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Official Election Watcher Guide
A DA MS C OU N T Y C OL OR A D OCLERK & RECORDER’S OFFICE
1 November 2016
Official Watcher,
Welcome to the Adams County Elections Office and to our Voter Service and Polling Centers. Official Watchers are an important part of the election process and bringadditional transparency and trust to the system. By observing election procedures for your candidate or ballot measure committee, you will be provided access to areas of the election, both at the main ballot processing center and at remote Voter Service and Polling Centers. Election Watchers who have completed Secretary of State training mayaccess areas where confidential or personally identifiable information may be within view.
This guide is intended to provide you with information and important tools during the election season. We are including for your convenience:
contact information process and personnel descriptions
work flows for each location a Do’s and Don’ts FAQ a Feedback sheet
We take your feedback very seriously and have included a sheet for you to send us back your observations and recommendations. After the election, our team will carefully review, and then use your feedback to improve Adams County Election processes.
Thank you for being part of the election process and again, welcome to Adams County Elections. If you have any questions, please don’t hesitate to contact myself or my team.
Regards,
Stan Martin Adams County Clerk & Recorder
2 November 2016
Adams County Official Watchers Guide2016 Election Table of Contents
Contacts 4
Technology and Operations 6
Signature Verification 10
Mail Ballot Operations 17
Voter Service and Polling Center 20
Law & Rule 23
3 November 2016
Adams County Official Watchers
2016 Election
Point of Contact
720.523.6500
Clerk and Recorder Stan Martin [email protected]
Chief Deputy/Election Administrator Christi Coburn [email protected]
Mail Ballot Manager Rusty Orr [email protected]
Technology and Operations Manager Kevin Strauch [email protected]
Voter Records Manager Shannon Bucks [email protected]
VSPC & Certification Manager Jami Gaultney [email protected]
4 November 2016
Identifying Lanyard Colors
Authorized Visitor
Democratic Party Election Judge
Minor Party Election Judge
Poll Watcher-Full Access
Poll Watcher-Limited Access
Republican Party Election Judge
Unaffiliated Election Judge
USA
5 November 2016
Adams County Official Watchers
2016 Election
Receiving
Point of Contact
Technology and Operations Manager Kevin Strauch
Election Judges:
Ballot Security Team
Receiving
Agilis
- Transport ballot boxes and miscellaneoussupplies to and from VSPC. Pick up mail ballotsfrom the 24-hour drop boxes
-Receives Mail Ballots and prepares them forprocessing by the envelope sorter
-Runs the ballot envelope sorting machine
6 November 2016
Ballot Tray Color Descriptions
Not yet Scanned
Awaiting Signature Review
Signature Accepted
Challenged or Missing ID
Signature or ID Cured
Ready for Tabulation
7 November 2016
Technology & OperationsReceiving
Judges pick up voted ballots from the PO Box, VSPCs and all drop off locations,
then deliver to the warehouse.
Ballot boxes are scanned into PollChief.
Seals are verified and removed.
Nonstandard ballots are sorted, then properly rectified.
Trays are weighed then placed on a bread cart to go to the Agilis Machine.
Ballots are sorted into white trays.
November 2016November 2016
8 November 2016
The first pass on the Agilis machine captures an image of the signature and
bar code then date stamps.
Technology & OperationsAgilis
Automatic Signature Recognition (ASR) is started and signatures that do not meet the
threshold are digitally reviewed by Tier I Signature Verification Judges (yellow trays).
Ballots do not leave warehouse.
Ballots are reviewed by Signature Verification Judges.
Ballots are sent through the Agillis machine for a second pass, separating ballots.
•Ballots with accepted signatures•Ballots with challenged signatures
Accepted Ballots •Green Trays toBal lot Removal
Challenged Signature Ballots•Red Trays to Signature
Verification
9 November 2016
Adams County Official Watchers
2016 Election
Signature Verification
Point of Contact
Mail Ballot Manager Rusty Orr
Election Lead Connie Patton
Election Judges:
Signature Verification Tier 1
Signature Verification Tier 2
-Verify signatures and processesundeliverable ballots
-Research challenged signatures, duplicatesand adjudicates ballots as needed
10 November 2016
Signature VerificationTier I
Election Judges review all signatures not accepted by ASR against reference
image from SCORE.
