Training Guide May 2014 - Butler County Board of Elections

Training Guide May 2014 - Butler County Board of Elections
www.butlercountyelections.org
May 5, 2015
SPECIAL/PRIMARY ELECTION
Precinct Election Official Manual
IMPORTANT PHONE NUMBERS:
Poll Worker Department: 513-785-5711
Board of Elections: 513-887-3700
or 513-424-0469 (Middletown Area)
Butler County Board of Elections
Princeton Road Campus
FRANK CLOUD
Chairman
BRUCE CARTER
TODD HALL
JUDY SHELTON
LYNN EDWARD KINKAID
Director
JOCELYN BUCARO
Deputy Director
Welcome!
We would like to express our gratitude to you for agreeing to serve as a Precinct Election Official.
Large or small, elections are always exciting, and as in all elections, your service to the voters of
Butler County is critical to preserving the democratic process. We are counting on you to ensure
that our voters have a positive and satisfying experience when they come to your polling location to
cast their ballots.
We hope you are as proud to be a Precinct Election Official as we are to have you serve. Your job is
an extremely important one with a lot of responsibility, and we appreciate you meeting the challenges of being a Precinct Election Official head-on!
Butler County has an excellent reputation for our training program, materials and for the capable, efficient and friendly Precinct Election Officials who work for our County. This training manual contains four main sections: Election Overview and Duties, Preparing for Election Day, Polls are Open,
and Closing the Polls. We hope you will find this manual and your training class informative and
helpful so you’ll have a smooth and successful Election Day!
Again, we appreciate your service!
Respectfully,
Lynn E. Kinkaid
Director
Jocelyn Bucaro
Deputy Director
Visit our website at www.butlercountyelections.org
Thank you!
Phone (513) 887-3700 or 424-0469
Poll Worker Line (513) 785-5711
Table of Contents
Part One: Election Overview and Duties ......................................................
1
Election Overview ...............................................................................................................
Key Terms ...........................................................................................................................
Duties of a Precinct Election Official ...................................................................................
Duties of the Location Supervisor .......................................................................................
Precinct Election Official Do’s and Don’ts: ..........................................................................
Ohio Ethics Policy for Election Workers ..............................................................................
2
3
3
4
4
5
Part Two: Preparing For Election Day ..........................................................
6
Monday Set Up Check List ........................................................................................... ....
7
BLUE Bag Contents Check List .............................................................................................
YELLOW Bag—Black Pocket Folder Check List ....................................................................
RED Bag Contents Check List ...............................................................................................
9
10
11
Election Day Check List .....................................................................................................
12
Polling Location Set Up ......................................................................................................
14
Guaranteeing Accessibility for Voters with a Disability ...............................................................
TSX Voting Unit Overview ..........................................................................................................
TSX Set Up Guidelines ..............................................................................................................
Setting up the Zero Voting Unit ..................................................................................................
TSX Printer Set Up.....................................................................................................................
Loading Printer Paper into TSX Printer ......................................................................................
Performing a Printer Test ...........................................................................................................
Sample Voting Unit Activity Log ................................................................................................
Electronic Poll Book Set Up Instructions ....................................................................................
Check-In Table Diagram ...........................................................................................................
Provisional Table Diagram ........................................................................................................
Ballot Table Diagram .................................................................................................................
15
16
17
19
20
21
22
23
24
26
26
27
Printing Zero Total Reports on Voting Units .......................................................................
28
Electronic Signature Poll Book Log In Instructions .............................................................
29
Part Three: Polls are Open ...........................................................................
30
Precinct Election Official Roles ..................................................................................
31
Types of Voters ..................................................................................................................
32
Voter Identification Requirements ......................................................................................
34
Checking In Voters on the Electronic Poll Book .................................................................
36
Exceptions .................................................................................................................................
40
Accommodating Voters with Special Circumstances .........................................................
43
Assisting a Voter Who Is Unable to Sign Name or Mark Ballot ..................................................
Using the Visually Impaired Ballot Station .................................................................................
Positioning Voting Units for Voters in Wheelchairs .....................................................................
Curbside Voters ........................................................................................................................
43
43
45
46
Split Precincts and Write-In Candidates .............................................................................
47
Provisional Voters ..............................................................................................................
48
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SAMPLE Provisional Ballot Envelope ........................................................................................
50
Managing Your Polling Location on Election Day ..............................................................
51
Poll Observers ...........................................................................................................................
Posting the Official Precinct Voters Lists ...................................................................................
51
52
Problems and Trouble Shooting .........................................................................................
53
Wait Time and Back Up Paper Ballots .......................................................................................
Ballot Reissues ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Voting Unit Time Outs ...............................................................................................................
Paper Ballot Errors ....................................................................................................................
53
54
55
55
Part Four: Closing the Polls .........................................................................
57
Ballot Accounting Report ....................................................................................................
59
Sample TSX Ballots Voted Log ...............................................................................................
61
End Voting and Pack Memory Cards .................................................................................
Pack Voting Units ...............................................................................................................
Pack Electronic Poll Books ................................................................................................
Pack Remaining Signs and Supplies .................................................................................
What is Returned to BOE by Location Supervisor and Designated Judge ..........................
62
65
66
68
69
Appendix .........................................................................................................
70
Sample Forms ........................................................................................................................
71
NEW Form—Sample Form 10-L for Name Change .................................................................
72
Poll Observers with Oath ........................................................................................................
73
Emergency Procedures .................................................................................
74
Secretary of State Online Training Information ............................................
75
Voter Processing Flow Chart (Back Cover) .................................................
76
ii
Part One:
ELECTION OVERVIEW AND DUTIES
1
ELECTION OVERVIEW
Precinct Election Officials are a critical component of elections administration. Your role is vital to the
success of any election – large or small. Below you’ll find information on the types of elections in
which you will work, a detailed list of the duties, expectations and do’s and don’ts for Precinct Election
Officials, and key election terms all poll workers must know.
Types of Elections
There are three types of elections:
General Elections: General elections are held on the first Tuesday after the first Monday in
November. General election voters determine who will be elected to represent the people at a given
level of government. Federal, state, and county candidate elections are held in even-numbered years,
while city, village, township, and board of education candidate elections are held in odd-numbered
years. State, county, district, or local issues may be on the ballot at any general election.
Primary Elections: A primary election occurs on the first Tuesday after the first Monday in May of
each year, except in years in which a presidential primary election is held. Primary election voters
determine who will be nominated as candidates for political parties to compete for particular offices at
the general election. Primary election voters also elect members of the controlling committees of
political parties, and delegates and alternates to the conventions of political parties.
Some issues may be on the ballot at a primary election. Under Ohio law, voters affiliate with a political
party by voting in that political party’s primary election. If a voter does not want to affiliate with a
political party, then the voter may vote for issues only if any issues were certified to the ballot in
that voter’s precinct.
Special Elections: A special election may be held on the first Tuesday after the first Monday in
February, May, August, or November, or on the day authorized by a particular municipal or county
charter for the holding of an election. A special election can be held on the same day as a primary or
general election. However, during a presidential primary year, no special election is held in February
or May, except as may be authorized by a municipal or county charter. A special election may be held
on the first Tuesday after the first Monday in March during a presidential primary year.
Sometimes, the law calls for a special election when there is a vacancy in an office. In that event, a
primary or general election for the election of a candidate to the vacant office may fall on a different
date than the election date for other candidates.
Election Process
Before you ever set foot in your polling location on the Monday before Election Day, the Board of
Elections staff have busily prepared for a successful election. Candidates and issue committees
must file paperwork to be on the ballot at least ninety days before Election Day. When that occurs,
the Board must certify that the candidates/issue committees have met the requirements under the
law. After certification, election preparation kicks into gear: a ballot is created, our voting equipment
is tested, supplies are ordered, absentee ballot requests are processed, and early voting begins 29
days before Election Day. Voter registration rolls are updated as new voters register and voters
update their addresses. Polling locations are secured and inspected. Precinct Election Officials are
recruited and trained. Equipment and machines are packed, and eventually delivered to all polling
locations in time for you to set up on Monday. At that point, you as a Precinct Election Official take
over the process. We remain here to help you through the process and answer your questions.
2
On the next pages, you’ll find checklists of everything you, as a Precinct Election Official, need to do
to set up your location, open the polls, process voters, and close the polls.
After the polls close and ballots are returned to the Board of Elections, tabulation begins. Our office
immediately and efficiently receives all the bags and materials you meticulously pack after 7:30 p.m.
Memory Cards are uploaded, paper ballots are scanned, and results are posted to our website.
Following Election Night, our Staff processes provisional ballots for validity, and continues to receive
and process absentee ballots timely mailed before Election Day. After the 10 th day following Election
Day, we can begin our official count, including valid provisional ballots and remaining absentee
ballots. Again, the work you perform on Election Day helps us ensure provisional ballots are valid
and every eligible voter’s vote is counted.
Finally, the Board certifies the official results before the 21st day after Election Day.
Key Terms
Precinct - A district within a county established by the Board of Elections of such county within which
all qualified electors having a voting residence therein may vote at the same polling location.
Precinct Election Officials (PEO) - Qualified electors residing in the county and appointed by the
county board of elections to conduct the elections in a polling location in that county. Also referred to
as Judges and Poll Workers.
Provisional Ballot - A ballot given to a voter who claims to be properly registered to vote and whose
qualification to vote cannot be immediately established at the precinct voting location. The
provisional ballot affirmation on the provisional ballot identification envelope (Form 12-B) completed
by voters is returned to the board of elections office for review and verification after the polls close.
Location Supervisor—Responsible for setting up all equipment at an assigned polling location,
supervising the Precinct Election Officials at their assigned location, formulating a work plan for
Election Day including work assignments and schedules, picking up and returning supplies for their
location, and overseeing their location to ensure the election is run properly.
What are the duties of a Precinct Election Official?
 Prior to Election Day, read and be familiar with the Precinct Election Official Manual;
 Prior to Election Day, go to your polling location so that you know how to get there and can
easily locate parking;
 If you are the Designated Judge, pick up election supplies from the Board of Elections on
Monday at 5:30pm and take them to the Monday Organizational Meeting and return voted
ballots, memory cards and supplies with the Location Supervisor on Tuesday after polls close.
 On Monday Evening, attend an organizational meeting with the Location Supervisor at 6:30pm
to help set up your polling location, including setting up voting units, electronic poll books and
all voter processing tables;
 On Election Day, arrive at the polling location no later than 5:30 a.m.;
 Take the Precinct Election Officials’ oath of office, administered by the Location Supervisor
and sign the payroll sheet;
 Assist in opening and closing the polling location;
 Assist voters, as necessary, and in a courteous and respectful manner;
 Know how to properly use the voting units;
 Ensure the security of the voting units, electronic poll books and all associated materials and
3
supplies;
 Ensure that all campaigners and campaign materials are 100 feet beyond the entrance to the
polling location, as marked by the U.S. flags posted outside the entrance to the polling location
(even if you cannot place the flags at 100 feet, the boundary extends to 100 feet);
 Record important information as necessary;
 Post Precinct Voter Registration Lists for your precinct at 6:30 a.m., 11:00 a.m. and 4:00 p.m.
The general public is allowed into the polling location to read and take notes from these lists
while the polls are open;
 Check voter ID;
 Properly use the Electronic Signature Poll Books and check in voters;
 Make sure voters are correctly issued regular or provisional ballots.
What are the duties of the Location Supervisor?
In addition to the duties listed above, the Location Supervisor must perform the following duties:
 Serve as the lead technical and administrative supervisor for assigned polling location,
managing all precinct election officials, election administration and voting technology in that
location.
 Attend two technical training classes in addition to precinct election training;
 On Monday no later than 5:30pm, report to assigned polling location to begin setting up all
electronic voting equipment and technology along with ADA compliant materials;
 Meet with all precinct election officials at 6:30pm on Monday evening to administer the oath of
office, direct them to sign the oath statement, and devise a work plan for Election Day. They
will assist in completing all set up at the location;
 At the Monday meeting, break the seal on the election supply container and confirm that the
supplies, including ballots, are the ones for that polling location;
 Ensure that all necessary chain of custody procedures are followed and forms are properly
completed for all voting units and ballots;
 On Election Day, arrive by 5:30am and follow all necessary procedures to properly ensure zero
ballots on each voting unit and electronic poll book and prepare the polling location to open
promptly at 6:30am.
 Keep detailed problem logs on all technical and administrative problems and issues that arise;
 Administer the Oath to any duly appointed Polling Place Observer;
 Officially open and close the polls;
 Float among all judges throughout the day to ensure they are properly following the
procedures in this manual;
 Return the ballots and required voting materials and supplies to the Board of Elections with the
designated judge who is a member of a different political party.
Precinct Election Official Do’s and Don’ts:
DO:
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DON’T:

