Municipal Election Department

Poll Worker Training Manual for TYPE OF ELECTION

November 4th, 2008

Election Day Phone Numbers: For Problems or Questions

about scanners or Ballots555-555-5555

Poll Worker Issues555-555-5555

Interpreters’ Phone Bank555-555-5555

Dear Poll Worker:

Thank you for serving your community as a poll worker on Election Day.

In this manual you will find the following information:• The duties and responsibilities of being a poll worker.• How to run an election in your precinct.• How to operate the voting machines in your precinct.• How to assist voters in various situations on Election Day.

The OathAs a poll worker, you are part of ensuring one of the most precious rights we enjoy as United States citizens: the right to choose our elected officials freely and without obstruction or influence.

When you attend your training session, you sign an agreement to respect the rights of all voters, and to make sure that you allow them to cast their votes freely, and without influence or obstruction, as well as promising to respect their right to bring their own assistance to the polling location.

Your training officer will administer the Oath to you at your training session:

“I solemnly swear that I will support the Constitution of the United States and the Constitution of the Commonwealth of Massachusetts and that I will faithfully and impartially discharge the duties imposed upon me by my appointment as an Election Officer of the MUNICIPALITY, according to the Laws of this Commonwealth, so help me God.”

Table of ContentsElection Laws 4

General Requirements of Poll Workers 6Impartiality of Election Day Officers............................................................7Overview of the Election Day Officer Team................................................8Duties and Responsibilities of Election Day Wardens................................8Duties and Responsibilities of Election Day Clerks....................................9Duties and Responsibilities of Election Day Inspectors...........................10Duties and Responsibilities of Election Day Interpreters........................11Duties and Responsibilities of the Police Officer......................................12

Additional People at a Polling Location 13Opening 17

Setup for the Opening of the Polls.............................................................17Set up the Accu-Vote Optical Scanner.......................................................19Set up the Check in Table...........................................................................21Check the Arrangement of the Polling Place............................................22Handicapped Access....................................................................................23Polls Open.....................................................................................................24

Voting Sequence 24Instruction and Assistance for Voters 25

Providing Language Assistance..................................................................25Interpreters Phone Bank.............................................................................26Helping People with Disabilities.................................................................27

Common Problems/Possible Scenarios on Election Day 28If a Person Comes in to Vote who is Not on the Voting List....................28If you see “AV” (ABSENTEE VOTER) or “DECEASED” Next to Voters’ Name.............................................................................................................28If a Voter asks how to Write-In a Candidate.............................................28If you see “ID” Next to the Voters’ Name.................................................29If there is an “I” (INACTIVE) Next to Voters’ Name..................................29How to Use a Provisional Ballot..................................................................30How to Issue a Challenge Ballot (“CV”).....................................................31

Pre-Closing and Closing of the Polls 33Process Absentee and “SQV” Ballots Before 3pm If Possible..................33Keep Track of all your ballots all day........................................................33Close your Polls at 8:00 pm........................................................................33Closing the Polls..........................................................................................34Warden’s Group...........................................................................................35Clerk’s Group...............................................................................................36Inspectors’ Group........................................................................................37

Terminology 38Poll Worker Worksheet 40

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Election Laws

Election Laws

The MUNICIPAL Elections’ Commissions’ Goals: To Hold Free, Fair, Efficient Elections, To Encourage Voter Participation, and To Uphold the Laws of MUNCIPALITY, the Commonwealth of

Massachusetts, and the United States of America.America is a nation of immigrants. The common bond we all share as Americans is that we all came from somewhere else. Our families may have come to this country five generations ago, or it may have been five years ago.

Some families came to avoid religious or political prosecution in their homelands. Some came to escape war or famine. Some came searching for economic opportunity. Some of our ancestors were brought here by force, in bondage, and have had to struggle for the freedoms we all enjoy.

The most precious freedom we hold, as Americans, is our right to vote, free of interference, pressure, or obstacles.

To ensure and protect the right to vote, the United States has enacted several laws governing voters’ rights. In this section, we cover the basics of each law. The following descriptions of laws governing voting rights have been excerpted from the U.S. Department of Justice’s website.

The Voting Rights Act (1965)The Voting Rights Act was passed by Congress in 1965, at the height of the Civil Rights Movement in the South. President Lyndon Johnson called for the passage of a strong federal voting rights law after police in Selma, Alabama used violence to disperse a peaceful march on the Edmund Pettus Bridge. The marchers were just beginning a 50-mile walk to the state capital to demand equal rights in voting. The brutality of the day’s events shocked the country, and prompted the passage of the Voting Rights Act.

The Voting Rights Act protects all Americans against racial discrimination in voting. This law also protects the voting rights of persons with limited English skills. It stands for the principle that everyone’s vote is equal, and that neither race nor language should shut any voter out of the political process.

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Election Laws

National Voter Registration Act (1993)Also known more familiarly as the “motor voter” law, this law requires the states to make voter registration easier for all Americans. It allows for persons to register to vote at the time they obtain or renew a driver’s license, or apply for other government services. It also says the states must not take registered voters off the rolls just because they have not voted, and it requires states to keep the voter rolls updated by removing deceased voters, and those who have moved away.

Uniformed and Oversees Citizens Absentee Voting Act (1986) This law requires states to make sure that members of the military who are stationed away from home, and other citizens who are living overseas, can register and vote absentee in federal elections.

Voting Accessibility for the Elderly and Handicapped (1984)This law requires that polling places across America be physically accessible to persons with disabilities. Pathways must be free of obstruction, passages must be wide enough to allow access for a wheelchair, and signs must be posted at a height to allow for a person using a wheelchair to read it. Each polling site must have an easily accessible voting booth at a height that will accommodate a wheelchair user.

Help America Vote Act (HAVA) (2002)Among other provisions, HAVA outlines the rare circumstances when voters must produce identification, and gives voters who believe they should be allowed to vote but whose names are not on the voting list the option of using provisional ballots.

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General Requirements of Poll WorkersGeneral Requirements of Poll Workers

Arrive on Time. All Poll Workers must report to their polling location by 6:00 AM to make sure the poll is open by 7:00 AM, as required by law. If any worker has not arrived by 6:15 AM, the Warden or Clerk should call the Department at XXX-XXX-XXXX.

Only Authorized Personnel may Work. No person may work without authorization from the Department. Only poll workers whose names are on the official list may work at a polling location. Any other worker should call the Election Department.

Be Professional and Polite to Each Other and to Every Voter. Poll Workers should be polite and professional to give voters a good experience and run a fair election.

Dress Appropriately. Please dress in a way that demonstrates respect for the electoral process. Never wear a T-shirt, pin, hat, ribbon or anything else that promotes a particular point of view, or shows support or opposition to a candidate. All Poll Workers must wear a name tag with your name and position. If you are working in a multiple-precinct location, please include your Ward and Precinct number.

Be respectful. Please treat voters and other poll workers with respect and courtesy. You are ambassadors on behalf of the MUNICIPALITY.

Work as a Team. The success of the Election begins and ends with how well your polling location operates. This means working together as a team. Poll Workers and the Election Department work together.

Be Sensitive to Diversity. All poll workers should respect the differences in language and appearance that make us a strong community. Be helpful to voters who need a little more time to vote. There will be Interpreters available at many locations. Please make help voters use their services when needed. Please be sensitive and helpful to persons with physical or mental disabilities. The electoral process should be open and welcoming to all voters. A WARM SMILE AND GREETING IS UNIVERSAL!

Use cell phones in emergencies only. Personal cell phone use must be limited to emergency situations. If you need to make a long call, you should arrange to do so during your breaks or lunch. Please turn off all ring-tones in the polling place.

Potential Problems: If a Warden suspects that a poll worker is under the influence of alcohol or drugs, or is acting disrespectfully towards the voters, the Warden should contact the Election Department so that the worker can be relieved from duty. The Warden may ask the Police Officer at the polls to

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General Requirements for Poll Workersconfirm the Warden’s assessment and assist in removal of the worker, if needed.

Finish Strong: All Election Day workers are expected to remain at the polls through the conclusion of voting, stay until ballots are counted, and assist in closing the polls. The Warden will dismiss you when work is done.Impartiality of Election Day Officers

The most important role of all Election Day workers is to conduct the election fairly. The voters are relying on you to maintain an atmosphere free of influence – and the law requires that you be fair and impartial.

• Poll Workers cannot wear pins, buttons, ribbons or apparel promoting a particular point of view or supporting or opposing a candidate or political party.

• Poll Workers are not permitted to speculate, or make statements, regarding the possible number of votes for any candidate or make predictions about the winner.