An Election Judge compares one ballot envelope signature
at a time.
Clicks accept or reject depending on their analysis
of both signatures.
Processes each signature that appears until no more signatures
appear in SigVer Client.
11 November 2016
Signature VerificationTier II
Tier II Signature Verification is a bi-partisan review of all signatures
rejected by Tier I judges.
Rejected signatures move on to the Admin Judge for a Cure Letter.
Judges open SCORE to compare ballot envelope signature to all
images from voter record. They also search for household exchanges.
12 November 2016
Signature VerificationTier I-Undeliverable Ballots
Tier I Election Judges process batches of 25 ballots into SCORE, which voids the
undeliverable ballot.
The undeliverable envelopes are scanned so the image can be tied to
the voter record.
The voter record is made inactive.
13 November 2016
Signature VerificationTier II-ASR Audit
Ensures that Automatic Signature Recognition program in
Agilis is properly accepting signatures.
Audits at least one signature per 50 accepted signatures on the
remaining days.
Audits at least 150 signatures on the first day.
14 November 2016
Signature VerificationTier II
Supplemental Ballot Printing
Voter registration applications are processed daily, which then
generates a ballot.
Ballots are retrieved from in-house inventory.
Labels are printed.
This process is repeated daily until 8 days before the election.
Mail Ballot packets are assembled and mailed.
15 November 2016
Signature VerificationTier II-Cure Letters
Voters with ballots rejected by Tier II are sent appropriate letters.
•Signature Discrepancy•ID required
•Missing signature
Returned cure letters and affidavits are processed until
8 days after the election.
16 November 2016
Adams County Official Watchers
2016 Election
Mail Ballot Operations
Point of Contact
Mail Ballot Manager Rusty Orr
Election Lead Diane Koprowski
Election Judges:
OPEX Operator
Ballot Removal
Ballot Scanning
- Operates mail ballot opening equipment
- Separate contents of mail ballot packet
- Scan ballots for tabulation
17 November 2016
Mail Ballot OperationsOPEX/Ballot Removal/Scanning/Adjudication
Envelopes with accepted signatures arrive from Agilis.
Ballots are laid out and flattened in preparation for scanning.
Ballots are scanned and tabulated.
Ballots are moved to Ballot Removal teams where Election Judges separate the ballot from
secrecy sleeve, maintaining voter privacy.
Ballots are duplicated or adjudicated, if necessary.
Envelopes are processed and sliced open by OPEX machine.
Batch sheet for accountability is created.
18 November 2016
ROUTING SHEET
COMMENTS:
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
OPEX LEAD JUDGE
Verify Tray Tag: __________
Verify Piece Count: __________
Clear Tray: - (_________)
Revised Total: __________
Reset Counter:
Machine #: __________
Initials: __________
Date: __________ 2016
AGILIS
Tray Tag #: __________
Piece Count: __________
Operator: __________
Date: __________ 2016
BALLOT REMOVAL TEAM
OPEX Total: __________
Red Tray: - (_________)
Revised Total: __________
Team Letter: __________
Initials: ________ / ________
Date: __________ 2016
BALLOT SCANNING LEAD JUDGE
Verify Tray Tag: __________
Ballot Removal Total: __________
Red Tray: - (_________)
Revised Total: __________
Scanner Count: __________
Machine #: __________
Initials: __________
Date: __________ 2016
Adjudication Judges File received in
electronic format Adjudication:
Counted or Rejected
Duplication Judges Receive trayed and
batched ballots fromeither Ballot Removalor Ballot Scanning
Duplicate and tray,return to BallotScanning
19 November 2016
Adams County Official Watchers
2016 Election
Voter Service and Polling Center (VSPC)
Point of Contact
VSPC & Certification Manager Jami Gaultney
VSPC and Ballot Access Support Tech Mary Lietzan
VSPC site contact Supervisor & Troubleshooter
Election Judges:
Supervisor Judge
Troubleshooter Judge
Computer Judge
Greeter Judge
Ballot Box Judge
- Oversees VSPC set-up, processes andtakedown. Issues provisional ballots
- Assists Supervisor with VSPC set-up, processesand takedown. Oversees ADA machines
- Assist voters with registration, updatingregistration, vote credit, and replacing mail ballot
- Greets voters and provides appropriate forms
- Oversees voters dropping off mail ballots, in-person ballots and provisional ballots
20 November 2016
Voter Service & Polling Center(VSPC)
Voter is greeted and handed a signature card to complete and directed to the Computer Judge.
