the Collection Center election night.
Assistant Clerk - During the first voting hour, the Assistant Clerk will be
stationed at the Ballot Table to make sure the correct procedures are being
adhered to. Responsible for handling the replacement ballots during voting hours
and is considered a backup to the Clerk when needed. The Assistant Clerk may be
responsible for returning items to the collection center election night.
11 | P a g e
Positions Overview continued
Poll Deputy - Responsible for locating the ADA bin and setting up ADA supplies
(if applicable), placing all necessary signs outside of the polling location,
maintaining the 150 feet No Solicitation Boundary, setting up the Exit Polling
Zone, identifying voters that cannot stand in line in need of a proxy, and greeting
voters advising them of the polling location number and informing them to have
their picture IDs ready. Also responsible for providing a Wait Time Indicator to
either the last voter in line or directly to the EViD Inspector (when there are no
voters in line) every hour.
EViD Inspector - Responsible for checking in voters efficiently and always
displaying the highest degree of customer service. Verifies the signature on the
EViD against the voter’s valid ID. Gives the voter their Voting Pass and directs
them to the Ballot Table.
Ballot Inspector - Responsible for selecting and verifying the correct ballot
against the precinct number and ballot style on the voter’s Voting Pass.
Privacy Booth Inspector - Directs the voters to the Privacy Booth and reminds
the voter to mark their ballot and check both sides of their ballot.
DS200 Inspector - Responsible for greeting voters and confirming information
with the voter as they approach the DS200s ensuring an efficient and orderly flow
is maintained.
12 | P a g e
Elections Specialist Responsibilities
Monday Afternoon
• Pick-up Elections Specialist (ES) Kit at the Distribution Center specified in your
assignment letter. Review contents of ES Kit to make sure nothing is missing.
• Assemble and open all voting equipment: Electronic Voter Identification (EViD)
systems; DS200s and ExpressVote.
• Print Zero Tapes from all DS200s.
• Verify ballots against Zero Tapes from DS200s.
• Close, lock, and seal all equipment to leave ready for Election Day.
Tuesday Morning
• Verify all equipment remained secure overnight. Unlock and open voting equipment
confirming all totals are still (0) zero.
During Voting Hours
• Input the Wait Time Indicator tickets hourly.
• Process voters who request to vote a Provisional Ballot.
• Process Affirmations for voters who have changes in their personal information.
• Activate ExpressVote for voters needing assistance marking their ballot.
• Troubleshoot all issues pertaining to voting equipment.
Tuesday Night Closing
• Print (2) Results Tapes and transmit results from all DS200s.
• Post one copy outside the polling place entrance and place the other copy inside the
Orange Results Bag.
• Close the ExpressVote.
• Print Totals Ticket and power down all EViDs.
• Pack and bring Orange Results Bag and EViD Media Bag to the assigned Collection
Center.
The Elections Specialist is responsible for keeping the Voting
Equipment keys in their possession for the entire day.
13 | P a g e
Monday Set-Up – Quick Checklist
EViD
ExpressVote
DS200
Complete Certificate of Security – Monday Afternoon equipment setup
Open and connect all EViDs. Print Startup Ticket (Qty: 1/EViD)
Open all DS200’s and Print Zero Tapes (Qty: 1/DS200)
Verify the ballot against the DS200 zero tapes. Do not insert ballots.
Verify the ballot for each precinct. GET THE BALLOT RIGHT!
Open the ExpressVote and verify polling place information
Sign Payroll
Call Election Central to advise all procedures are complete
14 | P a g e
Pre-Election Day: Opening EViDs
1 2
When unpacking the units, press Remove the SigPads from the EViD case.
the base of each unit inward since
there is a spring that will facilitate
ease of extraction from the case.
3 4
Remove the Power Adapters and
Remove the scanner(s) from the ES Kit.
Power Cords from the EViD case.
Connect the Power cords to the
Power Adapters.
5 6
Plug the Power Adapters into the EViDs; Place scanner(s) on right side of
plug the SigPads and scanner into any EVID(s).
USB port on the back of the EViDs.
15 | P a g e
Pre-Election Day: Opening EViDs
7 8
Plug the UPS into the wall socket.
Power on the UPS and then plug all Power on the MiFi. The Power button is
EViDs into the Battery Backup + Surge located on the top of the device.
Protection section of the UPS.
9 10
0
Connect the MicroUSB into the Identify the EViD with the HIGHEST
MicroUSB port on the MiFi. SERIAL number. (King EViD)
11 12
Connect the MiFi USB to the rear USB Press the power button on the right-
port on the EViD with the HIGHEST hand side to power on the EViDs.
SERIAL number. (King EViD) Note: Never insert the Activator into
the side port.
16 | P a g e
Pre-Election Day: Opening EViDs
13 14
When the “Searching for Activator” The Activator can be plugged into any
screen display, insert the Master USB port in the back of the EViD.
activator.
15 16
Remove the Startup Ticket and sign Swipe one of the Security Cards in
it. Place all Startup Tickets in the blue the slot located on the right-hand
EViD Media Bag. side of the EViDs.
17 18
On the “Login” screen, enter Verify that the Polling Location and
your initials, and press “OK” King/Pawn is correct. Voting Passes count
to proceed to Home Screen. at “0”. Repeat step 12 - 16 until
all EViDs are activated.
17 | P a g e
Pre-Election Day: Opening EViDs
• When verifying EViD connection status, make sure that KING/PAWN is visible next
to Voting Day Clerk.
• Check that there is a “GREEN” indicator showing the EViD is connected.
• If there is a red indicator, make sure the MiFi is powered on and has
connectivity.
• Refer to troubleshooting- EViD section.
Note: Call Election Central if you do not have EViD connection.
18 | P a g e
Pre-Election Day: Locking EViDs
Election
1 2
On the Home Screen, press the In the Date of Birth field, enter
“Search for Voter” button. “99/99/9999”. Then press Search.
3 4
The screen above will appear with the
On the Tech Utilities screen, press
the “Lock EViD Station” button. message, “Please enter passcode to unlock”.
• Verify each EViD Serial Number on the Certificate of Security.
• DO NOT DISCONNECT THE MiFi FROM THE EViD!
• BOTH THE EViD AND MiFi MUST REMAIN PLUGGED IN AND POWERED ON
OVERNIGHT!
• MiFi screen must display the number of EViDs connected.
• When the Clerk/ES calls to report that the polls are opened and locked,
Election Central will provide confirmation of the EViDs’ connectivity status.
• Remember to remove the Activator and secure it in the EViD Media Bag
before leaving.
19 | P a g e
Pre-Election Day: Opening the DS200
Election
1 2
Using the Voting Equipment keys, Unlatch the two latches and slowly
open the Power Cord door in the open the lid. Using the Voting
back of the DS200 unit and plug in Equipment Barrel Key, unlock the LCD
the power cord into a power source. screen and lift the LCD screen up.
Using the Voting Equipment key,
unlock the DS200 top lid.
3 4
Using the Voting Equipment Barrel A Configuration Report will
key, unlock the front access door to automatically print after the DS200
verify the Election Thumb Drive is has booted up. This may take a while.
present. The DS200 will turn on Remember to check the Brakes, Bar,
automatically. If it does not, press and Bin.
the “POWER” button.
20 | P a g e
Pre-Election Day: Opening the DS200
Election
5 6
**Enter the “Election Code”. The Press “Open Poll” to print Ballot Status
Election Code is found in the Activator Accounting and Zero Tape.
Case. Then press “Accept”.
7 8
Press “Go to Voting Mode” to Verify that the time is correct, polling
continue. location information, and public count
is zero. Note: Please don’t confuse the
“Public Count” with the “Protected
Count”.
** The Election Code is case-sensitive. After 3 failed attempts at entering the
code, the DS200 will automatically shutdown, and you will need to power it back
on and try again.