• Any attempt to influence voters will not be tolerated, and will result in the worker being permanently disqualified from working for the Elections Department.

• Poll Workers are allowed to assist voters who may have difficulty voting. If at all possible, two Poll Workers should be present. Please use posted signs or Specimen Ballots to explain filling in the oval, writing-in a candidate, or placing a sticker for a sticker campaign. Never suggest specific candidates.

• Poll Workers are only permitted to give out the public counter number on the display window of the optical scanner. Poll Workers are not to provide names of those who have voted, or not voted.

• Only authorized personnel (Poll Workers, Police Officers and Election Department personnel) and voters are allowed in the voting area. Observers will remain in an area determined by the Warden.

• Remember the 150 feet rule for campaigners. From time to time, a Poll Worker should check to make sure that campaign workers do not impede voters’ clear access to the polls. Politely ask campaigners to step back. If necessary, ask the Police Officer at your polls to assist you.

• Please DO NOT discuss the ongoing election or the candidates. Voters or observers could misinterpret such discussion and think you are trying to influence the outcome. All Election Department representatives must remain impartial and should be perceived as being impartial by the public.

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General Requirements of Poll WorkersOverview of the Election Day Officer Team

Duties and Responsibilities of Election Day Wardens

The Warden is the Chief Election Officer at the polling location. The Warden supervises other poll workers before the polls open, during the Election, and while the ballots are being processed. The Warden is responsible for maintaining order and ensures that Poll Workers, voters, and others comply with all election laws. The Warden may employ Police assistance, if necessary.

The Warden: Makes sure that all required

signs are posted properly. All materials contained in your small Silver Supply box must be posted.

Makes sure that all required materials are available and ready for use.

Assigns other Election Day Officers to their stations, supervising them to make sure tasks are being performed properly.

Creates a break schedule, including time for meals and time for the poll workers to vote.

Makes sure that no unauthorized persons are within the voting area and that no campaign materials are inside or displayed within 150 feet of the door to the polling place, and that no electioneering is taking place within that area.

Prevents interference with the voting process

Oversees the completion of forms, and handling of Challenged and Provisional Ballots, and makes sure that voters omitted from the list are properly helped.

Makes sure no one tampers with Accu-Vote ballots, specimen ballots or instruction cards.

Makes sure that no unauthorized information is given out by any member of the precinct team, other than the number displayed on optical scanner, which is available upon request.

Makes sure no one uses a personal cell phone in the voting area, and ensures that poll workers put their cell phones in a non-ringing mode or turn them off.

← Makes sure there is no smoking

and no intoxicating liquors present.

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General Requirements for Poll Workers

Makes sure that Poll Workers and Interpreters refrain from expressing personal opinions about the Election, the candidates, or the voting system.

Designates the Clerk to be in charge when the Warden is absent from the polls.

Duties and Responsibilities of Election Day Clerks

The clerk is the record-keeper of the polling location.

The Clerk: Keeps a record of all facts (see

list below) related to the proceedings of the Election, as the law requires.

Notes any unusual happenings during the Election, such as voter-related issues or optical scanner malfunctions.

Keeps a complete record of Provisional and Challenged Ballots.

Fills out the Clerk’s Book and Payroll Record as well as any other forms.

Makes sure all Poll Workers and Interpreters sign in and fill out all required information.

Reads and records the Ballot Box register before and after the Election.

Checks off the names of voters at the Check-In Table. The Clerk announces the address and name of the voter in a clear, strong voice so that it can be heard by poll checkers or observers.

Assumes the responsibilities of the Warden in the Warden’s absence.

Over the course of the day, the Clerk should record all important events in the Clerk’s Book, including:

Incidents of upset or disgruntled voters with as much contact information as possible

Observers and poll checkers present and from what organization Time in and time out of your Poll Workers Any constructive advice you can offer to the Department to make the

work at your precinct go more smoothly At the end of the day, the Clerk should tally the ballots and

voters in the Clerk’s Book.

The Clerk’s Book should NEVER be returned blank!

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General Requirements of Poll WorkersDuties and Responsibilities of Election Day Inspectors

Inspectors receive all work assignments from the Warden. When the Warden is absent, the Clerk gives work assignments to Inspectors. Inspectors, like clerks and interpreters, work on Election Day until dismissed by the Warden unless other prior arrangements have been made (for example, a half-day shift).

Inspectors help prepare the voting location for opening. Some of these responsibilities include:

· Hanging signs in accordance with legal requirements according to directions to be provided by the Warden or Clerk.

· Counting ballots.· Making sure there are no obstructions in the path of disabled voters.

Once voting begins, the Inspector may be:· Assigned to the Check-In table. Once a voter has checked in, the

Inspector will hand the voter a ballot and a secrecy sleeve, and direct the voter to a voting booth. After each voter leaves the booth, the Inspector should make sure that no campaign materials were left behind.

· Assigned to the Check-Out table. The Inspector, working with the

Police Officer, will make sure that each voter has checked out before placing the voter’s ballot in the optical scanner to be counted.

· Periodically throughout the day, Inspectors should check to make sure that access for disabled voters is maintained, that any separate entrances for disabled voters remain open, and that access to the polling location is not impeded by campaign workers. Inspectors will perform other tasks as requested by the Warden.

In all matters regarding eligibility to vote, Inspectors should defer to the judgment of the Warden and/or Clerk. It is the Warden’s responsibility to determine how to appropriately proceed in any unclear situation.

At the closing of the polls, at the direction of the Warden, Inspectors should:· Remove signs and clean up.· Pack up materials.· Help the Clerk check ballot and voter counts.

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General Requirements for Poll WorkersDuties and Responsibilities of Election Day Interpreters

Interpreters provide assistance to MUNICIPAL voters, many of whom may be elderly and may need assistance in interpreting their ballot. Interpreters help the City of Boston meet its responsibility under the Memorandum of Agreement with the Department of Justice.

Election Day Interpreters are not required to be registered Massachusetts voters. Those who are not registered voters may not perform all the responsibilities of Election Day Officers.

Interpreters: Like other poll workers, may be

asked to help with tasks such as posting and taking down signs, checking periodically to make sure that access for disabled voters is maintained, and in general, welcoming voters.

If any Election Worker, or Interpreter, senses that a voter appears to be hesitant or unsure due to language concerns, the Interpreter should introduce him or herself and explain that interpretation services are available.

Should familiarize themselves with posted information such as how to mark a ballot, as well as the posted Specimen Ballot, in order to answer any questions that the voter may have.

Should work with another Poll Worker at any time that the voter has a ballot in hand and still needs assistance.

Must be sure to make no attempt to influence the voter in any way, or to provide information that is not on the ballot.

Because some Interpreters are working partial shifts, please make sure to inform the Warden and Clerk of your schedule when you arrive at the polls. Also, please make sure that you fill in information on the cover of the Clerk’s Book, as well as on the Payroll Record (these documents should be in the possession of the Clerk).

What is the difference between interpreters and other poll workers?Election Day workers called “Interpreters” are available for voters who have limited English, to help them understand the ballot and understand how to mark it properly. They are also available to help other poll workers communicate with the voter in the event that there is a problem with the voter’s voting status or a need to do a Provisional Ballot, etc.

What tasks cannot be done by Interpreters? Interpreters may not check off voters on the voting list or staff

either the Check-In or Check-Out Table. Interpreters may not hand ballots to the voters or assist voters in

using the optical scanner, unless doing so in cooperation with another poll worker.

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General Requirements of Poll Workers Of course, bilingual or multilingual Inspectors may assume any of

these duties, as assigned by the Warden.Duties and Responsibilities of the Police Officer

A Police Officer is assigned to every precinct in the MUNICIPALITY.

The Police Officer delivers your election materials. If the Officer has not arrived with your materials by 6:15AM, contact the Election Department at 617-635-3002 right away.

The Police Officer sits at your Check-Out Table with another Poll Worker. The Police Officer does not sit at the Check-In Table. The Officer makes sure that the voter’s name is checked off one more time before the ballot is put into the optical scanner.

The Poll Worker assigned to the Check-Out Table will assist voters at the scanner, as needed.

The Police Officer should never handle ballots or stand over the scanner.

Under the direction of the Warden, the Police Officer will maintain order in and around the polling location, and should periodically be asked to make sure that campaigners are not blocking access for voters.

When the Warden declares the polls closed, the Police Officer will secure the end of the voters in line, and make sure that voters who are in line by 8:00 PM are admitted.

The Police Officer will return all ballots, the optical scanner, and other election materials to City Hall after the Warden, Clerk, and other poll workers have finished closing down.