Computer Judge finds voter record, updates or registers voter,
if necessary, and issues ballot.
•Mail Ballot•In-Person Paper Ballot
•ICX accessible voting option
Voter votes In-Person
Paper Ballot at voting booth.
Voter votes on ICX accessible
voting machine.
Voter takes Mail Ballot packet with
them.
Voter deposits completed ballot in ballot box and
receives “I Voted” sticker.
OR OR
21 November 2016
Watcher’s Do’s and Don’ts Watchers who have completed SOS provided training will have full access; others will have limited access.
Do’sFull
Access Limited Access
May witness and verify election activity:
Setup and breakdown of Voter Service and Polling Centers
Voter check-in and registration activities
Ballot receipt and processing
Signature verification of mail ballot envelopes at close enough distance to challenge the signature
Ballot duplication
Ballot tabulation
The logic and accuracy test and post-election audit
Provisional ballot processing
UOCAVA ballot processing
Canvass
Recount
Has personal visual access at a reasonable proximity to read documents, writings or electronic screens and reasonable proximity to hear election-related discussions between election judges and electors
On request, is provided a list, log, check-in card, or other similar information of voters appearing in a Voter Service and polling center to vote
May track the names of electors who have cast ballots
Can escalate a signature for a second review by a bipartisan team of election judges
May escalate up to 10 ballot envelope signatures in an hour
Don’ts Interrupt or disrupt the processing, verification, and counting of any ballots or any other stage of the election
Touch or handle the official signature cards, ballots, mail ballot envelopes, provisional ballot envelopes, voting or counting machines, or machine components
Interfere with the orderly conduct of any election process, including issuance of ballots, receiving of ballots, and voting or counting of ballots
Interact with election judges except for the designated watcher contact
Use a mobile phone or other electronic device to make or receive a call in any place election activities are conducted (if you need to use your electronic device, please step outside of the election area)
Attempt to determine how any specific elector voted
Disclose or record any confidential voter information that may be observed
Disclose any results before the polls have closed
22 November 2016
Rule 8. Watchers
8.1 A watcher must affirm that he or she is qualified to act as a watcher under Colorado law. The county clerk must accept the appointment of all eligible watchers duly certified by a political party, candidate, or issue committee under sections 1-1-104(51), 1-7-105, 1-7-106, or 1-7-107, C.R.S.8.1.1 The registered agent or designated filing agent for an issue committee is the authorized
representative to appoint watchers for the issue committee.
8.1.2 The county clerk must confirm a watcher’s eligibility before allowing the watcher to perform his or her duties. If the county clerk is unable to confirm the watcher’s eligibility, the clerk must promptly inform the appointing entity.
8.1.3 A watcher may provide a copy of his or her current registration record from the Secretary of State’s website with the Certificate of Appointment to satisfy the eligibility-confirmation requirement.
8.1.4 A watcher for an issue committee may provide a TRACER print-out of the issue committee registration with the Certificate of Appointment to show that the person appointing the watcher is permitted to appoint under Rule 8.1.1.
8.1.5 A watcher must complete a training provided by or approved by the Secretary of State before observing election activities where confidential or personally identifiable information may be within view. To verify completion of the training, a watcher must provide his or her training certificate of completion with the Certificate of Appointment.
8.2
8.3
8.4
Interested parties may appoint and certify watchers to observe recall elections held under Article 12, Title I, C.R.S., in accordance with sections 1-7-106 and 1-7-107, C.R.S.
A political party attorney may not be in the polling location unless he or she is a duly appointed watcher or is casting his or her ballot.
A watcher may be certified to observe more than one location in which the county is conducting election activities. A watcher must present a Certificate of Appointment at each location where the watcher is designated to observe, unless the county clerk has established an alternate process. 8.4.1 If a watcher leaves a location but returns to the same location, another certificate
of appointment is not necessary.