Treat voters in a professional manner;
Work efficiently with fellow election workers, including all Precinct Election Officials and
Board of Elections staff;
Resolve problems so that voters can vote with ease and privacy;
Go to your Location Supervisor with any problems /concerns then if necessary the Location
Supervisor will call the Board of Elections.
Campaign at a polling location or attempt to influence any voter or Precinct Election Official
4
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as to their vote for or against a candidate or issue;
Wear or disseminate any campaign literature or paraphernalia;
Use any item that distracts from your job at your polling location, including cell phones for
personal use, laptops, tablets, newspapers, iPods or other music players, or radios,
televisions, books, etc.;
Offer for sale any items including baked goods, raffle tickets, candy, crafts, etc.
Place any food or drinks on the check-in table or near the voting equipment and supplies;
Engage in any other activities identified as illegal or unacceptable according to the Board of
Elections, Secretary of State, or state or federal law.
Ohio Ethics Policy for Election Workers
All employees of the Board of Elections of the State of Ohio must familiarize themselves and comply
with Ohio ethics laws at all times. A portion of your training session will be devoted to Ethics
compliance and will include the following points:
Ohio Revised Code prohibits Precinct Election Officials from serving in any precinct where the
Precinct Election Official is a candidate on the Ballot, except for unopposed candidates for a
political party County Central Committee.
Precinct Election Officials may not serve in any precinct in which a family member or business
associate is a candidate for elected office, unless the candidate is unopposed, including no
declared write-in candidates for the office.
Precinct Election Officials shall not wear or distribute shirts, buttons, stickers or other campaign
paraphernalia for or against any candidate or issue at the office of the Secretary of State, at
the office of the Board of Elections, or at any polling places.
Precinct Election Officials shall not engage in any political activity while on Board of Elections
time.
Precinct Election Officials who violate this policy may be reported to the Director or Deputy
Director of the Board of Elections. Reports may also be made anonymously by mailing or
delivering a written statement, in a sealed envelope, to the Board of Elections to the attention
of the Director or Deputy Director.
Copies of the complete Ohio Ethics law, Chapter 102, of the Ohio Revised Code will be available for
Precinct Election Officials who wish to review it at the training sessions as well the Ohio Secretary of
State’s Ethics Policy for Employees of the Secretary of State and Members and Employees of Ohio’s
Board of Elections.
Precinct Election Officials must sign the form that indicates they have been trained on the Secretary
of State’s Ethics policy.
5
Part Two:
PREPARING FOR ELECTION DAY
6
Monday Set Up Check List
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Between 5:30pm and 6:00pm, the Designated Judge must report to the Board of Elections
office to pick up the Yellow Bag and Blue Bag for your assigned location.
At 6:30pm, all Precinct Election Officials must arrive at your assigned polling location
with this Precinct Election Official Manual. The Designated Judge will bring with him/her
the Yellow Bag, Blue Bag and Black Suitcases for the location, which they will have picked
up from the Board of Elections. The Location Supervisor will already be at the location.
The Location Supervisor checks in all Precinct Election Officials using their Certificate of
Appointment Letter.  Everyone must show identification.
All Precinct Election Officials sign the payroll sheet located in the Black Pocket Folder,
which is found inside the front pocket of the YELLOW Bag.

The Location Supervisor will break the seal on the BLUE bag in the presence of the Designated Judge or other judge of opposite party and use the supplies checklist on page 9 to
ensure you have all supplies. The Location Supervisor will complete the Paper Ballot
(Optical Scan) Verification Form found on the back side of the Ballot Accounting Report to
verify you have all ballots (see page 60 for sample). The form is located in the black pocket folder. Repeat for the RED Election Supplies Bag and the inside pocket of the YELLOW
Bag. All supplies checklists are found on page 9-11 of this manual.
 Call the Board of Elections if anything is missing.
513-785-5711, 513-887-3700 or 513-424-0469 (Middletown area)

The Location Supervisor administers the Oath of Office found in the back of the Provisional
Signature Poll Book (located in the BLUE Bag). All Precinct Election Officials sign the
Oath, including the Location Supervisor.

The Location Supervisor will assign tasks to finish setting up the polling location. All Precinct Election Officials must work as a team to:
 Set up voting units according to set-up diagram. The Location Supervisor will
demonstrate how to properly set up the voting units and install the printers. See
pages 17—21 for step-by-step instructions on setting up the voting units.
 Perform printer tests on each voting unit (See page 22 for step-by-step instructions on
running printer tests).
 Check to ensure each unit has the correct polling location listed.
 Set up electronic poll books at the check in table. See page 24-25 for step-by-step instructions.
 Set up all tables, including the check-in, provisional, ballot, and Voter Access Card return tables. Use diagrams on page 26-27 for laying out supplies. EXCEPTION: Paper
Ballots and Canister Bag remain in BLUE Bag until Tuesday Morning.

When Precinct Election Officials finish running printer tests, check to ensure that each
Memory Card door is locked and place a seal over the door. Record the seal number on
the Voting Unit Activity Log for each unit and tape the log to the back of each unit. The
Key, Seals, and Voting Unit Activity Logs are located in the Red Supply Bag. See sample
Voting Unit Activity Log form on page 23.
7

After Electronic Poll Books are set up, the Location Supervisor in the presence of a judge
of opposite party will break the seal on the Electronic Poll Book Memory Card Bag found in
the Blue Bag and load the memory cards into each Electronic Poll Book. Complete the
Memory Card Seal Verification Form.

The Location Supervisor and judge of opposite party will follow Procedures 1-4 on Page
29 to turn on and log into the Electronic Poll Book. (Separate Log-Ins are required under
state law. Log In Form for User1 is located in the Location Supervisor folder and Log In
Form for User2 is located in the Designated Judge Folder in the Blue Bag.) Verify the polling location is correct. Call the Board of Elections with any problems or if the location is
incorrect.

Turn off the Electronic Poll Book. Use a Red Spring Lock to seal the Memory Card cover.
Record the Seal Number on the Electronic Poll Book Memory Card Seal Verification Form.
Place the Completed Form into the BLUE Bag.

Hang all signs provided in the Election Supplies Envelope located in your RED Bag. Use
the blue painters tape found in the RED Bag. Be careful where you place signs so that
walls, especially those with wallpaper, are not damaged.
 Check your Black Pocket Folder for any additional signs with instructions to
be posted inside the polling location to make the location accessible to all
voters.

The Location Supervisor will review the work plan and schedule for Tuesday with all Precinct Election Officials. (See sample work plan supplemental appendix for Location Supervisors.)

Return the Paper Ballots to the BLUE Bag and Remove the Sealed Canister Bag containing Memory Card Bag. Record the new lock number for the BLUE Bag on the Paper Ballot Verification Form and place form inside the front cover of the Provisional Signature Poll
Book at the Provisional Table. You will then lock the BLUE Bag. (Unused locks may be
found inside the RED Bag.)
NOTE: The Location Supervisor will take home the Sealed Canister Bag and the
Designated Judge will take home the Locked Blue Bag containing Paper Ballots.



Place any used locks in the RED Bag.

The Location Supervisor will take home the locked canister bag containing voting unit
memory cards. The Designated Judge will take home the locked BLUE Bag containing
paper ballots.

