reference manual - harris votes

HARRIS COUNTY

ELECTIONS

Where Democracy Meets Innovation

Reference Manual

VOTEE L E C T I O N S

HA R R I S C O U N T

Y

© 2021 Office of Harris County Elections Administrator

Published May 2021Version: May21.2.1

Harris County Elections Administrator1001 Preston, 4th Floor | Houston, TX 77002

713-755-5792

Visit HarrisVotes.com and follow @HarrisVotes on Twitter, Facebook, and Instagram.

Current Election InformationMay 1, 2021, Joint Election

Early Voting: April 19 – April 27 Monday, April 19 – Saturday, April 24: 7:00 a.m. – 7:00 p.m. Sunday, April 25: 12:00 noon – 7:00 p.m. Monday, April 26: 7:00 a.m. – 10:00 p.m. Tuesday, April 27: 7:00 a.m. – 7:00 p.m.

Election Day: Saturday, May 1 7:00 a.m. – 7:00 p.m.

Voter Registration Deadline: April 1

Important Phone Numbers and WebsitesFor Judges:

Early Voting and Election Day 713-755-1617Voter Registrar 713-274-8200Elections Division Call Center 713-755-6965Elections Administrator’s Main Office 713-274-5792ADA 713-755-6965

For voter questions regarding locations or wait times: HarrisVotes.com/WaitTimes

For voters to check their eligibility status and view their sample ballot: HarrisVotes.com/SampleBallots

Table of Contents

General Information 1

Office of the Elections Administrator 2

Serving All Voters 2

Health & Safety 5

COVID Policies in Vote Center 6

Emergencies in Vote Center 7

Election Workers 9

Roles 10

Responsibilities 10

Payment Information & Procedures 16

Voting System Equipment & Supplies 17

Voting Equipment Components 18

Equipment Used at Vote Centers 19

Early Voting and Election Day Supplies 20

Setting up Vote Center 21

Setting up Checklist 22

ePollBook Timesheet Module 26

Opening Polls 29

Opening Checklist 30

Operating the Vote Center 37

Processing Voters 39

Acceptable Forms of ID 41

Processing Voter on ePollBook 43

Voting a Provisional Ballot 45

Reasonable Impediment Declaration 47

Ballot by Mail 50

Voters Who Must by Processed by Judge 50

Closing Polls 51

Closing Checklist 52

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GENERAL INFORMATION

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Office of the Elections Administrator “Inspiring the Harris County community to actively participate in democracy

through accessible and equitable voter registration and elections.” Mission Statement, Harris County Elections Administrator’s Office

Established in 2020, the Harris County Elections Administrator’s Office was created to bring all elections-related responsibilities into one office. To provide a seamless experience from voter registration to mail and in-person voting to tabulating ballots, the departments of the Elections Administrator’s Office work together to implement the many tasks required to ensure that all eligible individuals have full access to register to vote and to cast a confidential ballot.

VOTEE L E C T I O N S

HA R R I S C O U N T Y

Serving All Voters As the third largest county in the nation, it is no surprise that Harris County is also one of the most diverse, serving as home to individuals from a vast variety of cultures, races, languages, sexual orientation, physical ability, gender identification, and religions. The Harris County Elections Administrator’s Office encourages all eligible individuals to register to vote and provides a safe place to cast their vote.

Collectively, the election workers of Harris County and the Harris County Elections Administrator’s Office serve the voters of Harris County. All voters are to be treated with respect and dignity, and not judged based on how they look, how they talk, or what they believe. Every person who walks into a vote center should be greeted with a smile. Customer service and knowledge of the voting system is our greatest assets—please remember that no matter what a voter says or how they act, election workers must remain calm and friendly to ensure a positive experience for the voter and the smooth running of the vote center.

LanguageThe four primary languages spoken in Harris and sur-

rounding counties are English, Spanish, Vietnamese, and Chinese. The ePollBooks and voting machines have these four languages built in to allow a voter to confidently maneuver through the process and cast their ballot. All Early Voting locations are also equipped with access to an online, live translation service through an additional iPad specifically set up for this purpose. In addition, many vote centers are staffed with bilingual clerks. The judge may also call the Elections Division Call Center at 713-755-1617 to request the assistance of a translator over the phone.

Individuals with DisabilitiesThe Americans with Disabilities Act, a federal civil rights

law, prohibits discrimination against persons with disabilities

General Information

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and protects their rights to be involved in everyday activities – including exercising their right to cast a confidential ballot. Harris County is committed to providing accessibility to all voters at all voting locations.

All vote centers have been evaluated for accessibility by Harris County ADA staff. If the location is not fully compliant with the Americans with Disabilities Act, temporary modifica-tions may be required. These may include:

z Keeping a door(s) open at all times;

z Placing temporary door handles over a doorknob;

z Using floor mats to cover sidewalk cracks/gaps; and

z Placing compliant cord covers over any cords in the voter access route.

If any temporary remedies are required, they will be documented through each location’s ADA Checklist, which is accessible on the ePollBook. The ADA Checklist provides step-by-step instructions on how to set up remedies so that the vote center is accessible for all voters.

During Early Voting, the Presiding Judge will complete the ADA Checklist during set up of the vote center and every three days during Early Voting. Election workers must confirm daily that all remedies are still in place, but only need to complete the ADA Checklist on the ePollBook every three days. See page 25 of this manual for detailed instructions on the ADA Check-list. On Election Day, the Presiding Judge is responsible for completing the ADA Checklist prior to opening the vote center.

At any time during Early Voting or on Election Day, if a temporary remedy has been moved you must put it back in place, or, if the remedy is missing, contact the ADA Coordi-nator immediately. If you discover an obstacle on the access

pathway to the vote center and cannot remedy the situation (i.e., move a large potted plant), please contact the ADA Coor-dinator at 713-755-6965 to document the situation.

By Texas law, curbside voting must be offered at every vote center. A curbside buzzer and receiver are provided to facilitate notification of election workers when a curbside voter(s) is present.

Transgender VotersIf the voter you are processing is transgender, it means

their gender identity is different than the gender that was recorded on their birth certificate. Transgender people may not have been able to update their IDs to reflect their identity for a number of reasons. This is legal under Texas law.

As long as the name on the list of registered voters matches – or is similar to – the name on one of the acceptable forms of ID, the voter has the right to vote. As with any other voter, the address on the voter’s ID does NOT need to match the voter’s registration address. Please do not be distracted by gender presentation when you are viewing a voter’s acceptable form of ID.

Many voters may look different today than they do on their photo ID for many reasons. Different clothing, makeup, facial hair, or hairstyle on an ID photo is not a valid reason to deny a regular ballot. Neither is a voter’s gender marker on their ID. Transgender voters are not doing anything wrong or trying to deceive anyone. Transgender individuals have the same right to vote as everyone else, and it is your responsibility to ensure they are able to do so with dignity and respect.

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General Information

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HEALTH & SAFETY

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COVID Policies in Vote Center The Elections Administrator’s Office is committed to the safety of election workers and voters. As employees of the Harris County EA’s office, election workers are required to follow Harris County policies, including wearing masks at all times and practicing social distancing as must as possible.

Eligible voters are allowed to vote regardless of whether they are wearing a mask, appearing ill, or even if they claim to be positive for COVID.

COVID Screening While all election workers must be screened every day upon their arrival at the vote center, voters are NEVER to be screened for COVID when entering the vote center or when casting their vote.

COVID Procedures The Harris County Elections Administrator’s Office is prepared to maintain Safe Voting by ensuring Judges, Clerks, Electronic Support Specialists, and Deputy Clerk Specialists are able to successfully fulfill their public service. This is the fourth election that Harris County will be following COVID safety procedures and with your help, we will continue to min-imize exposure risk. Below are examples of our offices COVID Exposure Tiers for each individual circumstance that guides us to assess the situation.

At the beginning of each shift, the judge will follow the procedures on the “Election Worker COVID Instructions” sheet. If an election worker answers “YES” to any of the required questions, or the worker has a temperature of 100.4 degrees or more:

1. The worker must be sent home immediately, and

2. The judge must contact 713-755-1617:

Ask to speak with Crystal Contreras and tell the person answering the phone that you have a potential COVID exposure. Provide your name and the SRD number or Poll Code.Ms. Contreras will ask you several questions to help assess the exposure risk. The EA’s office will work with the Office of Public Health to determine the appropriate actions.

COVID Exposure TiersThe following are examples of possible COVID exposure:

TIER 1 – Potential Passive or Limited Exposure

Situation: Election worker notifies the Judge and the EA’s of-fice that they have been in limited contact with someone who has tested positive for COVID, but have not yet tested positive themselves (example, “I went out to dinner with a friend last night and now they think they may have COVID”). OR a judge or clerk has a higher than average temperature or reports other systems at check-in. It is determined that the exposure risk to voters or other staff is low.

TIER 2 – Potential Active Exposure

Situation: Election worker notifies the Judge and EA’s office that they have been in sustained or confirmed contact with someone who has tested positive for COVID, but have not yet tested positive themselves. (Example, my roommate just tested positive for COVID and now I need to leave and quaran-tine”). Based on the symptoms, time frame, and other factors, it is determined that there was no significant risk to voters and minimal potential exposure to other staff.

TIER 3 – Emergency Temporary Shutdown

Situation: Election worker notifies the judge and EA’s office that they have tested positive, were working for an extended time while positive, and have been assessed by Health De-partment to be a significant exposure risk to other workers or voters. (Example, “I finally got my test results from a few days ago and I’m COVID positive. I was working until I got results because I didn’t want to scare anybody.”)

TIER 4 – Partner Location Determines Shutdown

Situation: A partner location, where a vote center is located inside the facility, decides they have had a credible expo-sure and need to shut down. However, the EAD’s office must evaluate our capacity to keep the vote center open and secure regardless of what our partner may decide. (Example, this polling location decides they need to shutdown facility for three days because a staff member has tested positive for COVID, but we need to keep Community Room open for use as a voting location.)

Health & Safety

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Emergencies in Vote CenterBe PreparedOnce preparations for voting have begun, the Presiding Judge is responsible for the security of the polling location and must secure the location if it is left unattended. (TEC 62.001). Prepa-ration is key:

z Keep cell phone charged and important phone num-bers within easy access.

z Ensure you have easy access to the full physical ad-dress of the polling location in case you need to share it with emergency personnel.

z Review location’s evacuation plan with all election workers.

z If a Peace Officer or off-duty Police Officer is on staff at your location, ensure that you know who they are and how to contact them; they are trained for emer-gency situations.

In the event of an emergency, please call 911.

z Calmly assess the situation and determine the best course of action.

z Follow instructions of law enforcement and contact the Elections Division immediately.

Emergency EvacuationThe Presiding Judge should review the evacuation plans for their vote center location and inform all election workers where to proceed in the case of an evacuation.

If an evacuation is necessary, the first priority is to get every-one out of the building in a safe and calm manner.

Immediately contact the Elections Help Desk at to notify them of the emergency and for assistance with properly removing the Scan, which you need to take with you.

Judges should have ready and with them at all times:

z Cell phone

z Important phone numbers:

� Judges’ line (713-755-1617)

� All contact numbers for location, and

� All election workers

z Full physical address of vote center location

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ELECTION WORKERS

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Election Workers

Thank you for agreeing to serve as an election worker for Harris County. Your service to the voters of Harris County makes such a valuable contribution to our community.

Roles For every election, the Elections Administrator’s Offices considers historical and expected turnout and the type of election to determine staff needs for each vote center. While the number of workers may vary slightly, each vote center has the same roles to fill (detailed role descriptions on the following pages):

ResponsibilitiesPresiding Judge (PJ)Under the Texas Election Code (TEC Sec. 32.071), the Presiding Judge is ultimately responsible for everything that happens on Election Day in a vote center. All clerks and the Alternate Judge follow directions from the Presiding Judge.