21 | P a g e
Pre-Election Day: Locking the DS200
Election
1 2
To power down the DS200, press **Enter the Election Code. The
“Tools” icon. Election Code can be found in the
Activator Case. Then press “Accept”.
3
4
Press “Report Options” to continue. On the Reports Listing screen,
press “Admin” icon.
5 6
Press the “Shutdown” button. Please wait for the DS200 to completely
power down and go black before closing
and locking the screen.
22 | P a g e
Pre-Election Day: Locking the DS200
Election
▪ Close the DS200 LCD screen and lock it using the Voting
Equipment Barrel key.
▪ Close the DS200 lid. Latch the two (2) black latches and lock it
using the silver key.
▪ [On each DS200] Place a seal through one (1) of the four (4)
eyelids located next to the latches.
▪ Record each seal number on the Monday afternoon portion of
the Certificate of Security.
▪ Place the Voting Equipment keys and the Zero Tape in the
Activator Case.
23 | P a g e
Pre-Election Day: Opening the ExpressVote
Election
1
Locate the kiosk and roll kiosk Note: The power cord comes
into place, as shown on the wrapped on the base of the kiosk.
polling room layout diagram. A bolt secures it to the neck of the
kiosk.
2
Unwrap the power cord from
the base of the kiosk.
24 | P a g e
Pre-Election Day: Opening the ExpressVote
Election
Two (2) people must stand on either side of the unit, each
placing one foot on the base of the kiosk. The ES will grasp
the yellow release handle with one hand, while the other
person holds the other handle.
At the same time, two people will lift the unit upwards - with
one hand grasping the back handle of the unit and the other
hand supporting the bottom (as illustrated in the above
picture). Do not tilt the unit in either direction when lifting.
Make sure both poll workers lift the unit at the same pace.
25 | P a g e
Pre-Election Day: Opening the ExpressVote
Election
5
Once the unit is fully raised, remove your hand from the yellow release handle
allowing the unit to lock in place. Confirm the unit is locked in place by rocking it
gently front to back.
Top view of unit locked in place Top view of unit unlocked
(not secured)
6 7
Place one hand on the bottom of the It is extremely important to verify
unit and lift slightly to take the both sides of the kiosk are in the
weight off the unit and pull the green “STANDING” position and locked into
release handles towards you to lock place, as shown in the picture above.
the unit into the “STANDING”
position.
26 | P a g e
Pre-Election Day: Opening the ExpressVote
Election
8 9
Request scissors from the Clerk. Use Then locate the Voting Equipment
the scissors to cut the green seal. Then Barrel Key and unlock the ExpressVote
record the seal number on the case. Note: The same keys are used for
Certificate of Security. Do NOT rip the the DS200.
seal off manually.
10
Raise the top of the case with both hands on the sides of the unit. Release the
flaps from behind the silver wheel.
11
Lower each side panel into position, as shown. Do not attempt to fit the pointed
ends of the side panels into the slots. It should rest in front of the slot. Please be
cautious when lowering and securing the side panels.
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Pre-Election Day: Opening the ExpressVote
Election
12 13
Verify the power cord is firmly On the left panel access door is a
plugged into the unit. Then plug the green seal. Record the seal number
other end directly into an electric on the Certificate of Security. Using
outlet or an orange extension cord. the scissors again, cut the green seal.
NEVER plug it into a surge protector!
14 15
Using the Voting Equipment Verify that the media is present, keypad
Barrel Key, open the left panel cable is plugged in, and Mode switch is
access door. set to the “Voter” position. Flip the
power switch to the “On” position.
Lock the left panel door, ensuring the
cable is fed through the notch.
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Pre-Election Day: Opening the ExpressVote
Election
16
The screen will flicker; then a series of screens will appear. Loading will take a few
minutes (this is normal).
17 18
**Enter the Election Code found in Verify the “Poll: PCT” information
the Activator Case. Then press is correct and press “OK”.
“Accept”. *If the “Poll: PCT” is incorrect,
stop and call Election Central.
** The Election Code is case-sensitive. After 3 failed attempts at entering the code, you will need to
open the side door of the ExpressVote to power it down. Then turn it back on to try again. Do NOT take
media out when unit prompts you to do so.
29 | P a g e
Pre-Election Day: Opening the ExpressVote
Election
19
“To begin voting, insert your card” screen will appear.
The ExpressVote is ready for voting.
30 | P a g e
Pre-Election Day: Locking the ExpressVote
Election
1 2
Unlock the left panel access door and Once the ExpressVote is powered off
press the power switch to the “Off” completely, place a green seal on the
position. Lock the left panel door, eye lid of the left panel access door
ensuring the cable is fed through the loosely. Record the seal number on the
notch. Note: Make sure to tuck in the Certificate of Security.
cable before lowering the lid.
3 4
Fold the privacy flaps back into the cover Close and lock the case leaving the
case, securing behind the small silver ExpressVote in the standing position.
wheel. The ExpressVote must remain
plugged in overnight.
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Pre-Election Day: Verifying the Ballot
Election
• The DS200 Zero Tapes must be compared against the ballots. One (1)
ballot per precinct MUST be compared.
• If you are assigned to a Same Board Precinct, you MUST compare the
ballot for each precinct to the Zero Tapes.
• The Clerk and ES will verify the Zero Tapes to the ballots by reading and
comparing content (candidates, issues, etc.)
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Pre-Election Day: Verifying the Ballot
Once all ballot styles per precinct are verified against a Zero Tape,
use that verified Zero Tape to check all other DS200’s by placing the
verified copy side by side with the other Zero Tapes.
• When finished verifying, Clerk must mark these ballots as
“Spoiled” and place them in the assembled spoiled ballot box.
• Place the signed DS200 Zero Tapes inside the Activator Case.
DO NOT INSERT SPOILED BALLOT(S) INTO A DS200
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Completing the Certificate of Security
Election
The Monday afternoon portions of the Certificate of Security form
(highlighted in yellow below) must be completed. You must verify the
serial numbers on the EViD, DS200s, and ExpressVote tags. If the pre-
populated serial number on the Certificate of Security is different from
the tags on the equipment, place a strike through the serial number and
record the actual serial number.
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Election Day – Tuesday Morning Checklist
Complete the Tuesday Morning portion of the Certificate of
Security.
Complete the “Before the Polls Open Checklist”.
Unlock EViD(s) and the Startup Tickets will auto-print.
Print the Totals Ticket and verify that it reads: “No voting passes
issued on this machine today,” otherwise, call Election Central.
Verify the seal numbers from Monday afternoon to make sure they
match.
Unlock DS200 and verify the Public Count is zero “0”.
Unlock ExpressVote and verify the “Poll: PCT” information is correct.
Call Election Central when voting equipment is unlocked.
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Election Day Morning: Certificate of Security
The Tuesday Morning portion (highlighted in yellow below) of the Certificate
of Security must be completed.
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Election Day Morning: Ready EViDs
1 2
To unlock the EViD screen, input Input your initials, and press “OK” to
the passcode “55/55/5555” and continue to the Home Screen.
press the Unlock button, and the
Startup Ticket will auto-print.
3 4
The Home Screen is now available. In the Date of Birth field, enter
Now press “Search for Voter”. “99/99/9999”. Press the Search button.
5
On the Tech Utilities menu, press the On the Reports menu, press the Print
Reports button. Totals Ticket button.
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Election Day Morning: Ready EViDs
7 8
Confirm that the Totals Ticket On the Report menu, press Exit to
displays “No voting passes issued on return to the Tech Utilities menu.
this machine today,” when it prints then press Exit to return to the
out. Call Election Central if Total Home Screen.
Tickets contains votes.
On the Tech Utilities menu, press Verify that the Polling Location and
Exit to return to the Home Screen. King/Pawn is correct. Voting Passes
count at “0”. Press the Change
Initials button on the Home Screen
to logout of the EViD.