Get a Good Night’s Sleep!
Place the Black Pocket Folder in the YELLOW Bag Front Pocket.
NOTE: YELLOW Bag Remains locked at ALL TIMES.
Place the RED and YELLOW Bag in the Voting Storage Cart before leaving. Secure the
Voting Cart with a Red Spring Lock before leaving. You do not have to record the lock
number.
8
BLUE BAG CHECK LIST – MONDAY NIGHT
"Canister Bag" containing: (LS will remove and take home Monday
Night)
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Clear Memory Card Bag with Voting Unit Memory Cards
Voting Unit Memory Card Bag Seal Verification Form
Voter Access Cards - ONE pack of seven cards per Precinct
Supervisor Cards and PIN Number in envelope - for ALL Precincts at Polling Location
Additional Canister Bag; may have more than one
Placed in Bag :
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Paper Ballots – bound together and identified by precinct at Polling Location
Paper Ballot Seal Verification Form
Paper Ballots instructions
Sample Ballots
Provisional Signature Poll Book -for ALL Precincts at this Polling Location
Provisional Posting List - for ALL Precincts at this Polling Location
Court Order Envelope with instructions
Provisional Envelopes
Provisional Ballot Notice Forms-12-H
Curbside Envelopes
Green Soiled/Defaced Ballot Envelope
25- Voter Registration Forms- per precinct
Designated Judge Envelope containing instructions for logging into the Electronic Poll
Book.
Official Voter Registration List for ALL Precincts at Polling Location
Supplemental Absentee Voter List of all voters who voted absentee in the last two days of
early voting
Continued on next page
9
BLUE FOLDER with TABBED INSERTS
Election Forms for all Precincts:
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Form 450- Incident report
Form 228- declaration of elector unable to mark ballot
Form 10-L Notice of Name Change
Form 10-U affirmation-oath-examination of person challenged
Form 10-F power of attorney executed before a notary public
Form 10-G power of attorney with physician statement
Death notices
Form 12-D Provisional Voter Precinct Verification Form (multiple-precinct polling locations)
Directive 2008-80, 81
Other Election Forms for Exceptions
YELLOW BAG MUST BE LOCKED AT ALL TIMES
"Black Pocket Folder" Placed Inside Yellow Bag Front Pocket:
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Payroll Sheet
Judges Comments
Ballot Accounting Report
TSX Ballots Voted Tally Log
Certificate of Appointment Letter includes all precinct workers
Letter of last minute instructions or changes
Precinct Map
PEO Name Tags
Court order after 7:30
Help Wanted- PEO Sign up Sheets
Change of Address Forms
Emergency Safety and Planning Guide
Write-In Candidate List (where applicable)
Withdraw Candidate List (where applicable)
Text for Issues (where applicable)
10
RED SUPPLY BAG CHECK LIST
POLLING LOCATION Envelope
Materials for Posting at the Polling Location
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Voting Rights information poster
Form 10-V poster notice: Ohio law prohibits any person from voting or attempting to vote
more than once at the same election.
Special voting instructions poster
No cell phone zone notice
ADA Instructions and Signs (if applicable)
2 - Provisional Signs for Table
PLACED IN THE BAG
Additional Supplies for Polling Location:
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Large Ballot Magnifier
Blue Painter's Tape
Measuring Tape
Instruction Guides- Voting Units
I "Love Voting" Stickers
Small Supply Envelope with: security seals, all locks, note pads, rubber bands, wire ties,
black ink pens & clear tape dispensers
TSX Voting Unit wristband keys
Clear Printer Test bag with printer test cards
Voting Unit keys
Clipboard
TSX paper
canisters
2 - PEO Manual
4 -SOS PEO Quick Reference Guide
5- Vote Here Signs- Laminated
State Issues Poster (where applicable)
Poll Book printer paper (maybe in bag)
Razor knife (maybe in bag)
Extension cord (maybe in bag)
Key pad and headset (maybe in bag)
TSX power cord (maybe in bag)
11
Election Day Check List
On Election Day by 5:30am, Arrive at your polling location.

 If the Location Supervisor or Designated Judge does not arrive by 5:45am,
call the Board of Elections.
 If a Precinct Election Official does not arrive by 6:30 a.m., call the Board of
Elections after polls open.
513-785-5711, 513-887-3700 or 513-424-0469 (Middletown area)

The Location Supervisor and the Designated Judge (or another team of judges of opposite
parties) remove the RED and YELLOW Bags from the Voting Storage Carts.

The Location Supervisor verifies the Seal on BLUE Bag matches verification form in the
front cover of Provisional Signature Poll Book and opens BLUE Bag in the presence of a
judge of opposite party.

All PEOs check supplies and voting units to assure there has been no tampering.

In the presence of another judge of opposite party, the Location Supervisor breaks the seal
on the Canister Bag and the Memory Card Bag. Complete the Memory Card Seal Verification Form. Place Seal Verification Form and used seals in the RED Bag.

The Location Supervisor will assign two judges of opposite parties to complete the following tasks:
 Load Memory Cards into Electronic Voting Units.
 Print Zero Total Reports on the Voting Units (see page 28 in this manual for
instructions.)

For security purposes, place the YELLOW Bag near the provisional table and in sight of a
Precinct Election Official at all times.
 The YELLOW Bag MUST REMAIN LOCKED AT ALL TIMES UNTIL POLLS
CLOSE!
 The YELLOW Bag is for deposit of provisional envelopes, voted paper ballots,
curbside envelopes with ballots, and any other completed voter forms.

By 6am: Location Supervisor and the Designated Judge (or another team of judges of opposite parties) turn on the Electronic Poll Book and log in using instructions on page 29.
(Separate Log-Ins are required under state law. Log In Form for User1 located in the Location Supervisor folder and Log In Form for User2 located in the Designated Judge Folder in
the Blue Bag.)
 Confirm ZERO ballots Issued.

Once Zero Ballots have been confirmed, the Location Supervisor will set up the network on
the E-Pollbooks. (Location Supervisors: See Location Supervisors supplemental appendix
for instructions on networking the e-pollbooks.)

Place your flags. You will have a 100’ tape to assist with the proper flag placement. Flags
are located 100’ from the entrance to the polling location.
 Campaigners must stay outside the 100’ area.
No loitering is permitted in the polling location. See the Precinct Election Official Quick
Reference Guide (Electioneering tab) and page 47 in this manual for rules on who is allowed in the polling location.
12

Check to ensure accessible parking spaces are marked and closest to entrance. Also ensure
no poll workers have parked in those spaces.
6:30AM SHARP: POLLS ARE OPEN
 AT
Open the Polls. Use the time on the Electronic Poll Book for the correct time.

Post the Official Voter Registration List.
 Process Voters according to Pages 36-50 of this Manual.
Lunch Breaks must be staggered so that the provisional table and all check in stations remain
at all times. Everyone gets one hour for lunch. Breaks also may be scheduled during
 open
the day.

At 11:00am—Print and post the Voter List from the Electronic Poll Book and post the Provisional Hanging List. (See instructions on Page 52.) The BOE will be calling the Location
Supervisors at this time to get your turnout totals, including provisional voters.

At 4:00pm—Print and post the Voter List from the Electronic Poll Book and post the Provisional Hanging List. (See instructions on Page 52.) The BOE will be calling at this time to
get your turnout totals, including provisional voters.

The Location Supervisor will troubleshoot administrative problems and machine problems
throughout the day and record issues in the judges comments and problem log. Work as a
team to ensure all electronic pollbooks and provisional stations are covered throughout the
day.
7:30PM—CLOSE POLLS
 At
Any voter in line at 7:30 must be permitted to vote.
Refer to the Closing check lists which begin on Page 62of this Manual for instructions on
packing voting equipment and closing the polls after the last voter departs.
13
SETTING UP YOUR POLLING LOCATION
The following pages provide an overview of polling place set up and accessibility requirements for
voters with disabilities as well as step-by-step instructions to guide you through setting up voting
equipment and electronic poll books, and completing equipment tests and paperwork needed before
the polls open.
Here’s an idea of what your location will look like:
14
Guaranteeing Accessibility for Voters with Disabilities
State and Federal law requires that voters with disabilities have access to polling locations. Location
Supervisors and all Precinct Elected Officials should visually inspect the polling location and remove
potential barriers so that people with disabilities (including those using a wheelchair, scooter, walker,
crutches, cane, service animal, etc.) can easily enter and move around the polling location.
Outside the Polling Location
Travel the route from the accessible parking spaces, through the accessible entrance and all the
way inside the polling location to make sure there are no barriers for people with disabilities.
Specifically, check for the following issues:







Vertical parking signs are posted, and at least one “van” sign is posted.
Accessible parking spaces have access aisles (striped area or cones).
Accessible parking space is closest to the accessible entrance.
No Precinct Election Official has parked in the accessible parking spaces designated
for voters.
Directional signs are posted guiding voters to the nearest accessible entrance.
Door handles can be used with a closed fist.
If an alternate/separate entrance is being used specifically for people with disabilities,
ensure that it is unlocked.
If you find any of these situations are lacking, you should notify the Board of Elections and be on
alert that persons with disabilities may need additional assistance in accessing the polling location.
Inside the Polling Location
Once you have checked the route from the parking lot into the polling location, make sure the route
to the voting area is also accessible. Voters with disabilities should be able to easily move from the
entrance to the voting area, throughout the voting process, and to all the voting stations. Make sure
there is a 36-inch wide path through the voting area, accessible tables, accessible voting machines,
and adequate privacy provided.
Be sure to inspect the floors to ensure all tripping hazards are removed. All cords should be taped
or covered or removed from walkways and aisles.
Prop open doors that are heavy or not operable with a closed fist.
Key Set Up Guidelines to Remember:







The voting units are in numerical order.
The Zero “0” unit is the Visually Impaired Ballot Station and should be located closest to
the door.
There must be a 5 foot area to allow people in wheelchairs to move around.
Keep access aisles at least 36 inches wide.
Angle voting units for privacy.
Check in tables should be arranged near walls with outlets for the Electronic Poll Books
and to ensure cords do not pose a hazard.
Make sure all extension cords are taped down with painters tape (to protect flooring and
avoid tripping hazard).
15
TSX Unit Overview
TSX Unit
Printer
Canister
Canister
Wheel
Paper
Spool
Memory Card Door
16
TSX Voting Unit Setup
1. Place machine on table
with front blue panels
facing down.
2. Pull two telescopic legs
out. Pull Cross bar up
and extend.
3. Extend all telescopic
legs out completely.
Check to ensure all safety pins have snapped into place.
4. Carefully lift unit and set
upright on the floor.
5. To adjust the base hold
the handle while pressing the safety pin on the
support bar and lift the
screen up to the desired
angle.
17
6. Place in order starting with “0”
unit according to diagram located in Location Supervisor
Folder.
7. Arrange units at least 24 inches apart and turn on an angle
to ensure privacy
8. Make sure one of the units is
near a power outlet
9. Daisy Chain the units (similar
to plugging Christmas tree
lights together).
Do NOT daisy chain more
than 6 units together.
Start by plugging the power
cord (male end) for the first
unit into the power outlet.
Plug the female end of that
cord into the unit.
Take the power cord (male
end) of the second unit and
plug it into the first unit.
Take the female end plug it
into the second unit.
Continue this process until
units are plugged in.
10. Tape down any cords that
may pose tripping hazard. Use
the blue tape provided in the Red
Supply bag.
18
Setting up Zero (0) Machine
1. VIBS unit must be installed prior
to installing printer
2. Plug into serial port in back of
the unit.
3. Run VIBS unit wire through slot
in housing
19
Voting Unit Printer Setup
1. Unlock and swing
printer access door
down.
2. Align bottom lip of
printer under access
door. Raise housing
up and pivot forward.
Swing printer housing
cover up.
The lip is not secure
3. Press firmly on latch
at top edge of housing to secure. It will
snap into place.
4. Raise metal signature
plate.
5. Push locking bracket
(right side) forward
until metal panel lays
under plastic motor
cover.
6. Confirm housing is
securely seated under
front lip with no gaps
by trying to lift up on
the printer housing. If
it lifts, it is not secure.
Press firmly on the
latch again until you
hear it click.
Lever is not pushed back
20
Loading Printer Paper
7. Load paper onto
spindle with flange
on the left and paper
feeding from the bottom. Lay spindle into housing.
8. Lift smoky brown
printer cover and
feed about 2 feet of
paper through slot.
Snap cover closed.
9. Lower metal signature plate. Place
canister with lid
open into printer.
Seated Properly
10.Hold spool with
gears toward the left
and insert paper into
slot on the right.
Seated Improperly
11.Roll excess paper
onto spool. Roll paper away from you.
Paper is too far left
12.Place spool into
canister and close
the lid.
21
Performing a Printer Test
Verify that the TSX’s top (upper left corner) indicator light is on, showing that the TSX is plugged in.
If not, check that the surge suppressor is plugged in and turned on, and that the TSX’s are daisychained properly.
1. Check that the red seal over the memory card door is intact. If it is not, call the BOE immediately.
2. Remove the red seal and place it on the back of the Voting Unit Activity list.
3. Unlock the TSX’s memory card door on the left side. The key is located on the red wrist-band which you
will find in your Red Supply Bag.
4. Turn on the TSX unit. The power button is located above the memory card slot.
5. Check that the printer screen is lit up and visible. If it is “flickering”, the screen will normally correct itself.
6. Insert the “Printer Test” card into the memory card slot. The Printer Test Cards are located in a clear
printer test bag in your Red Supply bag. The card is clearly labeled “Printer Test” card.
7. Wait until the “Install Printer Hardware” screen appears.
8. Select – “Test Printer”.
9. Wait until a test pattern prints out. Verify that the print is legible and that the paper feeds smoothly.
10. The “Printer Test Passed” screen should appear. If not, follow the Troubleshooting section below.
11. If Printer passes test, select “OK” on the “Printer Test PASSED” window
12. The “Install Printer Hardware” screen reappears.
13. Select “OK”. Wait while a report prints.
14. The message “Need another Copy?” appears. Select “No.”
15. The “Close Printer Housing” screen appears.
16. Select “OK.” The paper should roll up into the canister.
17. The “Insert Card to Begin Voting” screen appears.
18. Verify that the lower right corner power reads AC and is green. (If not, call the Board of Elections.)
19. Pop out the “Printer Test” card and wait for the paper to roll up into the canister.
20. Turn off the TSX unit.
21. Lock the memory card door with the red wrist-banded key.
22. Place a new seal over the door and record the seal number on the Voting Unit Activity Log. Tape the
form onto the back of the TSX machine where it will remain until after the polls close.
23. Move to the next TSX unit to perform the printer test.
24. Close and lock the printer housing cover on each unit.