While the Police Officer fills several important roles on Election Day, the Police Officer does not play any role in determining who is, or is not, eligible to vote. The Police Officer does not ask voters for identification. Like the Warden, the Clerk, Inspectors, and Interpreters, the Police Officer should never tell voters who to vote for or who to vote against, or advocate for or against any question on the ballot. The Police Officers have not been trained in Election laws and protocols.

Wardens should never give up their authority to the Police Officer!

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Additional People at a Polling LocationAdditional People at a Polling LocationObservers and Poll CheckersTo achieve the legal requirement that the Election be held in public view, observers are allowed inside the polling place unless they are disorderly or obstruct voters’ access. There are several types of observers:

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Additional People at a Polling LocationOrganization ObserversSome observers represent organizations who are interested in making sure that voting rights are being maintained and that elections are free and fair. These observers come from community organizations, voting rights organizations, and advocacy groups.

Organization Observers Usually request an authorization

letter from the Election Department; however, they are not required to do so.

Are allowed to take notes, and may bring their own voting lists.

Inside the voting area, Organization observers should not interact with voters, nor should they attempt to interview Election Day workers.

May, in an unobstructive manner, speak to the Warden, during lulls in the flow of voters.

Most Organization observers will have a telephone number to reach the Election Department.

Wardens should contact the Election Department regarding any observer who is interfering with the smooth flow of the Election.

Outside the polling location, Organization observers may interview voters with the voter’s permission.

The MediaReporters and other members of the news media may observe within and around polling locations, but only if they do not interfere with Election Day operations. They may not disrupt Election workers, or block the clear path of travel for voters. The media plays an important role in the elections process, and they should be treated with politeness and respect.

If asked, you may give out the number of ballots cast shown in the display window of your scanner. You may not give out the names of any people who have voted or any other information about the vote.

Reporters sometimes try to get poll workers to speculate on the size of the vote, or to guess about which candidates will win, etc. Do not do this. What you perceive as an innocent conversation may appear in the media as being less than impartial. You may risk your future assignment as an Election Day Officer by making statements that can be misconstrued.

You may direct members of the media to contact the Elections Department. If members of the media are present for a significant time, if television cameras arrive, or if you have any questions, you should inform the Elections Department.

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Additional People at a Polling LocationPoll CheckersMany candidates choose to have observers or “Poll Checkers” at various polling locations. Poll Checkers usually keep a tally of which voters have turned out so that their campaigns can continue to contact voters they have identified as favorable to their candidate to remember to vote. They may have an authorization letter, but are not required to have one.

· Poll Checkers may bring their own list of voters (provided by the campaign that they represent) and mark it.

· Poll Checkers may not bring in any campaign materials, literature, pins, signs, t-shirts, or anything else promoting a candidate.

· Poll Checkers should not interact with voters in any way. They may not ask voters for names and addresses.

· Poll Checkers may listen for the Clerk to announce each voter’s address and name.

· Poll Checkers should not ask poll workers to repeat information, because this can confuse voters and slow the flow of voting.

· Poll Checkers should have all cell phones turned off. They should not make or receive any calls in the polling location.

· Poll Checkers may Challenge voters, but must follow the protocol outlined in the Section on Challenged Ballots.

· In the event that space does not allow for all Poll Checkers to be accommodated, the Warden may ask Poll Checkers to take turns and share information.

· The Warden may order the removal of any Poll Checker who is disruptive of the voting process.

Role of Observers at Poll ClosingMembers of the public, including members of all observer groups listed above, are allowed inside the polling place after the polls close. The public may observe from outside the voting area. All observes at the closing of the polls should refrain from any comment. They should not attempt to interact with the poll workers as they perform their duties. Only Poll Workers may touch the voting machines. All ballots cast must be kept in full view of the public while the counting is going on.

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Additional People at a Polling LocationCandidates and their Workers’ Rights and Restrictions

No campaign literature, buttons, signs or other material regarding the ongoing election may be displayed within 150 feet of the building’s entrance door.

Wearing, giving out, or posting materials about candidates or questions on the ballot and/or collecting signatures for petitions or nomination papers is expressively prohibited within 150 feet of the polling place (MA General Laws Chapter 54 Section 65).

Candidates and their supporters may never block access to polling places. They may never block or hinder voters on their way in or out.

Electioneering – asking voters to vote for or against a candidate or a ballot question – is prohibited within 150 feet of a polling location.

Please note that no candidate should be inside your polling location to shake hands, “thank Poll Workers,” etc. This constitutes campaigning. Any candidate who does so should be asked to leave the Precinct.

The Police Officer should enforce these rules under the direction of the Warden.

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OpeningOpeningSetup for the Opening of the Polls

Open and Check the Small Silver Supply BoxWhen you arrive at your polling location, a small silver supply box will be on-site. This silver box is now used for supplies. It will containPlease check the silver box carefully and make sure all the materials

listed above have been included. Keep a list of any items that are missing and report any missing items to the Election Department at XXX-XXX-XXXX.

Open and Check the Big Gray Ballot Box.The Police Officer assigned to your polling location will deliver a large Gray Ballot Box. This Gray Ballot Box will contain:

Your ballots (English/Spanish, English/Chinese, and English/Vietnamese) as required by your polling location.

If your Precinct has been determined to require English/Chinese and or English/Vietnamese ballots, they will be located in a large manila envelope along with appropriate signs and forms in these languages.

The Clerk’s Book Voting Lists (Check-In and Check-Out)

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Signs All envelopes you will need during

the course of the dayEnvelope A (blue bag)Envelope BSpoiled Ballot envelopeHand-Counted ballot

envelopeUsed ballot envelopeWrite-in ballot envelopeBallot envelopes

Secrecy sleevesAffirmation of Current and

Continuous Residence formsMaterials for issuing Provisional

BallotsBlank voter registration formsThe polling location listThe street directory“Tell us About Your Voting

Experience” (Complaint/Compliment) forms

The Language Assistance Log

Opening Any Absentee Ballots issued for your precinct Pens, markers, a ruler, and other stationery A cell phone A blue canvas bag marked “Envelope A”

Again, please carefully check to make sure all the items listed above are in the Gray Ballot Box. If anything is missing, call the Elections Department at XXX-XXX-XXX.

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OpeningTake an Inventory of your Signs and then Post Them.Immediately upon arrival, the Warden and Clerk should instruct Inspectors to do a SIGNS INVENTORY. The signs should include:

Specimen Ballots (these must be hung at the appropriate heights and in all the languages required by your precinct)

Signs indicating that Chinese and/or Vietnamese ballots are available (if required)

Signs indicating language(s) spoken by Election staff. (When that language speaker is not present or has left the polling location, the sign should be taken down and reposted when the bilingual poll worker returns.)

“Vote Here” sign

Check-In and Check-Out Signs

Instructions on how to Mark a Ballot

Provisional Ballot sign

Voters’ Bill of Rights Sign

Instructions to Voters Sign

Election Laws Sign

Language Assistance Information Sign (This must stand on the Check-In Table, facing the voter)

You will find this signs list located on Page 10 of the Clerk’s Book. As you take out each item, be certain to check it off on the list on Page 10. If any of these items are missing, call XXX-XXX-XXXX immediately.

Record any missing items on the reverse side of page 10, after you notify the Election Department of the discrepancy.

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OpeningSet up the Accu-Vote Optical Scanner1. Remove cardboard cover from the scanner ballot box. You will see a

black carrying case for the scanner. Place both items to the side. (At the close of polls, the cover will go back on the scanner ballot box and the scanner will go in the carrying case.)

2. Retrieve the scanner ballot box key (it has a plastic rim) from the Gray ballot box.

3. Open both scanner ballot box doors located at the rear and left hand side of the box with the ballot box key (plastic rimmed). Make sure there are no ballots in the box. If you find ballots, remove them from the scanner ballot box and call the Election Department. Close and lock both doors.

4. Open the front panel access door (you may need to unlock the upper front lock on the scanner ballot box) and slide the scanner 3 inches out.

5. Plug the black cord into the back of the machine. Then plug the black cord into the power strip. Now, plug the power strip into the orange cord which should go into an electrical outlet. Be certain that the light on the power strip is on.

6. Turn on the scanner by pressing the red switch located in the rear of the machine; then slide the machine back until it stops in place.

7. The scanner will automatically print a Zero Report, listing all the candidates in this election with “0” votes. (If another number appears, call XXX-XXX-XXXX and record it in the Clerk’s Book.) The Warden and Clerk sign the bottom of this printout, and then post it on the wall next to the Specimen ballot. (If a paper tape does not come out of the slot, use the other key to open this compartment and feed the tape through the slot.)