The Presiding Judge for Early Voting and Election Day:

z Contacts the vote center location to arrange a set-up time, acquire back-up contact information, and ensure that any fire drills or other pre-scheduled disruptions are resched-uled. The Presiding Judge should contact the voting location as soon as possible after appointment and no later than 2 weeks prior to voting.

Early Voting • Presiding Judge

• Alternate Judge

• Bilingual Clerks (depending on location)

Roles assigned and rotated by Presiding Judge

• Greeter

• Qualifying Clerks

• Ballot Box Clerk

In-Person Tech Support (Hired and assigned to location by Harris County EA’s Office)

• Harris County Deputy Clerk Specialist (DCS)

• High School Electronics Support Specialist (ESS)

Election Day• Presiding Judge

• Alternate Judge

• Bilingual Clerks (depending on location)

Roles assigned and rotated by Presiding Judge

• Greeter

• Qualifying Clerks

• Ballot Box Clerk

In-Person Tech Support (Hired and assigned to location by Harris County EA’s Office)

• Harris County Deputy Clerk Specialist

• High School Electronics Support Specialist

• Protiviti Tech

z Ensures that the location is ready for voters by 7:00 a.m.

z Manages the voting location, overseeing personnel, voter service, and other activities. (See page 38)

z Sets the tone for how the team behaves.

z Ensures Texas Election Code and the policies set by Harris County are being followed.

z Ensures that all voters and workers are treated with consideration and respect.

z Assigns roles to workers, treats all workers uniformly, and rotates assignments throughout the voting period in a fair and uniform manor.

z Monitors throughout the voting period that everyone is adequately performing their duties.

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Election Workers

z On Election Day, posts number of voters on door every two hours.

z Maintains awareness of everything that is happening in the vote center.

z For Election Day, hires all clerks.

z Makes certain that during Early Voting, all voting equip-ment is secured inside the voting location at the end of each day.

Alternate Judge (AJ) The Alternate Judge serves as the back-up to the Presiding Judge. This means that if the Presiding Judge is out sick or has to leave for any amount of time, the Alternate Judge will serve as the Presiding Judge during the Presiding Judge’s absence from the location.

In addition, the Alternate Judge can be a resource to the Presiding Judge to suggest potential election clerks (for Election Day). The Alternate Judge is also responsible for ensuring the voting center is shutdown properly when the Presiding Judge delivers the equipment and supplies at the end of Election Night.

Presiding Judge and Alternate JudgeBoth the Presiding and Alternate Judges:

z Ensure that the voting location is running smoothly and that voters have a positive voting experience.

z Handle provisional ballots, RIDs, and Ballot By Mail issues.

z Address those situations where voters need extra attention, so that clerks can continue to process other voters.

z The judges’ table should be out of the way, but in an area where the judges can always view what is happen-ing in the voting area. When not helping a voter, the judges should be scanning the activity throughout the location to quickly identify and address any potential problems.

Qualifying Clerks z Process voters in an accurate and efficient manner.

z Accurately qualify voters on ePollBook.

z Produce access code on Controller.

For Election Day, the Presiding Judge hires all clerks. The Alternate Judge is chosen by the opposite party. If the PJ wants to allow the AJ to bring a clerk, they may do so, but it is not a require-ment. However, if by the 25th day prior to a general election or the 10th day prior to a special election (not allowed for any other election) the party of the Alternate Judge sends the names of two people to the PJ, the Presiding Judge shall hire one of them. TEC 32.034(b).

The Harris County Elections Admin-istrator’s Office encourages Presiding Judges to hire clerks of both parties to create a more balanced environment. Additionally, allowing the AJ to recruit clerks expands the PJ’s ability to fill all clerk slots.

z Provide ballot paper, access code, and instructions to each voter.

z Provide a non-intimidating, supportive environment for all voters.

z Assist with opening location and setting up equipment.

z Assist with closing location and packing up equipment.

Bilingual Clerks While English is the language spoken at the vote center

(TEC Sec. 61.031), bilingual clerks are available to assist voters who may need help in Chinese, Spanish, or Vietnamese. Bilin-gual clerks are expected to fulfill the same duties as all other clerks assigned to the location. Depending on language needs of the area of the voting location, bilingual clerks are required in Spanish, Vietnamese, and/or Chinese. The Presiding Judge is notified of the bilingual clerk requirements upon notice of appointment.

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Election Workers

GreetersGreeters are likely the first election worker that many voters will encounter. Their responsibilities include the following:

z Warmly welcome voters.

z Let voters know that they cannot utilize an electronic device inside the voting location.

z On providing identification, tell the voters exactly this:

“Voters possessing a photo ID should have it ready, and voters not possessing a photo ID and not reasonably able to obtain one should have a supporting document ready to execute a Reasonable Impediment Declaration.”

The greeter should carry the ID information card so that they can show the voter what is required. The greeter can also direct voters to the relevant signage.

The greeter should also monitor the parking lot and alert-ing judge to any curbside voters.

NOTE: While all Early Voting and Election Day loca-tions are equipped with curbside buzzer systems, greeters should watch to ensure that voters are not waiting. If the buzzer system is damaged or stops working for any reason, immediately contact the ADA Coordinator at 713-755-6965 to report the problem. In addition, an election worker must stay posted outside until the buzzer system is fixed or replaced.

Ballot Box ClerkThe Ballot Box clerk stands close to the Ballot Box and directs voters to the Ballot Box/Scan so the voter may scan their paper ballot before exiting the location. This role is extremely important because if the voter leaves the location with their ballot, their vote will note be counted.

All Election Workers All election workers are responsible for ensuring the safety of the voting equipment at all times, including safely securing the equipment at the end of each voting day.

Election workers must be willing to perform tasks as requested by judges. If a worker has a problem or concern about the operation of the vote center, ask to speak to the judge privately, away from voters and other workers.

All election workers are required to attend training prior to the election to learn applicable state and federal laws, procedures to process voters, and operation of the voting equipment. Every election worker shares the responsibility of

ensuring ensure that state and federal laws are being followed at every vote center.

ALL election workers share responsibility for providing a safe and positive environment for workers and voters.

Although each election worker role has different respon-sibilities, it is of utmost importance that everyone works together as a team.

High School StudentsHigh school students who are 16 years of age or older on

or before Election Day can participate in the electoral process by serving in one of two capacities on Election Day — clerk or tech.

A student must complete and submit the Student Election Clerk Application and Permission Form with a signature from their parent/legal guardian. For elections during/on a school day, signature also required from the student’s high school principal (or parent/legal guardian in charge of in home school).

Since many high school students do not have a driver’s license or state ID, the Driver’s License Number field in the ePollBook timesheet is optional when “Student Tech” or “Student Clerk” is chosen as work type.

High School ClerksHigh School Clerks are hired by the Presiding Judge. A vot-

ing location may have up to four high school clerks at a time. The High School Clerks sign in on the ePollBook as well as the paper compensation sheet. As with any election clerk, High School Clerks are required to attend training and to follow directions of the Presiding Judge.

High School Techs (Electronic Support Specialists - ESS) On Election Day, each vote center will have a high school

student, hired by Harris County, serving as an Electronics Support Specialist (ESS). These students are not part of a lo-cation’s allocation of workers, but should be considered part of the election team. They will wear a green badge that says “Election Technician.”

The Electronics Support Specialists will record their time on both the ePollBook and paper timesheet/compensation sheet. On the paper timesheet/compensation sheet, notate “tech” next to the ESS’ name.

High school students working as Electronic Support Specialists have been trained on the setup and maintenance of the elections equipment and assigned by Harris County to

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High School Students

Techs Clerks

Who hires student? Harris County Elections Staff Presiding or Alternate Judge

Are you required to have a high school student at your location?

YES. High school techs are assigned to your location by Harris County Elections staff.

No, whether your clerks include high school students is the choice of the election judges.

Who supervises student onsite?

Presiding Judge, however, instructions from Harris County Elections staff take precedence. Presiding Judge

What are the student’s responsibilities?

Primarily, high school techs are responsible for keeping voter wait times up to date. They are also trained in setup and maintenance of the elections equipment and ADA remedies, and can assist with greeting and qualifying voters.

Like any election clerk, a high school clerk fills the role assigned by the election judge.

What are the judges’ responsibilites relating to the student?

The judges are to work collaboratively with the high school techs to ensure wait times are com-municated. Additionally, judges should utilize the high school techs to help with curbside buzzers and equipment issues and treat the tech with consider-ation and respect.

A high school clerk is to be treated as any other clerk, with consideration and respect.

Who is the student ultimately responsible to?

Harris County Elections Presiding Judge

Can the student use their phone in the voting location?

Yes, to communicate with Harris County Elections staff as often as needed.

As with all election workers, student clerks are not allowed to talk on their phone in the voting area unless they are speaking to the Elections staff or using the wait times app.

the vote center. Their primary responsibility is to update the wait times tool. The students are also available to assemble the curbside buzzer and help you with anything technical as well as other tasks you may need assistance with, including greeting and directing voters.

Electronics Support Specialists are hired by Harris County and report to the Harris County Elections Division.

Participating students are excited to have the opportunity to learn more about the elections process. Because students are allowed by law to serve as a clerk or tech for a maximum of two days in a school year, high school techs are not utilized for every election. For those elections when high school students are not utilized as techs, Harris County employees serve in that capacity.

Election Workers

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Deputy Clerk Specialist (DSC)Deputy Clerk Specialists are extensively trained Har-

ris County staff who will be assigned to work at a location throughout the Early Voting period. On Election Day, DCSs will visit multiple vote centers throughout the day to support election workers, as needed.

Deputy Clerk Specialists are trained in election law and procedures, voting equipment, ADA compliance, safety proto-cols related to COVID-19, and voter service. Also trained in the functions of every role at the vote center, the DCS can step into any role, as needed.

The position of Deputy Clerk Specialist was developed to support Harris County election judges in successfully con-ducting a safe and fair election. The “go to” resource person for your location, the Deputy Clerk Specialist will be able to answer questions regarding set up, opening and closing the polls, processing voters, equipment problems, electioneering, poll watchers, etc. They will also be trained in handling diffi-cult situations, such as a confused, angry, or overly enthusias-tic voter or a campaign worker who is challenging the position of the 100-ft marker.

Protiviti TechsProtiviti Techs monitor election equipment and vote

centers throughout Election Day. Each tech is responsible for roughly six locations and will travel site to site, visiting each location five to six times during Election Day. Equipped with a supply kit and replacement equipment, Protiviti Techs check to ensure that machines are operational and that supplies like printer paper, ballot paper, and provisional forms are still stocked up.

Protiviti Techs wear a white Harris County badge and check in with the judge each time they arrive at the location. The judge will sign the tech’s confirmation log.

Additional techs are stationed out in the field so that if additional equipment, supplies, or forms are needed, they can be dispersed quickly.

Notice: Election judges or clerks may be relieved of duty for any of the following:

� Intimidating, threatening or coercing voters

� Influencing a voter’s vote;

� Unlawfully assisting a voter;

� Unlawfully divulging the way a voter has voted;

� Unlawfully revealing voter information;

� Unlawfully permitting or preventing deposit of a ballot;

� Coercion of voters;

� Making terroristic threats;

� Official oppression, including sexual harassment;

� Failure to secure voting equipment (duos, controllers, scans, ePollBooks) properly;

� Failure to treat election workers and voters with re-spect, including using racist language or engaging in political commentary;

� Blatant overuse of personal protective equipment (PPE);

� Repeated failure to comply with trained-on voting procedures;

� Failure to allow high school tech (or whomever is as-signed) to update the wait time tool or providing false information in the tool; and

� Failure to follow the laws, rules and procedures of the state of Texas and/or of Harris County.