TROUBLESHOOTING INSTALLATION OF PRINTER
It may be necessary to reinstall the printer and paper.
Printer Housing not properly installed (listen for the “click” when installing.)
Feed paper tab may not be down (listen for the “click” when installing.)
Smoky brown cover may not be snapped shut.
22
SAMPLE Voting Unit Activity Log Form
S
78 eal
90
16
Lock Memory Card
Door before
sealing.
23
Electronic Poll Book Setup Instructions
1. Open suitcase and remove unit by carefully detaching small cover and black wire from the back
of unit and then set aside.
2. Remove E-Pollbook power cord labeled as such, unwind cord and plug RED tip into RED port at
back of Unit. Remove power cord with BLUE tip and plug into charger, then plug into power
supply.
3. Remove signature pad from case. Plug RED USB into back of EPollbook Unit
4. Remove printer, power cord and USB cable from large RED Printer
bag.
5. Open rubber tab, plug GREEN power cord into GREEN port on left
side of printer.
6. Plug BLUE printer power cord, that is attached to printer power cord box, into power strip
7. Plug GREEN USB cord end into printer
8. Plug RED USB end into back of E-Pollbook Unit.
Remember: Do not turn on power to the Power Supply until after you have finished setting
up your E-Pollbook.
Note* Use wire ties, rubber bands, and painters tape to secure all cables and place them
out of the way. Cords should be neatly tucked behind the poll book to allow more workspace for
the poll workers. Also, use blue painter’s tape to ensure there are no tripping hazards around the
table.
24
What the E-Poll book should look like when assembled properly.
(Cords can also be tucked neatly behind the screen to be out of your way.)
NOTE*
Total of two plugs into power strip
(Pollbook Screen, and Printer)
Total of three plugs into E-pollbook Unit
(Signature Pad, Printer, and Power Cord)
Belkin Hub
You have several Belkin Hubs located in the Red Printer bag. These are available to
help you troubleshoot USB connections with the Signature Pad and/or Printer. Use the
Hub only when needed.
25
Table Set Up
Voter Check-In Table Set Up (One table for each Electronic Poll Book)
Remember: Voter can check in at ANY table
Check In Table – Arrangement
HELP WANTED
New Poll Workers
Signature
Pad
_____________
_____________
Work
Assignment
Sign-In
Sheet
Write In
Candidate List
Face Down
Printer
Manual
Precinct
Election
Official
Black ink pens
Note
Pad
Quick
Reference
Guide SOS
Curbside
Envelope
Voter
Registration
Forms
E-Signature Pollbook
Judge #1
Judge #2
Provisional Voter Table Set Up—For All Precincts at Location
(Voter MUST Present Receipt from Check-In Table)
Provisional
Ballot
Notice
Form
Ross 2
Work
Assignment
Sign-In
Sheet
Ross 7
Black Ink Pens
Provisional Table – Arrangement
Tape
Provisional
Registration
List
Provisional Signature Pollbook
For ALL PRECINCTS
at this location
Judge #1
Judge #2
26
Write In
Candidate List
Face Down
Manual
Precinct
Election
Official
Quick
Reference
Guide
SOS
I Love Voting
Stickers
YELLOW
BAG
ONE
Per Loca-
Ballot Table Set-up for ALL PRECINCTS at this Location
Ballot Table - Arrangement
Election Supplies
Precinct Ballots for ALL Precincts
at this Location
Ross 2
Ross 7
Envelope
For
Soiled
Blue Folder
With
ELECTION
FORMS
For All
And
Defaced
Ballots
Judge #1
Judge #2
27
BLACK POCKET
FOLDER
Work
Assignment
Sign-In
Sheet
With
Payroll,
Accounting Report
And
Other PW
Important
Tuesday Morning:
Instructions for Printing Zero Total Reports
The Zero Total Report confirms the ballot count on the voting unit is zero!

Working in bipartisan teams of two, inspect the Memory Card door of the voting unit for tampering. Break the seal and place used seal on the Voting Unit Activity Log Form (see sample
form on page 23).


Insert the Memory Card into the unit and power the unit on.



Touch the “Test Printer” button located on the screen. A test page appears on the paper tape.


On the “Install Printer Hardware” screen, touch the “OK” button.

“Need Another Copy?” will appear. Touch the “NO” button, “Close Printer Hardware” screen
will appear.

Affirm that the zero total report for all voting units contains zeroes for all candidates and issues.

If not, immediately call the Board of Elections and do not continue set-up with that particular voting unit.


Then touch the “Start Take Up” button and report will roll into the canister.


Two Precinct Election Officials, a Democrat and Republican, must sign the zero total report.





Touch the “OK” button. The “Insert Card to Begin Voting” screen will appear.
The “Install Printer Hardware” screen will appear. Open the printer housing to reveal the paper
tape.
Touch the “OK” button within the “Print Test Passed” button at the bottom left of the box.
Touch the “Start Take Up” button. If the tape does not stop rolling, touch the “Stop Take Up”
button.
Note: If the message “Print Write In Candidates?” appears on the screen, touch the “YES”
button. The Zero Total report will print.
When the signature line is over the metal plate, touch the “Stop Take Up” button if paper is still
rolling.
Place the security seal on the canister and record the number on the Voting Unit Activity Log
Form.
Close and lock the Printer Module Lid.
Lock Memory Card Door.
Place seal on Memory Card Door and record the number on Voting Unit Activity Log Form.
This voting unit is now ready for Voters.
By 6:30 a.m., the Polls must be open with a minimum of one Voting Unit working. If the Units are not operable, you must open with Paper Ballots.
28
Electronic Poll Book Log In Instructions
On Monday Evening: The Location Supervisor and Designated Judge or Judge of
the opposite party must log in to test the Memory Card by performing Steps 1-4 only.
1. Turn power strip on. Turn E-poll book unit on (on/off button located under flap on top of machine).
2. Touch “Launch Express Poll”.
3. To log in to Express Poll, the Location Supervisor enters the User ID 1
and Password 1 as provided in the
Location Supervisor Folder. On
Second Log In screen, the Designated Judge or judge of opposite
party enters User ID 2 and Password 2 as provided in the Designated Judge folder in the Blue Bag.
4. Verify Polling Location is correct.
Touch “OK, This Is Correct Poll.”
Printer will print out polling place
information. Tape the receipt to the
Log-In Form.
 If printer does not work, notify your Location Supervisor
to troubleshoot.
On Monday Evening—Stop here. No need to continue.
On Tuesday Morning—Continue through steps 5-8.
5. Touch “Manage Polls” Tab. IMPORTANT: Confirm zero ballots issued before touching “Open
Polls.” NOTE: You may touch the “Open Polls” button before 6:30am.
 Call the BOE immediately if your E-poll book does not indicate zero ballots issued.
6. After Zero ballots confirmed on all poll books, the Location Supervisor will connect the network
cable to each of the E-poll books (See page 74 for instructions on setting up the network).
Check to ensure the arrows in the bottom right of the screen are indicating the machines are
networking together (the arrows will move up and down if the machines are successfully networked). NOTE: Do not network the E-poll books until Zero Ballots are confirmed on
each machine.
7. Touch the “Signature Book” tab. Touch “Find Voters.” You are now ready to begin processing
voters.
8. Place your log-in form with receipts from tests in the Black Suitcase.
29
Part Three:
POLLS ARE OPEN
30
Precinct Election Official Roles
Check In Judges – Two per Electronic Poll Book








Work as a team to ensure voters are processed properly
Look up voters on electronic poll books
One judge enters information from voters
Second judge verifies information entered correctly and correct voter is processed.
Properly check voter’s identification
Determine if voters are regular voters or provisional voters
Direct lost voters to their correct polling location
Post the 11:00am and 4:00pm Voter List
Provisional Judge – Two per Provisional Table
 Work as a team to ensure provisional voters are processed properly
 Instruct voter how to complete Provisional Envelope
Each judge verifies voter receives correct precinct provisional envelope by looking
at receipt from Check In Table
 Tape receipt from the Check In Table to the back of the provisional envelope.
Go to Ballot Table to retrieve correct ballot
 Each judge verifies correct ballot
Check to ensure voters correctly complete provisional envelope
 Each judge should check each voter’s envelope
Record Provisional Voter information in the Provisional Signature Pollbook
Post 11:00 am and 4:00 pm Provisional Voter Registration Lists