8. The Display Window will ask for another printout; press the YES button on the front of the scanner. Put this copy in the Clerk’s Book. The Display Window will ask for another printout; press the NO button on the front of the scanner. The display will then indicate the Public Counter at “0.” (If another number shows, call XXX-XXX-XXXX and record it in the Clerk’s Book.)

9. If #7 or #8 is not zero, do not use the machine. Place voted ballots in the side compartment until the machine is repaired.

10. Lock the front panel access door on the ballot box to secure the machine.

11. Open the top slot, “Hand Count Compartment” located on the upper left side of the scanner ballot box, and leave it open throughout the day.

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Opening12. Lock the black wheels on the scanner ballot box when you have the

machine ready.

13. Put the key in the Gray Ballot Box for safe keeping until the end of the day.

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OpeningOther Opening Tasks1. Turn on the Cell Phone. Press the red button located at the top of

the phone. Hold the button for a few seconds until it reads “Powering On.” Attach the charger onto the phone and plug the charger in. Leave the phone on throughout the day. The phone is to be used for election business only.

2. Post signs in the entranceway so that voters can easily view them before they reach the Check-In Table. The signs “Vote Here” should be placed on the outside exterior door so that voters will know that is the entrance to the polling place.

3. Post other signs. All of the following notices come in pairs. One should be posted at eye level where voters can read it and one at a height

of no more than 48 inches for voters using wheelchairs. Post:

4. Using the Specimen Ballot, make sure that the names of the candidates, Parties, offices, and/or the questions or referenda appear in exactly the same order as shown on the Zero Report. Check blank ballots against Specimen Ballots. They should be the same. Check the Ward and Precinct on the scanner to make sure that it is correct. If any of these items do not match, call the Election Department immediately: XXX-XXX-XXXX.

5. Count and Record the Number of Accu-Vote blank ballots. Count all packages of Accu-Vote Ballots. Open one package of Ballots at a time and count the number of Ballots that the package contains. Any packages which are unopened will be assumed to contain the correct total, (200 in Municipal Elections and 50 in State Elections) for recording purposes. Write down the number of unmarked and bilingual (if applicable) Ballots received in the Clerk’s Book (pg. 7). For bilingual Ballots, note the number on the side of the page.

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Specimen ballotsVoter InstructionsPenalities Upon VotersVoters’ Bill of Rights

Specimen ballotsVoter InstructionsPenalities Upon VotersVoters’ Bill of Rights

One set of signs at eye level

One set of signs no more than 48 inches (4 feet) from the floor for voters using wheelchairs

OpeningThroughout the day, all Wardens should make sure that they have enough Ballots. If you think that you are running low, do not wait until the last minute. Call XXX-XXX-XXXX for additional ballots to be delivered to your polling place.

6. Check off the List of Translated Materials in the Clerk’s Book (pg. 10).

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OpeningSet up the Check in Table.

The following materials must be present:

Ballots in both English and Spanish. If you also have Chinese and/or Vietnamese ballots, please have them

on the table at your precinct. These ballots should be on your table at all times.

Voter registration forms in languages required in your precinct. Affirmation forms and Provisional Ballot materials in the required

languages according to your precinct. Your Language Assistance card should be standing and facing the

voters.

Secure the Voting PerimetersOnly authorized personnel are allowed in the voting area. This would include

the Poll Workers, Police Officers, Election Department personnel and voters in the process of casting a Ballot.

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OpeningCheck the Arrangement of the Polling PlaceThe voting booths, optical scanner, Accu-Vote ballots, ballot secrecy sleeves, and all other election materials (including bilingual information) MUST be in full view at all times.*

The Check-In Table should be near the room’s entrance. 2 Poll Workers will be stationed here. One checks off names on the Check-In Voter’s List. The other hands each voter a ballot and secrecy sleeve. The second poll worker may also offer help to voters, for example, by demonstrating how to mark a Ballot, and can help handle other problems. Reference materials and forms should be on hand, including the If your polling location requires them, make sure that all bilingual materials are clearly displayed and readily available.

Voting booths should be located between the Check-In and Check-Out tables. There should be sufficient space for privacy. To make sure all voters can move through the voting process easily, there should be a clear path of travel at least 36 inches (3 feet) wide for handicapped accessibility.

The Check-Out Table is located after the voting booths. The Police Officer should sit at the Check-Out Table with the Check-Out Voters List. The poll worker responsible for overseeing the scanner should also be here, too. The spoiled ballot envelope and extra ballots should be in possession of the poll worker.

The Optical Scanner is located after the Check-Out Table.

Throughout the entire day, Inspectors and Interpreters should check frequently to make sure signs, booths, equipment, and forms are in the right place, and that the voters’ path of travel remains clear.

Your Polling Location: Make this 4-Step Process Flow

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Polling Location ListStreet DirectorysAffirmation FormsVoter Registration FormsProvisional Affirmation Forms Training Manual

* Your polling location has been set up in accordance with Americans with Disabilities Act requirements. Please DO NOT alter the arrangement of your polling location. If it appears to be set up improperly, call the Election Department.

OpeningHandicapped Access

In accordance with Americans with Disabilities Act regulations, all polling locations must be handicapped accessible.

Pathways: Make sure all paths are clear for passage (36 inches in width is required), well-lit and that the handicap accessible door is propped open, if necessary.

Visibility: Handicapped voting stations should be visible to all with signs posted inside and out.

Entrances: Make sure that polling locations with separate handicap entrances have proper signs directing the voters to that entrance. If it is locked, find the building custodian and request that the entrance be unlocked and kept unlocked until the close of the polls. This should be done before the polls open and checked periodically during the day.

If there are no signs or the signs are inaccurately posted, call the Election Department immediately at XXX-XXX-XXXX. The top of a Specimen Ballot, a copy of the Election Law Violation, and a copy of the Instructions to Voters should be posted no higher than 48 inches from the floor so that the polling location is in compliance with accessibility regulations.

In polling locations where doors to handicapped entrances must stay closed due to school security reasons, or in inclement weather, the Election Department will attempt to assign an attendant for the door. If no attendant is assigned, the Warden must assign Poll Workers to take turns monitoring the door to assure full access for disabled voters at all times. In a multiple precinct, Wardens should meet together and split the day into shifts so that the responsibility is shared by all.

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OpeningPolls Open

Polls must be open for voting at 7:00 a.m. The Warden announces that the poll is open. If some tasks are not completed, they can be done after the polls are open. Make sure the opening time is recorded in the Clerk’s Book.

Voting Sequence

The vast majority of voters will not encounter any problems voting.

The following sequence should be followed at all polling locations. Do not deviate from this sequence.

1. The voter goes to Check-In Table, gives his or her address and name, and is checked off. (Place an X in the box next to the name of each voter when you find their name on the list. This will indicate that he or she has voted.)

2. The Poll Worker (Clerk) reads the address and name back in a loud and clear voice.

3. The voter is given a privacy sleeve and ballot, and is directed to a vacant marking station.

4. The voter marks the ballot.

5. The voter goes to the Check-Out Table and gives his or her address and name and is checked off.

6. The voter inserts the ballot into the optical scanner.

7. The vote is counted and the process is complete.

Instruction and Assistance for VotersInstruction and Assistance for VotersPoll Workers are allowed to help voters if they have difficulty voting. We ask that 2 Poll Workers be present while assisting a voter, so that one poll worker may witness the other providing assistance and make sure that no voter is ever influenced to vote for or against a particular candidate or ballot question by a poll worker.

Poll workers may answer questions and instruct the voter in the proper method of marking the Ballot outside the voting booth, using the demonstration material provided. Poll workers may direct voters to the Specimen Ballots.

Voters who want help marking the ballot may, if they wish, be assisted by any person of their own choice or by two Poll Workers.

If a voter needs assistance in casting his or her Ballot due to blindness, physical disability, or an inability to read or to read English, election workers should ask the voter if they would like to mark their Ballot using the AutoMARK marking device.

Poll Workers should not, in any manner, request or seek to persuade or influence any voter to vote for or against any person or political Party or Ballot question.

A voter must cast his or her Ballot in secret except as permitted by above.

Providing Language Assistance Interpreters should be clearly visible and welcoming. If an Interpreter

senses a voter may need language assistance, the Interpreter should politely say hello and offer help. As much as possible, interpreters should provide assistance in full view of others. When possible, work with another Poll Worker. Interpreters should use the signs and Specimen Ballots posted on the wall to show voters how to mark the ballot and to help them understand how the ballot is structured. When using the Specimen Ballot as a demonstration tool, Interpreters should try to point as little as possible, as observers could misunderstand your gestures as indicating a preference for a specific candidate.