Procedure for removing election workers:1) Harris County Elections Administration Staff member will

seek confirmation of allegations.

2) If complaint is confirmed, Harris County staff member may issue warning or termination (depending on severity).

3) If worker engages in conduct for which he/she has been warned for a second time, the worker may be terminated.

4) Workers who make derogatory, racist, sexist, or homophobic statements at the vote center, may be immediately terminated.

5) Complaints, warnings and terminations will be logged for review of future appointments.

6) In elections where parties nominate workers, Harris County will advise the appropriate political party of the warning or termination.

Election Workers

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NOTE: During Early Voting, neither the PJ nor the AJ has the authority to fire any clerk. The Harris County EA staff must be notified and consulted regarding any allegations of wrongdoing by a clerk. The Harris County EA will determine the necessary course of action and will advise the call of same.

Election Workers

Election Staffing

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Payment Information & ProceduresElection workers are paid as follows:

z Presiding Judges: $20/hour

z Alternate Judges, Clerks, and Student Clerks: $17/hour

Election workers are considered temporary employees of Harris County. To allow for a more streamlined process and quicker payment, Harris County utilizes A-1 Personnel to manage payroll for all temporary employees.

All election workers — both Early Voting and Election Day — will sign in and out using the ePollBook. Currently, workers at Early Voting and Election Day locations will also complete the hard copy of the compensation sheet as a backup. These will be used as a double check until further notice to ensure that the software is operating as intended, that the proce-dures are solid, and that election workers are comfortable with both.

A-1 PersonnelAll Harris County election workers are processed through A-1 Personnel. For the first election you work, you must complete paperwork with A-1. In subsequent elections, you will only have to update information that has changed. By using A-1, workers will be paid within days of the election.

Payment PoliciesSetup:

Early Voting: Setup is mandatory for ALL election workers assigned to the location. All will be paid their hourly rate. Setup should be complete within two hours.

Election Day: The Presiding Judge, Alternate Judge, and one clerk will participate in setting up the vote center. The

Alternate Judge and one clerk will be paid their normal rate for up to two hours for setup. The Presiding Judge will receive an additional $100 for setup, supply pickup, and drop-off.

Training:Judges and clerks will be paid for required training at their hourly rate:

z Early Voting Judges – 4 hours

z Election Day Judges – 4 hours (via Zoom) plus 45 minutes in person

z Drive-Thru Voting Judges and Clerks – 4 hours

z All Clerks (Election Day & Early Voting) – 3.5 hours

Supply pickup/drop-off: For Election Day, Presiding Judges are paid an additional $100 for setup, supply pickup, and drop-off. Alternate judges are paid an additional $25 for closing the location after the PJ leaves for drop-off.

A clerk is now required to accompany the Presiding Judge to Election Day drop-off. That clerk can drive separately and will be paid an additional $25. The judge should circle the clerk’s name on the compensation sheet to indicate the person who accompanied the judge to drop-off.

Lunches/Breaks: All judges and clerks working more than 6-hour shifts are required to take a 30-minute lunch break. Lunch breaks must be recorded and are not paid.

As workload permits, election workers should be given 5 to 15 minute breaks.

Presiding Judges and Alternate Judges will receive ad-ditional compensation for their use of personal cell phones during the voting period. Election Judges will be paid an additional $20 for Early Voting and $5 for Election Day.

Election Workers

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VOTING SYSTEM EQUIPMENT & SUPPLIES

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Voting Equipment & Supplies

Voting Equipment Components

ePollBook

• Check-in qualified voters from this device

• Use the touch screen to capture voter’s signature

• Generate required forms

Controller

• Machine with a red “C” by the handle (visible when device is closed)

• Open the polls on the Duos from this device

• Poll workers use the Barcode Reader to scan the Barcode generated by the ePollbook

• Monitor the status of each voting booth

• Print zero tape and other reports

Duo

• Machine with a dark blue “D” by the handle (visible when device is closed)

Voters use device to:

• Use touch screen to enter their access code

• Insert ballot paper

• Use touch screen to mark and review their ballot

• Print their ballot

Scan

• Machine with a light blue “S” by the handle (visible when device is closed)

• Voter inserts ballot into scanner

• Ballot is cast when American flag is displayed

• Scanned ballots fall into locked ballot box for secure storage

• Print zero tape and other reports

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Voting Equipment & Supplies

Equipment Used at Vote Centers � Access Code – Random and unique code generated by

the Controller by reading the voter’s ballot style Barcode. Prints out from the Controller on a small piece of paper. Used by the voter to access their ballot on the Duo

� Access Device – An Audio-Tactile Interface (ATI) intended for voters that cannot, or prefer not to, use the touchscreen. Utilized by a voter to navigate through a ballot with the Move wheel, to make selections on a ballot with the Select button, and active “help” text using the Help button. May be attached to any Duo.

� Barcode Reader – Plugs into the Controller. Used to read the ballot style Barcode, produced by the ePollbook, to generate an Access Code

� Ballot Box – Black box that the Scan sits on. The Ballot Transfer Bag is placed inside this box

� Ballot Transfer Bag – Gray collapsible bag that is placed inside the Ballot Box to collect printed vote records

� Booths – each Duo sits on a booth; Wheelchair Accessible Booths are shorter and wider than other Booths

� Ballot Style Barcode– Generated by the ePollbook. Barcode is read with the handheld Barcode Reader attached to the Controller to generate an Access Code for the voter

� Curbside Cart – gray cart placed at end of line closest to exit door; holds Duo and Access Device used for Curbside Voting

� Equipment Caddy – metal caddy that contains voting equipment; delivered to Vote Centers before voting begins

� Emergency Ballot Slot – Located on the top of the ballot box. Slot should remain sealed unless the Scan device cannot accept printed vote records.

� ePollBook – iPad programmed with Harris County Election Application for processing voters; generates Controller Barcode after voter is fully checked in; used to access digital Timesheets; contains digital versions of Checklists; used to Open/Suspend/Close polls; used to record Provisional voters

� Line – a full line of equipment: 1 ePollBook, 1 Controller, and up to 12 Duos (exact number of Duos depends on size of location)

� MiFi – Portable wireless device that provides connection for the ePollBooks

� Poll Worker button – Blue button on the back each Verity device. On the Touch Writer Duo, it is used for certain actions, such as cancelling a voter’s session. On the Scan, the button is used to access the Main Menu

� Printed Vote Record – Printed ballot on Thermal Ballot Paper

� Translation iPad – may be used for translations, as needed (kept plugged in on Judges’ table)

� Thermal Ballot Paper – paper provided to voter to print Printed Vote Record; will be provided by Elections Office; must have the Election Administrator’s stamped initials (during Early Voting) or the Presiding Judge’s signature (during Election Day) before it is given to the voter

� Verity Cables – Booth connection cords used to daisy-chain the Duos. The first Duo will also be daisy-chained to the Controller

� Wedge – customized wedge used with the Curbside Cart to secure the curbside Duo

� Zero Report – Report that must be printed from the Controller and Scan during the opening polls process

Supplies and Containers used at Vote Centers

Please be gentle with the supplies/PPE and always return supplies to their proper location. We strive to set up a system that makes it easy for you to access the supplies when you need them, and to ensure that in transit, the supplies stay in place. All the items that are not turned in with the constables need to be returned NEATLY back to the Supplies Cabinet or Judge’s Box. If the supplies are all thrown into the Supplies Cabinet (during Early Voting) or the Judge’s Box and not secured, they may shift in transit and become damaged

Keys must be returned to the Elections Office at the end of Early

Voting and Election Day. Failure to return the keys will result in a

deduction from pay.

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SETTING UP ELECTION DAY VOTE CENTER

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Setting up Election Day Vote CenterThis Chapter follows the Setup Checklist closely and adds more detail as necessary.

3. Post Notices and Signs: using wall mount, or Sticky Tac (in small plastic bag in Judge Supply Box), post all signs and notices (signs are in the large white ITEMS TO BE POSTED envelope in the Judge Supply Box)

� Save the Booth Numbers for use during set up on Election Day morning

� Place directional arrows within the building

� Post the following legally required signs where they can be read prior to entering the voting room:

� 3 yellow sample ballots (Eng./Span, Eng./Viet, and Eng./Chin) (in the Judge Supply Box)

� Notice to Voters with Disabilities (place at a level that can be read by someone using a wheelchair, bottom of page must be 4 feet from the ground)

� Using wall mount or Sticky Tac (in Supply Box):

� Post required signs (signs are in section #10 in EFB) See supply inventory list (hanging on the inside of the cabinet door) for direction on which signs can be posted inside the room and which need to be posted prior to entering the voting room)

� Place directional arrows (section #10 in EFB) within building

� Post the following legally required signs where they can be read prior to entering the voting room (#10 In EFB):

� 3 sample ballots (Eng./Span, Eng./Viet, and Eng./Chin)

� Early Voting Locations and Hours poster

� Notice to Voters with Disabilities (place at a level that can be read by someone using a wheelchair, bottom of page must be 4 feet from the ground). This notice is in the totem but this version is larger and must also be posted.

� Post directional and/or ADA directional arrows as needed.

Set up Booths, Duos, Curbside Cart, and Access Devices(Utilize the Deputy Clerk Specialist and Electronic Support

Specialist to help assemble the equipment)

1. Break the seal on the Equipment Caddy and log the seal number in the seal log Caddy Seal Log (in the white Election Day Judge Packet, in Judge Supply Box)

Setting up Vote Center

COVID CheckAll election workers must wear masks at all times in their capacity as election workers.

� Open PPE Box and remove thermometer and masks. Provide a mask to any election worker who doesn’t have a mask.

� Screen election workers:

� Take the temperature of each worker.

� Ask each worker the screening questions on the sheet inside the PPE box lid.

� If anyone registers a temperature above 100.4 degrees or answers “Yes” to any of the questions, immediately send them home, and contact Crystal Contreras at 713-755-1617.

To Begin1. Remove the following from the Election Day Judge Packet

(in the Judge Supply Box)

� The checklists for (1) Setting Up, (2) Open Polls, and (3) Close Polls

� The Election Reference Manual

2. See the Inventory List (on the inside lid of the Judge Supply Box)

3. Follow the Setting Up Checklist: utilize the Election Reference Manual (also in the ePollbook in the “Help and Documents” Section) and the Inventory List

Set up tables to hold equipment and supplies, as needed, while setting up location.

Set up Room1. Assign two workers to complete the following:

Utilizing the sample Floor Plans (found in the white Election Day Judge Packet), position Qualifying Table(s), Judges’ Table, Greeter’s Table (if applicable), and PPE

� Judges’ Table should be in a place that the Presiding Judge may view the entirety of the room

� The Qualifying Table(s) is where voters check in, so the tables need to be placed where traffic flow allows voters to easily move from Qualifying to the Duos.

2. Assemble sneeze guards (instructions are inside the sneeze guard box) and set on Qualifying Table(s)

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2. Remove Duos (machines with a “D” near the handle) and black Booth Bags (the wheelchair accessible booth bags have a red handle)

� Leave the Ballot Box and Controllers (machines with a “C” near the handle) in the caddy until Election Day morning

� Remove white Tech Accessory Box and set aside for now

� Remove the curbside buzzer/ballot call and set aside for now

Assemble Booths (Standard and wheelchair accessible)

Note: A complete set of booth parts includes the booth table, U-shaped leg, front leg extensions, and privacy screens.

