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Optical Scan Ballot

Optical Scan Ballot. Establish Election Precincts Absentee precincts Mail ballot precincts April 1 Confirm Printing Agreement with Printer Printer needs time to order ballot paper stock. January Prior to Primary Election. Election Systems & Software. Contact regarding:

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Optical Scan Ballot

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  1. Optical Scan Ballot

  2. Establish Election Precincts Absentee precincts Mail ballot precincts April 1 Confirm Printing Agreement with Printer Printer needs time to order ballot paper stock. January Prior to Primary Election

  3. Election Systems & Software • Contact regarding: • Memory Pacs (if applicable) • Maintenance on Scanner

  4. February Prior to Primary Candidate Filing • ES&S in conjunction with the Secretary of State has developed the uniformed ballot format.

  5. March Prior to Primary Election • Check turnout in a year where similar offices appeared on the ballot. • What has the increase in registered voters been since similar election? • Remember test deck & sample ballots. • County Commissioners authorize suitable number of ballots.

  6. March 6th thru March 17th • Candidates filing with Secretary of State will be updated and may be viewed throughout the filing period on the Secretary of State’s website.

  7. March 17th - Last day of filing • Secretary of State will mail counties a sample ballot. • Sample ballot will provide format and text (except candidate names) that shall appear on the ballot. • A listing of offices and the order in which they should appear on the ballot will accompany the sample ballot.

  8. Counties to Provide to ES&S • The following information can be faxed: Immediately forward the list of federal, statewide, judicial and legislative candidates along with your respective county candidates and issues to ES&S. • the number and names of precincts • the number of registered voters by precinct • specify ballot style to be used for absentee precinct(s) (if applicable). • instruct ES&S where the files for printing should be sent

  9. Uniform Ballot Format • ES&S in conjunction with the Secretary of State has developed the uniformed ballot format.

  10. Ballot Format Modifications • Modification of the format may be necessary depending on county candidates and issues. • Other than inserting the office title of a county office not on the sample ballot -modification of the ballot should be approved by the Secretary of State.

  11. Ballot Rotation • ES&S will use the Minnesota algorithm in rotating candidates on optical scan ballots. • Number of registered voters by precinct is required.

  12. Ballot Proofing • ES&S will prepare a proof for each ballot style. • Proofs are emailed and checked by the County Clerk.

  13. ES&S Ballot Approval • County Clerk has the sole responsibility for approving the ballot files to be used by the printer in the printing of ballots. • ES&S will email the approved files to the designated printer.

  14. Printer • County provides printer with: • Sample ballot. • Number of Precincts • Number of ballots required for each precinct. • Instructions to forward Secretary of State a specified number of ballots from one precinct for use in preparing a test deck.

  15. Ballot Approval • Printer will provide a proof, prior to printing, of each ballot style. • County will sign-off on proofs for printing of ballots.

  16. Printing Absentee Ballots • Depending on time constraints, printer may only initially print absentee ballots in order to facilitate timely absentee voting. • Goal is to allow 45 days ballot transit time

  17. ES&S Test Deck • ES&S provides chip/memory pacs or e-mails program for scanner(s) • ES&S provides test ballots for each precinct.

  18. SOS Test Deck • Secretary of State provides a test deck with predetermined results for one precinct. • Secretary of State instructs clerk to create a similar test deck for each precinct.

  19. Precinct Testing • Clerk marks ballots for each precinct and tabulates. • Individual precinct testing is done upon receipt of chip/memory pac(s) or e-mailed program.

  20. Testing Errors • Tabulation errors are reported immediately to ES&S.

  21. Public Logic and Accuracy Test • Done after the pre-testing of the tabulation equipment • Using the Test Deck provided by the Secretary of State • Notify political party representatives, candidates and public that they may attend • On election night before tabulation and after tabulation

  22. General ElectionJuly • Begin communication with ES&S and Printer for General Election • Counties may send Memory PACs back to ES&S after the deadline to file for a recount or a contest of election has expired.

  23. Printing Agreement • Confirm Printing Agreement with Printer • Printer needs time to order ballot paper stock.

  24. September • Not later than September 7 the Secretary of State will provide a sample ballot and certify federal, statewide, legislative (judicial if applicable) candidates and the text to appear on the ballot for statewide measures (if applicable).

  25. Uniform Ballot Format • ES&S in conjunction with the Secretary of State develops the uniformed ballot format.

  26. Ballot Format Modifications • Modification of the format may be necessary depending on county candidates and issues. • Modification of the ballot should be approved by the Secretary of State.

  27. Ballot Printing • The same process followed in the primary election should be followed in the printing of the general election ballot. • Note: In addition to proofing candidate names, text on statewide measures should be proofed with text on sample ballot.

  28. Counting Center • Establish and follow procedures • Receiving Board • Log In Board • Ballot Preparation Board • Duplication Board • Scanner Operator • Write-in Board

  29. Receiving Board • Receive the sealed ballot container • Record • Precinct • Time Received • Seal Number • Name of Individual Delivering • Name of Individual Receiving

  30. Log In & Ballot Preparation Boards • Log In Board • Record Precinct • Break Seal and Remove Ballots • Preparation Board • Prepare ballots for scanning

  31. Scanner Operator • Record precinct and time received • Check that Only the Following Sort Switches are Selected: • BLANK BALLOT (always) • WRITE-IN (only if a write-in is declared)

  32. Scanner Operator (cont.) • Options for processing duplicate ballots (be sure to turn off Blank Ballot Switch) • Proceed with the scanning of all precincts. All duplicate ballots will go back to the scanner for a second pass at one time. • Wait until ballots are returned from duplication board to finish processing precinct.

  33. Scanner Operator (cont.) • Record the time all ballots (including duplicate ballots – under option 1) have been processed. • Record the total number of ballots counted, by precinct, under options 1 and two.

  34. Duplication Board • Duplicate • Damaged ballots • Ballots marked with a non-detectable marker • Identify original and duplicate ballot with precinct and identifying number • Return the new reproduced ballot to scanning operator

  35. Write-in Board • Record the number of write-in votes for declared candidates • For each individual • By precinct • Place the write-in ballots, which have been processed, into the ballot container

  36. Tabulation Complete • All ballots should be sealed in precinct container. • Election night reporting thru the Internet

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