If a voter needs your help in reading the ballot to them, please do so with another Poll Worker present. You should tell the voter:

“I will read all the names for each Office first. Then I will read each one slowly. You may mark the ballot for the candidate of your choice or write in the name for another candidate at any time.”

You may only provide the voter with information that is printed on the ballot.

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Instruction and Assistance for Voters If a voter identifies a candidate by race, gender, ethnicity, religious

affiliation, etc., that information is not printed on the ballot, so you cannot offer that information.

If a voter wants to vote for a candidate from a specific neighborhood, you can read the address to the voter because that is on the ballot, but it will not say the neighborhood.

If a limited English-proficient voter brings a friend or family member to assist them with voting, that is their choice and it must be respected. You may ask the voter if this is the person that they would like to assist them at the polls. The voter’s right to a choice of an assistant must be respected.

All bilingual Poll Workers and Interpreters must keep track of the number of times they provide language assistance throughout the day and record this information on the (Green) Language Assistance Log. This information helps the Election Department plan for future elections and ensures that we are providing sufficient language assistance at the locations, where it is most needed.

Interpreters Phone Bank: XXX-XXX-XXXXThere will be a phone-in Interpreters Bank maintained at City Hall from 7AM until 8PM on Election Day. The following languages will be represented at the Interpreters Bank: Spanish, Chinese, Vietnamese, Russian, Haitian Creole and Cape Verdean.

When do I use the Phone-In Interpreters Bank?Any time you encounter a voter who is having difficulty communicating with you, in a common language or vice versa. Each Precinct has a card which must be displayed on the Check-In table in your Precinct. In the event that you have difficulty communicating with a voter and you do not have an Interpreter on-site, have the voter look at the card and indicate which language he/she speaks.

You would also use the Interpreters Bank when your Interpreter is out at lunch or on break, or otherwise unavailable.

Using the Interpreters BankThe Voter indicates the language spoken by reviewing the card.

The Warden or Clerk calls the Interpreter’s Bank (XXX-XXX-XXXX), and asks for an Interpreter in the language indicated by the voter. The Warden/Clerk gives the Interpreter his/her Ward and Precinct.

The voter gets on the phone with the Interpreter and explains the problem. The Interpreter then asks the voter to give the phone back to the Warden and explains the voter’s problem.

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Instruction and Assistance for VotersFor example, the voter may want to know how to mark a ballot. The Interpreter will ask the Warden to walk the voter over to the appropriate signs and give the voter the phone. The Interpreter will have the same materials available in the Interpreters’ Bank to guide the voter.

The Interpreter will ask the voter if the questions are answered, and then have the voter give the phone back to the Warden. The Interpreter will explain to the Warden/Clerk what assistance was provided.

Helping People with DisabilitiesThe Americans with Disabilities Act (ADA) and the Help American Vote Act (HAVA) require the voting process to be fully accessible to voters with physical and mental disabilities.

Here’s how you can help:Ask the voter what assistance you may provide, but do not pressure the voter to accept your help. Treat every voter with dignity and respect. Speak directly to every voter. Take time with every voter, and demonstrate your patience.

Assisting Voters with Hearing Limitations If the Voter uses an interpreter, speak directly to the voter. If the voter reads lips, face him or her directly and speak clearly. Do not raise your voice, unless asked.

Assisting Voters with Speech Limitations Face the voter directly and speak clearly. Be patient. Wait for the voter to complete each sentence. Do not

interrupt. If you do not understand the whole statement, ask a yes/no

question, restating any part you did not understand.

Assisting Voters with Mobility Limitations Ask before helping. The voter may choose not to receive

assistance. Never move a walker, can, or other equipment without permission.RESOURCES: Auto-Mark marking device

Assisting Voters with Sight Limitations Greet the voter, identify yourself, and offer to tell the voter how

the polling place is arranged. Ask if and how you can assist. If asked to guide, let the voter take your arm; you can walk

slightly ahead. Do not pet or talk to a guide animal.

RESOURCES: Ballot magnifier.

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Common Problems/Possible ScenariosCommon Problems/Possible Scenarios on Election DayIf a Person Comes in to Vote who is Not on the Voting List

Check the address and name in the Voting List again to be certain (misspelling, street number, etc.).

Check to make sure the person is at the right polling place. If not, call the Election Department (XXX-XXX-XXXX) for the correct polling location and directions.

If there is a clerical error (e.g., name misspelled) on the Voting List, please allow the person to vote after BOTH of the following forms have been filled out:

1. Affirmation of Current and Continuous Residence Form2. Voter Registration Form (See example in the back)

It is possible that you will have to issue a Provisional Ballot (see instructions on how to issue a Provisional Ballot on page 30) to a voter who insists on voting, but is not on your Voting List. In the event that this should occur, please take instructions from the Election Department (XXX-XXX-XXXX).

If the person did not register in time for this Election, have him/her fill out a Voter Registration Form for the next Election. Allow him/her to vote on a Provisional Ballot (see instructions on how to issue a Provisional Ballot) if he/she insists on voting.

Note: The last day to register for the Nov. X, 200X election was October XX.

If you see “AV” (ABSENTEE VOTER) or “DECEASED” Next to Voters’ Name

Call the Election Department if there is an “AV” or “Deceased” next to a voter’s name and he/she has appeared to vote at the polls.

If a Voter asks how to Write-In a CandidateA voter may write in the name of a candidate for any office he/she chooses on the blank line marked WRITE-IN SPACE ONLY for that particular office. The voter must write in the candidate’s name or affix a sticker in the WRITE-IN SPACE ONLY for that office, and be sure to fill in the oval next to the handwritten name or sticker. By doing this properly, it will indicate a Write-In vote has been cast, and the optical scanner will deposit it in the proper compartment for you to record on the Write-In tally sheet at the close of the polls.

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Common Problems/Possible ScenariosIf you see “ID” Next to the Voters’ NameThe Help America Vote Act is a law that asks for some voters to show “ID.” These voters include all first time voters in Massachusetts who registered to vote by mail after January 2003 and did not submit acceptable “ID.”

Acceptable forms of “ID” include:The Poll Worker can accept a combination of identification that he/she feels is valid as long as it has the voter’s name and current address.

If the Clerk notices that there is an “ID” next to the voter’s name, the voter must provide acceptable identification. If the voter provides acceptable identification, this voter can vote on a regular Ballot. You DO NOT have to fill out any additional paper work.

However, if the voter with an “ID” next to his/her name does NOT provide acceptable identification, he/she must vote on a Provisional Ballot (see instructions on how to issue a Provisional Ballot page 30). The Poll Worker is to write the letters “PV” next to his/her name on the Voting List. No check mark is placed on the Voter’s List for Provisional Ballots, because Provisional Ballots are not placed into the scanner

If there is an “I” (INACTIVE) Next to Voters’ NameIf a voter enters the Precinct and goes to the Check-In Table and gives his/her address/name and the Clerk notices that there is an *I* next to the voter’s name, this voter has been inactivated from the Voting List. Voters become inactive from the Voting List when they (1) do not respond to the Annual Listing of residents; (2) move within the City and do not submit a change of address with the Election Department; or (3) move out of the City and have not registered to vote in their new city or town.

An inactive voter can vote on a regular Ballot once he/she provides identification, and fills out an Affirmation of Current and Continuous Residence form and a voter registration form. (See example in the back.)

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any state-issued driver’s license or “ID”

current utility billbank statementpayroll statementgovernment checkother government

document showing the voter’s name and address

Common Problems/Possible Scenarios If the voter does NOT have valid identification, his/her Ballot must be

CHALLENGED (see instructions on how to issue a Challenge Ballot below).

All inactive voters must fill out an Affirmation of Current and Continuous Residence form and a voter registration form, whether the Ballot is challenged or not. (See example in the back.)

All completed Affirmation and voter registration forms should be placed in ENVELOPE A. This information must also be recorded in the Clerk’s Book, Page 5.

How to Use a Provisional Ballot

PROVISIONAL BALLOTS DO NOT GO THROUGH THE SCANNER.

Do NOT check the voter’s name off on the Voting List! Instead, write the letters “PV” next to his/her name.

Have the [voter] fill out a Voter Registration Form while you prepare all the documents.

Have the [voter] fill out a Provisional Ballot Affirmation (PINK form).

The [Warden] (Election Officer) fills out the Provisional Ballot Voting Roster (which is packaged with all other Provisional Ballot materials) and assigns a Ballot Number.