1. Assemble one Booth at a time (set up on a table) as follows:

� With the legs facing up, slightly lift the outside legs and remove the short legs from the bracket by pulling sideways

� Unfold the legs from booth table; pull on the handle and lift to lock the legs into place

� Attach the U-shaped leg; press the metal buttons to attach and lock it into place

� Attach the front leg extensions; press the metal buttons to attach each leg and lock them into place

� Turn the booth over and set in place so that the U-shaped leg of the booth is away from the voter

2. Set up Booths around the room according to the floor plan

� Set up all the booths 6 feet apart—this is required for social distancing and cord placement

� Place wheelchair accessible booth at beginning of each Line, closest to the Qualifying Table

� Place the Curbside Cart at the end of one Line (use the Line with the end closest to the door you will be exiting to help curbside voters)

Setting up Duos1. After the Booths have been set up, set a Duo on top

of each Booth, aligning footpads with the circular indentations (shift the Duo until you feel it drop into the indentations)

2. Standing at the front of the booth, reach under the booth top and push the locking latch away from you to secure the Duo device to the booth

3. Carbside Cart: Place a Duo on top of the curbside cart. With the case still closed, place the wooden wedge found in the equipment caddy under the Duo.

4. Taking one Duo at a time:

� Open the Duo case by pulling the top of the latches towards you then lifting up. Lock the lid brace in place

� In the upper right section of the case is a blue storage compartment. Press the latches to remove the compartment cover. NOTE: This compartment is not locked

� Once open, remove the power brick and power cord from the storage compartment

� Close the Duo case. Case must be closed when plugging in cords: unlock the brace (on the left), and then slowly pull the latches towards you until the case closes

� Keeping the Duo case closed—plug the power cord into the power brick, and then plug the power brick into the back of the Duo (flat side of plug up)

IMPORTANT: Do not plug the power cord into a surge protector or an outlet yet

4. Remove the booth connection cords from the white Tech Accessory Box

5. On the first Duo in the Line (closest to the Qualifying Table), insert a booth connection cord into one of the available ports on the back of the Duo

NOTE: You will need to slide the port cover to access the port

6. Using a new cord, insert a booth connection cord into the remaining available port on the back of the first Duo

7. Insert the other end of either of the booth connection cords that is plugged into the first Duo into one of the available ports on the back of the next Duo

8. Continue this process with each Duo until you reach the end of the Line

NOTE: The last Duo (including the Curbside Cart Duo) will only receive one connection cord into one port

9. Plug each Duo into the power strip but

STOP! Do NOT plug the power strip into the wall outlet and DO NOT power on the Duos

until the morning voting begins.

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Curbside Cart Setup:1. Place a Duo on top of the gray Curbside Cart with the

handle of the Duo facing one of the long sides of the cart, leaving room to the right of the Duo for the Access Device

2. Open the Duo case by pulling the top of the latches towards you then lifting up; lock the lid brace in place

3. In the upper right section of the case is a blue storage compartment; press the latches to remove the compartment cover. (NOTE: This compartment is not locked.)

4. Once open, remove the power brick and power cord from the storage compartment

5. Close the Duo case; Case must be closed when plugging in cords. When closing the Duo, unlock the brace (on the left), and then slowly pull the latches towards you until the case closes

6. Plug the power cord into the power brick. Then plug the power brick into the back of the Duo (flat side of plug up)

IMPORTANT: Do not plug the power cord into an outlet yet.

7. Insert the end of the booth connection cord that is plugged into the last Duo on the Line into one of the available ports on the back of the Curbside Cart Duo

8. Plug the Duo into one of the white power strips

9. As necessary, connect the 3-pronged yellow extension cord(s) (in the Supply Cabinet) with the white power strips

10. DO NOT PLUG THE POWER STRIP OR THE EXTENSION CORD INTO THE WALL YET

STOP! Do NOT power on the Duos until the morning voting begins.

Connect the Access Device (ATI): 1. Remove the three ATIs from the

white Tech Accessories Box

2. Remove three pairs of headphones from the white Tech Accessories Box

3. Remove the two Barcode Readers from the white Tech Accessories Box and set aside for now


4. Plug a pair of headphones into the top left of each ATI

5. Plug one ATI into the first Duo on each Line (those on the wheelchair accessible booths) by connecting the ATI blue plug to the corresponding port on the back of the Duo

NOTE: You will need to slide the port cover up to access the ATI port

6. Place the ATI in the cradle to the right of the Duo

7. Plug the remaining ATI into the Duo on the Curbside Cart

8. Places the ATI to the right of the Duo on the Curbside Cart

9. The ATI must be plugged into the Duo prior to the Duo being turned on or it will not work

NOTE: A voter may plug the tactile switches, sip-and-puff, or any other dual-switch input device into the port on the top right of the ATI

Attach Privacy Screens, Organize Cords and Attach Booth Numbers1. Privacy Screens: attached two Privacy Screens to each

Booth (on either side of the Duo)

2. Cords: As much as possible, keep all cords out of the voter access route. Because each Duo needs its own power supply, there are more power cords needed than in prior years.

3. Organize the cords by bundling them in line with each other as much as possible.

4. If there is no other option than to place wires in the path of a voter, you must cover the cords with an ADA compliant cord cover.

ADA Setup/Checklist

1. Complete the ADA Checklist (located in main menu of ePollBook; you’ll need the judge password to access) to put in place all ADA remedies

� The checklist will identify the temporary remedies required for your polling location and instructions on how to implement the remedies

2. Each screen will identify a single remedy and identify who is responsible, either the judge or a vendor. If the remedies are substantial (like installing a temporary ramp), an outside vendor will deliver and install them

3. The ADA Checklist on your ePollBook will also include a diagram to help you implement the temporary remedies by showing van accessible parking, accessible routes, and temporary remedies

4. The diagram also includes a legend showing what each symbol means. You must follow the diagram.

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5. For each remedy, instructions and photos will also be displayed to show you exactly how the temporary remedy must be implemented

6. You must take a photo to verify that the remedy is correctly in place (the Harris County ADA staff will check the photos and notes to ensure compliance)

� Camera will open

� Take the photo

� You’ll have the choice of Retake or Use Photo (bottom of the screen)

� The photo will now display on the Checklist screen you can take as many photos as needed to show that the remedy is in place.

Please Note: Your photos should look like the photos shown on the left side of the screen.

7. Click Next Question button in corner.

8. When you’ve finished all the questions, choose the Complete button in the lower corner.

9. The status for the day will change to Completed.

10. Assemble curbside buzzer/ballot call (instructions in ballot call case)

Mark Social Distancing1. Using the tape measure provided, start at the Qualifying

Table(s) and working your way toward the door, place round floor decals every six feet to mark the voter line. Continue placing the round floor decals to mark the line until all are utilized

2. Place rectangle floor decals to mark traffic flow

Organize Materials1. Place the following items on the Qualifying Table(s):

� Flow chart of Lists A & B IDs (1. Laminated Guides, in the brown accordion folder in the Judge Supply Box)

� SOR Forms (4. Statement of Residence in the brown accordion folder, in Judge Supply Box)

� Enlarged Affidavits sheet (1. Laminated Guides in the brown accordion folder, in Judge Supply Box)

� Pens (in the clear supply bag, in the Judge Supply Box)

Personnel1. From the black ePollBook case, remove & set on a table

(close to a power outlet):

� One ePollbook and charger

� MiFi and charger

2. Set up one ePollbook

� Turn on the ePollBook

� Connect a charging cable to the ePollBook

� Connect the other end of the charging cable into a charging block

� Plug charging block into the wall

3. Set up MiFi

� Follow instructions on MiFi power cord to turn on MiFi

� After the MiFi is on, plug into wall or a surge protector

4. Login into the ePollBook (Passwords available on the white Election Day Judge Packet, in the Judge Supply Box)

5. Input time in the ePollBook:

� To enter the attendance module, from the main menu, select the “JUDGE / CLERK ATTENDANCE” button.

� From the next screen, you can:

• Start the process of clocking in/out by entering the last four digits of your social security number.

• Add a new poll worker

See next page for full instructions.


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ePollBook Timesheet ModuleTo Add a New Worker:Select the “PRESS TO ADD POLL WORKER” at the bottom left.

An election worker’s information can be added manually or by scanning their ID.

To scan a worker’s Texas-issued ID or Driver’s License:

a. Place the Texas ID or DL with the barcode facing you onto the ID rest of the ePollbook stand.

b. At the top of the ePollBook screen, select the “PRESS TO SCAN BARCODE ON BACK OF TX ID” button. The informa-tion will be automatically populated from the Depart-ment of Public Safety database.

c. Complete the required fields — marked with an asterisk (*) — and sign next to the “X.” For the “Select Work Type,” from the scrolling list, choose the position you are working that day. (See more details below.)

d. Press the green “Accept” button.

Select Work Type

• Select the “v” symbol in the “Select Work Type” field to open a scrolling list of job titles.

• Scroll through the list by touching the screen and moving your finger up or down until the correct job title is in the center and is in a darker print.

NOTE: For student workers, choose “Student Clerk” or “Student Tech.” This allows the Driver’s License field to be optional, so that students who do not yet have a driver’s license can leave it blank.

• Click “Done.”• The selected job title will be displayed in the field.

To enter the worker’s information manually, select one of the fields to bring up the keyboard.

a. Complete the required fields. b. In “Select Work Type,” choose the correct job title.

(See more details above.)c. Sign next to the “X”. d. Press the green “Accept” button.


To Clock In and Out:• Select the “JUDGE / CLERK ATTENDANCE” button

from the main menu.• Enter the last four digits of your social security

number in the upper right corner. • Your name will appear on the screen.

Please note that typically only one name will appear. How-ever, it is possible that multiple individuals have the same last four digits of their social number.

Locate the correct name in the list and select the “Edit Time” button.

� A window will pop up for you to again enter the last four digits of your social security number.

� Select the appropriate button for whether you are arriving (in) or leaving (out).

In the pop-up window, if the time is correct, select the green “Save” button. If the time isn’t correct, use the yellow arrows to adjust to the correct time, then select the green ”Save” button.

Additional Information:Early Voting

� After midnight, only the Presiding Judge may modify the time for any given day during the pay period, so errors should be directed to the Presiding Judge as soon as possible before the approval is issued on a week’s pay period.

� If a clerk fails to punch in or out on a particular day, the Presiding Judge still has the ability to correct the error.

� Everyone should sign their timesheet electronically on Friday when they punch out for the end of the pay week.

Election Day � If a clerk fails to punch in or out on Election Day, the

Presiding Judge has the ability to correct the error.

� Everyone should sign their timesheet electronically before the Presiding Judge leaves the polling location to take the supplies to the drop-off location.

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Update Checklist on ePollBook1. On ePollBook, at the main menu, choose “Help

Documents and Videos”

2. Choose “Setting Up Checklist”

3. Confirm for each section that you have completed the associated tasks

4. Tap “Submit” when completed

Prepare for Departure1. Put the ePollbook to sleep by clicking the button on the

top right corner

� Make sure the ePollbook is asleep (should have a black screen)

� Unplug the ePollBook and the MiFi

� Power down the MiFi

� Place the ePollBook, MiFi, and chargers in the ePoll-Book case

2. Move the two Barcode Readers to the Caddy

3. Take one unused green seal from the Judge Supply Box

4. Using the green seal, seal the Equipment Caddy and log the number on the Caddy Seal Log

5. Place the Caddy Seal Log (located in 1. Important of the accordion folder in the Judge Supply Box)

6. Read Nos. 8 and 9 on this Checklist

7. Place this completed checklist in the white Envelope 2 (near the bottom of the Judge Supply Box)

8. Close and lock voting room

9. Take the ePollbook case and the Judge Supply Box home with you

Please remember to bring a charger for the cell phone that you will be using

Election Day


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OPENING THE VOTE CENTER

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This Chapter follows the Open Polls Checklist closely and adds more detail as necessary

� Place completed Oaths Form in white Envelope 2 in the Judge Supply Box

3. Provide name badges to staff

� Clearly print each worker’s name on the name tags

� Pass out name badges

Setup iPads and MiFi1. From the black ePollBook case, remove & set on a table

(close to a power outlet):

� All ePollBooks (iPads), charging cables, and charging blocks (if needed, remove the black extension cord).