8.4.2 A new watcher who is replacing an original watcher must provide his or her certificate of appointment for that polling location.
8.4.3 A certificate of appointment as a watcher is not transferable to another individual.
8.5
8.6
A watcher must take the oath described in section 1-7-108(1), C.R.S.
Removal of Watchers.
8.6.1 A county clerk or his or her designee may remove a watcher upon finding that the watcher:
(a) Committed or encouraged fraud in connection with his or herduties;
(b) Violated any of the limitations outlined in Rule 8.15;
Rule 8 - As adopted 8/11/2016
23 November 2016
(c) Violated his or her oath; or
(d) Was abusive or threatening toward election officials or voters.
8.7
8.6.2 Upon removal of a watcher, the county clerk must inform the political party, candidate, or
committee who appointed the watcher.
8.6.3 A removed watcher may be replaced by an alternate watcher duly certified in accordance with sections 1-7-105, 1-7-106, or 1-7-107, C.R.S.
The county clerk must submit a watcher accommodation plan to the Secretary of State by email using the approved form no later than 90 days before an election. 8.7.1 Watchers may be present at each stage of the conduct of the election, including when
electors are voting or when election judges are present and performing election activities.
8.7.2 The county clerk must provide, and identify in some manner, at least one primary contact for watchers at each location where election activities are performed when watchers are present.
8.7.3 At voter service and polling centers, the designated election official must position the voting equipment, voting booths, and the ballot box so that they are in plain view of the election officials and watchers.
8.7.4 Watchers must remain outside the immediate voting area while an elector is voting. The six-foot limit in Rule 1.1.27 applies only to voting.
8.8 The minimum number of watchers the county clerk must accommodate for each appointing entity is as follows:
8.8.1 In a central count facility, one watcher per central count process, but in any case not less than one watcher for every ten election judges.
8.8.2 During signature verification, one watcher for every four election judges.
8.8.3 At each Voter Service and Polling Center, one watcher, or one watcher per Voter Service and Polling Center process.
8.8.4 The number of watchers permitted in any room at one time is subject to space limitations and local safety codes.
8.9 A watcher may observe election activities at a group residential facility, as defined in section 1-1-104(18.5), C.R.S., only if the watcher contacts the county clerk beforehand to arrange thetime and location. While at a group residential facility, a watcher must maintain an adequatedistance from the elector so the elector may mark or receive assistance marking his or her ballotin private. A watcher may not enter a voter’s private room or apartment unless the voterconsents.
8.10 Watchers are subject to the provisions of section 1-5-503, C.R.S.
8.10.1 A watcher may witness and verify activities described in Title 1, C.R.S. If election officials are conducting election activities in separate rooms or areas of a building or buildings, the county clerk must allow additional watchers to observe and verify each separate activity in each room or area in the building or buildings.
Rule 8 - As adopted 8/11/2016
24 November 2016
8.10.2 Watchers must be permitted access that would allow them to attest to the accuracy of election-related activities. This includes personal visual access at a reasonable proximity to read documents, writings or electronic screens and reasonable proximity to hear election-related discussions between election judges and electors.
(a) Election activities include:
(1) Setup and breakdown of Voter Service and Polling Centers.
(2) Voter check-in and registration activities.
(3) Ballot receipt and processing.
(4) Signature verification of mail ballot envelopes at close enough distanceto challenge the signature.
(5) Ballot duplication.
(6) Ballot tabulation.
(7) The logic and accuracy test and post-election audit.
(8) Provisional ballot processing.
(9) UOCAVA ballot processing.
(10) Canvass.
(11) Recount.
(b) Witness and verify means to personally observe actions of election officials ineach step of the conduct of an election.
8.11 The county clerk must provide a list of all voters who have cast a ballot in the county. If requested, the county clerk must make the list available at least daily at the clerk’s main office or provide the list electronically.
8.12 A watcher may track the names of electors who have cast ballots, challenge electors under section 1-9-203, C.R.S., and Rule 9, and submit written complaints in accordance with section 1-1.5-105, C.R.S., and Rule 13.