When verifying the EViD connection status, make sure that KING/PAWN is visible next
to Voting Day Clerk and that there is green indicator showing the EViD is connected.
If there is a red indicator, make sure that the MiFi is powered on and has
connectivity. Refer to Troubleshooting EViDs section for further troubleshooting.
Note: Call Election Central if you do not have EViD connection.
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Election Day Morning: Ready DS200s
1 2
Verify the seal number matches on Raise the LCD screen, and the DS200 will turn
the Certificate of Security. Unlock on automatically. If it does not, press the
the DS200 lid. Unlatch the two “POWER” button. A Configuration Report will
latches and slowly open the lid. print after the DS200 has booted up. Remove it
and place in the Activator Case.
**Enter the Election Code found in the Press “Don’t Close- Keep Voting” to
Activator Case. Then press “Accept”. continue to the welcome screen.
** The Election Code is case-sensitive. After 3
failed attempts at entering the code, the DS200
will automatically shutdown, and you will need
to power it back on and try again.
Verify that the Public Count is zero “0”.
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Election Day Morning: Ready ExpressVote
1 2
Using the same Voting Equipment Raise the top of the case with both
Barrel Key from Monday, unlock hands on the sides of the unit.
the ExpressVote front case door. Release the flaps and extend them
one at a time.
3 4
5
Lower each side panel into Verify the seal number on the left
position, please use caution. Do panel door matches on the Certificate
not attempt to fit the pointed ends of Security. Use the scissors to cut the
of the side panels into the slots. seal, unlock the door and power on
They should rest in front of the slot. the ExpressVote.
40 | P a g e
El Election Day Morning: Ready ExpressVote
5 6
**Enter the Election Code found Verify the “Poll: PCT” information
in the Activator Case. Then press is correct and press “OK”.
“Accept”.
7 8
Once the welcome screen Retrieve the headphones from
appears, the unit is ready for the Supply Can and place them
voting. on the kiosk handles.
** The Election Code is case-sensitive. After 3 failed attempts at entering the code, you will need to
open the side door of the ExpressVote to power it down. Then turn it back on to try again. Do NOT take
media out when unit prompts you to do so.
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Election Day: Restrictions
Please Do Not:
▪ Leave the polling place
▪ Wear campaign buttons, t-shirts, or any other politically
oriented items
▪ Accept anything from a poll watcher, solicitor, or candidate
▪ Use an official ballot for demonstration
▪ Give any advice, information or material regarding the
ballot
▪ Take radios, television sets, magazines, laptops,
newspapers, pets or individuals not part of the election
board to the polls
▪ Use cell phones or other electronics devices while
assisting voters
▪ Smoke inside the polling place
▪ Eat while assisting voters
▪ Plug your cell phone to the EViD – it could harm your
phone and the EViD.
▪ Unplug the EViD without properly shutting it down. This
could harm the EViD requiring it to be replaced.
▪ MP3s or any other electronics into the UPS. This is strictly
to be used for the EViD.
It is illegal to:
▪ Vote in person and Vote-by-Mail at any election
▪ Cast more than one ballot at any election
▪ Help others who violate this code
F.S. 104.17, 104.18, 104.091)
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Election Day – Ballot Boxes
BALLOT BOXES IN THE POLLING PLACES
Activator Cards
(ExpressVote Ballots)
001.0
R00
New! We no longer provide pre-printed provisional
ballots. However, the box with the orange label will
have Provisional Ballot Supplies to be placed at the
ES Table. If a provisional ballot needs to be issued,
the ES must pull the correct ballot style from the
BALLOT TABLE inventory. Then, use the red stamp
from the supplies to mark Provisional on the ballot.
White Labeled Ballot Box
Ballot Bin Replacement
Pages per Ballot *Public Count Total Ballot Pages
Before Bin Replacement
1 2000 2000
2 1000 2000
3 650 1950
*Public Count only increases with First Ballot Page*
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Election Day: ES Table
ES KIT
• EViD Media Bag
• Document Folder
• Polling Place Lockbox (if applicable)
• Special Instructions (if applicable)
• Poll Workers’ Payroll Envelope
• Certificate of Security & Incident
Report Log Envelope
• Affirmations/Election Day Voter
Certificates Envelope
• Wait Time Indicators and Proxy
Cards Envelope
• Ballot Replacement Labels
• Parking Passes
• Poll Worker Timesheets
• Static Routes to Collection
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Election Day: Wait Time Indicators
As part of delivering excellence to all Miami-Dade County’s voters, the Elections
Department will actively monitor the wait times of the voters at each precinct. At
the beginning of each hour throughout Election Day, the Poll Deputy will provide
the last voter in line with a Wait Time Indicator. This ticket will be used to record
the voter’s “Wait Start Time” and “Wait End Time.” You will capture this in the
EViD, so the Elections Department will have information to help assess and manage
resources within each precinct. Once the selected voter arrives inside the precinct
and goes to the EViD Check-In Table, the EViD Inspector will collect the ticket from
the voter and record the voter’s “Wait End Time.” The EViD Inspector will process
the voter following normal Check-In procedures. The Wait Time Indicator will then
be given to you to input that information into the EViD. The Elections Department
will be able to view that information at Headquarters.
If there are no voters in line and/or the wait time is less than 15 minutes, please
input less than 15 minutes on Status and Wait Selection screen.
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Election Day: Wait Time Indicators
1 2
From the Home Screen, press the In the Manual Search screen, input
“Search for Voter” button. “99/99/9999” in the Date of Birth
field and then press “Search.”
3 4
On the Tech Utilities screen, press On the Wait Time Selection screen,
the “Status and Wait Time” button press “Ready for Voters” to enable
to proceed. current wait time selection.
5 6
Select the Wait Time from the drop-down On the Tech Utilities screen, press
menu and press the “Ok” button. the “Exit”.
Place the Wait Time Indicators in the envelope provided and into the
ES Kit to transport to the Collection Center
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Election Day: Affirmation/Affidavit
When checking in a voter and an Action Required ticket is generated, you should double
check that the voter information on the EViD is correct or has been updated. Have the voter
verify their information, specifically their residential address, on the Action Required ticket.
• If the information is correct and the residential address is confirmed, circle the voter’s
new precinct information on the Action Required ticket and have the voter take the
ticket to the precinct indicated.
• If the information is incorrect, have the voter fill out an Affirmation to update their
record.
An Affirmation is a legal document used when a registered voter has a change in their
personal information. Blank Affirmations can be found in the Clear Plastic Bag located in the
Supply Can. All completed Affirmations are filed inside the “Completed Affirmations”
Envelope. You are responsible for completing & filing Affirmations.
• NEVER CHANGE A VOTER’S NAME OR ADDRESS WITHOUT
A COMPLETED AFFIRMATION SIGNED BY THE VOTER
HEADER
Section 1
Legal Residence
Section 2
Name Change
Section 3
Signature Differs
47 | P a g e
Election Day: Affirmation-Address Change
If the voter states that his/her address has changed from the address that appears
on the EViD screen, the EViD Inspector will send the voter to the Elections Specialist
(ES) to complete an Affirmation/Affidavit form. The EViD Inspector will process the
next voter. Once the voter completes an Affirmation, the ES will use the first
available EViD at the Check-In Table and either swipe or scan the voter’s Florida
Driver’s License/Florida ID Card; or press the “Search for Voter” button on the
Home screen. Enter the voter’s birth date (mm/dd/yyyy), last name and first name
on the Manual Search screen.
1 2
On the Name and Address Verification When the Verify Voter Information screen
screen, press “NO” when asked, “Does appears, press the “Name/Address
voter information match this information?” Change” button.
3
Do not use the Find Address or the Change Mailing Address buttons. Use ONLY the
Clear Address, OK and Cancel buttons. If the voter has a Name Change, first highlight
the name that needs to be changed, and begin typing the new name into that field.