Once the voter has completed the Provisional Affirmation Form, make sure the Warden or Clerk fills out the top left, right and the bottom left corner boxes.

Put the completed Provisional Affirmation and the Registration Form in ENVELOPE B.

Give the voter a Ballot with the word “PROVISIONAL” written across the top of it and an envelope with the Ward, Precinct and Ballot # written on it to seal the Ballot in.

Give the voter a Provisional Information Sheet with the Ward, Precinct and Ballot # written on it.

Have the voter go to an open voting booth. Once the Ballot is marked, he/she should seal it in the envelope and return it to you – it does NOT go into the optical scanner!

Place the voter’s sealed envelope in ENVELOPE B.

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Common Problems/Possible Scenarios At the end of the night, ENVELOPE B along with the Provisional

VOTING ROSTER is put inside ENVELOPE A. The Provisional Voter retains the Provisional Information Sheet, in

order to inquire if the Provisional Ballot was counted, after being researched by the Election Department.

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Common Problems/Possible ScenariosHow to Issue a Challenge Ballot (“CV”)Any person may challenge a voter for any legal cause. Such reasons are numerous and include that a person is not who they says they are; does not live where he/she says he/she lives; is not registered in the correct district; is not qualified to vote by Absentee Ballot; was not registered to vote by the close of registration; or has already cast a Ballot. It is NOT sufficient for the challenger to simply say that a voter is not qualified; the Challenger must state the specific reason for challenging the right of a person to vote, and that specific reason must be recorded on the Ballot. Please note that there are criminal penalties for challenging a qualified voter for purposes of intimidation, or of ascertaining how they voted, or for any other illegal purposes.

The [Election Officer] checks off the voter’s name on the Voting List, and writes the letters “CV” next to the voter’s name.

The [Clerk] records in his/her Clerk’s Book the name and address of every person who is challenged and has voted.

The [voter] fills out an Affirmation of Current and Continuous Residence form.

The [Election Officer] writes the following on the BACK of the Ballot: the word “CHALLENGE” Challenger’s name and address (If applicable). Election Officer’s own name and title/position (Warden, Clerk,

or Inspector) Reason for the Challenge (e.g., NO VALID ID)

The Ballot is given to the [voter]. The voter writes his/her name and address on the back of the Ballot.

The

[Election Officer] administers the oath←←←←←←←←

The [voter] takes the Ballot and secrecy sleeve to a voting booth, marks the Ballot, proceeds to the Check-Out Table, checks out, and

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“Do you solemnly swear (or affirm) that you are the identical person whom you represent yourself to be, that you are registered in this Precinct, and that you have not voted in this election?”

Common Problems/Possible Scenariosdeposits the Ballot into the optical scanner.

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Common Problems/Possible ScenariosReturned/Rejected Ballots from the Accu-Vote optical scannerAn Poll Worker is stationed at the Check-Out Table to help with Ballot problems. When the Ballot is rejected, do NOT look at the Ballot. Read the display window. One of the following messages will appear:

“Blank Voted Ballot” Allow the voter another opportunity to mark the Ballot. If the voter insists on keeping the Ballot as it is, insert a pen or pencil in the opening on the front panel, and feed the Ballot through. This will OVERRIDE the Ballot.

“Ballot not read, please re-insert”Ask the voter to reinsert the Ballot (different ways, if necessary). If it is still rejected, mark the Ballot as “Spoiled,” place it in the “Spoiled Ballot Envelope,” and issue a new Ballot to the voter. Ask the voter if he/she has any questions regarding filling out the Ballot, or how to fill in the ovals.

“Over voted race” The voter has marked too many candidates or there are other stray marks. Mark the Ballot as “Spoiled,” place it in the “Spoiled Ballot Envelope,” and issue another Ballot. If the voter insists on keeping the Ballot as it is, insert a pen or pencil in the opening on the front panel, and feed the Ballot through again. This will override the Ballot.

“Invalid Ballot, see official” Check the Ward and Precincts listed on the Ballot to make sure it is the correct Ballot for your Precinct. If it is, ask the voter to try again a few times in different orientations. If it is still rejected, mark it as “Spoiled,” place it in the “Spoiled Ballot Envelope,” and issue another Ballot. If other Ballots are still rejected for this reason, call the Election Dept. scanner Problem Number (XXX-XXX-XXXX) immediately.

“Returned Ballot jammed in reader” You must retrieve the Ballot by opening the front panel access door with the plastic rimmed Ballot box key. Slide the scanner towards you to retrieve the Ballot sticking out of the back of the unit. Place the scanner back into position and try inserting the Ballot again.

“Counted Ballot jammed in reader” Using the same procedure as above (#4), retrieve the Ballot. However, the Ballot has already been counted; drop the Ballot into the Ballot box through the side compartment and secure the Accu-Vote back in place.

REMEMBER: each voter can be issued as many as Three (3) Ballots to correct a problem in filling out a Ballot. The third and final Ballot MUST be counted. If the scanner does not accept this Ballot, put it in the side compartment to be Hand Counted at the end of the night.

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ClosingPre-Closing and Closing of the Polls

During the day, about every hour so (when ever time allows) you should count the number of people who have been checked off in the Check-In and Check-Out books to make sure the amounts are same. A good way to do this is to make a small hash mark at the bottom of each page for each voter. Both lists should agree with each other and with the number on the display window of the Accu-Vote scanner (plus any ballots that you put in the hand-count drawer).

Process Absentee and “SQV” Ballots Before 3pm If PossibleAbsentee ballots and SQV ballots must be processed on Election Day between 7am and 8pm the same way regular ballots are processed. SQV stands for “specially qualified voter” – a Massachusetts citizen living temporarily in another state or overseas.

Since absentee and SQV voters cannot give their own name and insert the Ballot into the scanner, Poll Workers should do this for them. Call out the absentee voters’ address and name so that they can be checked-in and checked-out of the Voters List. Once this is done, insert the Ballots into the optical scanner. Do not forget to cast Absentee and SQV Ballots. It is good to finish this process before 3:00pm.

In the Check-in and Check-Out book, Absentee Voters should be right in the list with everyone else. SQV voters will be found on a separate list in the back of the regular Voting List in the Check-in and Check-out books. On the mailing label for SQV ballots, you will see the letters “SQV.”

Keep Track of all your ballots all dayThroughout the entire day, make sure that all ballots are accounted for, including Spoiled Ballots, Scanned Ballots, Provisional Ballots, Hand Counted Ballots, and Unused Ballots. No ballot should ever be thrown away. No ballot should leave the polling place.

Close your Polls at 8:00 pm.

Eligible voters in line at 8:00 pm must be allowed to vote.

The Warden declares the polls closed at 8:00 p.m. The polls close at 8:00 p.m., but if there are people waiting in line that are eligible, you MUST

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Closingallow them to vote. The Police Officer can help you, by securing the end of the line.

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Closing

Closing the Polls

Any person who wishes to may observe the counting of Ballots.

Once the last voter has voted, there are three sets of tasks to be done. The Clerk must fill out the Clerk’s book, and the Warden must announce the results. The other tasks may be done by any Warden, Clerk, or Inspector, and Interpreters may help take down signs and pack up. We suggest organizing as follows:

Warden’s Group: Close down Scanner, Print 3 Tapes, Give Ballots to Clerk’s Group

Clerk’s Group: Make sure all ballots are accounted for, put ballots in envelopes, fill out the Clerk’s Book, pack ballot envelopes in Gray Ballot Box

Inspectors’ Group: Take Down Signs and Pack Up

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Closing

Warden’s GroupClose down Scanner, Print 3 Tapes, Give Ballots to Clerk’s Group

1. A Poll Worker should read these instructions to you as you do each task.

2. Open the Side Compartment. If there are any ballots here, try to re-insert them in the scanner. If the scanner rejects them, you will have hand count them. Put them aside in the Envelope marked Hand-Counted Ballots, but do not seal it until they are counted (see below). Give them to the Clerk’s Group.

3. Get a Tally from the scanner. Tell the Clerk, who writes it the Clerk’s Book.

4. Open the Front Panel Access Door with the plastic rimmed key.

5. Get the Ender Card. It should be in the Gray Ballot Box or the inside pocket of the scanner carrying case. Slide the Ender Card into the scanner while pressing both the YES and NO buttons simultaneously.

6. The scanner will print a Tape listing the precinct’s results. The Warden will announce the results.

7. The scanner will ask if you want another print out. Press YES. Make 3 copies. Tape 1 copy to the wall of the Precinct next to the Zero Tape from the morning. Attach 1 copy to the Clerks’ Book. Leave 1 copy attached to the scanner – do not tear this copy off.