8.13 During initial signature review by an election judge, the county clerk may allow a watcher to escalate ballot envelope signatures for secondary review by a bipartisan team of election judges.
8.14 In addition to the oath required by section 1-7-108(1), C.R.S., a watcher must affirm that he or she will not:
8.14.1 Attempt to determine how any elector voted;
8.14.2 Disclose or record any confidential voter information that he or she may observe;
or 8.14.3 Disclose any results before the polls are closed.
8.15 A watcher may not:
Rule 8 -As adopted 8/11/2016
25 November 2016
8.15.1 Personally interrupt or disrupt the processing, verification, and counting of any ballots or
any other stage of the election, except as permitted by the county clerk under Rule 8.13.
8.15.2 Write down any ballot numbers or any other personally identifying information about the
electors.
8.15.3 Touch or handle the official signature cards, ballots, mail ballot envelopes, provisional ballot envelopes, voting or counting machines, or machine components.
8.15.4 Interfere with the orderly conduct of any election process, including issuance of ballots, receiving of ballots, and voting or counting of ballots.
8.15.5 Interact with election judges other than a designated watcher contact, except as
permitted by the county clerk under Rule 8.13.
8.15.6 Use a mobile phone or other electronic device to make or receive a call in any polling location or other place election activities are conducted.
8.15.7 Use any electronic device to take or record pictures, video, or audio in any polling location or other place election activities are conducted.
8.15.8 Attempt to determine how any elector voted.
8.15.9 Disclose or record any confidential voter information as defined in section 24-72-204(8), C.R.S., that he or she may observe.
8.15.10 Disclose any results before the polls have closed. 8.16 Unless the county clerk has established another process, if a watcher disputes a decision made
by an election judge or alleges a discrepancy, the watcher must alert the designated watcher contact.
8.17 The Secretary of State must approve Official Observers appointed by the federal government.
Official observers are subject to Colorado law and these Rules. But an Official Observer is not required to be an eligible elector in the jurisdiction. This Rule does not apply to Official Observers appointed by the United States Department of Justice. Official Observers appointed by the Secretary of State are subject to the rules and regulations as prescribed by the Secretary of State. Official Observers must obtain a letter of authority from the Secretary of State and surrender the letter to the county clerk.
8.18 Media Observers may witness all election activities. A county clerk may, in his or her discretion,
require a media observer to appoint a pool reporter and a pool photographer to represent all media observers. All media observers are subject to the Guidelines established by the Colorado Press Association in conjunction with the Colorado County Clerks’ Association and the Secretary of State as outlined below:
Guidelines for Member of the Media Who Observe Election Counts and Recounts (to be distributed to members of the Colorado Press Association):
The Colorado State Association of County Clerks and Recorders, Colorado Broadcasters’ Association and Colorado Press Association have collaborated to develop the following guidelines and protocols for use when members of the media observe the counting or recounting of ballots. You are strongly encouraged to follow these guidelines to allow meaningful media access while not disrupting the work of county clerks to count ballots or doing anything to compromise the integrity of the election process.
Rule 8 - As adopted 8/11/2016
26 November 2016
1. If practical, please contact the county clerk’s office prior to coming to observe the counting of ballots. If the county clerk knows you are coming, it will be easier to accommodate your request for a place to observe the count or to interview an election official.
2. At the discretion of the county clerk, a specific viewing area for members of the media and other observers may be available. To the extent practicable, the area will have been designated with sight lines to allow you to observe and take pictures or video of the counting process. If there are insufficient sight lines for you to take the photos or video you need, the county clerk may be able to make arrangements to accommodate your needs.
3. Please observe counting procedures without disrupting the count. Please take pictures or video without the use of supplemental lighting. Do not talk to people participating in counting ballots. There may be workers who ask you not to include their images in your pictures or video. We encourage you to honor those requests if you can reasonably do so.
4. The Secretary of State’s Election Rules state that if observers leave the area during a recount, they may not reenter without the consent of the county clerk. If you have occasion to leave the area, you may be denied re-admittance.
5. Please do not use the information you see when observing vote counts to report on partial election results. Please do not report anything that could be used to identify the person who casts a particular ballot.