48 | P a g e
Election Day: Affirmation-Address Change
4 5
When entering a new address for the voter, you Press “Yes” to clear all address fields.
must first press “Clear Address”.
Enter the voter’s new address on the screen. You MUST input it exactly as it is written on
the Affirmation.
Make sure to include the ordinal suffix (e.g., 1st, 2nd, 3rd, 4th) in the Street Name. Tab over
and the City & Zip Code should auto-populate. Verify the updated information is correct
and press the “OK” button.
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Election Day: Affirmation-Address Change
• Confirm that the address change has taken effect. The Clerk or Assistant Clerk
will ask the voter to confirm their information on the Signature Pad.
• Once the information is verified, the Clerk or Assistant Clerk will press “YES” and
ask the voter to sign the Signature Pad.
• Clerk or Assistant Clerk will verify that the signature matches the signature on
the voter’s ID and then press “Accept Signature” button on the Signature Pad
screen.
• A Voting Pass will print. Give the voter his/her Voting Pass and direct the voter
to the Ballot Table.
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Election Day: Affirmation-Address Change
A duplicate copy of the voter’s Voting Pass must be printed and attached to that
Affirmation if the voter belongs to the precinct.
1 2
On the Home screen, press the Press “Reprint” on the Review Voter
“Previous Voter” button displaying Information screen to print a duplicate
that voter’s name. copy of the Voting Pass.
3 4
Attach the reprint Voting Pass to the Affirmation and file both of them inside the
“Completed Affirmations” envelope.
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Election Day: Affirmation-Address Change
If the voter no longer belongs to your precinct, the Action Required screen will appear.
▪ Press the OK button to print the Action Required Ticket.
▪ Circle the voter’s new precinct information on the Action Required Ticket.
▪ Have the voter take the Action Required Ticket to the precinct indicated on the ticket.
▪ Produce a 2nd Action Required Ticket by processing the voter through the EViD again.
▪ Enter the Registration # in the Last Name Field and press the Search button.
▪ Attach the 2nd Action Required Ticket to the Affirmation form.
▪ File the completed Affirmation form with the attached Action Required ticket in the
“Affirmation & Election Day Voter Certificate Envelope”.
22
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Election Day: Affirmation-Name Change
If the voter states that his/her name has changed from the name that appears on
the EViD screen, the EViD Inspector will send the voter to you to complete an
Affirmation/Affidavit form. The EViD Inspector will process the next voter. Once
the voter completes the Affirmation, you will use the first available EViD at the
Check-In Table and either swipe the voter’s Florida Driver’s License/Florida ID Card;
or press the “Search for Voter” button on the Home screen. Enter the voter’s birth
date (mm/dd/yyyy), last name and first name on the Manual Search screen.
1 2
On the Name and Address Verification When the Verify Voter Information
screen, press “NO” when asked, “Does screen appears, press the
voter information match this “Name/Address Change” button.
information?”
To change the voter’s name, click inside the appropriate Name field; delete the
name that needs to be changed/corrected and type in the new name(s). Press “OK”.
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Election Day: Affirmation-Name Change
Confirm the address change has taken effect. The Clerk or Assistant Clerk will need to
ask the voter to confirm their information on the Signature Pad and ask the voter to
confirm their information on the Signature Pad. Once the information is verified, the
Clerk or Assistant Clerk will press “YES”; then ask the voter to sign the Signature Pad.
The Clerk or Assistant Clerk will press the “Accept Signature” button on the Signature
Pad screen, and a Voting Pass will print. Give the voter their Voting Pass and direct the
voter to the Ballot Table.
You MUST print a Duplicate Copy of the voter’s Voting Pass and attached to the
Affirmation, following the steps below:
1 2
On the Home screen, press the Press “Reprint” on the Review Voter
“Previous Voter” button displaying that Information screen to print a duplicate
voter’s name. copy of the Voting Pass.
3 4
Circle the precinct on the voter’s Voting Pass. Attached the reprinted Voting Pass to
the Affirmation and file both inside the “Completed Affirmations” envelope.
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Election Day: Out-of-County Voters
An Out-of-County Voter has recently moved into your precinct
and THERE IS NO EViD CONNECTIVITY!
This voter must be verified by Election Central – Voter Registration.
▪ Voter Registration will verify the status of the voter and then make the
address change
▪ Once added to the database, the voter’s information should be accessible by
the EViD at your precinct
▪ The EViD Inspector should proceed with the regular EViD Check-In
procedures for that voter. However, if there are network connectivity issues,
and the EViD is “offline,” therefore not updating voter information, the ES
must contact Election Central immediately
▪ Since this voter’s information will not be accessible in the EViD, Election
Central personnel will instruct the ES on how to process this voter using the
“Election Day Voter Certificate.”
(DO NOT ISSUE THIS VOTER A PROVISIONAL BALLOT;
THIS IS STILL AN ELIGIBLE VOTER)
NEVER CHANGE A VOTER’S NAME OR ADDRESS WITHOUT A
COMPLETED AFFIRMATION SIGNED BY THE VOTER
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Election Day: Issuing Provisional Ballots
A Provisional Ballot is a ballot used when the voter’s eligibility cannot be determined
at the polling place on Election Day.
It’s your responsibility to:
• Issue Provisional Ballots when a voter requests.
• NEW! Mark “Provisional” ballot with the stamp provided
• Verify that the voter fills out the Provisional Ballot envelope correctly.
ES will call Election Central – Administrative Procedures if:
• Experiencing issues when entering the Provisional Ballot tracking
information into the EViD.
• Guidance or assistance is needed when filling out the Provisional Ballot
envelope.
• There are questions regarding procedures (types of acceptable ID’s, voter
showing as Action Required, etc.).
• For Closed Primary Elections: How to process a provisional ballot for a
different party affiliation.
ES will call Election Central – Voter Services if:
• The voter cannot be found in the EViD.
• The voter refutes the information showing on the EViD.
• The voter wants clarification regarding their information.
• For Closed Primary Elections: The voter refutes their party affiliation.
NEW! The Provisional Ballot Supplies will now be in the box identified with an
orange label, as seen below.
The ES will pull the correct ballot style from the BALLOT TABLE inventory according to
the voter’s voting pass. Then, stamp each page between the Precinct # and Ballot Style
using the red provisional stamp provided inside the Green Used Provisional Ballot Bag
Remember: Provisional voters should not be sent to the Ballot Table(s) or DS200s.
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Election Day: Provisional Ballot Supplies
NEW! Verify the provisional items inside the box with the orange label. This
provisional supply box will include the Green Used Provisional Ballot Bag (with
red stamp inside), Secrecy Envelopes, Certificate Envelopes, and the Provisional
Ballot Log packet (as seen below).
Remember: The red stamp will be used to mark the word “Provisional” on a
regular ballot found in the correct precinct box. Then properly processed.
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Election Day: EViD Messages for a Provisional
The following are examples of EViD messages preventing a Voting Pass from being
generated. These examples can be researched by Voter Services if the voter does
not agree with the EViD Message.
Already Voted Registered Late
Voter Not Found Pending HSMV Verification
Precinct Not Voting Challenged Voter
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Election Day: EViD Messages for a Provisional
These issues do not require a call to Voter Services
If the voter does not have one of the current and valid ID’s listed in F.S.101.043,
they can be issued a provisional ballot using the following reason.
If the EViD gives you this message, this does not need to be verified by Voter
Services. This means your EViDs are not connected to the network. Try either
using another EViD or following the troubleshooting guide to reconnect the MIFI.