8. When you have printed three copies, press NO. Turn off the scanner by pressing the red switch in the back of the scanner.

9. Unplug the scanner. Pack it and all the cords in the black scanner bag. The Police Officer will take this at the end of the night.

10. Remove all scanned Ballots from the rear left side of the Ballot box by using the plastic rimmed key to open the rear door. Be careful to make sure you have them all. Give the scanned ballots to the Clerk’s group.

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Closing

Clerk’s GroupMake sure all ballots are accounted for, put ballots in envelopes, fill out the Clerk’s Book, and pack ballot envelopes in Gray Ballot Box

1. Count the names checked off in the Check-In and Check-Out Lists. Record the numbers in the Clerk’s Book. Make sure the two Lists are equal to each other. Put in Envelope A, the Blue Canvass Bag.

2. Get any Hand Counted Ballots from the poll workers closing down the scanner. They should be in the side compartment of the scanner. Record these ballots on the Hand Counted tally sheet located in the Clerk’s Book, and then insert them in the Hand Counted Envelope and write the total number. Place this envelope in the Gray Ballot Box.

3. Skim through the scanned Ballots to see if there are any Write-In Ballots that need to be counted. Otherwise, put them in the Used Ballot Envelopes provided.

4. Remove any Write-In Ballots from the rear right side of the Ballot Box. Record these Ballots, along with any Write-In Ballots you found when you skimmed through the scanned ballots, on the Write-In tally sheets in the Clerk’s Book. Put them in the Write-In envelope and write the total number. Place envelope in the Gray Ballot Box.

5. Count any Spoiled Ballots; write the total number on the Ballot Report in the Clerk’s Book and on the Spoiled Ballots envelope. Place the envelope in the Gray Ballot Box.

6. Write the number of Provisional Ballots on the Ballot Tally sheet in the Clerk’s Book. Insert ENVELOPE B (used Provisional Ballots) into ENVELOPE A (Blue Canvas Bag).

7. Count any unused Ballots from the packages that are opened, place a rubber band around them, and write the total number on the Ballot Report. Ballots will be delivered, bound by a rubber band in packages of approximately 50. Put them in the Gray Ballot Box.

8. Finish filling out the Clerk’s Book and place in ENVELOPE A (Blue Canvas Bag).

9. Make sure you put the Voter’s Lists (Check-In and Check-Out), a Printer Tape, and the Clerk’s Book, into ENVELOPE A. (Blue Canvas Bag).

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ClosingInspectors’ GroupTake Down Signs and Pack Up

1. Take down all signs, inside and outside of the polling place.2. Pack all the materials that arrived in the silver supply box back into

the silver supply box and pack all materials that arrived in the Gray Ballot Box back in the Gray Ballot Box. Close both boxes. With the police officer, seal the Gray Ballot Box with the attached seal.

3. ENVELOPE A does NOT go in the Gray Ballot Box. Do not throw anything away! Leave one Printer Tape on the wall of the Precinct.

4. The Police Officer brings the Gray Ballot Box, ENVELOPE A (Blue Canvas Bag) and the scanner to MUNICIPALITY as soon as the Precinct is packed.

5. You do not have to wait for the scanner Ballot Box, Automark machine, the silver stationery supply box or the Voting Booths to be picked up. They will be picked up by an election official later.

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TerminologyTerminologyAbsentee BallotAbsentee ballots are ballots a voter filled out prior to election-day. They are processed the same way regular Ballots are processed for people voting at the polls, except the Absentee Voters are not present to give their name and insert the Ballot into the scanner.

Accu-Vote Name of the optical scan equipment.

Affirmation FormsThere are 2 Affirmation Forms:Commonwealth of Massachusetts Provisional Ballot Affirmation Form: This form is PINK and is issued.

Affirmation of Current and Continuous Residence for Inactive Voters Form: This form is issued to voters who have an “I” next to their names for being “inactive.”

Auto-MarkThe AutoMark is a ballot marking system designed to provide privacy and accessibility to voters who are blind, vision-impaired, or have a disability or condition that would make it difficult or impossible to mark a ballot in the usual way. In addition, it provides language assistance to voters who are more comfortable speaking an alternative language or who have reading difficulties.

Ballot Box The large black plastic container that the optical scanner is placed on. After the Ballots are inserted into the scanner, the scanner deposits the Ballots into the Ballot box. The side compartment is used for any hand counted Ballots.

Ballot Box KeyThe plastic rimmed key that opens any compartment to the Ballot box.

Ballot Magnifier

Used to assist those voters who have a hard time seeing the print on the Ballot.

Check-In Two Poll Workers will be seated here. One to check off the voter’s name and the other to

demonstrate how to fill in the ovals. This is where the voters receive their Ballots and secrecy sleeves.

Check-Out The Secretary of State requires voters to have their names checked off prior to inserting the Ballot into the scanner. The Police Officer will administer this list.

Display WindowSmall screen located on the bottom left side of the scanner that provides the public counter and other messages.

Election BoxThe container that is delivered to the precinct by the police Officer. Sometimes referred to as “leatheroid,” all election materials are in here.

Ender CardThis card (8.5 x 11”) is used to obtain the tally from the scanner at close of polls. The card is inserted in at the same time the yes and no buttons are pressed.

Front Panel DoorUpper front lock on the Ballot box where the scanner slides into. Use plastic rimmed key to open.

Power FailThis message will flash on the screen letting you know that the machine is not properly plugged in. Check all cords and make sure the surge protector light is on. If you can not get it to work, call the Election Department.

Printer Key

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TerminologySmall gold key that opens the printer cover.

Printer TapeSmall role of paper that is attached to scanner and prints the results/tally of the precinct.

Secrecy SleeveThis is to be offered to every voter. It is used to place a voted Ballot in to carry to the check-out table.

Side Compartment Any Ballots that are to be hand counted and not accepted by the scanner. It is located on the left hand side of the Ballot box. The bin for these Ballots is located underneath.

Specimen BallotAn enlarged copy of the Ballot that is hung on the wall near the entrance.

Spoiled BallotsThese are Ballots that are marked in error and are not counted. These Ballots go in a separate envelope marked SPOILED BALLOTS.

Voting BoothThe dark gray folding unit that holds up to 4 voters.

Zero ReportPrior to the opening of the polls, the Warden will turn the scanner on and a printer tape will automatically be generated. This tape will list the candidates’ names and the number “0” (votes). This report is taped next to the specimen Ballot on the wall.

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Poll Worker WorksheetPoll Worker WorksheetDIRECTIONS: Cover/fold the right hand column. Write your response in the space provided. Check your answer. If your answer is correct, go to the next frame. If incorrect, study the section in the manual, as provided by the page number.

(1) At least ____ poll workers are assigned to each polling location.A. 5B. 1C. 4D. 6

(2) Which items may poll workers bring to the polling location? A. T-Shirts promoting a particular point of view.B. Supplies from the Election Department.C. Radios and televisions.D. Ipods and iphones.

(3) The ________makes sure the election at the polling location is fair, efficient, and open.

1. Voters2. Poll Worker Team3. Candidates on the Ballot4. Police officer

(4) Poll workers may do everything below except?1. Wear badges, buttons, and T-shirts of their political party.2. Avoid talking about the candidates, issues on the ballot, or the possible

outcome of the election.3. Leave personal radios, MP3 players, cell phones and lap top computers at

home.4. Work in teams to carry out their duties on Election Day at the polls.

(5) In case a Warden is absent the _____________ shall carry out the duties of the Warden.

A. Police officerB. Check-in inspectorC. ClerkD. Any of the inspectors

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Poll Worker Worksheet

(6) Campaigners outside the polling location may stand within how many feet of the polling location?

A. 10 feet B. 50 feetC. 100 feetD. 150 feet

(7) If a Voter requires language assistance you may do all of the following except…

A. Talk in a loud voice.B. Obtain the assistance of an interpreterC. Use the Phone-In Interpreters BankD. Join with an additional Poll Worker to read the ballot to the Voter if the voter

needs your help reading the ballot

(8) If a person is not on the voting list you should (check all that apply)…A. Check the address and name on the Voting list again just to be sureB. Check to make sure the person is at the right polling placeC. Issue the voter a Provisional ballot if the voter is not on your list but wishes to

vote (Call the Election Department for instructions)D. Issue the voter a Voter Registration Form if the person did not register in time

for this election

(9) An “I” next to the voters’ name indicates that the voter is ____________________.

(10) An “ID” next to the voters’ name indicates that the voter must ________________.