� ePollBook stands

� MiFi and charger

2. Set up all three ePollBooks

� Place ePollBooks on the blue and orange stands

� Turn on the three ePollBooks

� Connect a charging cable to each ePollBook

� Connect the other end of the charging cable into a charging block

� Plug charging block into a white surge protector locat-ed in the supply cabinet Do NOT plug charging cable directly into the USB slot of the surge protector—it will not stay fully charged

3. Set up MiFi

� Follow instructions on MiFi power cord to turn on MiFi

� After the MiFi is on, plug into wall or a surge protector

4. Login into each ePollBook (Passwords available on the white Election Day Judge Packet, in the Judge Supply Box)

Organize Materials and Prepare Judges’ Table1. Remove envelopes 1-6 from the Judge Supply Box (near

the bottom of the box) and place on the Judges’ Table to utilize throughout the day

X Location must be ready to accept voters by 7:00 a.m. so arrive by 5:30 a.m.

X Once the Presiding Judge arrives, immediately start setting up the vote center.

By 6:45 a.m., once the following items are complete, send the “Polls Open” message through an iPad and call the Elections office at 713-755-1617 to let them know your location is up and running:

� The judges are inside the polling location

� The ePollbooks are online and charging

� All Controllers, Duos, and Scan are on and ready to accept voters

If any of these items is NOT complete by 6:45 a.m., please contact the Elections office immediately.

COVID Check

1. Open PPE Box and remove thermometer and masks. Provide a mask to any election worker who doesn’t have a mask.

2. Screen election workers:

� Take the temperature of each worker.

� Ask each worker the screening questions listed inside the PPE supply tub.

� If anyone registers a temperature above 100.4 degrees or answers “Yes” to any of the questions, immediately send them home, and contact Crystal Contreras at 713-755-1617.

Prepare Staff1. Retrieve the following from section 2. Personnel in the

brown accordion folder, in the Judge Supply Box

� Oaths of Election Officers

� Name Badges

2. Administer the Oath to staff

� Have everyone sign the Oaths Form

Opening the Vote Center

**If you cannot get into the building or the room or have electrical problems or if you experience other major problems, please call the Elections Office Immediately**

EARLY VOTING & ELECTION DAY LINE: 713-345-9874


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2. Remove the Processing & Recording Provisional Ballot Instructions from the Judge Supply Box (1. Laminated Guides in Judge Supply Box) and place on Judges’ Table

3. Remove ALL forms from 3. Important Forms section of the brown accordion folder in the Judge Supply Box—place ALL forms on the Judges’ table, which should include:

� Record of Election Day Ballot Box Seals

� Register of Spoiled Ballots

� Envelope for Device Reports/Tapes (you will utilize this envelope after you open the polls on the Control-lers and the Scan)

� Oaths (for assisting voter)

� Reconciliation Log—Harris County Elections (you will begin filling this out after you open the polls on the Controllers and the Scan)

� List of Voters Indicated as ID Voters (green paper)

� Curbside Carrier Envelopes

4. Place one Curbside Carrier Envelope on Curbside Cart

5. Remove the List of Voters who Voted Using RID (6. Reasonable Impediment Declaration of accordion folder, in Judge Supply Box) and place on the Judges’ Table

6. Remove the List of Provisional Voters (7. Provisional of brown accordion folder, in Judge Supply Box) and place on the Judges’ Table

Prepare Controllers, Ballot Box, Scan, and Duos

NOTE: The power-on process for the Controllers, Scan, and Duos takes roughly 4 ½ minutes, so do not be alarmed when the screen does’t turn on immediately.

1. Break the Seal on the Equipment Caddy and log the seal number in the Caddy Seal Log (1. Important Forms in the brown accordion folder, in the Judge Supply Box)

2. Place the Caddy Seal Log in white Envelope 2

3. Remove Controllers (machines with a “C” near the handle) and the black Ballot Box from the Equipment Caddy

4. Remove the two Barcode Readers from the Equipment Caddy and set one next to each Controller

Controllers: 1. Set the Controllers on the Qualifying Table(s) near

the ePollBooks (one ePollBook will be used per one Controller) and the sneeze guards

� Taking one Controller at a time, break the seal on the front of the Controller

� Open the Controller case by pulling the top of the latches towards you then lifting up; lock the lid brace in place

2. The Travel Seal Log will be inside the case.

3. On the Travel Seal Log, complete the morning section.

4. Place the Travel Seal Log with the checklists in the front pocket of the Binder (you will use the Travel Seal Log again at the end of the night).

5. Repeat on second Controller.

6. In the upper right section of the case is a blue storage compartment; press the latches to remove the compartment cover. ( NOTE: This compartment is not locked.)

7. Once open, remove the power brick and power cord from the storage compartment.

8. Close the Controller case; case must be closed when plugging in cords; unlock the brace (on the left), and then slowly pull the latches towards you until the case closes.

9. Plug the power cord into the power brick, and then plug the power brick into the back of the Controller (flat side of plug up).

IMPORTANT: Do not plug the power cord into a power strip or outlet yet.

IMPORTANT: Never tilt a device up by handle while cords are connected – this can damage the cord where it connects to the device, or cause damage to the device itself.

10. Plug the connection cord from the Duo closest to the Controller into one of the ports on the back of the Controller.

11. Open the Controller.


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12. With the blue key, turn the lock (A) just right of the tablet. The tablet will shift forward once unlocked.

13. Unlatch (B) in the upper left corner.

14. Remove the tablet by lifting up and forward (C).

15. Seat the tablet in the cradle, tilt it back, and use the blue key to lock it in place.

16. Plug the power cord into the power strip and plug the power strip into an outlet or extension cord (as necessary).

17. A green light should illuminate on the power brick when AC power is present.

21. A green light should illuminate on the right side of the open Controller.

22. Connect one of the Barcode Readers to the USB connection located on right above the report printer.

23. Press the red button on the back of the Controller to power it on

24. Repeat for second Controller

NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the Controller screen doesn’t turn on immediately.

NOTE: The Controller must be powered on prior to the Duos being turned on

25. Once the Controller is powered on, it will automatically print the Power-On Self Test Report

z If the Report indicates that anything “failed” contact 713-368-4001

Ballot Box 1. Position the

folded ballot box as shown, with the nylon handles on the side

2. Unlatch the four clips (two on each side)

3. Pull open the ballot box

4. Press the side panels outward until they are flat, being careful not to pinch your hands or fingers.

5. Lower the bottom panel but do not press down.

6. Release the lid by unhooking the 3 elastic straps

7. Pull the string on the underside of the lid upward to unlock the lid latch

8. Lift the lid while gently pulling upward and outward, ensuring that the double hinge is fully extended

9. Lay the lid across the top of ballot box, and then press it down; Do not force it

10. Unlock the Judges’ lock on the right side of the front door with the Judge’s ballot box key

11. Press firmly on bottom panel to lock it in place

12. Place the Ballot Box near the exit door so that voter can easily see it and will be able to scan their ballot on their way out the door

13. Make sure there is an outlet within 6 feet of the Ballot Box so that the Scan may be plugged in once set

AB

C


33

C

Scan1. Place the Scan on the Ballot Box, aligning footpads with

the indentations

� The handle on the Scan must face the front of the ballot box

2. Reach inside the Ballot Box and pull the cord down and away from you to lock the lid and the Scan in place

3. Place the gray Ballot Bag (from the Supply Cabinet), unzipped and open, inside of the Ballot Box, all the way to the back left corner

4. Close and lock both locks on the front Ballot Box door

5. Break the seal on the front of the Scan case and open the case

6. The Travel Seal Log will be inside the case

7. On the Travel Seal Log, complete the morning section

8. Sign and place in the front pocket of the Binder (you will utilize the Travel Seal Log at the end of the night)

9. Lock the Back Door of the Ballot Box (using the Judges’ key)

10. Seal the Ballot Box using three red seals

� Take three red seals from the Ballot Box Seal Envelope (in the Judge Supply Box)

� o Seal the Front Door of the Ballot Box by putting the seal through the eyelet and securing it

� o Seal the Back Door of the Ballot Box by putting the seal through the eyelet and securing it

� o Seal the Emergency Slot (on top of the Ballot Box, to the right of the setup Scan) by putting the seal through the eyelet and securing it

� o Log all three seals on the Record of Election Day Ballot Box Seals (in 3. Important Forms in brown accordion folder, in Judge Supply Box)

� o Put the Ballot Record of Election Day Ballot Box Seals in the white Envelope 2

11. Open the Scan case by pulling the top of the latches towards you then lifting up. Lock the lid brace in place

12. In the upper right section of the case is a blue storage compartment; press the latches and remove the compartment cover. (NOTE: This compartment is not locked.)

13. Once open, remove the power brick and power cord from the storage compartment

Close the compartment, and close the Scan case; the case should be closed when plugging in cords.

14. Plug the power cord into the power brick, and then plug the power brick into the back of the Scan (flat side up)

IMPORTANT: Do not plug the power cord into the wall yet

15. Open the Scan case and lock the lid brace in place

IMPORTANT: Never tilt a device up by the handle while cords are connected – this can damage the cord where it connects to the device, or cause damage to the device itself

16. Unlock (A), unlatch (B), and remove (C) the tablet. (See previous page.)

17. Seat the tablet in the cradle (A), tilt it back (B), and lock it in place (C).

A

B


18. Ensure purple tape has already been loaded into the Scan printer

19. Plug the power cord into AC power; a green light should illuminate on the power brick when AC power is present

20. A green light should illuminate on the right of the Scan when AC power is present

21. Press the red button on the back of the Scan to power it on

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NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the screen does not turn on immediately.

22. Once the Scan is powered on, it will automatically print the Power-On Self Test Report

z If the Report indicates that anything “failed” contact 713-368-4001

23. Place some of the “I Voted” stickers (zip lock bag on the third shelf of the Supply Cabinet) on the Ballot Box, to the right of the Scan

34. Place some of the “I Voted” stickers (in the Judge Supply Box) on the Ballot Box, to the right of the Scan

Duos: Taking one Duo at a time:

1. With the blue key, turn the lock (A) just right of the tablet. The tablet will shift forward once unlocked

2. Unlatch (B) in the upper left corner

3. Remove the tablet by lifting up and forward

4. Seat the tablet in the cradle (A), tilt it back (B), and use the blue key to lock it in place (C)

5. Plug each Duo into the power strip and the power strip into an extension cord or outlet as necessary

6. A green light should illuminate on the right side of the Duo

7. Power on each Duo using the red power button on the back of the device

� During the power on process, the Duo screen will display a Power-On Self Test report.

� Any hardware or connection issues will be highlight-ed in yellow; if any issues are noted, check connec-tions and restart the device using the red power button on the back of the device

NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the Duo screen doesn’t turn on immediately.

Booth Numbers: 1. Using tape (in the plastic supply bag in the Judge Supply

Box), hang the Booth Numbers (Items to Be Posted folder, in the Judge Supply Box) on the bottom handle of the Duo

IMPORTANT: the color of the Booth Numbers must match the color of the tape in the Controller on the line that the Duo is connected to2. Place the 1 Booth Number on the machine closest to the

Controller continuing numerically down the line of Duos from there

3. Repeat for both Lines of Duos.

Assign Booths1. Once the Duos are

powered on, with one person at the Controller confirming assignment and one person starting at the Duo closest to the Controller:

� On the Duo touch-screen, select the number on the screen that should be assigned to the Duo (start with “1” closest to the Controller). The person at the Controller will verbally confirm that the booth has been assigned.

