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Idaho Procedures

Idaho Procedures. M650 GREEN LIGHT OPTICAL SCAN TABULATOR. OVERVIEW. Security and Chain of Custody Plan Certified System Software Version Acceptance Testing Ballot Management Plan Tabulation Plan Documentation Plan Staff Training Poll Worker Training Voter Information Campaign.

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Idaho Procedures

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  1. Idaho Procedures M650 GREEN LIGHT OPTICAL SCAN TABULATOR

  2. OVERVIEW • Security and Chain of Custody Plan • Certified System Software Version • Acceptance Testing • Ballot Management Plan • Tabulation Plan • Documentation Plan • Staff Training • Poll Worker Training • Voter Information Campaign

  3. Security and Chain of Custody • Election computers, computer ballots files, ballots, tabulator(s), and all election definition and transfer zip disks must be secured at all times. • Counties must develop written security procedures • Operate in teams • Sign off forms

  4. Acceptance Testing • Validate the performance of the system before acceptance. • The purpose of acceptance testing is to ensure that the entire system is reading ballots, tabulating and reporting as specified. • Function test with test deck • Load test – 1000 ballots • Partial Acceptance of M650 and ERM

  5. Plan • Ballot Management Plan • Ballot PDF • Actual Size Ballot Proof • Approval • Testing • Transport to and from the polls

  6. Diagram Ballot Flow • Election Day Ballots • Absentee Ballots • Sorting for Damaged Ballots • To M650 • To Duplication Board • To Write-in Board • Exception Ballots • Accessible and Secure Storage

  7. Tabulation Plan • Receiving ballots • Ballot preparation of folded absentee ballots • Exception Ballots • Duplications • Write-ins • Un-readable by machine • Storage plan that allows access to duplications, originals and write-ins in case of a recount

  8. Exception Ballots • An “Exception Ballot” is defined as any ballot that stops the tabulator and requires review. • Scanner operators should not review ballots. • “Exception Ballots” should be placed in bins and sent to the resolution board. Include blanks, write-ins, indeterminate read errors, channel read errors and ballot style errors.

  9. Documentation Plan • Insure that all security procedures, test data, tabulator reports, transfer data, public reports and results are verified, documented, archived and accessible for review. • Retain election documentation for 22 months.

  10. Staff Training • Detailed machine training from the vendor • Security and chain of custody procedures • Ballot flow detailing county procedures for: • Security • Ballot flow • Duplication and Exception Ballots • Tabulation, Backup and Reporting • Secure Storage – Ballots, Data, Reports, M650 • Mock Election Recommended

  11. Procedure Training Manual • Develop Written Procedures for Staff • Security • Ballot Flow and • Testing • Duplication and Write-in procedures • Data Transfer Procedure • Results Accumulation Procedures • Backup & Reporting • Secure Storage

  12. Poll Worker Training • It is the responsibility of the county to insure that each voter receives a demonstration and knows how to properly cast a ballot that will be tabulated by machine. • Required Demonstration at polls

  13. Poll Worker Training • How to properly mark an optical scan ballot by completely filling in the oval • How to request a new ballot if they make any mistake • Not to erase or use “Xs” or check marks • To carefully check their own ballot for stray marks

  14. Voter Information Campaign • Follow Marking Instructions • Check Your Ballot For Stray Marks • Ask For A New Ballot If You Make A Mistake • A Properly Marked Ballot Will Be Counted Properly • idahovotes.gov

  15. PRE-ELECTION PROCEDURES • Preventative Maintenance and Calibration by ES&S • Maintenance Documentation • Detail All Services • Spread Sheet

  16. PRE-ELECTION PROCEDURES • Election Definition Programming • AutoMARK and Audio Ballots • Deadlines and Delivery • Order 2 zip disks • Develop a vendor timeline & sign-off • Logic and Accuracy Test

  17. Logic and Accuracy Test • A public test is required by Section 34-2417 • Vendor’s test deck to check programming and ballots - ASAP • State test deck to develop county test deck • County test deck to confirm programming and ballots for all precincts and rotations with the actual ballots • State test deck for public tests • Demonstrate at least one precinct

  18. Logic and Accuracy Test • Counties with Multiple M650s • Run L&A Through ERM Reporting • Burn a CD-ROM with Results • Validate Expected Results with Results Saved to CD-ROM • Save Test Data

  19. Marking Devices • Counties are to provide voters at the polls with ES&S approved marking devices • Absentee voters are to be instructed to use a Blue or Black ink pen or #2 pencil • List of approved marking devices

  20. TABULATION • Logic and Accuracy Test • Ballot Preparation • Inspect for Damaged Ballots • Sort Switches • Blank Ballots • Write-ins (if any) • L&A same positions • Expected Results – 1 blank - 1 write-in

  21. All Ballots that Stop the M650 • Send to review boards • Counties are to continue to use the existing ballot duplication procedures for ballots that are unreadable by machine.

  22. Exception Ballots • Blanks • Duplicate and Original ballots • Valid write-in • “Invalid Ballot Style” error • “Code Channel” error • “Indeterminate Read” errors

  23. Tabulation of Duplicated Ballots • Plan for Duplicates and Originals • Diagram ballot flow back to tabulator • Avoid crossing counted and uncounted ballots • Do not mix originals and duplicates • Diagram ballot flow to storage • Accessible storage for review

  24. Results Accumulation • Spread sheet – single M650s • Election Reporting Manager (ERM) software • Data transfer log to track all transfer disks from each tabulator for each transfer to confirm data verification and backup • Print and backup reports • Check for anomalies or inconsistencies • ERM – Burn a CD-ROM

  25. “Unofficial Election Results” • Election Night Public Reports • Report “Unofficial Election Results” to the Secretary of State Election Night

  26. POST-TABULATION • Logic and Accuracy Test • Retain Ballots • Save Results Reports • Save Test Documentation • Save all ERM files to CD-ROM • Re-create the Election if Necessary • Incident Contingency Plans

  27. BEST PRACTICES • Information Links • Prepare Detailed Plans and Procedures • Pre-Election Testing and Reporting • Election Day • Data Transfer to Election Reporting Manager • ES&S Recommended Marking Devices • Sample Tracking Spread Sheet

  28. Everything Posted On-Line Check Often Link at bottom of SOS elections page lower right. County Clerk Election Resources & Training Materials Or bookmark www.idsos.idaho.gov/elect/clerk/clerkinfo.htm

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