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
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
Certified System Software • M100 version 184.108.40.206 • Election Data Manager, (EDM) version 220.127.116.11. • ES&S Image Manager, (ESSIM) version 18.104.22.168. • Hardware Programming Manager, (HPM) version 22.214.171.124. • Data Acquisition Manager (DAM), version 126.96.36.199. • Election Reporting Manager (ERM), version 188.8.131.52. • Audit Manager, version 184.108.40.206.
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
Plan • Ballot Management Plan • Ballot PDF • Actual Size Ballot Proof • Approval • Testing • Transport to and from the polls
Diagram Ballot Flow • To the polls • To M100 • Absentee ballots • Return to County • To Write-in Board • Duplications – Central Count • Accessible and Secure Storage
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
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
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.
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
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
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
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
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
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
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
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
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
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
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
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.
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.
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.
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.
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
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
“Unofficial Election Results” • Election Night Public Reports • Report “Unofficial Election Results” to the Secretary of State Election Night
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
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
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