� Repeat for each Duo on the Line.

Reconciliation Log1. Fill out the top portion of the Reconciliation Log (should be on Judges’ Table)

a. On the Reconciliation Log, fill out Register of Official Ballots--“Before polls open” section (each shrink-wrapped pack of ballot paper has 200)


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For each Controller and the Scan: (PJ and AJ will initial each box on ED Open Polls Checklist)

NOTE: All Reports print out from the receipt tape on the device

� Select “Print Zero Report” on the touchscreen

� Verify the vote center on the reports is correct. If not, con-tact 713-368-4001

� Verify that the clocks in the bottom left corner of each screen displays the correct time. If not, contact 713-368-4001

� Select Open the Polls on the touchscreen

� Enter the Open Polls Code (on the white Election Day Judge Packet in the Judge Supply Box), and then select “Accept.” The Open Polls reports will automatically print.

� Using the Zero Reports and the Open Polls Reports, fill in the Start of the Day (AM) portions of the “Reconciliation Information” on the Reconciliation Log,

� Place the Power On Self-Test Reports, Zero Reports, and Open Polls Reports in the white Envelope for Device Re-ports/Tapes (should be on Judges’ Table)

**If you are at an Early Voting location, your Controller Zero Report and Open Polls Report will NOT start at zero**

Prepare Ballot paper1. Open one package of ballot paper

2. Required by Law: the Presiding Judge must sign the bottom right corner of the back side (side with arrow) of each page of ballot paper to be used by a voter—only do this for 20 pages of ballot paper at a time

3. Set signed ballot paper on the Qualifying Table, on the flat surface of the open Controller so that the Qualifying Clerk may provide to voters

ADA and Curbside Prep1. Complete the ADA Checklist (located in main menu of

ePollBook) to confirm all ADA remedies are still in place from setup.

2. Place Curbside Voting buzzer outside and test receiver inside

If the buzzer system is damaged or stops working for any reason, immediately contact the ADA Coordinator at 713-755-6965 to report the problem. In addition, an election worker must stay posted outside until the buzzer system is fixed or replaced.

Final Staff Preparation1. Direct the staff to fill out their information on

Compensation Pay Sheet (1. Personnel in accordion folder in Judge Supply Box) (instructions are next to pay sheet)

2. Explain that the polls will open and close using the clock on the Scan

3. Conduct ID training (1. Personnel in accordion folder in Judge Supply Box)

Prepare Location 1. Confirm that sneeze guards are still in proper place

2. Confirm that signage is still up

3. Verify that postings and directional signs are still in place

4. Place Distance Marker 100 feet from the entrances of the building

5. Place any other provided signage at appropriate location within or outside the vote center

Prepare Voter PPE1. Wash your hands thoroughly before handling PPE.

2. Remove finger covers, disinfecting wipes, and voter face masks from grey PPE box.

3. Place voter facemasks near door to distribute to voter. (Voters are highly encouraged but not required to wear masks to vote)

4. Place finger covers and disinfecting wipes on Qualifying Table(s)

Update checklist on ePollBook1. On ePollBook, from the main menu, choose “Help

Documents and Videos.”

2. Choose “Open Polls Checklist”

3. Confirm for each section that you have completed the tasks.

4. Tap “Submit” when completed Place this completed checklist in White Envelope, and place White Envelope in the Return Box.


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NOTES:

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OPERATING THE VOTE CENTER

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Managing the Vote CenterIn addition to ensuring that voters are correctly processed and able to vote safely and confidentially, the Presiding Judge must “manage” the activities of the election center.

Managing priorities z When opening the vote center, the highest priority is to

be open and ready to accept voters by 7:00 a.m. This may mean delaying other tasks, such as signing in to the ePoll-Book, until after you have opened the location.

COVID-19 screening & procedures z At the beginning of each shift, the Presiding Judge must

take the temperature of each election worker and ask the screening questions found in your PPE supply box. The Alternate Judge will ask the questions and take the temperature of the Presiding Judge.

z The PJ must ensure that all workers are wearing masks and following social distancing—everyone should be stationed 6 feet apart—as much as possible and that all workers are using PPE properly.

z The Presiding Judge is responsible for directing election workers to sanitize all surfaces at least every two hours.

Timesheets/ePollBook check-in z The Presiding Judge must make sure that all election

workers sign in and sign out on the ePollBook and on the paper timesheets.

Managing workers z Hiring workers (Election Day)

z Maintains civility in the location

� It is imperative that election workers treat each other and voters with respect. Workers must NEVER raise voices, especially in earshot of voters.

� If an election worker has a complaint, the PJ, with the AJ or DCS, should talk with the worker privately.

� If a judge has concerns about the performance of an election worker, the Presiding Judge, with the AJ or DCS, should talk with the worker privately and respectfully.

� The Presiding Judge should check periodically on activities outside the vote center. All electioneering should be conducted outside the 100-ft. marker.

z Assigns roles to workers and rotates tasks uniformly and fairly.

z Ensures that all workers are adequately performing their duties throughout the voting period.

z Manages breaks and lunches

� The presiding judge is responsible for ensuring that the location is adequately staffed while also providing breaks and lunches.

NOTE: While the PJ is not the direct supervisor of the ESSs, check in with them to ensure they are taking lunches.

z Manages voter flow

� If a vote center has long lines, the Presiding Judge should confirm that clerks are adequately performing their duties and assess if workers should be rotated.

� The judge should also make sure that voters know their options—check wait times of nearby locations. Voters should never be told that they must go to an-other location and are welcome to stay regardless of the wait time, but they should be provided with the wait time information for nearby locations.

Electioneering Electioneering is promoting/opposing a candidate, measure, or party and is not allowed within 100 ft. of the entrance to the vote center. Electioneering includes the name, photo, or slogan of any candidate, measure, or party.

Operating the Vote Center

Operating the Vote Center

39

PROCESSING VOTERS

40

One of the most important aspects of conducting an election is to process voters in an accurate and efficient man-ner. Because most elections contain races in districts that are not county wide, not all ballots contain the same races. Election workers must ensure that every voter receives the correct ballot.

If voter is voting Curbside, see ADA Manual

Flow Chart of the Process to Qualify a Voter (detailed instructions further below):

Processing Voters

Processing Voters

41

NOTE: None of the items from List A or List B can be an online version. A voter cannot use their phone in the vote center, including to display any form of ID.

Processing Voters

Acceptable Forms of Indentification

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Processing Voters

43

b. Tap the “Lookup” button on the ePollBook

c. The ePollBook’s camera will read the ID’s barcode and pull up voter information that matches the ID number

d. Go to STEP 2, instructions below.

4. If the voter provides a List A ID that is not a TXDL or TXID, utilize the Search side of the screen.

a. Using the voter’s ID, fill in the:

i. Full birth date information – day, month, year, AND

ii. First three letters of the Last Name

b. Remember, you want to process quickly but accurately. Entering this information should take less than 15 seconds, and it will help the pro-cess go quickly.

c. Once you’ve entered the search criteria, select the “Search” button

d. Go to STEP 2, instructions below.

STEP 2: SELECT VOTER1. Look at the list of voters resulting from the search or read.

Carefully compare the name on the ID to the names on the list.

2. Select the correct voter’s name and go to STEP 3.

3. If you can’t find the voter on the list and they believe they are registered to vote, direct them to the Judge to perform a more detailed search, or to reach out to the voter registrar for confirmation of registration.

Screens for Processing a Voter (details for each below)

STEP 1: TXDL Lookup or Search manually STEP 2: Select Correct Voter from the list STEP 3: Process Voter by answering the

questions

STEP 4: Voter provides SignatureSTEP 5: Select Accept Signature buttonSTEP 6: Read the Barcode using the

Controller barcode reader

Processing the Voter on the ePollBook: STEP 1: TXDL LOOKUP or SEARCH

manually1. Ask for the voter for Identification. Ask for an identification

from List A (see list above, near the orange arrow). Do not specifically ask for a Texas driver’s license or Texas ID. These are the only two types of ID that may be read on the ePollbook, but they are not the only IDs accepted to vote. When you ask for those specifically, it can imply that those are the only options to vote.

NOTE: This ID must be current or not expired more than 4 years (except for voters 70 or older, who can have an ID that has been expired more than 4 years).

z If the voter does not have a List A ID, see pages 45-49 (RID Process or Provisional Ballot).

2. Ask the voter to place the ID face-up on the table so that you may check the photo to confirm the voter’s identity. Only IF you cannot confirm the voter’s identity while they are wearing a mask, then ask the voter to move their mask momentarily to confirm their identify.

a. If the voter provides a TX Driver’s License (TXDL) or a TX Identification Card (TXID), go to #3.

b. If the voter provides a List A ID that is NOT a TXDL or TXID, go to #4.

3. If the voter’s provided ID is a Texas Driver’s License or Texas Identification Card, the ePollBook may be used to read the ID

a. Ask the voter to place the ID in the small cutout of the blue and orange iPad stand. The photo should face AWAY from you.

XXX

Processing Voters

44

STEP 3: PROCESS VOTER—Answer quetions on ePollBook

1. Has Voter provided an acceptable Photo ID? If you scanned the ID, the “Yes” box will be automatically checked. If you searched manually, confirm that the ID is from List A and then check the “Yes” box.

2. Does Voter Registration Name Exactly Match Photo ID?

a. If you scanned the ID and the name is an exact match, the “Yes” box will be automatically checked. If you searched manually and the name is an exact match, check the “Yes” box and go to #3.

b. If the name is not an exact match, check “No” – The question line will turn yellow

i. Is the Vote Registration Name substantially simi-lar to ID Name?

ii. A voter has a similar name if the voter’s name on the form of ID presented does not exactly match the name as it appears on the ePollBook, but it is substantially similar. Use the following to determine if a voter has a Substantially Similar Name;

iii. If the names are substantially similar, the voter will need to initial the Substantially Similar section on STEP 4. Go to #3.

iv. If the names are not substantially similar, direct the voter to the Judge to proceed to a Provision-al Ballot (see Page 45).

3. “Do you currently live at _______?” reading from the screen the street name and apartment number if there is one. Many voters do not want their full address announced in front of a group of strangers.

a. NOTE: the Address on the ID provided by the voter does NOT have to match the voter registration ad-dress

b. If the voter answers “yes,” check the “Yes” box. Pro-ceed to #4.

c. If the voter answers “no,” Check the “No” box and

i. A new line will open with “SOR Needed – Has voter provided a completed SOR form?”

ii. If the voter has not already completed a State-ment of Residence (SOR), Check the “No” box.

1. A window will open directing you to hand them an SOR form.

2. Provide the voter with a SOR form (the [col-or] form in #X of the EFB) to complete.

i. After the voter fills out the SOR, choose “Ok,” the screen will revert to the Home screen so that you can process the next voter.

ii. Place the SOR form in X Envelope.

4. Voter able to sign – Does the voter have the physical ability to provide a signature. This defaults to “yes.” If the voter is physically unable to sign the ePollBook, check the No box. The line will turn yellow, and you will check the box indicating whether the voter is visually impaired or physically disabled.

STEP 4: SIGNATURE1. Once all the ePollBook questions have been answered,

the “Go to Voter Signature Screen” button will turn green. Select the button.

2. As the voter’s signature screen comes up, tilt the iPad towards the voter so that they can sign the screen.

a. Instruct the voter to verify their information and, once verified, to sign at the “X”.

b. Once the voter has signed, they should select the “Accept” button. The ePookBook will beep to notify you that it is time to tilt the screen back to you.