Ballot Table Judge
 Manage the table with all the Precinct Paper Ballots
 Look at receipt from Check In Table to ensure that all Judges are getting the correct Precinct Paper Ballot and all pages of that ballot (if applicable)
Greeter and Voter Assistance
 Manage the voters coming in to vote
 Direct voters into a single line and then to the next available check-in table
Return Voter Access Card Table Judge
 Collect Voter Access Cards after the voter votes and return them to the Check-In Table
 Provide voting assistance to voters if needed (two Election Officials of opposite party must
accompany voter for assistance at the voting booth)
31
Types of Voters
Reminders about what types of voters you’ll see on Election Day:
Regular Voters
The Perfect Voter:
Has ID and up-to-date registration
The “Perfect Voter” who wants a paper ballot:
Has ID and up-to-date registration, but wants to vote on paper
The Voter Who Has Moved Within the
Same Precinct:
Has ID but moved; new address is in same precinct as old address
**NEW** The Voter Who Changed Her Name:
(and has Legal Proof)
Address is current but name has changed; provides legal proof of name
change and completes Form 10-L to update Registration; may vote
regular ballot. (Sample Form 10-L on Page 67.)
32
Provisional Voters
The Voter Who Moved to a New Precinct
Moved to a new precinct and didn’t update registration in time. Must
vote a provisional ballot in correct polling location according to the
voter’s NEW address.
The Voter Who Requested an Absentee Ballot
Voter appears with a Red code—likely because he/she already requested an absentee ballot. Must vote a provisional ballot in correct
polling location.
The Voter Who Forgot ID
Voter forgot proper ID. Must vote a provisional ballot in correct polling
location.
** NEW ** The Voter Who Changed Name
(and does Not have legal proof)
Voter’s name changed but didn’t update registration in time. Must vote
a provisional ballot in correct polling location.
The Lost Voter
The Lost Voter is at the wrong polling location. His/her name is not in your precinct or polling
place, and upon looking the voter’s current address up in a county search, you discover he/she
should vote at a different polling location. Print a receipt for the voter with his/her correct polling
location address, circle the polling location, and direct the voter to the correct location.
If the voter refuses to vote at the correct location, the voter must vote a provisional ballot.
Advise the voter that his/her vote will not count if he/she casts it in the wrong location. Please note
this in the Judges Comments.
33
Voter Identification Requirements
There are several types of valid identification that permit a voter to
cast a regular ballot if he/she is in the correct precinct:
Photo ID: Any document issued by the U.S. government or the State
of Ohio that meets ALL of the following criteria:
 An expiration date that has not passed.
 A photograph of the voter.
 NEW: The voter’s name, which must match the name in the voter’s
record UNLESS the voter also has legal proof of a name change
(such as a marriage license or court order). Direct voter to complete
a Form 10-L.
 The voter’s current address, which must match the address in the
voter’s record UNLESS it is an Ohio driver’s license or State ID
card.
NOTE: A driver’s license or state ID card with an old address IS
ACCEPTABLE as long as the voter’s current address is correct in
the poll book.
You no longer need to direct the voter to write the last four digits of his/her Driver’s License or State
ID number in the poll book.
NOTE: A U.S. passport is NOT a valid ID for voting as it does not contain a current address.
Military ID: Valid photo military identification cards or copies of such cards must be accepted
whether or not they contain a name or address.
Utility Bill: Must contain the correct name and current address of the voter:
 The bill may be an electronically transmitted statement or a paper copy.
 A utility bill includes, but is not limited to, water, sewer, electric, heating, cable, Internet, telephone, and cellular telephone services.
 The name and address on the bill must match the voter’s information as it appears in the voter’s
record.
 The utility bill must be current within one year of the Election Day.
Bank Statement: Must contain correct name and current address.
 The bank statement may be an electronically transmitted statement or a paper copy.
 The name and address on the statement must match the voter’s information as it appears in the
voter’s record.
 The bank statement must be current within one year of the Election Day.
Government Check or Paycheck: Must contain correct name and current address.
 The document may be an electronically transmitted statement or a paper copy.
 The name and address on the check must match the voter’s information in the voter’s record.
 The check must be current within one year of the Election Day.
34
Other Government Document: Must contain correct name and current address of voter.
 Other government documents are acceptable forms of voter identification. A government document is considered a document that is issued by a “government office,” which includes any local
(city, county, township, village, school district, or other political subdivision), state or federal government office, branch, agency, division, or similar component. This includes a board, commission or public college, university or community college, whether or not in Ohio. Examples of government documents include, but are not limited to, letters, tax bills, licenses, notices, court papers, grade reports, and transcripts.
 Documents from the board of elections are acceptable ID as government documents; except for
voter registration acknowledgement notices which are NOT allowed.
 The document may be an electronically transmitted statement or a regular paper copy.
 The name and address on the government document must match the voter’s name and address
in the voter’s record.
 The document must be current within one year of the Election Day.
Ohio Law prohibits the following forms of ID to be accepted by Precinct Election Officials:






Driver’s license or photo identification card issued by a state other than Ohio.
Social security card
Passport
Birth certificate, unless voter still lives at the house where he or she resided at birth, and the birth
certificate contains that home address.
Insurance card
Any registration acknowledgement notice from the Board of Elections.
35
Checking In Voters on the
Electronic Poll Book
Step 1
Find Voter
Ask voter for his/
her name and current address.
In Signature Book
Tab, Touch Find
Voters.
Enter the first 3 letters of voter’s last
name, and the first
initial.
Locate the voter’s
name in list above.
Touch Voter’s
Name to Open Record.
What if voter’s name
does not appear?
Touch Search County
and see Page 40 if voter
has moved. If voter still
not found, see page 41.
36
Step 2
Verify Voter
Follow instructions on
the screen and verify all
information is correct.
Touch Issue Standard
Ballot for Regular Voter.
EXCEPTIONS
No ID:
Touch Poll Details; see
page 41 to process.
Address mismatch:
*If Drivers License/
State ID, OK.
*If other ID, touch
Address Change; see
page 40 to process.
Name mismatch:
*If voter has ID and
legal proof of name
change (e.g. Marriage
License or Court Order), complete Form
10-L and touch Issue
Standard Ballot.
*If no legal proof of
name change, touch
Poll Details and see
page 41 to process.
Yellow or Red Code:
See page 39 for instructions.
Step 3
Verify Signature
Follow instructions on
the screen to verify voter’s signature.
Touch Accept Signature
for Regular Voter.
37
Step 4
Select Ballot
Touch Create Voter
Access Card
Touch the box next to
Audio Ballot for visually impaired voter.
Or, if voter requests a
Paper Ballot, Touch
Select Paper Ballot see below for Paper
Ballot instructions.
Step 4
Select Ballot
(Sharonville
Primary
ONLY)
Ask voter for Party
Ballot. Touch Voter’s
Party and Touch Issue
Card Ballot. Touch
VIBS for visually impaired voter.
Or, if voter requests a
Paper Ballot, Touch
Issue Paper Ballot see below for Paper
Ballot instructions.
38
Step 5
If Paper Ballot
Requested
Follow instructions on
screen to retrieve correct precinct ballot from
Ballot Table Judge.
Confirm precinct is correct, record Stub Number and Touch Issue Paper Ballot.
Make sure the paper
ballot matches the
Precinct and record
Stub Number
Remember: Voters requesting a paper ballot
are not provisional voters and do not need to
complete a provisional
envelope.
39
Exceptions
Voter With Yellow
Code:
If voter has any yellow
code, voter must show ID
matching address in Voter Record. Follow instructions on screen to
process.
Voter With Red Code:
If voter has a Red code
and is in the correct polling location, the voter
must vote a provisional
ballot. Touch Poll Details, print information
and verify correct polling
location. Circle precinct
and write reason for provisional. Hand receipt to
voter and direct to provisional table.
If voter is in the wrong
location, verify voter has
not moved. (See Address Change on next
page to process voters
who have moved.)
Touch Poll Details to
identify correct location,
print information and
send voter to correct location.
40
Address Change:
Follow instructions on
screen to process. Be
sure to enter full house
number and select correct address from top of
screen.
Touch Print Details to
print receipt with voter’s
new precinct number.
Touch Go Back and
touch Voter’s name
again to open Voter Details. Look at Voter’s
Current Precinct:
*If old precinct matches
new precinct, touch Issue Standard Ballot.
Voter may vote on electronic voting units. Give
voter a registration form
to update voter registration address.
*If old precinct does
NOT match new precinct, confirm voter is in
correct location, circle
new precinct number,
write Address Change
as reason for provisional
on receipt, and hand to
voter. Voter must cast a
provisional ballot.
41
Poll Details Screen for
ALL Provisional Voters:
Touch Print Information,
circle precinct number
and write reason for provisional. Hand voter receipt and direct to provisional table.
Lost Voters: If any
voter is in the wrong
polling location, remember to print a
receipt and send to
CORRECT location.
Voter Not Found
After touching Search
County, touch Return to
Main and Touch Find
Polls. Enter voter’s
street name and FULL
house number. Touch
correct address to open
Poll Details Screen. Print
information and if voter is
in correct location, circle
precinct and write reason
for provisional. Hand receipt to voter and direct
to provisional table.
If wrong location, send
voter to correct location.
42
Accommodating Voters with
Special Circumstances
There are special circumstances in which voters may require assistance in checking in or marking
their ballots. Read and be prepared to follow the procedures outlined below to ensure that all voters
have access to the ballot box:
Assisting a Voter Who Is Unable to Sign Name or Mark Ballot
A voter unable to mark his/her ballot may request a Form 228, Declaration of Elector Unable To
Mark Ballot. This form may authorize a person of the voter’s choosing who is not an employer of the
voter, or may authorize two judges of opposite political parties to assist the voter in marking his or
her ballot.
A voter unable to sign his or her name due to disability may present a Form 10-F (Attorney-In-Fact
Authorization Executed Before a Notary Public) or a Form 10-G (Attorney-In-Fact Authorization With
Physician Statement Acknowledged Before An Election Official). These forms empower an attorney
-in-fact to sign for the voter.
Using the Visually Impaired Ballot Station
Voters who are visually impaired will require a special ballot in order to use the Visually Impaired
Ballot Station (VIBS) – Unit 0. Follow these steps for a regular voter with proper ID to create a ballot
to be used on the VIBS voting unit. If Voter finds the TXS machine is too high the unit can be lowered to accommodate the voter. Also the angle of the screen may be adjusted to fit their needs.
 After accepting the voter’s signature, touch the “Audio Ballot” box above the “Issue Voter Access Card” button. Ask if the voter would like the ballot hidden, if yes then touch “Hide Ballot”
box. Then touch “Issue Voter Access Card” button.
 Insert Voter Access Card; touch “OK,” remove card and give to Voter.
 Direct the voter to Unit 0. Assist the voter if requested in locating Unit 0.
 * Creating this card using VIBS will allow the voter to utilize the headset and keypad to listen
to the ballot, and record their votes with the keypad.
 If a voter card is inserted into a voting machine with the “Hide Ballot” option selected, all that
will appear on the screen is a large red box with word “Cancel” in the middle. Do not touch
the cancel box unless you need to cancel the ballot for some reason-for example, the voter
43
44
Positioning a Voting Unit for Voters in
Wheelchairs

Depress and hold the button on the
back center support rod

Bring the touch screen to a more
upright position

Depress and hold the black latch
release button on top of the voting
machine tablet