The Colorado State Association of County Clerks and Recorders, Colorado Broadcasters’ Association and Colorado Press Association are all committed to working together to ensure the media has access to election counts and recounts, but that access is afforded in manners that do not disrupt the counts and do nothing to compromise the integrity of the process. Your cooperation in following these standards will help us to meet all these goals.
Rule 8 - As adopted 8/11/2016
27 November 2016
Election Law Colorado Secretary of State 1-1-104 (51) "Watcher" means an eligible elector other than a candidate on the ballot whohas been selected by a political party chairperson on behalf of the political party, by a partycandidate at a primary election, by an unaffiliated candidate at a general, congressionalvacancy, or nonpartisan election, or by a person designated by either the opponents or theproponents in the case of a ballot issue or ballot question. If selected by a political partychairperson, a party candidate, or an unaffiliated candidate, the watcher must be affiliated withthat political party or unaffiliated as shown in the statewide voter registration system.
1-7-105. Watchers at primary elections. (1) Each political party participating in a primaryelection shall be entitled to have a watcher in each precinct in the county. The chairperson ofthe county central committee of each political party shall certify the persons selected aswatchers on forms provided by the county clerk and recorder and submit the names of thepersons selected as watchers to the county clerk and recorder. To the extent possible, thechairperson shall submit the names by the close of business on the Friday immediatelypreceding the election.
(2) In addition, candidates for nomination on the ballot of any political party in a primaryelection shall be entitled to appoint some person to act on their behalf in every precinct inwhich they are a candidate. Each candidate shall certify the persons appointed as watchers onforms provided by the county clerk and recorder and submit the names of the persons selectedas watchers to the county clerk and recorder. To the extent possible, the candidate shall submitthe names by the close of business on the Friday immediately preceding the election.
1-7-106. Watchers at general and congressional vacancy elections. Each participatingpolitical party or issue committee whose candidate or issue is on the ballot, and eachunaffiliated and write-in candidate whose name is on the ballot for a general or congressionalvacancy election, is entitled to have no more than one watcher at any one time in each voterservice and polling center in the county and at each place where votes are counted inaccordance with this article. The chairperson of the county central committee of each majorpolitical party, the county chairperson or other authorized official of each minor political party,the issue committee, or the write-in or unaffiliated candidate shall certify the names of one ormore persons selected as watchers on forms provided by the county clerk and recorder andsubmit the names of the persons selected as watchers to the county clerk and recorder. To theextent possible, the chairperson, authorized official, issue committee, or candidate shall submitthe names by the close of business on the Friday immediately preceding the election. Thewatchers shall surrender the certificates to the election judges at the time they enter the voterservice and polling center
1-7-107. Watchers at nonpartisan elections. Candidates for office in nonpartisanelections, and proponents and opponents of a ballot issue, are each entitled to appoint oneperson to act as a watcher in every polling place in which they are a candidate or in which theissue is on the ballot. The candidates or proponents and opponents shall certify the names ofpersons so appointed to the designated election official on forms provided by the official andsubmit the names of the persons selected as watchers to the county clerk and recorder. To theextent possible, the candidate, proponent, or opponent shall submit the names by the close ofbusiness on the Friday immediately preceding the election.
1-7-108. Requirements of watchers. (1) Watchers shall take an oath administered by oneof the election judges that they are eligible electors, that their name has been submitted to thedesignated election official as a watcher for this election, and that they will not in any mannermake known to anyone the result of counting votes until the polls have closed.
28 November 2016
(2) Neither candidates nor members of their immediate families by blood, marriage, or civilunion to the second degree may be poll watchers for that candidate.(3) Each watcher shall have the right to maintain a list of eligible electors who have voted,to witness and verify each step in the conduct of the election from prior to the opening of thepolls through the completion of the count and announcement of the results, to challengeineligible electors, and to assist in the correction of discrepancies.
1-7.5-114. Watchers at voter service and polling centers. Any political party, candidate,proponents, or opponents of a ballot issue entitled to have watchers at voter service and pollingcenters each has the right to maintain one watcher in the office of the designated electionofficial and each voter service and polling center during the period in which mail ballots may beapplied for or received.
29 November 2016
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30 November 2016
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31 November 2016