3. Substantially similar name: If the voter’s name is not an exact match, the voter will need to initial the box beside the signature box as well as sign in the signature box.

a. The ePollBook will not allow the voter to move forward without initialing the similar name box.

b. If the name is an exact match, and the voter wishes to contest the similar name, they can write an “X.” The “Update Registration” box is not required to continue.

Processing Voters

45

STEP 5: ACCEPT SIGNATURE1. Tilt the screen back to you, and select the “Accept

Signature” button.

STEP 6: BARCODE1 The barcode will display, with the Precinct and Ballot Style

code are listed under the barcode.

2. Using the Barcode Reader attached to the Controller, read the barcode on the ePollBook.

3. Once the barcode is read, the Controller will produce the access code ticket.

Voting a Provisional Ballot

NOTE: Ballot paper must be stamped on the back with the Elections Administrator initials for Early Voting

Voter is Ready: Hand the access code and previously-stamped ballot paper to the voter and direct them:

• To vote on one of the Duos on the Line attached to the Controller that produced the access code;

• To put the ballot paper with the arrow facing up pointing away from them into the Duo (demonstrate this when you hand it to the voter); and

• To follow the instructions on the Duo’s screen.

If a registered voter cannot be found in the ePollbook, the Qualifying Clerk must alert the Presiding or Alternate Judge to contact the voter registrar to confirm registration. If they cannot confirm registration, ask for the precinct number and ballot style to use based on the address the voter claims as the registration address.

If you are unable to verify their registration, the only alternative is to vote a Provisional Ballot.

Processing a Provisional:1. Take out an Affidavit of Provisional Voter.

2. Using the information given to you by the Elections office, write the precinct number on the Affidavit of Provisional Voter in the blank labeled “Precinct No. Where Registered”

3. Ask the voter to read and complete the top section of the Affidavit of Provisional Voter.

a. Request that the voter add their phone number in the mailing address field, so that if we should have any follow up questions, we can easily reach the voter. The phone number isn’t required, but strongly encouraged.

b. Once the voter has filled out the top section, the judge must verify that all the information is complete and that the voter has signed. The judge will fill out the Election Judge section.

NOTE: DO NOT SEPARATE THE PAGES OF THE AFFIDAVIT OF PROVISIONAL VOTER!

The voter does not receive any of the pages of the affidavit.

4. Once the Affidavit is complete, the judge will go to one of the Controllers:

a. Verify that a Duo booth is available

b. Select Create Access Code

c. Using the information provided by the Elections of-fice, select the correct precinct/ballot style from the list or enter it using the number pad

IMPORTANT: Double check that you have entered/selected the correct precinct number and ballot style. This determines the ballot provided to the voter.

d. Select OK.

e. Select Mark as Provisional.

f. Confirm that the precinct information on the screen is correct. Select Yes, this is correct.

g. Select Issue Access Code

h. Write the access code number from the Ballot Stub in the ballot code box on the Affidavit of Provisional Voter.

Processing Voters

46

i. Have the voter print and sign their name where indi-cated on the Provisional Access Code stub.

j. Tear off the portion with the access code and hand to the voter along with 1 ballot sheet. Direct the voter to a Duo and instruct them to return to the judge after they have voted with the completed ballot.

k. Place the signed portion of the ballot stub into the envelope attached to the back of the affidavit.

IMPORTANT: A Provisional Ballot CANNOT be submitted through the Scan/Ballot Box; it must be returned to the Judge

5. Record the voter’s information on the List of Provisional Voters while the voter is voting.

6. When the voter returns, instruct them to fold their voted ballot in half. Hand the voter a secrecy envelope and in-struct them to place their voted ballot into the envelope, seal it, and sign the flap.

7. Ask the voter to insert the signed secrecy envelope into the Affidavit of Provisional Voter Envelope and seal.

8. Place the sealed Affidavit of Provisional Voter Envelope into the seal Provisional Affidavit tub.

Next steps with Voter:1. The judge should inform the voter that a notice will be

mailed to them within 30 days of the Election indicating if their Provisional ballot was accepted for counting or not.

2. The completed Affidavit of Provisional Voter will be used by the Voter Registrar as a new Voter Registration Application.

3. If the voter voted provisional for an ID reason ONLY:

a. If a voter did not present a photo ID from List A or supplemental form of identification from List B, the voter must vote a provisional ballot and has the option to CURE the ballot for it to be accepted.

i. On the “Notice to Provisional Voter” sheet, the judge will complete the information in the “Completed by Poling Place Official” box

ii. Provide to the voter the “Notice to Provisional Voter” sheet and the map to the voter registrar’s office, where the voter can cure their ballot.

Processing Voters

iii. Explain to the Voter that to “Cure” the ballot, the voter MUST appear at the voter registrar’s office one of the Voter Registrar’s offices WITHIN SIX CALENDAR DAYS of Election Day.

iv. Voter MUST take one of the forms of identifica-tion from List A or List B with them to cure the ballot

Recording Provisionals on the ePollBook1. Only after a voter has cast a provisional ballot, record

Voted for Provisional Affidavit on the ePollBook.

2. From the Read/Search screen, tap Admin in the upper right corner. Enter Judge’s password and tap Login.

3. Select “RECORD VOTED PROVISIONAL AFFIDAVIT” button.

4. Select yellow Record Provisional Affidavit button.

5. When asked if the Provisional Affidavit has been filled out, select “Yes.”

6. Enter Voter Name, Ballot Code, and Ballot Precinct.

7. Check reason for provisional ballot. Number 8 will require a written explanation.

8. Tap “Record” button to submit the provisional electronically. Tap “OK.”

Spoiling a voting sessionTo spoil (discard) the current active session before the vote record is printed:

1. Press the blue poll worker button on the back of the Duo.

2. Select Spoil ballot.

3. Enter the Poll Worker Code and select Accept.

4. Select Yes, spoil the ballot.

5. Select OK and record the voter’s information on the spoiled ballot log.

6. Place the spoiled ballot inside the envelope.

7. If needed, reprint voted ballot.

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Reasonable Impediment Declaration (RID)

Processing Voters

z Family Responsibilities

z Accepted form of ID applied for but not received

z Lack of birth certificate or other doc-uments needed to apply for accepted forms of ID

2. To vote a regular ballot, the voter must present one of the IDs from List B (list below, next to the orange arrow) AND execute a RID.

a. If the vote has a reasonable impediment to getting a List A ID and has a List B ID with them, provide the voter with a Reasonable Impediment Declaration form (the white form in #X of the EFB) to complete and then proceed to SCREEN 1, instructions below.

b. If the voter does not have one of the accepted forms of ID from List A or List B, and they do not qualify for a RID, they must vote provisionally (go to page 45).

1. Does the voter have a reasonable impediment to getting a List A ID?

a. If the voter does not have a List A ID, then the voter may be eligible to execute a RID form to use along with a document from List B.

i. To qualify for a Reasonable Impediment Declaration or RID, the voter cannot possess one of the List A IDs. If they have a List A ID, but just don’t have it with them, they do not qualify for a RID.

ii. However, if any of the listed items have pre-vented them from acquiring an identification from List A, then they do qualify for a RID.

z Lack of Transportation

z Disability or Illness

z Work Schedule

z Lost or Stolen ID

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STEP 1: SEARCH manually1. Since the voter does not have a TXDL or a TXID, use

the Search side of the screen.

a. Using the voter’s ID, fill in the:

i. Full birth date information – day, month, year, AND

ii. First three letters of the Last Name

b. Once you’ve entered the search criteria, select the “Search” button

c. Go to SCREEN 2, instructions below.

STEP 2: SELECT VOTER1. Look at the list of voters resulting from the search.

Carefully compare the name on the ID to the names on the list.

a. Select the correct voter’s name and go to STEP 3.

b. If you can’t find the voter on the list, perform an Advanced Search.

STEP 3: PROCESS VOTER—ANSWER QUESTIONS ON THE EPOLLBOOK1. Has Voter provided an acceptable Photo ID? Check the

“No” box

a. A new line will appear “RID form Needed—Has voter provided a completed RID form?”

b. After the voter fills out the RID, check the “Yes” box.

i. NOTE: If you check the “No” box, a window will pop up with the message “Hand the voter a RID form.” When you select “Ok,” the “Process Voter” screen will revert to the search window.

2. Does Voter Registration Name Exactly Match Photo ID?

a. If the name is an exact match, check the “Yes” box and go to #3.

b. If the name is not an exact match, check “No” – The question line will turn yellow

i. Is the Vote Registration Name substantially similar to ID Name?

Processing Voters

The RID form must be completely filled out before the voter can be checked in:

X Voter’s Name

X Reason they cannot obtain ID from List A

X VUID#

X Signature

X Judge must fill out “To be completed by election official” section.

X Add the SRD or Poll Code of the location and the date the voter is voting.

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ii. A voter has a similar name if the voter’s name on the form of ID presented does not exactly match the name as it appears on the ePollBook, but it is sub-stantially similar. Use the following to determine if a voter has a Substantially Similar Name;

iii. If the names are substantially similar, the voter will need to initial the Substantially Similar section on STEP 4. Go to #3.

iv. If the names are not substantially similar, the voter will need to vote a Provisional Ballot (see Page 45). Direct to judge.

3. “Do you currently live at _______?” reading from the screen the street name and apartment number if there is one. Many voters do not want their full address announced in front of a group of strangers.

a. NOTE: the Address on the ID provided by the voter does NOT have to match the voter registration ad-dress

b. If the voter answers “yes,” check the “Yes” box. Pro-ceed to #4.

c. If the voter answers “no,” Check the “No” box.

i. A new line will open with “SOR Needed – Has voter provided a completed SOR form?”

ii. If the voter has not already completed an SOR, Check the “No” box.

1. A window will open directing you to hand them an SOR form.

iii. After the voter fills out the SOR, choose “Ok,” the screen will revert to the Home screen so that you can process the next voter.

4. Voter able to sign – Does the voter have the physical ability to provide a signature. This defaults to “yes.” If the voter is physically unable to sign the ePollBook, check the No box. The line will turn yellow, and you will check the box indicating whether the voter is visually impaired or physically disabled.

STEP 4: SIGNATURE1. Once all the ePollBook questions have been answered,

the “Go to Voter Signature Screen” button will turn green. Select the button.

2. As the voter’s signature screen comes up, tilt the iPad towards the voter so that they can sign the screen.

a. Instruct the voter to verify their information and, once verified, to sign at the “X”.

b. Once the voter has signed, they should select the “Accept” button. The ePookBook will beep to notify you that it is time to tilt the screen back to you.

Processing Voters

3. Substantially similar name: If the voter’s name is not an exact match, the voter will need to initial the box beside the signature box as well as sign in the signature box.

a. The ePollBook will not allow the voter to move forward without initialing the similar name box.

b. If the name is an exact match, and the voter wishes to contest the similar name, they can write an “X.” The “Update Registration” box is not required to continue.

STEP 5: ACCEPT SIGNATURE1. Tilt the screen back to you, and select the “Accept

Signature” button.

STEP 6: BARCODE2. The barcode will display, with the Precinct and Ballot Style

code are listed under the barcode.

3. Using the Barcode Reader attached to the Controller, read the barcode on the ePollBook.

4. Once the barcode is read, the Controller will produce the access code ticket.

NOTE: Ballot paper must be stamped on the back with the Elections Administrator’s initials for Early Voting.