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Poll Worker Worksheet Answers(1) At least ____ poll workers are assigned to each polling location.

A. 5B. 1C. 4D. 6

Answer: D. Six. Each precinct is assigned 6 poll workers. There is 1 Warden, 1 Clerk, and 4 Inspectors. More poll workers may be present for providing language interpretive services.

(2) Which items may poll workers bring to the polling location?

A. T-Shirts promoting a particular point of view.B. Supplies from the Election Department.C. Radios and televisions.D. Ipods and iphones.

Answer: B. The supplies from the MUNICIPAL Election Department. Poll workers are not allowed to bring anything to the polling location that might distract voters or poll workers.

(3) The ________makes sure the election at the polling location is fair, efficient, and open.

A. VotersB. Poll Worker TeamC. Candidates on the BallotD. Police officer

Answer: B. The Poll Worker Team. The Poll Workers carry out procedures as assigned by the Warden.

(4) Poll workers may do everything below except?

A. Wear badges, buttons, and T-shirts of their political party.

B. Avoid talking about the candidates, issues on the ballot, or the possible outcome of the election.

C. Leave personal radios, MP3 players, cell phones and lap top computers at home.

D. Work in teams to carry out their duties on Election Day at the polls.

Answer: A. Wear badges, buttons, and T-shirts of their political party. Poll workers CANNOT wear ANYTHING identifying their political party or a candidate or other electioneering while carrying out their duties on Election Day. They are to maintain the polling place as a neutral environment where voters can cast their ballots.

(5) In case a Warden is absent the _____________ shall carry out the duties of the Warden.

A. Police officerB. Check-in inspectorC. ClerkD. Any of the inspectors

Answer: C. Only the clerk may carry out the duties of the Warden in the Warden’s absence.

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Poll Worker Worksheet Answers(6) Campaigners outside the polling location may stand within how many feet of the polling location?

A. 10 feet B. 50 feetC. 100 feetD. 150 feet

Answer: D. Campaigners must be 150 feet or more away from the polling location. This is to allow voters to vote without fear of intimidation.

(7) If a Voter requires language assistance you may do all of the following except…

A. Talk in a loud voice.B. Obtain the assistance of an interpreterC. Use the Phone-In Interpreters BankD. Join with an additional Poll Worker to read the

ballot to the Voter if the voter needs your help reading the ballot

Answer: A. Speaking in a loud voice does not help the Voter requiring language assistance. The Boston Election Department provides many forms of assistance, all of which you may use to help a voter.

(8) If a person is not on the voting list you should (check all that apply)…

A. Check the address and name on the Voting list again just to be sure

B. Check to make sure the person is at the right polling place

C. Issue the voter a Provisional ballot if the voter is not on your list but wishes to vote (Call the Election Department for instructions)

D. Issue the voter a Voter Registration Form if the person did not register in time for this election

Answer: All of the above.

(9) An “I” next to the voters’ name indicates that the voter is ____________________.

Answer: Inactive. This voter has been inactived from the Voting List because he/she (1) did not respond to the Annual Listing of residents; (2) moved within the City, but did not submit a change of address to the Election Department; or (3) moved out of the City and did not register to vote in his/her new city or town.

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Poll Worker Worksheet Answers(10) An “ID” next to the voters’ name indicates that the voter must ________________.

Answer: Provide identification. The Help America Vote Act (2002) is a law that requires certain voters to show an “ID.” In Massachusetts, all first time voters who registered by mail after January 2003 and did not submit an acceptable “ID” must do so on election day. Acceptable forms of ID include

any state issued driver’s license or “ID”

current utility bill bank statement payroll statement government check other government

document showing the voter’s name and address

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Form: Mail-In Voter Registration Form

51

DOE JOHN J

✓ ✓

12 3 M a i n S t r e e t , A n y to w n U S A 0 21 34

1 1 1960 1 2 3 4✓

4 4 4 M a i n S t r e e t # 4 A n y t o w n U S A 0 2 1 3 4

1 1 4 2 0 0 8 John J Joe

Form: Provisional Ballot AffirmationPROVISIONAL VOTING ROSTER← To be completed by poll workers and inserted in envelope B.

CITY/TOWNBoston

WARD/PRECINT:1/1

NAME ADDRESS DATE OF BIRTH POLITICAL PARTY

BALLOT NUMBER

REASON CODE

John H. Doe 123 Main street 1/1/1960 U 1 NCarol Thompson 44 Willow Street 5/6/1954 D 2 DPhillip Sayborn 75 Maple Street 2/11/196

6R 3 D

George Gilbert 88 Elm Street 6/17/1953

U 4 N

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REASON CODES:N: Name not on list and cannot be verified at precinctI: Name not on list and determined to be ineligibleD: Required to provide identification but does notC: Voter is voting as result of court order extending hoursO: OtherPlease insert reason code in the column marked “REASON CODE.”

Form: Affirmation of Continuous Residence for Inactive Voters

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Affirmation of Continuous Residence for Inactive VotersAFFIRMATION OF CURRENT AND CONTINUOUS RESIDENCE FOR INACTIVE VOTERSInactive voter at the same address WITHOUT IdentificationYou have appeared to vote on Election Day and your name appears as an Inactive Voter at:123 Maple Street since .(Address) (Date)

You are still eligible to vote today if you have registered in Boston in the last and sign an affirmation under penalties of perjury that you are still a current resident of Boston and have continuously been a resident in Boston since the date you were listed as an Inactive Voter.

I, John J. Doe am a current resident in Boston at123 Main Street and have continuously resided in Boston since thedate of my Inactive Voter status listed above.

If you have moved within: please list your old address and your new address:Old Address: New Address:

Singed under the penalties of perjury:John J. Doe 11/4/08 John. J. Doe 1/1/1960(Sign Name) (Date) (Print Name) (Date of Birth)

FOR STATE ELECTIONS ONLY—G.L. c. 51, § 1

At a state primary or election only, you may vote in from the address where you were last registered to vote until the expiration of six months from the date you moved out of .

I, , was a registered voter in but moved to on .

(Present Adress) (Date)

Therefore, I assert my right under G.L. c. 51, § 1, to vote in the state primary or election held on the date below. I further request that my name be removed from the voting list as I am no longer a resident of

.

Signed under penalties of perjury: (Sign Name) (Date) (Print Name) (Date of Birth)

WARDEN’S CERTIFICATEThis is to certify that the name of the voter listed above appeared on the Inactive Voter List forWard 1 , Precinct 1 , Party UnenrolledAttest: Daniel Smith 11/4/08

IDENTIFICATION FOR INACTIVE VOTERSWas current address verified through idenitification: YES___ NO ___ (If Identification is not presented, the voter must still be allowed to vote, but the clerk/warden must challenge the voter).

54Inactive without I.D. ballot must be challenged.

Form: Affirmation of Continuous Residence for Inactive Voters

AFFIRMATION OF CURRENT AND CONTINUOUS RESIDENCE FOR INACTIVE VOTERSInactive voter at the same address WITH VALID IdentificationYou have appeared to vote on Election Day and your name appears as an Inactive Voter at:123 Maple Street since .(Address) (Date)

You are still eligible to vote today if you have registered in Boston in the last and sign an affirmation under penalties of perjury that you are still a current resident of Boston and have continuously been a resident in Boston since the date you were listed as an Inactive Voter.

I, John J. Doe am a current resident in Boston at123 Main Street and have continuously resided in Boston since thedate of my Inactive Voter status listed above.

If you have moved within: please list your old address and your new address:Old Address: New Address:

Singed under the penalties of perjury:John J. Doe 11/4/08 John. J. Doe 1/1/1960(Sign Name) (Date) (Print Name) (Date of Birth)

FOR STATE ELECTIONS ONLY—G.L. c. 51, § 1

At a state primary or election only, you may vote in from the address where you were last registered to vote until the expiration of six months from the date you moved out of .

I, , was a registered voter in but moved to on .

(Present Adress) (Date)

Therefore, I assert my right under G.L. c. 51, § 1, to vote in the state primary or election held on the date below. I further request that my name be removed from the voting list as I am no longer a resident of

.

Signed under penalties of perjury: (Sign Name) (Date) (Print Name) (Date of Birth)

WARDEN’S CERTIFICATEThis is to certify that the name of the voter listed above appeared on the Inactive Voter List forWard 1 , Precinct 1 , Party UnenrolledAttest: Daniel Smith 11/4/08

IDENTIFICATION FOR INACTIVE VOTERSWas current address verified through idenitification: YES___ NO ___ (If Identification is not presented, the voter must still be allowed to vote, but the clerk/warden must challenge the voter).

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