Electronic CertifiedList (ECL)FOR STATE AND LOCAL GOVERNMENT ELECTIONS & BY-ELECTIONS

USER GUIDE

VERSION 2.3 | AUGUST 2017

USER GUIDE

Introduction 1

Introduction .....................................................................................................1

Before Polling 2

Before Polling .................................................................................................. 2Materials Checklist (Supervisor/Returning Officer Only) ................................................... 2

Downloading Reference Data (Supervisor/Returning Officer Only) ..................................... 3

Assembling the Scanner (Supervisor/Returning Officer Only) ............................................ 5

Setting up the ECL ........................................................................................................... 6

Configuring the ECL (Supervisor/RO only) ........................................................................ 7

During Polling 8

During Polling ................................................................................................. 8Logging into the ECL ........................................................................................................ 8

Main Menu ....................................................................................................................10

Issuing Ordinary Votes Overview ..................................................................................... 11

Scanning the Voter Information Letter (VIL) ..................................................................... 11

Searching using the Elector's Name ................................................................................14

Elector not Found ...........................................................................................................17

Electors Marked Off in Error ............................................................................................18

Silent Electors............................................................................................................... 20

Issuing Ballot Papers .................................................................................................... 20

Logging Out and Turning Off the ECL ...............................................................................21

After Polling 22

After Polling .................................................................................................. 22Disassembling the Scanner (Supervisor/RO Only) .......................................................... 22

Re-packing the ECL (Supervisor/RO Only) ...................................................................... 23

Contents

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1

Introduction

The Electronic Certified List (ECL) is a laptop which holds an electronic list of electors who were enrolled to vote at the close of rolls in an electorate for which you are appointed.

This user guide has been designed to assist you in the use of this device when performing your duties on polling day. Further, this user guide provides the steps required to unpack, set up, configure and re-pack for return to the Returning Officers (ROs) office.

The polling booth Supervisor is responsible for setting up and logging into each ECL before allocating to Issuing Officers. However all Issuing Officers marking off electors using an ECL are required to read this user guide.

The ECL allocated to your polling booth has been pre-set with your electorate and polling booth name and is programmed to issue ordinary votes for your electorate only.

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! Under no circumstances are any ECLs to be moved to another location other than where it has been configured to be used.

Never attempt to change the preconfigured settings.

ECLs have an inbuilt modem and are designed to transmit data to and from a central database at regular intervals. An ECL can operate even in the event of a power failure (the device is fitted with a battery backup).

If there is no convectively, data is stored in the laptop on the SD card and then transmitted when connectivity is recovered.

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! The SD card inserted into the right side of the ECL contains important data. As such, do not tamper with the SD card and ensure it's safety/security.

Troubleshooting

In the first instance contact your polling booth Supervisor if you encounter difficulties with the ECL or you have questions regarding process. In the event that your polling booth Supervisor is not available, contact your RO.

For ROs that require support, contact the RO Helpdesk on (07) 3035 8150.

Introduction

2

Before Polling

Before Polling

Materials Checklist (Supervisor/Returning Officer Only)

Step 1: Materials Check

Carefully open the box, taking care not to damage the internals or the box.Ensure the box contains:

• laptop

• power cord

• AC power adapter cable

• scanner parts

• mouse.

Step 2: Remove the Materials

Remove the laptop, power cord, AC power adapter, scanner parts and mouse from the box.

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! When re-packing, the materials must be placed into the same box it arrived in.

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Before Polling

Downloading Reference Data (Supervisor/Returning Officer Only)

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! Please wait for direction from ECQ before completing the reference data download.

Step 1: Power on the ECL

To set up the ECL, first remove it from all packaging;

Plug the AC power adapter in to the ECL and connect to a wall outlet;

Power on the ECL by pressing the power button to the right of the laptop keyboard.

Press the ‘power button’ on the right side of the laptop keyboard to power up the ECL.

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! Ensure the ECL is connected to power before commencing the next step.

Step 2: Logging in to the ECL

Next, type in the PIN number, and then hit the Enter key.

A screen showing the date and time appears, tap any key.

