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Idaho Procedures

Idaho Procedures. M100 OPTICAL SCAN PRECINCT 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 M100 OPTICAL SCAN PRECINCT 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 PCMCIA election definition and results cards must be secured at all times. • Counties must develop written security procedures • Operate in teams • Sign off forms

  4. Certified System Software • M100 version 5.2.1.0 • Election Data Manager, (EDM) version 7.4.4.0. • ES&S Image Manager, (ESSIM) version 7.4.2.0. • Hardware Programming Manager, (HPM) version 5.2.4.0. • Data Acquisition Manager (DAM), version 6.0.0.0. • Election Reporting Manager (ERM), version 7.1.2.1. • Audit Manager, version 7.3.0.0.

  5. 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 - 50 ballots

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

  7. Diagram Ballot Flow • To the polls • To M100 • Absentee ballots • Return to County • To Write-in Board • Duplications – Central Count • Accessible and Secure Storage

  8. Tabulation Plan • Receiving ballots • Ballot preparation of folded absentee ballots returned to the polls • Duplication of blank ballots or damaged ballots - central count • Storage plan that allows access to duplications, originals and write-ins in case of a recount

  9. Accumulating Totals • Reporting on a spread sheet • Data must be entered from the M100 Poll Report by hand and verified • Posting results at the polls • “Unofficial Election Results” • Secretary of State

  10. 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.

  11. Staff Training • Detailed machine training from the vendor • Security and chain of custody procedures • Detail county procedures for: • Security • Ballot flow • Voter responses at the Polls • Data Transport and Reporting, • Accumulation and Backup • Secure Storage – Ballots, Data, Reports, M100 • Mock Election Recommended

  12. Procedure Training Manual • Develop Written Procedures for Staff • Security • Ballot Flow and PCMCIA cards • Testing • Poll Worker Training • Returning Results and PCMCIA cards • Results Accumulation Procedures • Backup & Reporting • Secure Storage

  13. 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

  14. 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

  15. Poll Worker Training • Responding to voters when the M100 indicates a blank or over-voted ballot • Closing the polls • Printing Results Tapes • Tabulating at the polls • Primary Non Partisan Ballots • Valid Write-ins

  16. 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

  17. PRE-ELECTION PROCEDURES • Preventative Maintenance • Calibration by ES&S • Read Heads • Maintenance Documentation • Detail all services - Spread Sheet • Initial State Report and Certification/Zero Report

  18. PRE-ELECTION PROCEDURES • Election Definition Programming • AutoMARK and Audio Ballots • Deadlines and Delivery • Order backup PCMCIA card • Develop a vendor timeline & sign-off • Logic and Accuracy Test

  19. 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

  20. 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 #2 pencil or Blue or Black ink pen • List of approved marking devices

  21. TABULATION • Initial State Report and Certification/Zero Report • Blank Ballots – Voter Response • Over-voted Ballots – Voter Response • System Messages and Errors • Tabulating Write-in Ballots at the Polls • Tabulation of Primary Non Partisan Ballots • Posting Results Tapes

  22. Initial State Report • The Initial State Report confirming the correct election programming will print automatically when the M100 is powered up. • Poll worker signatures are required to verify the M100 is programmed correctly and working properly at the polls.

  23. Blank Ballots • An audio alert will sound and the display will indicate that a blank ballot was detected and offer the voter two choices, Accept or Return.

  24. Over-voted Ballots • The M100 is coded to detect and notify the voter when it encounters an over-voted ballot. • An audio alert will sound and the display will indicate that an over-voted race or issue was detected and offer the voter two choices, Accept or Return.

  25. System Messages and Errors • If a ballot is unable to be processed due to damage, inappropriate marks or M100 problem, an error message will appear and an audio alert will sound. • If the problem is a ballot issue, spoil the ballot and issue the voter a new ballot. • If the display indicates a system message, instruct the poll worker to contact your election office for assistance.

  26. Machine Failure • If an M100 fails at the polls all ballots must be recounted. • Instruct poll workers in the use of the emergency/auxiliary ballot bin during training. • Recount ballots with another M100 at the election office with backup PCMCIA card • Print a zero report to assure no totals are left in the tabulator memory before testing

  27. Results Accumulation • Spread sheet • Tabulating Write-ins at the Polls • Primary Non Partisan Ballots • Posting Results Tapes • Print and Backup • Reports and Spread Sheet • Check and Verify

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

  29. POST-TABULATION • Returning Results Tapes, Ballots and PCMCIA Cards • Returning the M100 and Ballot Box • Results Accumulation and Reporting • Verify Write-in Totals • Verify Non Partisan Totals • Retain Ballots and All Documentation

  30. BEST PRACTICES • Information Web Site • ES&S Portal Web Site • The U.S. Election Assistance Commission • Prepare Detailed Plans and Procedures • Incident Contingency Plans • ESS Recommended Marking Devices

  31. 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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