Voter is Ready: Hand the access code and previously-stamped ballot paper to the voter and direct them:

• To vote on one of the Duos on the Line attached to the Controller that produced the access code;

• To put the ballot paper with the arrow facing up pointing away from them into the Duo (demonstrate this when you hand it to the voter); and

• To follow the instructions on the Duo’s screen

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Ballot By MailDuring Early Voting, if a voter applied to vote by mail and a ballot was sent to them, they must cancel the ballot and surrender the ballot.

STEP 1: Look up the TDL or TID card or Search manually

If the “Select” button next to the matching name is red and states “Mail Ballot Requested,” “Mail Ballot Sent to Voter,” or “Mail Ballot Received,” send the voter to the judge.

z Choose the red “Select” button for the correct voter.

As you process voters during Early Voting or on Election Day, you find voters who do not fit into the basic six steps. These voter situations must be handled by the Presiding or Alternate Judge. Below is a guide to which voters must be sent to the judges to process.

Voters Who Must be Processed by Judge

Processing a Voter X Voter does not have an ID from List A.

X If the voter cannot reasonably acquire an ID from List A,

they can use an ID from List B and complete a Reasonable Impediment Declaration (also called a RID).

X If the voter just doesn’t have their ID from List A with them, they can vote a provisional ballot, but can “cure” their ballot within six days of Election Day.

X If the voter doesn’t have an ID from either List A or List B, the voter must vote a provisional ballot.

STEP 1: TDL or TID Lookup or Search manually X If the voter is not found in the ePollBook, they will likely

have to vote a provisional ballot.

STEP 2: Select Correct Voter from the list

X Ballot by Mail - Next to the voter’s name, the “Select” button is red and has the statement “Mail Ballot Requested,” “Mail Ballot Sent to Voter,” or “Mail Ballot Received.”

STEP 3: Process Voter by answering the questionsSTEP 4: Voter provides SignatureSTEP 5: Select Accept Signature buttonSTEP 6: Scan the Barcode using the JBC scanner

JJUUDDGGEE

� If a ballot was requested or sent to the voter, the voter must surrender the ballot before they can vote in person and complete the Request to Cancel Application for Ballot by Mail form.

� Place the completed form and ballot in the Can-celed Ballot Envelope.

� If the voter does not have their mail ballot to sur-render, they may only vote a provisional ballot.

� If the ePollBook shows that we have received a mail ballot from the voter, the voter may only vote a provisional ballot.

Processing Voters

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CLOSING POLLS

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Closing PollsThis Chapter follows the Closing Polls Checklists closely and adds more detail as necessary

The Door1. Close the door at 7:00 p.m. and continue to allow all vot-

ers already in line at 7:00 p.m. to vote.

2. Bring the line of voters inside the building if feasible.

3. Send Greeter to the end of the line to stay to designate the end of the line.

Provide location status to Elections Office at 7:00 p.m.1. Send a “handy message” through the ePollBook: “Still

have voters in line, cannot close Polls” OR “Processed last voter” (meaning the last voter has signed in) depending on your status

Once the last voter has voted, assign workers to perform these tasks: (PJ and AJ should move to next section)

� Remove any trash or debris from voting booths/voting room and discard.

� Place Curbside Voting buzzer, cones, and any other portable ADA remedies inside the voting room.

Closing can be challenging, as you have worked a very long day, and are managing many moving parts to accurately and successfully complete the election. You do not need to rush through the process, but you do need to focus, follow your checklist, and utilize your team to help you quickly and accurately complete the tasks. You will complete and submit the end of the day paper checklist as well as a confirmation checklist on the ePollBook. Checklists must be completed by the two judges.

Closing Polls

� Ballot Bag

� Scan

� Black iPad case with all Pads, MiFi, and charging cables packed inside.

� Completed Election Day Envelopes:

(1) Reasonable Impediment Declaration (RID) – purple label

(2) To Elections Administrator – white label

(4) To Voter Registrar – green label

(5) Provisional Envelope – yellow label

(6) Spoiled Ballot – tan label

� Compensation Sheet

� Judge Supply Box

� Ballot Paper Box with Unused Ballot Paper

� ADA material received at Supply Handout

� PPE Kit

� Yellow extension cord

� Black luggage cart

The Presiding Judge returns the following items to Drop-off at Trini Mendenhall Community Center (Everything you received at Supply Handout). Set these aside as you close down the location.

� Remove any tape or debris from floor mats, roll up, and place in.

� Disassemble curbside buzzer and replace in case.

� Disassemble sneeze guards and replace in boxes.

� Place curbside buzzer case and sneeze guard boxes on top of the Equipment Caddy.

� Remove floor decals and discard.

� Pack up unused PPE and place in travel case.

� Return all unused forms to Judge Supply Box

� Roll sanitizing stand next to Equipment Caddy.

Close Polls on ControllersBoth judges work together on one Controller at a time

1. Select “Menu” at the top of the screen

2. Select “Close Polls”

3. Enter the Close Polls Code and select “Accept”

4. The Close Polls Report will print automatically

5. After the Close Polls Report is finished printing, print the Access Code Summary Report

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� Keep all reports for use in the completing the Recon-ciliation tasks, below

6. Press the red power button on the back of the Controller

IMPORTANT: Wait for the Controller to completely power down and display a black screen before the next step

7. Break down the Controllers:

� Unplug the Barcode Readers and set aside for now

� Using the blue key, turn the lock just right of the tablet

� Unlatch tablet in the upper left corner

� Remove the tablet by lifting up

� Seat the tablet in the compartment

� Use the blue key to lock the tablet in place

9. Unlock the brace on the left of the Controller

10. Shut the Controller

11. Repeat on second Controller

Close the Polls on the ScanBoth judges work on the Scan together

1. Press the blue Poll Worker button on the back of the Scan

2. Check the Scan’s purple tape and replace if low

3. Select “Close Polls”

4. Enter the Close Polls Code and select “Accept”

5. The Close Polls Report will print automatically

� Keep report for use in the Reconciliation tasks, below

6. Press the red power button on the back of the Scan

IMPORTANT: Wait for the Scan to completely power down and displaying a black screen before the next step

7. Break down the Scan:

� Using the blue key, turn the lock just right of the table

� Unlatch tablet in the upper left corner

� Remove the tablet by lifting up

� Seat the tablet in the compartment

� Use the blue key to lock the tablet in place

8. Unlock the brace on the left of the Scan

9. Shut the Scan

Reconciliation (utilize the corresponding report tapes)

1. Retrieve Reconciliation Log and printed report tapes

2. Fill out ALL “After polls close” and “End of Day (PM)” sec-tions of Reconciliation Log

3. Both judges need to sign the log

4. Place Reconciliation Log in white Envelope 2

5. Place reports/tapes in Envelope for Device Reports/Tapes and then put that envelope in the white Envelope 2

Closing Polls

54

Close Polls on ePollBook:1. Close the polls on the Judge’s ePollBook and using the

information on the Reconciliation Log, record the end of the day totals for each Controller:

� Go to “Judge Admin Menu”

� Select “Close the Polls”

� Answer Questions

� Select “Controller & Pollbook End of Day Totals”

� Starting with the white Controller,

� Add Controller

� Enter in totals

� Take Picture

� Click Add Controller

� Repeat steps for second Controller � ONLY AFTER second picture is taken with iPad

� Both judges sign and then Tap Accept

2. Close Polls on other ePollBooks

� Go to “Judge Admin Menu”

� Select “Close the Polls”

� Answer Questions

Securing Controllers 1. For each Controller, complete the following:

� Retrieve the Travel Seal Log from the front pocket of the Binder

� Take a new green seal from the Judge Supply Box

� Document the seal number on the Travel Seal Log

� Place the Travel Seal Log INSIDE the Controller

� Secure the seal arund the handle of the Controller

� Instruct two clerks to place the sealed Controller in the Equipment Caddy.

Packing up the Duos & Booths1. After the Controllers and the Scan are powered down,

power off each Duo by pressing the red power button on the back of the Duo

2. Remove privacy screens

3. Breakdown the Duos by:

� Using the blue key, turn the lock (A) just right of the table.

� Unlatch (B) in the upper left corner.

� Remove the tablet by lifting up.

� Seat the tablet in the compartment.

� Use the blue key to lock the tablet in place.

� Unlock the brace on the left of the Duo.

� Shut the Duo.

4. Remove the Duos from the Booths.

5. Placed the Duos in the Equipment Caddy

6. Disassemble the Booths.

7. Place the disassembled Booths and privacy screens in the Booth Bags

8. Put the Booth Bags in the Equipment Caddy

Finish cleaning room1. Ensure that all equipment has been put away and

all paper, forms, PPE, etc. have been returned to the appropriate place

2. Pick up all signage provided by Elections Office inside and outside of voting room

Timesheet1. Ask Clerks to complete the Compensation Sheet

� On both paper form and ePollBook, estimate time for the night

**When Clerks complete their tasks, they may be released (except Clerk accompanying PJ to the drop off location)**

Securing the Ballot Bag1. Both judges MUST complete this task together

2. Break the red seals on the Ballot Box, documenting on the Record of Election Day Ballot Box Seals

3. Unlock the Ballot Box Lock

4. Open the Ballot Box

5. Remove the gray Ballot Bag (if any ballots have fallen out, place into Ballot Bag)

6. Zip the gray Ballot Bag

7. Take a red seal from the Ballot Box Seals Envelope (in the Judge Supply Box)

8. Using a red seal, seal the Ballot Bag at the point the two zippers come together

9. Retrieve the Scan’s Travel Seal Log from the front pocket of the binder

10. Document the Ballot Bag seal serial number on the Scan’s Travel Seal Log

11. Collapse the Ballot Box by following the instructions on the outside of the Ballot Box

Closing Polls

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12. Place the folded Ballot Box in the ballot box bag and place it in the Equipment Caddy

13. The Ballot Bag will go with the Presiding Judge to the drop off location

Securing the Scan1. Both judges must work on this together

2. Retrieve the Travel Seal Log from the front pocket of the Binder

3. Take a new red seal from the Ballot Box Seals Envelope (in the Judge Supply Box)

4. Document the seal number on the Travel Seal Log and put the Log inside the Scan

5. Secure the seal around the handle of the Scan

6. The Scan will go with the Presiding Judge to the drop off location

Gather these Envelopes and documents to give to clerk at Drop Off (do NOT put in Judge Supply Box; keep separate)

� Envelope 1—Reasonable Impediment Declara-tion (RID) Envelope

� Envelope 2—To Elections Administrator

� Envelope 4—Voter Registration Envelope

� Envelope 5—Provisional Ballot Envelope

� Envelope 6—Spoiled Ballots

� Compensation Sheet (white and yellow copies; pink copy stays with Presiding Judge)

Closing Polls

Update checklist on ePollBook1. On ePollBook, from the main menu, choose “Help

Documents and Videos”

2. Choose “Close Polls” Checklist

3. Confirm for each section that you have completed the tasks

4. Tap “Submit” when completed

5. Continue following paper checklist

Pack up black iPad case1. Place all iPads to sleep by clicking the button on the left

top corner

2. Pack up iPads and place in the black case (no screen showing)

3. Place charging cords and blocks in black case

4. Unplug MiFi, turn off power, and place inside the black case with charging cable

5. The black iPad case will go with the Presiding Judge to the drop off location

Seal Equipment Caddy1. Take one unused green seal from the Judge Supply Box

2. Record the seal serial number on Equipment Caddy Seal Log and place the log in the white Envelope 2

3. Place this completed checklist in the white Envelope 2

3. Seal the Equipment Caddy

4. Place keys inside the envelope inside the Judge Supply Box

A clerk must accompany the Presiding Judge to Drop-off. The clerk can drive separately.

Thank you for your service to the voters of Harris County!

Elections Reference ManualOffice of the Harris County Elections Administrator

1001 Preston, 4th Floor | Houston, TX 77002713-755-5792 | HarrisVotes.net