Bring the tablet forward

Bring the wire support bracket up
and snap into back of voting machine tablet
45
Curbside Voters
A person approaches and informs you that he/she has a voter who must vote from his/her car at the
curb.
 To verify that the voter is at the correct location, ask the friend for the voter’s last name and
first name. Enter the first few letters of the voter’s last name, followed by first initial.
 Find the voter’s name on the list of voters at the top of the screen. Touch the voter’s name to
open his/her record.
 Verify the address is correct.
 Write the voter’s precinct number on the curbside envelope.
 Two judges of opposite parties take the voter the curbside envelope to complete. (Touch “Go
Back,” then touch “Clear” to continue processing voters on your electronic poll book.)
 When the Precinct Election Officials return with the completed curbside envelope, enter the
voter’s last name and first initial.
 Verify address matches.
 Touch the voter’s name from the list and open his/her record.
 Verify that signature on file matches the signature on the curbside envelope.
 Touch ”Issue Standard Ballot.”
 Touch “Signature Entered on Paper.”
 Touch “Select Paper Ballot.”
 Poll worker takes the envelope to the ballot table to get the correct paper ballot. When the
ballot is returned, verify it is the correct precinct ballot, then enter the stub number (Example:
ROSS20001) into the electronic poll book. Touch “Issue Paper Ballot,” touch “OK”
 Two Precinct Election Officials of opposite parties return to the voter at the curb with the envelope and ballot and a black pen. After the voter is finished voting and seals his/her ballot in
the envelope, the Precinct Election Officials return and place the voted ballot and envelope in
the yellow bag at the ballot table.
46
Split Precincts
Split precincts occur when the boundaries of a precinct do not match the boundaries of another district. Should your precinct have a split, the Board of Elections will notify the Location Supervisor prior to Election Day. If you have any questions, please call the BOE and we will be happy to help you.
It is very important that a voter receives the correct ballot for his/her split, as there are candidates
and issues specific to the district in the split precinct.
BEST PRACTICE: If a Regular Voter in a split precinct requests a paper ballot, two precinct
election officials should verify that the correct ballot is given. The correct precinct number will be in
the voter’s record in the electronic signature poll book.
BEST PRACTICE: If a Provisional Voter votes in a split precinct, two precinct election officials
should verify that he/she receives the correct ballot. Verify that the precinct on the receipt from the
electronic signature poll book matches the ballot.
Write-In Candidates
T
BESTICE
AC
R
P
The Board of Elections will provide you with a list of names of candidates and offices that are officially eligible as write-in candidates. These candidates’ names do
not appear on the ballot, whether printed or electronic, but voters may write in
names from this list if they choose. This list is not to be posted, but it must be
shown to voters if they request to see it. Keep this list face down on both the
check-in table and provisional table.
47
Provisional Voters
What is a Provisional Ballot?
Provisional ballots are used by voters whose eligibility to vote cannot be verified on Election Day in
your precinct. Reasons a voter’s eligibility is in question include:




Voter does not have acceptable identification.
Voter’s name is not listed in the precinct in which he/she votes.
Voter has moved to a new precinct and did not update his/her registration.
Voter has changed his/her name but cannot provide legal proof (such as a Marriage License or
Court Order) at the polls.
 Voter’s record contains a message that he/she requested an absentee ballot. (Red Code)
 Voter’s record contains a message that a Notice of Registration was returned as undeliverable.
(Red Code)
 The voter has been challenged and the challenge has not been resolved or was resolved against
the voter. See the Secretary of State’s Quick Reference Guide (Flip Chart) for more information
about voter challenges.
What is NOT a Provisional Ballot?
Any Regular voter requesting to vote a paper ballot is NOT a provisional voter.
DO NOT require that voter to complete a provisional envelope or sign the provisional poll
book.
Processing Provisional Voters at the Provisional Table
Precinct Election Officials at the provisional table must follow these steps when processing provisional voters:
 Ask voter for the receipt he/she received at the Check-In Table. If the voter does not have a receipt, walk the voter back to the Check-In Table to retrieve a receipt from the Check-In Judge at
an open Electronic Poll Book.
 Give the voter a yellow provisional envelope from the precinct that matches the precinct circled
on the receipt. The second judge at your table should verify the precinct matches. Instruct the
voter on how to complete the provisional envelope (See the sample envelope located on page
46).
T
BES ICE
T
C
PRA
Remember: Provisional Voters must cast ballots in the correct precinct.
You and your partner must work together to ensure voters receive the
correct precinct provisional envelope and paper ballot. Double Checks
are critical to ensuring every eligible voter’s ballot will be counted.
48
Instruct Voter to Complete Provisional Envelope as Follows:
(See the sample envelope on the next page for reference.)
1.
2.
3.
4.
Voter must print his/her name.
Voter must write his/her date of birth.
Voter must provide his/her current address.
Voter must check whether or not he/she has moved.
A. If the voter has moved, the voter may provide his/her former address.
5. Voter must provide one form of identification. The voter may write his/her Driver’s License
number, State ID card number, or last four digits of his/her Social Security number. OR,
the voter may show you a copy of another form of identification AND check the box indicating which form he/she provided.
6. Voter must sign his/her name under the affirmation statement and provide the date of
signing.
NOTE: If the voter has no valid form of identification AND cannot or refuses to provide the
last four digits of his/her Social Security number, the voter must appear at the Board of
Elections within 7 days after the election to provide identification in order for his/her ballot
to count.
After Voter Completes Provisional Envelope:
You as a Precinct Election Official should follow each of these steps to help
ensure the voter’s ballot will count.
 The first judge checks to make sure the voter completed all 6 sec-







BES
PRAC T
TICE
tions of the provisional envelope correctly, including signing the
Affirmation in Section 6. Then the first judge initials on the receipt
from the Electronic Poll Book.
The second judge must check the envelope again to make sure
the voter completed the 6 sections. The second judge then initials
the Receipt that the envelope was double checked for completion. A second check can
help ensure the voter’s ballot will be counted!
Tape the printed receipt to the back of the provisional envelope.
Retrieve correct precinct paper ballot from Ballot Table.
Print the voter’s name and address and the ballot stub number in the provisional signature
pollbook. Direct the voter to sign in the book.
Give the voter the completed provisional envelope, correct precinct ballot and a black ink
pen. Voter proceeds to designated table to vote. When finished voting, the voter places
the voted ballot with stub attached inside the provisional envelope and seals.
Direct the voter to deposit the sealed envelope into the Yellow Bag and give voter an “I
Voted” sticker. Provide the voter with the Provisional Ballot Notice (Form 12-H) at the time
the voter casts his or her ballot.
Record the voter’s name on the Provisional Voters Registration list to be posted at 11:00
a.m. and 4:00 p.m.
Remember: Do not hesitate to call the Board of Elections with any questions regarding provisional voters. If you have any concerns related to a specific provisional voter, please do
not hesitate to call and to record your notes in the Judges Comments.
49
SAMPLE Provisional Ballot Envelope
ROSS2
1. Voter Must
Print Name
2. Voter must
write date of birth.
3. Voter must
write current address.
4. Voter must
check box if moved
and may provide
former address.
5. Voter must provide ID. Voter
may write DL# of
State ID#, Last 4
digits of SS#, or
check the box indicating which ID
they are showing
you.
6. Voter Must
Sign Name
YOU and your partner must check each section for completion and initial the
printer receipt. Tape the receipt to the back of the envelope.
50
Managing Your Polling Location
on Election Day
To conduct the election, Precinct Elections Officials need to be aware of who is in the polling location and what they are doing. It is important to know and understand who is permitted to be inside a
polling location and what the rules are governing electioneering and observing.
Who Can and Cannot Be in a Polling Location
The following people are permitted inside the polling location:
 Voters;
 Children of voters not yet of voting age;
 A person who will be assisting a voter in the voting process at the voter’s request; and
 Persons checking the official Precinct Voter Registration Lists
With proper credentials from the Board of Elections, the following people are also allowed inside the
polling location:
 Poll observers who have a certificate of appointment (see below for more information
about Observers);
 Runners and other credentialed Board of Elections personnel;
 Credentialed members of the media (please notify the Board of Elections);
 On-duty police officers assigned to a location by the Board of Elections;
 Employee(s) of the facility housing the polling location.
The following people are NOT allowed inside the polling location:
 Candidates or campaign workers who are campaigning or electioneering;
 Pollsters;
 Anyone of voting age who is not voting, who does not have credentials, and is not viewing
the official Precinct Voter Registration List that shows who has voted.
Poll Observers
Poll observers are appointed by political parties, groups of candidates, or issue committees to observe the conduct of the election. If an Observer arrives, your Location Supervisor will confirm his/
her appointment and administer the oath. (The Observer’s Oath may be found in the Appendix on
page 68). Observers are allowed to be in the polling location before, during and after hours of voting. Observers must not interfere with Precinct Election Officials doing their jobs or otherwise slow
down the operation of the polling location or interact with voters in a manner that interferes with or
disrupts an election. Please contact the Board of Elections for instructions if this situation arises.
Time Limits

The permissible time limit for a voter to use a voting machine or vote a paper ballot is 10 minutes.
However, a voter should be given a reasonable amount of time to mark and check his or her ballot. The 10-minute time limit does not apply to any voter requiring the use of a disabledaccessible voting machine.