In the Password box, type in the Password, and then hit Enter.

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Before Polling

A screen showing the date and time appears, tap any key to progress to the next screen.

In the password box, type in the password, and then hit enter.

Step 3: Reference Data Download

A progress bar will now appear on your screen indicating the progress of the reference data download.

It may take up to ten minutes for the download to complete, please ensure you do not disconnect the power or turn the ECL off during this time.

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Returning Officers will have completed these steps prior to providing ECLs to the Polling Booth Supervisors.

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Assembling the Scanner (Supervisor/Returning Officer Only)

Step 1: Materials Check

The scanner includes five (5) parts:

• scanner

• base

• weight

• screw

• holder.

Step 2: Attaching the Holder (if applicable)

• Unfasten the screw from the arm of the holder.

• Place the square weight on the bottom side of the base.

• Thread the screw through the weight and base.

• Place the holder onto the base, on top of the screw.

• Tighten screw.

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The scanner is ready for use.

Before Polling

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Setting up the ECL

Step 1: Plug in the AC power adapter

Plug the ECL power cable into the laptop.

Step 2: Plug in the Scanner cable

Plug the scanner cable into the right USB port.

Step 3: Plug in the Mouse

Plug the mouse cable into the left USB port.

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The ECL is now ready for use.

Before Polling

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Before Polling

Configuring the ECL (Supervisor/RO only)

Step 1: Login

To perform the ECL initial configuration by logging into the ECL (see page 4).

Step 2: Event Details

At the ‘Welcome’ screen you must populate the following fields,

• Event Name

• District Name

• Polling Booth.

To populate the required fields, use the pull down menus on the right hand side of the text box. Select the applicable event, electorate and polling booth names.

Step 3: Booth Details

Click the arrow in the bottom right corner to apply the configuration.

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If the ECL application won't allow you to apply the configuration, try entering your full name in the "Polling Official Name" box.

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During Polling

During Polling

Logging into the ECL

Step 1: Login

To log into the ECL, press the power button to the right of the laptop keyboard.

Step 2: Enter the PIN

Type the PIN number provided by the polling booth Supervisor, and then hit the enter key.

A screen showing the date and time appear, tap any key to progress to the next screen.

Polli

ng D

ay

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During Polling

Step 3: Enter the Password

Ensure the cursor is in the password box, enter the password, and then hit the enter key.

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Contact your Returning Officer for the password.

Step 4: Enter your Name

The ‘Welcome’ screen appears.

The ECL will be pre-populated with election details.

Enter your full name in the ‘Polling Official Name’ field, and then click the arrow icon in the bottom right of the screen to continue.

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Main Menu

The Main Menu screen has three icons:

• Administration

• Issuing

• Options.

Administration - ECQ process only.

Issuing - is where enrolled electors are located on the Roll and marked as voted.

Options - is used by ECQ to configure the ELCs for the election.

Ready to Issue Votes

When you're ready to issue votes, begin by clicking the Issuing icon.

The ECL defaults to the Surname field.

During Polling

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During Polling

Issuing Ordinary Votes Overview

To issue a ballot paper to a voter, you must first find the voters name on the ECL. There are two search methods on the ECL you can use to search for the elector:

1. Scanning the Voter Information Letter (VIL); or

2. Searching using the elector's name.

Scanning the Voter Information Letter (VIL)

Step 1: Scan the VIL

If an elector presents with a VIL, perform the search using the scanning wand. Make sure that the barcode on the VIL is facing upwards, place the VIL under the scanner wand to activate.

The elector’s details will be automatically displayed.

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During Polling

Step 2: Confirm the Elector's Details

Click on the electors name to reveal their full details. Ask the elector to confirm their name and enrolled address.

If the details displayed is not the elector, select the ‘Not this Elector’ button and search for the elector manually by entering their surname into the surname field.

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During Polling

Step 3: Mark Off

If their response is the same as the details on the screen, click ‘Mark Off’. This marks the elector as voted.

A confirmation screen will appear and advise you on the ballot paper that must be issued.

Provide the elector with a ballot paper.