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Election Day: Provisional Ballot Process Flow
VOTER IS DIRECTED TO THE ELECTIONS SPECIALIST (ES) TO DETERMINE THE
REASON THE PROVISIONAL BALLOT IS ISSUED
ES CALLS ELECTION CENTRAL – ADMINISTRATIVE PROCEDURES TO ADVISE
IF VOTER IS DEEMED INELIGIBLE BUT
STILL REQUESTS A BALLOT, FOLLOW
PROVISIONAL BALLOT PROCESS AND WAS ES GIVEN
MARK “OTHER” ON PROVISIONAL NO
PERMISSION TO ISSUE
ENVELOPE WITH COMMENT:
VOTER INELIGIBLE; REQUESTED TO PROVISIONAL BALLOT?
CAST A BALLOT.
PROVIDED?
YES
NO DID VOTER REQUEST TO YES
USE THE EXPRESSVOTE?
Provisional Ballot Envelope Provisional Ballot Envelope
VOTER COMPLETES THE PROVISIONAL ENVELOPE & VOTER COMPLETES THE PROVISIONAL ENVELOPE &
AN OPTICAL SCAN PROVISIONAL BALLOT. THE IS GIVEN AN ACTIVATOR CARD. THE BALLOT IS
BALLOT IS SEALED IN THE PROVISIONAL BALLOT SEALED IN THE PROVISIONAL BALLOT ENVELOPE. ES
ENVELOPE. ES RECORDS INFORMATION ONTO THE RECORDS INFORMATION ONTO THE PROVISIONAL
PROVISIONAL BALLOT LOG BALLOT LOG
ES WILL GO TO THE FIRST AVAILABLE EViD AND ENTER
PROVISIONAL BALLOT TRACKING INFORMATION INTO THE
EViD FROM THE PROVISIONAL BALLOT
ENVELOPE/CERTIFICATE. THE VOTER SIGNS THE SIGNATURE
PAD ON THE EViD ACKNOWLEDGING RECEIPT
ES PLACES PROVISIONAL BALLOT VOTING PASS INTO GREEN,
USED PROVISIONAL BALLOT BAG. VOTER RECEIVES THE
TRACKING RECEIPT AND THEN PLACES PROVISIONAL BALLOT
ENVELOPE/CERTIFICATE INTO THE VOTER DEPOSIT BOX
VOTER EXITS PRECINCT
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-
Election Day: Provisional Ballot Envelope
Voter must complete the Provisional Ballot Voter’s Certificate and Affirmation.
IT IS IMPORTANT THAT THE VOTER’S INFORMATION IS LEGIBLE.
Voter completes in the
language of their choice.
Voter MUST complete the
following:
✓ Full Name
✓ Date of Birth
✓ *Party Affiliation
* For a Primary Election.
Voter MUST complete the
following:
✓ Signature
It is recommended but not
required for the voter to fill
out the following:
✓ Residential Address
✓ FL ID Number
✓ City, State, Zip Code
✓ Mobile Number
✓ Voter Comments
0001
ES MUST verify that the voter filled out their portion correctly. Explain to the voter
that incorrect, illegible, or incomplete information can affect the results when
reviewed.
Once verified, the ES Signs their name on the bottom and puts the Election Date
and date sworn (should be the same date).
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Getting the PROVISIONAL Ballot Right
Get the ballot right!
Compare the voter’s precinct and ballot style on the Provisional Envelope.
Confirm the Ballot matches their Precinct # and Ballot Style.
Point and ask the voter to confirm:
✓ Precinct # and Ballot Style on EACH ballot page!
✓ NEW! Stamp each page between the Precinct # and Ballot Style using the
Provisional Stamp provided inside the Green Used Provisional Ballot Bag.
PROVISIONAL
The BALLOT STYLE written on the envelope MUST reflect the Ballot
Style of the provisional ballot that’s INSIDE the envelope and
stamped with the word PROVISIONAL!
When in doubt, contact Voter Services to confirm the precinct and
ballot style that belongs to that voter.
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Election Day: Voting the Provisional Ballot
When giving the ballot to the voter, DO NOT give the voter a privacy folder with
their Provisional Ballot. Instead, give the voter a Secrecy Envelope.
The voter should be allowed to mark their ballot at a Privacy Booth. It is
recommended to use a Privacy Booth closer to the ES Table to prevent the voter
from going to the DS200.
Important: Remind the voter they need to complete their Provisional Ballot
envelope. They must return to the ES Table when done marking their ballot.
Once the voter has completed marking their provisional ballot, the voter must
trifold their ballot and place the voted ballot into the secrecy envelope.
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Election Day: Provisional Ballot Reasons
Once the voter has completed the provisional ballot, place the Secrecy Envelope
within the Provisional Ballot envelope and seal the envelope. Give the voter their
“Notice of Right for Provisional Ballot Voters” receipt.
Remember: This Provisional Ballot does NOT get fed into the DS200.
If you have doubt on which reason(s) to select, call
Voter Services for clarification.
Provisional Ballot Reasons: If NONE of the reasons on the envelope accurately
describes the reason the Provisional Ballot was issued, Election Central will instruct you
to select “OTHER” and write the reason on the lines provided (i.e. Party Affiliation
Issue).
Change of address for a voter from another Florida County: These voters would
not be found in the EViD system, so the ES will call Election Central – Voter Registration
and follow their instructions. This voter may have to fill out and sign an
Affirmation/Affidavit if they are eligible to vote.
▪ If Voter Registration indicates that the voter is not eligible to vote, but the voter
insists on casting a ballot, then a Provisional Ballot must be issued.
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Election Day: Provisional Ballot Log
Every Provisional Ballot issued must be recorded on the Provisional Ballot Log and
tracked in the EViD system.
001/067
Remember to complete the Header and Sign even if there
were “0” Provisional Ballots.
(Return this log in the Green Used Provisional Ballot Bag)
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Election Day: Tracking Provisionals on the EViD
Once the voter has completed the Optical Scan - Provisional Ballot process, you will
go to the first available EViD at the Check-In Table and input the information from the
Provisional Ballot Certificate/Affirmation envelope into the EViD.
1 2
Press “No ID Provided” button on the Enter the voter’s information into the
Home screen. proper fields and press the “Search”
button.
3 4
Ask the voter to confirm their Select the Reason for Provisional by
information on the Signature Pad. using the drop-down arrow and selecting
Press “Yes” button after voter has the corresponding reason that is on the
verify their information. Provisional Ballot envelope/certificate.
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Election Day: Tracking Provisionals on the EViD
5 6
Enter the Tracking Number that is on The Signature Pad screen will
the Certificate Envelope and confirm appear. Ask the voter to sign the
the tracking number. Press “OK”. Signature Pad and press “Accept
Signature”.
▪ A Provisional Ballot Voting Pass will print
▪ The ES keeps the Provisional Ballot Voting Pass and places it inside the Green
Used Provisional Ballot Bag.
▪ Deposit the Provisional Ballot Envelope/Certificate inside the black Voter
Deposit Box.
67 | P a g e
Election Day: Using the ExpressVote
Ballot Distribution
Activator Cards (ExpressVote Ballot) will be located at the ES table. If a voter
requests to use the ExpressVote, the EViD Inspector will write “ExpressVote” at the
top of their Voting Pass and ask the voter to initial next to ExpressVote. EViD
Inspector will direct the voter to the ES table to see the ES for an Activator Card.
Regardless of length of ballot, the voter will only receive one Activator Card. The ES
will activate the ExpressVote for the voter. If necessary, the Assistant Clerk will be
called to assist the ES.
Inserting the Activator Card
The ES will insert the Activator Card (ballot) into the unit to activate it; the
Activator Card must be inserted with the cut corner facing the top, right side.
68 | P a g e
Election Day: Using the ExpressVote
Activating the ExpressVote
Once inserted, the voter’s Activator Card will activate the voting session. The ES
must select SEARCH, then find the correct precinct number from the voter’s Voting
Pass if polling place has multiple precincts. Ask the voter to confirm the correct
precinct and ballot style and select “ACTIVATE”. The voter will then choose a
language and begin making their selections. During a Primary Election, ES will
select the correct ballot style by party affiliation. Reminder, the notation on the
voter’s Voting Pass will read NPA for a Nonpartisan, select NON for this voter’s
ballot style on the ExpressVote.