If a voter seems to be taking an unusually long period of time while in the voting compartment,
two precinct election officials of different political parties may inquire, in a polite and professional
manner, if the voter requires assistance.
51
Record Keeping
Location Supervisors should document events at the polling location, especially any events that impact any Precinct Election Official’s ability to administer the election. Be sure to report anything to
your Location Supervisor so they may document in the Judges Comments Form to keep good records.
Posting the Official Precinct Voters Lists
At 6:30 a.m. post the Official Voter’s Registration List located in the BLUE Bag. This list will be
brought to the polling location on Monday evening by the Designated Judge in the BLUE Bag.
At 11:00 a.m. and 4:00 p.m. Post both
the Electronic and Provisional Voters
Lists.
Printing the 11am and 4pm Posting
List from the Electronic Poll Book:
Touch “Return to Main” button.
Go to “System Tools” –Tab, then
touch the “Posting List” button.
Select Correct Time on the “Start
Time” drop down menu.
Touch “Print List” button.
Touch “Close” button.
Touch the “Signature Poll Book” tab
(touch “Find Voters” to return to processing voters).
52
Problems and Trouble Shooting
Machine Problems
Notify your Location Supervisor immediately of any problems with voting equipment or electronic poll
books. Your Location Supervisor is trained to handle the most common problems with the voting
equipment and electronic poll books.
If a problem cannot be resolved promptly or your Location Supervisor is not available (at lunch or on
break), close the doors on the voting unit to take it out of service and contact the Board of Elections
for further instructions.
Wait Time and Back Up Paper Ballots
Situations where Backup Paper Ballots MUST Be Offered:
Long Lines
 The Board of Elections has a policy that whenever the wait time for electronic voting units exceeds 10 minutes, Precinct Election Officials must announce the availability of paper ballots to
voters every half hour until the wait time is reduced to below 10 minutes.
 Location Supervisors are responsible for monitoring the wait time for electronic voting units.
Problems with Voting Units or Electronic Poll Books
 If electronic voting units malfunction, break down, run out of power, etc., Precinct Election Officials must offer voters back-up paper ballots.
 If electronic poll books break down and cannot issue voter access cards, first direct the voter to
another Check-In Judge. If a voter access card still cannot be provided, the Precinct Election Official must offer voters back-up paper ballots.
Situations where Backup Paper Ballots MAY Be Offered:
Voter Preference:
 Regular Voters may opt to vote a paper ballot. Precinct Election Officials are not required to ask
each voter whether or not he/she would like a paper ballot. And remember, a Regular Voter requesting to vote on paper does not need to complete a Provisional Envelope or sign the Provisional Signature Poll Book.
In General:
 Backup paper ballots cast for any of the reasons listed above are NOT provisional ballots and are
not to be placed in provisional ballot envelopes.
 Voted paper ballots should be placed by the voter into the Yellow Bag located at the provisional
table.
Call the Board of Elections if your supply of paper ballots runs low. You’ll know this when you see
the RED notification in your stack of paper ballots.
53
Ballot Reissues
When It becomes necessary to reissue a ballot, it is important to follow the election procedures to
ensure the integrity of the election. The following are valid reasons to reissue a ballot;
 Problem with Voting Unit
 Needs ADA Ballot issued instead of regular ballot
 Issued ballot for wrong precinct - paper only
 Issued ballot for wrong party - primary only
 Issue wrong ballot type (Card vs Paper)
 Voter mismarked paper ballot
If the voter has not left the check-in table and falls under one of the categories above, simply take
the card back and begin the reissuing process on the electronic pollbook (See Page 56 of manual).
If a voter returns from a voting unit and requests a reissued ballot, you must first verify that the voter
did not vote his/her ballot. You and another precinct election official of opposite party must accompany the voter back to the voting unit. Insert the voter’s Voter Access Card into the voting unit. If
the voter cast his/her ballot, the message on the screen will display the following:
“This Voter Access Card has already been
voted – please remove from the reader.”
If this message appears, the voter should be advised that their vote has already been cast and a
new Voter Access Card can NOT be provided.
Proceed with the provisional ballot process if the voter insists the ballot did not cast.
If the voter did not cast a ballot, proceed with a ballot reissue. Instructions for reissuing a ballot may
be found on Page 56.
54
Voting Unit Time Outs
If the Voter leaves the voting unit unattended or does not use the touch screen, the following occurs:
 The voting unit beeps after 90 seconds.
 A warning screen will display after 120 seconds.
 If the Voter does not push the button, a 20-second countdown occurs. The numbers 20,
19, etc., appear on the screen and the unit sounds a “beep” each second.
 To return to voting the Voter simply needs to touch the screen anywhere.
 No Precinct Election Official is allowed to cast a Ballot that a Voter has left on the Voting
Unit uncast.
 If the Voter ignores all the beeps and messages on the touch screen unit and allows the
system to time-out, the Voter Access Card will pop out and the following message will display on the screen:
“Your ballot has been cancelled. Please remove your
Voter Access Card and see the Judge.”

Both a Democrat and Republican Precinct Election Official should accompany the Voter to the
voting unit and verify that the Voter Access Card
has been cancelled before reissuing a ballot.

Once you have confirmed that the ballot has
been cancelled, a new Voter Access Card may
be programmed and given to the Voter to allow
him/her to cast a ballot. See page 56 for Ballot
Reissues.
Paper Ballot Errors
When a voter makes a mistake on a paper ballot, the voter may bring the paper ballot back to you:
You have to “VOID” the Paper Ballot.
Mark “Void” across the front and back of the Ballot leaving Stub A attached.
Place Voided Ballot in Soiled and Defaced Envelope (green envelope).
For a Regular Voter voting a paper ballot: Follow the instructions on Page 56 for Ballot Reissues
in the Electronic Pollbook and proceed with issuing a Paper Ballot rather than a Voter Access
Card.
For a Provisional Voter: Locate the voter’s name in the Provisional Signature Poll Book. Place a
line through the voided ballot number. Enter the new stub number of the new paper ballot under or next to the voided ballot number before giving the ballot to the voter.
Repeat the process if the Voter needs a third Ballot.
The law only allows for three attempts to fill out a Ballot—either paper or
electronic.
55
Re-issuing A Ballot in the Electronic Poll Book
To Re-issue A Ballot:
Enter the first three letters of the voter’s last
name and first initial to
locate the voter in the
electronic pollbook.
Touch the voter’s name
to open the Voter Record screen. You will see
a Red Code alerting you
that the voter has been
issued a ballot.
Touch Re-issue ballot
and proceed to enter the
election supervisor password. Touch OKPerform Supervisor function.
Touch the Reissue Reason drop down menu to
select reason for reissue. Finish processing
ballot as you would any
other Regular Voter.
*Include detailed documentation on reason
for reissue on problem
log.
*Voter is only allowed
three reissued ballots
before they must vote
provisional.
56
Part Four:
CLOSING THE POLLS
57
Finally, it’s 7:30 p.m.!
Polls in Ohio close at 7:30 pm, unless a court order and directive from the Secretary of State provided to you by the Board of Elections requires otherwise.
NOTE: If there is a long line of voters at your polling place at about 7:00 p.m. (wait time for
check-in exceeds 5 minutes), the Location Supervisor at your polling place should assign one
Precinct Election Official to hand-carry an electronic poll book through the line to check the voters’ names to ensure they are in the correct polling location. This will give the voters adequate
time to get to the correct location before the polls close.
At 7:30 pm, the Location Supervisor announces to everyone that the “Polls are now Closed”. Use
the Electronic Signature Poll Book for the correct time.
Anyone who is in line may still vote. Give the Voter the benefit of the doubt at 7:30 p.m. Voters arriving after 7:30 p.m. will not be able to vote. One Precinct Election Official needs to go to the end of
the Voter line to prevent any additional Voters from lining up.
When all voters have left, close/lock the door (when possible). The location is now in “Lock-Down
Mode”. Only Precinct Election Officials, any Board of Elections personnel, and Certified Observers
may be in the polling location.
If in the rare instance a Court Order is handed down to keep the polls open after 7:30 p.m.
follow the instructions in the SOS Precinct Election Official Quick Reference Guide.
All Precinct Election Officials in the location must stay until all work is completed and the Location
Supervisor and Designated Judge are ready to leave.
The Location Supervisor will organize the closing and give assignments to all the judges to complete.
Tasks that must be completed in closing include:






Completing the Ballot Accounting Report;
Printing End Total Reports on the Voting Units;
Removing and Counting Memory Cards and Canisters and Sealing for Transport;
Packing the Voting Units;
Packing Electronic Poll Books;
Packing all ADA equipment, signs and flags.
Follow the steps on the following pages to complete each of the tasks for closing.
58
BALLOT ACCOUNTING REPORT
Per State Law (R.C. 3501.26), each Polling Location must complete a Ballot Accounting Report summarizing
the total number of ballots issued and voted at that location. The report must be signed by the Location Su-
59
BACK of Ballot Accounting Report
60
SAMPLE
61
END VOTING & PACK MEMORY CARDS
Take the Supervisor Card from the white envelope and insert it into the Voter Access
Card slot.








Key in your Supervisor PIN number, which is found inside the white envelope marked
“Supervisor Card”. Press the Okay button.
When prompt appears, remove the Supervisor Card.
The Options screen will appear.
 Press the “END VOTING” button on the screen.
 A warning message will appear.
 Press the “YES” button.
The Printer Notification/Open Printer Housing screen will appear. Press the Okay button.
Open printer door using key found in BLUE Bag.
If your location has a “write in candidate”, a dialog box, “Print write-in candidate? YES &
NO buttons” will appear. Press the “YES” button.
A dialog box, “Print full totals report?” appears. Press the “YES” button (only if in multiple
precinct location.)

“Print long report” appears. Press the “YES” button and the report starts printing. This
report will roll into the Canister. Tear at the end of the signature line. IMPORTANT:
Both a Democrat and Republican Judge must sign on the signature line.

The Screen says, “Print Another Copy?” Press “YES,” then “OK” on the Printer Notification Screen. A second copy will begin to print. It will roll down on the floor. IMPORTANT: Both a Democrat and Republican Judge must sign on the signature line.

Tear the tape off. “Print Another Copy?” appears. Press “YES,” then “OK”. A third copy
will begin to print. It will roll down on the floor. You do not need to sign the third report.

After all three reports are run: “Need another copy?” will appear. Press the “No” button. Press “Shutdown” button. A dialog button will appear: “Are you sure you want to
shut down this Election? Press “Yes.” Machine automatically shuts off and the screen will
go blank.
62

A total of THREE End reports will be run:
 The First End Report is rolled inside the Canister after a Democrat and a Republican
judge have both signed each End Voting
tape. NOTE: ONLY need two (2) signatures
on each tape.
 The Second End Report is given to the Location Supervisor and placed IN THE BLUE
BAG after a Democrat and a Republican
judge have both signed the tape. No tapes
should be placed in the Memory Card Bag.
 The Third End Report is taped outside of the
building’s front door with blue painter’s tape.
No signatures are needed.

Place all Canisters in the Canister Bag and seal the Canister Bag. Record the seal number on the Memory Card Seal Verification Form, which will be placed in the BLUE Bag
once the Memory Card bag seal number is recorded.

Once end total reports are completed, remove the Security Seal from the Memory Card
Door and place the used seal on the Voting Unit Activity Log Form located on the back of
each voting unit. IMPORTANT: Be Sure To Complete the Voting Unit Activity Log Form.
Follow the Instructions for Precinct Election Officials to record the seal numbers. See the
sample on page 23.



Remove the Memory Card from each voting unit.
Place a new seal over the Memory Card Door. Record the new seal number on the Voting Unit Activity Log Form, sign and date the form.
Place the completed Voting Unit Activity Log Form in the Large RED Electronic Poll Book
Printer Bag.

Once all Memory Cards are removed from each voting unit, a minimum of TWO judges at
your location must count the cards to ensure that you have all the cards from each unit.
Place all Memory Cards and, if necessary, any Trouble Sleeves in the Memory Card Bag.
(NOTE: All Memory Cards are to be counted a minimum of three times.)