NOTE: If the electors address details do not match but is within your electorate, an ordinary vote can still be given. Request the elector to update their enrolment details on the AEC.

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During Polling

Searching using the Elector's Name

Step 1: Enter the elector's name

Enter the elector’s surname/family name in the surname field.

As each letter is entered, the search field is narrowed. Entering the first few characters of the surname will result in displaying elector’s names.

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During Polling

Step 2: Find the Elector

If this does not locate the elector, insert full surname and/or their given names.

If there is more than one elector with the same name, ask the elector their date of birth and/or location to assist with selecting the correct elector.

NOTE: Only the first 100 electors with the same surname will be displayed on the screen.

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During Polling

Step 3: Confirm the Elector's Details

When the correct elector is located and confirmed, click ‘Mark Off’. This ensures that the elector is marked off as having voted.

A confirmation screen will appear and advise you on the ballot paper that must be issued.

Click OK to proceed.

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During Polling

Elector not Found

Ensure the elector's details are entered correctly

If you search for an elector and no information is returned, the message, “No Results Found” will be displayed.

Begin by ensuring you have entered the elector’s name correctly.

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! If you are unable to find the elector or the elector is not enrolled in your electorate, refer him/her to the declaration vote table.

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During Polling

Electors Marked Off in Error

Step 1: History Screen

From the Search screen, click the 'History' button.

Step 2: History screen

The history screen details the names of the electors marked off on this device only.

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During Polling

Step 3: Remove the mark

To remove the mark, select the elector that was incorrectly marked off.

Click the Remove Mark icon.

If the elector has been incorrectly marked off, and had the mark removed, the words “removed” will be displayed next to the electors details in the History tab.

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During Polling

Step 3: Return to Home

Click the Search bar to return to the Search screen.

Silent Electors

A silent elector is an elector that has had their address suppressed from the roll for personal or security reasons.

There address will show on the ECL as “Address Suppressed”.

Prior action has been taken by the ECQ to provide them with a postal vote.

Refer these electors to the Supervisor.

Issuing Ballot Papers

Ballot papers, regardless of whether or not the elector was found via the VIL, or by searching using the elector’s details, are issued in accordance with the tables below:

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! Ordinary Issuing Officers – only issue ballot papers for your own electorate. All other electors must go to the declaration vote table.

Elector Issuing Officer Response

Elector is enrolled for your electorate and voting inside his/her electorate

Ordinary Issuing Officer issues one (1) ballot paper.

Elector is enrolled, but not in your electorate

Declaration Issuing Officer to process the elector.

Elector is not enrolledDeclaration Issuing Officer process the elector as an un-enrolled declaration vote.

Silent ElectorRefer to the Supervisor. Declaration Issuing officer to process the elector, as ECQ previously sent a Postal Vote.

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During Polling

Logging Out and Turning Off the ECL

Step 1: Click the Windows Button

To log out of ECL, click the Windows button on your keyboard five (5) times.

The date and time screen is displayed, tap any key to progress to the next screen.

Step 2: Shut Down

Click the Shutdown icon, and then Shutdown Anyway.

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! Ensure Laptop is properly shutdown or connected to power while not in use.

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After Polling

After Polling

Disassembling the Scanner (Supervisor/RO Only)

Step 1: Un-attach the Holder (if applicable)

Unfasten the screw which connects the base to the holder, then, remove the base.

Step 2: Materials Check

Ensure the provided parts are returned including:

• scanner

• base

• weight

• screw

• holder.

Ensure all provided parts are returned.

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The scanner is now ready to pack.

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After Polling

Re-packing the ECL (Supervisor/RO Only)

Step 1: Remove the plugs

Unplug the power cord, scanner and mouse from the laptop.

Step 2: Re-pack the ECL

Re-pack the laptop and all accompanying equipment securely in the same manner in which you received it, ensuring they return in the boxes they arrived in.

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! Ensure the safety / security of the SD card and it is inserted into the right side of the ECL.

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Post: GPO Box 1393 BRISBANE QLD 4001 Telephone: 1300 881 665Email: ecq@ecq.qld.gov.au