1 2
3 4
NOTE: For Primary Elections, select the
voter’s ballot style by party affiliation.
Select NON for a voter with an NPA
Ballot Style
69 | P a g e
Election Day: Using the ExpressVote
Using the Keypad
If a voter requests to use the keypad after you insert the Activator Card (ballot) into
the unit, remove the keypad from the left side of the unit and hand it over to the
voter.
• Up Arrow - Moves the cursor up the screen menu.
• Forward Arrow - Advances to the next screen.
• Down Arrow - Moves the cursor down the screen menu.
• Back Arrow - Moves to the previous screen.
• Select Square - Selects the voter’s contest choices.
• Screen Diamond - Controls the darkening-for-privacy or return to normal
display. Press once to darken the monitor. Press again to view the monitor.
• Repeat Round - Repeats the last spoken phrase of the audio.
• Tempo Oval - Adjusts the audio speed.
• Volume Rectangle - Adjusts the audio level.
• Home - Opens screen with voting instructions.
• Pause - Press to pause and press again to resume the audio.
Sip-n-Puff
Sip-n-puff is an assistive technology used to send signals to a device using air
pressure by sipping (inhaling) or puffing (exhaling on a straw tube or wand).
The equipment used for this would be provided by the voter; it needs to be
plugged into the port shown in the picture below.
70 | P a g e
ExpressVote – Abandoned Ballot
If the voter forgets to press the “Print Card” button and leaves the precinct,
notify the Assistant Clerk who will act as witness. Then follow these procedures:
1 2 3
Touch “Print Card” Place the Ballot in the The ExpressVote is now
voter deposit box. ready for the next voter.
The ExpressVote unit has a time-out feature associated with an abandoned ballot.
After 5 minutes of no activity, the following message will appear. The ES must
notify the Asst. Clerk to act as a witness to the next steps.
2 3
Touch “Previous” and Touch “Print Card”. The The ExpressVote is now
continue to select voted ballot must be ready for the next voter.
“Next” until Print Card placed in the voter
option appears. deposit box.
71 | P a g e
ExpressVote – Canceled Ballot
If a voter decides to cancel their ExpressVote ballot, confirm first with the voter that
they want to cancel their ballot. Then have two members of the board complete the
process of canceling the ballot:
1 2
Touch “Exit” located on Touch “Next” and the blank
bottom the screen. card will be returned. The blank
Activator Card can be reused.
Touch HERE
TOUCH HERE
3 4
Touch the top left of the “Card The “Exit voting session
Ejected” screen. You must screen” will appear. Touch
touch the area illustrated “Next” to cancel. The
above to continue. ExpressVote is now ready
for the next voter.
72 | P a g e
ExpressVote – Canceled Ballot
Procedures for canceling a timed-out ballot after 10 minutes of inactivity:
The ES will complete the process of canceling timed-out ballot.
1 2
Touch the alert icon on the Unlock the left panel door and
screen. After touching the icon, switch to “Official” mode.
an area shaded in grey will Leave the door open for now.
instruct you to switch to “Official”
mode to resolve the error.
Touch HERE
TOUCH HERE
3 4
Touch “Eject Card”. The Touch the top left of the “Card
Activator Card will eject. Switch Ejected” screen. You must
back to “Voter” mode; close touch the area illustrated
and lock the left panel door. above to continue. The “Exit
Note: Only blank Activator voting session?” screen will
Cards can be reused. appear. Touch “Next” to cancel.
73 | P a g e
Election Day: EViD - Undo Check-In
Never “undo” a check-in without the voter’s Voting Pass. To undo a voter
that was previously checked-in, do the following:
1 2
On the Home Screen, press the On the Review Voter Information screen,
“Previous Voter” button displaying press the “Undo Check-in” button to
that voter’s name. undo the check-in.
3 4
Press the “Yes” button to confirm the Fold the ticket voiding the check-in and
undo check-in. the original Voting Pass together and
place them inside the Voter Deposit Box.
74 | P a g e
Election Day: EViD - Undo Check-In
Never “undo” a check-in without the voter’s Voting Pass. To undo a voter
that was not the last voter checked-in, do the following:
1 2
On the Home Screen, press the Refer to the Voting Pass and enter the
“Voter Info” button. Voter’s Registration# in the proper field;
then press the “Search” button when done.
3 4
On the Review Voter Information screen, Swipe the Security Card provided in
press the “Undo Check-in” button to the EViD Media Bag.
undo the check-in.
Fold the ticket voiding the check-in and
the original Voting Pass together and
place them inside the Voter Deposit Box.
75 | P a g e
Troubleshooting - EViD
Paper Jam - Nothing is Printing:
Push latch down on top of printer to open the printer cover. Clear the jam. If
needed, make a clean cut on the roll. If the roll is low and/or red stripe begins
to show, changing the roll is necessary.
Insert paper, roll facing downwards. Pull a piece of the paper to hang from the
top as the cover is closed. Holding both ends of printer door, shut door until
you hear both sides click into place. After cover has been closed, there is no
need to reprint a ticket; all unprinted tickets will print automatically.
76 | P a g e
Troubleshooting - EViD
Signature Pad (SigPad) Not Responding
If a voter signature fails to appear on the Signature screen on the EViD or Sigpad
is not responding to the stylus when the voter is signing, the Sigpad will need to
be reset.
To reset the Signature pad, press “Reset Sigpad” button.
If the Sigpad still does not respond, unplug it and reinsert into
another USB port in the back.
CALL ELECTION CENTRAL IF YOU ARE STILL EXPERIENCING ISSUES
77 | P a g e
Troubleshooting - EViD
Error Message Activator Not Found
Symptom: EViD display, “Activator could not be located”
Action 1: Press the “Retry” button on the screen. If the message
appears again, move on to Action 2 below.
Action 2: If the Activator was not inserted properly, remove it from
the current USB port and insert the Activator into a
different USB port in the back of the EViD. Press Retry
button on screen and allow a few seconds for the EViD to
register the drive.
78 | P a g e
Troubleshooting - EViD
Barcode Scanner not responding
If the scan gun fails to scan the voters license after multiple attempts, try
resetting the scan gun.
To reset the scan gun, press “Reset Scanner” button.
If the scanner still does not respond, unplug it and reinsert into another USB port
in the back.
CALL ELECTION CENTRAL IF YOU ARE STILL EXPERIENCING ISSUES
79 | P a g e
Troubleshooting - EViD
EViD Shows Wrong Polling Location
Upon startup, each EViD should automatically be configured with the correct Polling
Location number. However, if automatic configuration fails, then the EViD must be
manually updated with the correct Polling Location information on Monday afternoon.
The Polling Location number on each EViD must be manually configured as follows:
1 2
On the Home Screen, press the In the Date of Birth field, enter
“Search for Voter” button. “99/99/9999”. Press Search.
3 4
On the Tech Utilities screen, press The Change Location/Precincts Information
the “Change Location & Precincts” screen appears. Press the “Clear” button to
button. remove the information.
80 | P a g e
Troubleshooting - EViD
5
Press the “Clear” button to remove the information.
In the Location field, input the correct 3-digit Polling Location number for your
polling place. In order to auto-populate the description and all precincts assigned
to your polling location, select your polling place number when it populates.
Verify that the Description and Precincts fields reflect your site’s location and
precincts. Press “OK” to save the changes and return to the Tech Utilities menu.
6 7
On the Tech Utilities menu, press Verify the correct Polling Location is at
“Exit” to return to the Home Screen. the top of the Home Screen.