Both the Canister Bag(s) and the Memory Card Bag are to be locked and the lock numbers are to be written on the “Memory Card Seal Verification Form,” which is then placed
in the BLUE Bag.
63
Packed Canisters and Memory Cards Are Returned to Board
of Elections by Location Supervisor and Designated Judge
Tuesday night
Canister Bags –
May have more
than one bag, depending upon
number of voting
units at your location.
All Memory Cards (one for each voting unit—even if the unit did not work)
must be returned to the Board of Elections on Tuesday night in the Memory
Card Bag. Count them at least three times to make sure you have them all.
End Totals Reports - Rubber band and give to the Location Supervisor to place
IN THE BLUE BAG after a Democrat and a Republican judge have both signed
the tape.
64
PACKING VOTING UNITS
1. Unhook Printer and
Remove Printer Pack.
2. Place in Cardboard Box
and then in the Voting Storage Cart.
3. Carefully collapse outside legs of
unit by depressing safety pins on
each leg. Carefully collapse the
hinge bracket by pushing down in the
middle. Fold outer legs in until even
with inner legs.
5. Place units into Voting Storage Carts with electrical outlets toward the back and the
Legs facing the Left side of
the Voting Storage Cart.
(Look at the picture inside
Voting Storage Cart).
Place Voting Unit Activity
Log Forms in large RED EPollbook printer bag).
4. Wrap the power cord
around back of the unit
and replace keypad and
headphones on the zero
“0” unit.
4 Voting Units
1) Place Printers in Cart
2) Place Voting Units
left to right in numerical order
Demonstration of Voting
Units Packed Properly in a
Four Unit Storage Cart
(Pack in order, #0, #1, etc,
beginning from left.)
Remember: Voting Units
cannot be put in boxes with
cords plugged into them.
Memory Card
Door Facing
Forward
65
2 Precinct Election
Officials
Needed for
This Process
Printers
Stacked
On Right Side
PACKING ELECTRONIC POLL BOOKS


To close the polls at 7:30 pm, go to the Manage Polls tab, touch “Close the Polls.” After the
Ballot Accounting Report is complete, turn off the poll book by depressing the button under
the flap on the top of the machine.
Turn the printer off by pressing and holding the RED button until the light goes off.

Remove EACH Compact Flash Memory Card from the E-Pollbook and place in the Memory
Card Bag then LOCK the bag. Record the seal number on the E-Pollbook Memory Card
Seal Verification Form in BLUE Bag. Place completed Form in BLUE Bag.

Remove the GREEN power cord from the printer. Unplug the cord from the power strip or
outlet as well.


Remove the GREEN USB cord from the printer and the RED USB cord from the back of the
Electronic Poll Book tablet.

Remove the RED signature pad cord from the back of the E-pollbook and place cord-first
into the suitcase.

Remove the RED power cord from the E-pollbook and unplug from the outlet/power strip.

Disassemble the power cord into 2 pieces. Wind the cord and place in the remaining two
pockets.

Fold the back of the stand flat with the E-pollbook and place the E-pollbook screen side up
into the suitcase.

Close the case and latch; secure with a RED spring lock. You do not need to record the
seal number.

The Black Suitcases and Sealed Memory Card Bag will return to BOE with Location Supervisor and Designated Judge.
Place the printer and power cords in the Large RED E-Pollbook Printer Bag.
66
How Your E-Poll Book should look when packed
CORDS
Signature
Pad
E-Pollbook
Power Cord
E-Poll book – Screen
side up
67
PACKING REMAINING SIGNS AND SUPPLIES

Bring in flags and the Vote Here sign and all ADA signs and supplies and pack them into
the ADA box (or plastic sleeve). The large “Vote Here” sign may be placed on top of the
voting storage carts. Do not place the large “Vote Here” sign in the ADA box.




Remove all signs inside the polling location and pack in the RED Supplies Bag.

Voting storage carts, two (2) large RED bags, ADA box, large “Vote Here” sign remain at
the polling location as they were found Monday evening.

If polling place keys provided, ensure the polling place is locked when leaving. Put the
keys back into the clear folder and place into the Red Location Supervisor folder.

Pack all remaining items in the RED Supplies Bag, including used seals, locks, signs, extra forms, precinct kits, and other supplies.
Ensure all personal items and food containers are cleaned up.
Place tables where you found them Monday evening.
Location Supervisor and Designated Judge take the following supplies sealed and locked
to the Board of Elections;
 YELLOW Bag
 Canister Bag (some locations may have more than one)
 Memory Card Bag (containing ALL Voting Units Memory Cards)
 Memory Card Bag (containing ALL E-Poll Books Memory Cards)
 BLUE Bag (Polling place keys (if applicable)
All other Precinct Election Officials are dismissed.
68
WHAT IS RETURNED TO BOE BY LOCATION
SUPERVISOR AND DESIGNATED JUDGE
MEMORY CARD BAG (LOCKED)


Memory Cards (ALL Memory Cards from each voting unit)
Memory Card Trouble Sleeves (if necessary)
CANISTER BAG (LOCKED) (May have more than one)

Canisters
E-POLLBOOK MEMORY CARD BAG (LOCKED)

Memory Cards from the E-Pollbooks
YELLOW BAG (LOCKED)

Voted Paper Ballots & Completed Forms
YELLOW BAG - FRONT POCKET







Provisional Signature Poll Book - Sealed
Black Folder w/ pocket containing completed forms
Ballot Accounting Report
TSX Ballots Voted Tally Log
Payroll Sheet
Judges Comments
Help Wanted- PEO Sign up Sheets
BLUE BAG





All Unused Ballots
Green Soiled/Defaced Envelope - All Voided Ballots
Voting Unit Keys, Voter Access Cards and Envelope's with Supervisor Card
Voting Unit Seal Verification Forms and Memory Card Seal Verification Forms
End Total Reports
BLACK E-Pollbook SUITCASE (LOCKED)
STAYS AT LOCATION
VOTING STORAGE CART-Voting Units, Printers, VIBS Unit, Flags & Privacy
Screens
RED BAG-with E-Poll Book Printers, Cords, Power Strips and Voting Activity
Log
RED BAG - with ALL Polling Location Supplies
ADA Box and Vote Here Sign (if applicable)
69
APPENDIX
70
Sample Forms
71
Form 10-L for Name Changes
72
Poll Observers
Poll observers are appointed by political parties, groups of candidates, or issue committees to observe the conduct of the election. If an observer arrives at your polling location, the Location Supervisor or Designated Judge should follow these steps to verify his/her appointment and administer the
observer’s oath.
Upon arriving at the polling location, an observer must have his or her Certificate of Appointment
of Observer (Form 215, Form 217, or Form 220) verified by a Precinct Election Official.
 A Precinct Election Official must administer the observer’s oath prescribed as follows:

“You do solemnly swear that you will faithfully and impartially discharge the duties as an official observer, assigned by law; that you will not cause any delay to persons offering to vote;
and/or that you will not disclose or communicate to any person how any elector has voted at
such election.”


Observers are allowed to be in the polling location before, during and after hours of voting.
Observers must not interfere with Precinct Election Officials doing their jobs or otherwise slow
down the operation of the polling location or interact with voters in a manner that interferes with
or disrupts an election. Please contact the Board of Elections for instructions if this situation arises.
73
Emergency Procedures
Problems with Conduct at a Polling Location: If a dangerous situation
occurs, or a person is injured, contact the appropriate authorities first by calling 911, and then call the Board of Elections.
A situation that has an impact on the voting process should be reported immediately to the Board of Elections.
If the Electricity goes out: Call the BOE to report problem. Location Supervisor should perform the following procedure:
Power down one-half of the Voting Units. He/she will change
Security Seals and record the Seal Numbers on the Chain
of Custody form.
*If batteries on the Voting Units begin to weaken, call the Board of Elections.
In case of Emergency Evacuation:
Ensure that everyone is evacuated from the voting area when leaving the
building. Then call the Board of Elections for additional instructions.
Voter or Poll Worker Injury
Location Supervisors should complete the following procedures if a
Voter or any of your Poll Workers are injured during the course of the
workday.
If the injury is serious or life threatening, seek medical attention
immediately by calling 911.
Call the Board of Elections and report the injury to Administration as soon as
possible.
Please collect all information concerning the injury from all witnesses and get witness names, telephone numbers and addresses in case further investigation is
needed. Refer to the phone numbers on the front of this Manual.
74
Supplemental Training Available Online
The Ohio Secretary of State offers supplemental Precinct Election Official training online that is an
excellent addition to today’s training. We highly recommend that all of our Precinct Election Officials
take this extra training. You will earn an extra $10 for the training. The two-hour course can be taken from the comfort of your home, and at your own pace. You can pause the training at anytime and
return to pick up where you left off. And when you are finished, you can go back and review any
section and practice with the voting equipment and simulations.
If you are a returning Precinct Election Official, you may have already received a welcome letter to
take the online supplemental training. New workers (or returning workers who have changed your
email address) may sign up for the online training today at the check-in table.
To log in to the online training, go to:
Website: www.ohiopollworkertraining.sos.state.oh.us
User Name (your email address)
Password: 515vote
Technical support is available at 1-888-521-2262
If you do not have an email address, simply use your first initial and last name followed by
@butler.gov. (e.g. [email protected]) NOTE: this is not a working email address, but may be used
for logging into online training only.
Online training will be available until 5:00 a.m. on Election Morning for completion.
Butler County Board of Elections Early Voting Hours
The Butler County Board of Elections will be open for Early Voting on Tuesday, April 7th at
8:00 a.m. for voters wishing to vote in person prior to the Special/Primary Election of May 5,
2015. The Board of Elections office will be open from 8:00 a.m. to 5:00 p.m., Monday through
Friday for in-person early voting through Friday, May 1st.
The Board will also be offering voters extended hours to accommodate those who may not
be able to make it to the Board of Elections to vote during regular business hours. The
Board will be open on Saturday, May 2nd from 8:00 a.m. to 12:00 p.m., Sunday, May 3rd, from
1:00 p.m. to 5:00 p.m., and on Monday, May 4th, from 8:00 a.m. to 2:00 p.m.
75
Name Not
Found
Touch
Search
County
Name Not
Found
Ask for Name &
Address; Enter
into EPollbook
Provisional Voter
Touch
Return to
Main,
then Find
Polls
Touch
Poll
Details;
Print &
circle
Precinct
Address
Correct
Confirm
Address with
Voter
Enter Street
Name and Full
House Number
Address Not
Correct
Touch
Poll
Details;
Print &
circle
Precinct
Name Found
No ID or
Name
Change
Check ID
Red Code on
Voter
Record
IF
Name Found
Voter Processing Flow Chart
Touch
Correct
Street
Range
Touch
Poll
Details;
Print &
circle
Precinct
Touch
correct
street
range
Enter Street
and Full House
Number
Touch
Address
Change
ID &
Address Do
Not Match
ID &
Address
Match
Touch
Print,
circle
Precinct
Lost Voter
New
Precinct
Matches
Voter
Record
If Drivers
License, OK;
direct voter to
write last 4 digits
of DL# on Sig
Pad
Touch
Issue
Standard
Ballot
Incorrect
Poll
Confirm Voter
At Correct
Polling
Location
Correct Poll
Touch Go
Back,
Return to
Main
Touch
Issue
Card
Ballot;
then OK
Verify correct
precinct;
record stub #,
hand to voter
with black pen
Direct voter to
any open unit
and to return
VAC to table
Lost Voter
Provisional Voter
Hand Receipt
to Voter; Direct
to correct
polling location
Hand Receipt
to Voter; Direct
to Provisional
Table
Write Reason
for Provisional
at bottom of
receipt
New
Precinct
Different
from Voter
Record
Provisional Voter
Partner
retrieves paper
ballot from
ballot table.
Provisional Voter
If
Requested:
Issue
Paper
Ballot
Voter Signs
Signature Pad
Accept
Signature
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