81 | P a g e
Troubleshooting - EViD
Lost MiFi Connectivity
Once the MiFi is powered on and you experience any of the following symptoms,
please complete the troubleshooting steps.
SYMPTOMS:
• No internet connection on the EViD (not showing KING/PAWN)
• EViD connection indicator is red
• MiFi screen displays none or “1” EViD connected
• EViD(s) lost connectivity, after initial connection
ACTIONS: Idenfity the EVID(s) not connected. Complete the the following steps
on each EViD(s).
1 2
On the Home Screen, press the In the Date of Birth field, enter
“Search for Voter” button. “99/99/9999”. Press Search.
3 4
Select the “Cycle Background Select the “Yes” button.
Task” button.
82 | P a g e
Troubleshooting – DS200
PROBLEM:
DS200 has been powered on and
a message appears that states
“Election Definition Not Found.”
SOLUTION:
Remove the thumb drive from the slot.
Insert the thumb drive again, ensuring
the thumb drive is seated firmly. If the
message appears again, call Election
Central Immediately.
PROBLEM:
Ballots will not feed into the DS200.
Ballots go halfway in and then
returned with Error Message “Multiple
ballots were detected.”
SOLUTION:
If a voter was given a multiple page
ballot, instruct the voter to insert
one page at a time.
83 | P a g e
Troubleshooting – DS200
PROBLEM:
DS200 ballot jam message states that
the voter ballot has been counted but
did not drop into the ballot bin.
SOLUTION:
Open the DS200’s front flap using the
Voting Equipment key. Slide the
scanner forward, push the ballot into
ballot to drop into the bin. The ES will
return the scanner to its original
position and press “Go to Voting
Mode” on the screen.
PROBLEM:
DS200 ballot jam message states that
the voter ballot has not been counted.
SOLUTION:
Open the DS200 front flap using the
Voting Equipment keys. Slide the
scanner forward, remove the ballot and
hand the ballot to the voter to re-insert
it. Return the scanner to its original
position and press “Go to Voting
Mode” on the screen.
84 | P a g e
Troubleshooting – DS200
PROBLEM:
Printer Error – Printer - timeout
SOLUTION:
Unlock the front access door using
the Voting Equipment keys. Press the
BLUE lever to unlock the printer
door. Paper roll should feed over the
roll when you drop the roll into
compartment.
PROBLEM:
DS200 message states that you have
exceeded the maximum code entry
retries.
SOLUTION:
After the DS200 powers down, open
the front access door and press the
power button to power on the unit.
Remember that the Election Code is
case sensitive.
85 | P a g e
Troubleshooting – DS200
If a DS200 is Inoperable:
If the DS200 is inoperable at any time during Election Day:
1. First, move all voters to a working DS200 in your precinct to scan their ballots.
If ALL DS200s are Inoperable (i.e. power outage):
1. Explain to all voters in line that the DS200 is temporarily out of service. They may
either wait until the machine is up and running again or may insert their voted ballot in
the Voter Deposit Box.
2. After the last voter has voted on Election evening, the Voter Deposit Box should be
opened by Clerk.
3. All voted ballots should be fed into the DS200 by the Elections Specialist and accepted
AS IS towards the vote count.
NOTE: A voter may watch this process after 7:00 pm (or after the last voter has left the
precinct) to ensure that their vote is counted. If the voter is not satisfied with this
procedure, call Election Central.
86 | P a g e
Troubleshooting – ExpressVote
s
If the ExpressVote screen does not respond correctly to selections, follow
the steps below:
1 2
Unlock the left side access Select “Screen Calibration” on the
door, and switch to “Official” ExpressVote Main Menu. Follow
mode. the instructions on the screen by
touching the cursor.
3 4
Select “Exit” when done with Switch the unit back to
calibration. The ExpressVote “Voter” mode to continue.
Main Menu will appear next.
87 | P a g e
Troubleshooting – ExpressVote
If the Activator Card is not returned or jammed in the process of printing, please
follow these steps:
1 2
Unlock the left panel door, Select “Eject Card” from the
switch to “Official” Mode. ExpressVote Main Menu. If Activator
Card is ejected, switch back to
“Voter” Mode and lock the left panel.
door.
If the Activator Card did not eject, please follow the procedures below:
• Unlock the right-side panel door and front
panel door using the Voting Equipment
Barrel Key.
• Locate the card and GENTLY pull the card
out of the machine. When removing the
jammed card, be careful not to rip the
paper.
• Close and lock the front panel door and/or
right-side panel door.
• Switch back to “Voter” Mode allowing the
next voter to vote.
*If you are unable to retrieve the Activator
card, call Election Central asap!
88 | P a g e
Troubleshooting – ExpressVote
MESSAGE:
Keypad is Disconnected or Malfunctioning.
SOLUTION:
• Connect/reconnect keypad securely
into the unit. After a few seconds, the
message should go away.
• If message is still appearing, switch
the unit to Official mode and back to
Voter mode.
• If message is still appearing, power
cycle the unit by turning it OFF and
then back ON.
• If message is still appearing, call
Election Central.
MESSAGE:
ExpressVote message states that you have
reached the third failed Election Code
attempt.
SOLUTION:
Power down the ExpressVote; open the
left-side panel door and flip the power
button to the off position. Wait a few
seconds and then power on the unit.
Remember that the Election Code is case
sensitive. DO NOT REMOVE THE MEDIA!!!
89 | P a g e
Election Night Closing
Preparation for Efficient & Accurate Closing
You will perform the following tasks:
▪ **Sweep of the polling room
▪ Close DS200(s) and print the (2) Results Tapes.
▪ 1st Results Tape give to Clerk/Assistant Clerk to place on door of precinct.
▪ 2nd Results Tape inside the Orange Results Bag.
▪ Transmit each DS200 results via the wireless modem and remove Results
Tapes after DS200 closes. Each DS200 will print (2) Results Tapes.
▪ Close the ExpressVote
▪ Close EViDs and print the Totals Tickets (Qty: 1/EViD)
▪ Pack items in Results Bag and EViD Media Bag to be transported to the
Collection Center
▪ Go directly to the Collection Center with Results Bag and EViD Media Bag.
▪ The Clerk will assist you with closing procedures.
▪ The Inspectors will pack the EViDs
**After the last voter has cast their ballot, the precinct must be checked for
abandoned ballots and voting passes. Abandoned ballots and voting passes
must be placed inside the Voter Deposit Box. The Clerk and ES will remove all
ballots from the Voter Deposit Box, insert them into the DS200 and accept them
AS IS. The DS200 cannot be closed until it is verified that there are no ballots
inside the Voter Deposit Box.
Voter Deposit Box DS200
90 | P a g e
Election Night Closing – DS200
It is your job to be efficient and accurate. It is imperative we get the media as
quickly as possible, however, speed does not supersede accuracy. Once you’ve
completed all closing procedures, go DIRECTLY to your assigned Collection
Center.
1 2
Unlock the front access door and Press the “Close Poll” on the screen.
press the “Close Polls” button and The Result Tapes will begin to print.
then close the front access door.
3 4
Press “Begin Modem Process” to The DS200 will show that you connected
start the transfer of results. to the server once connected.
91 | P a g e
Election Night Closing – DS200
5 6
Once the results have been sent Press “Finished - Turn Off”.
successfully, press “OK”.
Wait for the DS200 screen to go black and fully shut down! Once it’s properly
shut down, unlock the front access door and remove the USB thumb drive from
the DS200. Close the LCD screen and lock it. Close the lid of the DS200 and lock
it. Each DS200 will print (2) Results Tapes. The first Results Tape from each
DS200, should give to Clerk/Assistant Clerk to place on door of precinct. Place
the second Results Tape inside the Orange Results Bag. All Results Tapes and
Zero Tapes must be signed by you and the Clerk.
Unlock the door for the ballot bin compartment and remove the Voted Ballot
Bin. Fill out the white label with the Clerk and lock the ballot bin compartment
door. Repeat process for next DS200 until all DS200 have transmitted results.
Return the keys in the Activator Case.
Transmission was successful, but the screen FROZE during shutdown.
PROBLEM:
DS200 freezing during shutdown.
(Polls are closed and transmission
successful)
SOLUTION:
Perform hard shutdown by
holding the “POWER” button until
unit shuts down. Then proceed
with the closing procedures, as
shown above.
92 | P a g e
Election Night Closing – DS200
If results are not transmitted successfully, you will receive one of the error messages
below; it’s likely a connectivity issue similar to issues with cell phone reception.
Transmission Failed – Error “Failed, results not sent.”
SOLUTION:
Please move the DS200 to the
nearest window/door and press
the “Retry Send Results” button.
If you are still unable to transmit
after three attempts, call
Election Central.
Transmission Failed – Error “Dial Error: Modem Hang up.”
SOLUTION:
Please move the DS200 to the
nearest window/door and press
the Ignore and Continue button.
If you are still unable to
transmit after three attempts,
call Election Central.
93 | P a g e
Election Night Closing – ExpressVote
After all DS200s have been closed and results transmitted, begin the process of
powering down and disassembling the ExpressVote.
1. Use the Voting Equipment Barrel Key provided
to open the door on the left-hand side of the
machine, and switch to the “Off” position.
2. While waiting for the screen to turn completely
black, unplug the headphones and place it back
in the Supply Can.
3. After the ExpressVote has officially shut down,
remove the ExpressVote thumb drive and place
it in the clear plastic sleeve along with the
DS200 thumb drive(s).
4. Lock the left panel door.
5. Fold and store the privacy flaps in the cover and
lock the case using the Voting Equipment Barrel
Key.
6. Unplug the power cord from the power source.
7. With the help of a second person, tilt and lower
the case into the “LOWERING” position, while
pulling the green release handles towards you.
8. Grasp the yellow handle to lower the
ExpressVote case, placing your foot on the front
tip of the kiosk base for safety.
9. Wrap the power cord around the base of the
kiosk.
94 | P a g e
Election Night Closing – EViDs
Once you have closed and transmitted results for all DS200s; closed and
disassembled the ExpressVote, begin the process of shutting down the EViDs.
VERY IMPORTANT!
Always close all “PAWN” EViDs FIRST.
Always close the “KING” EViD LAST.
1 2
Insert the Master activator into the Press “Yes” to confirm. The Totals
pawn EViD. On the Home screen, press Ticket will print.
“Exit” button.
Once the EViD shutdown; begin with the next EViD and repeat the same steps
until the last EViD (KING EViD) is shutdown. Do not just unplug the unit. You
must properly shut down the EViD by following the steps above.
95 | P a g e
Tuesday Night Checklist
96 | P a g e
Tuesday Night Checklist
97 | P a g e
Tuesday Night Checklist
98 | P a g e
Tuesday Night Checklist
99 | P a g e
Election Night Closing – EViD Media Bag Checklist
The following must be packed inside the EViD Media Bag:
EViD Start-up Tickets (2/EViD)
▪ Monday Set-up
▪ Tuesday Morning (After Unlock)
EViD Totals Ticket (2/EViD)
▪ Tuesday Morning
▪ Tuesday Closing
EViD Thumb Drives (2)
EViD MiFi & USB Cable (1)
EViD Security Cards (2)
100 | P a g e
Election Night Closing – Results Bag Checklist
You will have two (2) clear plastic sleeves to go inside the Orange Results Bag. The
media from the DS200 and ExpressVote must be packed together inside one (1) of
the clear plastic sleeves; and Zero tapes and Results tapes from DS200 must be
packed together inside the other sleeve. If you are assigned to a Same Board
Precinct, you must have the tapes and media from all precincts packed together in
the same sleeves. Once both plastic sleeves are packed, place them both inside the
Orange Results Bag and seal it. Record the seal number on the Certificate of Security.
Place Zero Tapes and
Results Tapes from all
DS200s inside the bag
labeled Results Tapes
Use Only.
Place the Results Tapes Use Only
sleeve and the For Media Use Only
sleeve inside the Orange Results Bag.
Place media (DS200 thumb
drives and ExpressVote
thumb drives) from DS200
and ExpressVote inside the
clear plastic sleeve label
For Media Use Only.
101 | P a g e
Election Night Closing – Provisional Bag Checklist
The Provisional Ballot Bag must be packed with the following:
Provisional Ballot Log
Voted Provisional Ballots (if applicable)
Provisional Ballot Voting Passes (if applicable)
ES must verify all items inside the Provisional Ballot Bag before turning it over to the
2nd Designee. 2nd Designee must take the bag, along with the Provisional Ballot Log
enclosed to the Collection Center, even if no provisional ballots were processed.
Provisional Ballots must be accounted for on the “Transfer of Custody” form – even
if no provisional ballots were processed.
In a Same Board Precinct, all Provisional Ballots go inside the same bag.
102 | P a g e
Election Night Closing – Certificate of Security
The Tuesday night portion (highlighted in yellow below) of the Certificate of
Security must be completed and placed in the Blue Envelope to be delivered to
the Collection Center.
103 | P a g e
Election Night Closing – Transfer of Custody
Transfer of Custody Form
The Provisional Ballots and Voted Ballot Bins sections must be completed/signed and
delivered to the Collection Center by the Clerk/Assistant Clerk, 2nd designee.
Note: If there were “0”’ Provisionals, make sure to enter “0” on the appropriate line,
and complete the remaining information.
104 | P a g e
Collection Center Items – Transport Checklists
Items Transported by the ES:
▪ Blue EViD Media Bag with the following contents:
EViD Thumb drive/Activator (2)
MiFi (1) – powered off
USB Cable (1)
Security Card (2)
Startup Ticket (Monday Afternoon) (1/EViD)
Startup Ticket (Tuesday Morning) (1/EViD)
Totals Ticket (Tuesday Morning) (1/EViD)
Totals Ticket (Tuesday Night) (1/EViD)
▪ Orange Results Bag containing the following:
st
1 Clear Plastic Sleeve containing (media only):
DS200 Thumb drive/Activator (1 per DS200)
ExpressVote Thumb Drive (1)
nd
2 Clear Plastic Sleeve containing (tapes only)
Zero Tape (1 per DS200)
Results Tape (1 per DS200)
nd
Items Transported (By the 2 Designee):
▪ Voted Ballot Bins
▪ ES Kit with the following contents:
▪ Green Used Provisional Ballot Bag with the following
contents:
Completed & Signed Provisional Ballot(s)
Provisional Ballot Voting Pass(es) (1/Provisional Ballot)
Completed/Signed Provisional Ballot Log
▪ Blue Envelope with the following contents:
Certificate of Security
Incident Report Log
Transfer of Custody form (initialed by Warehouse Truck Driver
and turned in at Section 1 table)
Poll Workers' Payroll
Completed Affirmations /Election Day Voter Certificate
Envelope
Wait Time Indicators Envelope
EViD Scanners
Cell Phone
105 | P a g e
Election Day Voter Certificate
ELECTION DAY VOTER CERTIFICATE/EMERGENCY VOTING PASS
When a voter cannot be located using the EViD, the voter is sent to the you to
determine their status. You will complete the Affirmation and contact Election
Central - Voter Services area to determine the voter’s eligibility.
In the event your precinct has temporarily lost connectivity, the EViD Inspector
will not see the address change reflected on their EViD.
In this case, you must complete the Election Day Voter Certificate.
The voter must sign the certificate which will be used as a Voting Pass and
proceed to the ballot table to receive their ballot. The ES must attach the
Affirmation to the Election Day Voter Certificate, and place both in the
“Completed Affirmations Envelope” (not in the Voter Deposit Box).
106 | P a g e
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