Rev. 10/2017

Clerk’s Office Rochester Hills

1000 Rochester Hills Dr. Rochester Hills, MI 48309

www.rochesterhills.org Phone: 248.656.4630 Fax: 248.656.4744

ELECTRONIC POLL BOOK

INSTRUCTIONS

2

Table of Contents

Computer Set-up………………….……………………………3

Load Flash Drive……………………………………….………4-5

Privacy Zone……………………………………….…………...5

Opening the Electronic Poll Book…………………….………6

Navigating the Electronic Poll Book………………….………7

Voter Flags and Voter Status Codes………………………..8-11

Application to Vote…………………………………………….12

Issuing a Regular Ballot………………………………………12-14

Spoiling a Ballot………………………………………………..14-16

Balance, Backup and History………………………………. 17-18

Unlocking Voter Record………………………………………19

Undo an Action..……………………………………………….20

Other Tab……………………………………………….………21

Unlisted Tab……………………………………………..……..22

Remarks…………………..………………………………..…...23-24

Timeout on the EPB……………………………………………25

Closing the Polls…………………………………………….....26-31

Final Balance and Backup…………….………27

Saving History……………………………….….28

Saving Remarks and List of Voters ……….…29

Completing and Saving the Ballot Summary Report………………………………………..30-31 Closing the EPB and Computer Shut Down………………..32

Index…………………………………………………………….33

Appendix I (Scanning a Driver’s License).……………………….34

Appendix II (Closing the Electronic Poll Book Checklist)………..…35

3

Computer Set-up (Order of steps is important, please follow the instructions.) 1. Position the computer, Station #2 – Electronic Poll Book (EPB) in an area

near an electrical outlet. 2. Plug the surge protector into an electrical power source, keeping the surge

protector in the OFF position. If needed, plug the surge protector into an extension cord, making sure not to create a trip hazard.

3. Open the computer by lifting the screen of the laptop 4. Plug the rounded end of the Power Pack cord into the laptop and the prong

end into the surge protector. (match stickers on laptop port and power plug.) 5. Push the surge protector button to the ON position. 6. Plug the mouse into port on the right side of the computer.(match stickers on

laptop port and mouse plug.) 7. Insert the black magnetic card reader into the port on the left side of the

computer (Scanner used to swipe driver’s license).(match stickers on laptop port and card reader plug.)

8. Push the Power button ( with a silver button) that is located top left of the laptop above the keyboard.

9. Click “pollbook” on user login screen. 10. Type poll#book into the “Password” field. Press enter. 11. After Microsoft Windows is loaded, a screen will appear with QVF Electronic

Poll Book icon.

4

Load Flash Drive

1. Insert the USB flash drive into the USB port located on the right side of the computer.

(match stickers on laptop port and flash drive.)

2. When Windows recognizes the flash drive, a small window will appear asking which action to perform on the flash drive.

3. Select “Open folder to view files.”

4. In the next window, double-click the file entitled V-Safe100.

5. A window will appear asking for the

V-Safe100 Login. 6. IMPORTANT: Password is case

sensitive. 7. Enter the following password:

poll#book. 8. Select OK.

poll#book

5

Load Flash Drive (Continued)

9. Windows will open a window displaying the contents of the Flash Drive/Memory Stick. If you are in the PrivacyZone, you should see the screen on the left. If you are in the PublicZone, you will see the screen on the right.

10. Check that you see the Logout Privacy Zone icon. This ICON verifies that

you are using the encrypted portion of the Flash Drive/Memory Stick. 11. If you are in the PublicZone, remove flash drive and go back to step 1. 12. Minimize the window by clicking on the bar (_) in the upper right-hand

corner of the window.

PrivacyZone(F) PublicZone(F)

6

Opening the Electronic Poll Book 1. Double click the QVF Electronic Poll Book icon on the desktop. 2. IMPORTANT: Password is case sensitive. 3. Insert Encryption Password: EPBrh2017. 4. Press the Enter key. 5. Cursor will advance to User Name. 6. IMPORTANT: User Name is case sensitive! 7. Insert assigned User Name: INSPECTOR1. 8. Tab to Password. 9. IMPORTANT: Password is case sensitive! 10. Insert Password:Inspector1.

11. Press the Enter key. After entering the user name and password, the EPB is ready for issuing ballots.

EncryptionPassword and User Password will appear encrypted on the screen as asterisks.

EPBrh2017

INSPECTOR1

Inspector1

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Navigating the Electronic Poll Book 1. Confirm This Precinct voter list tab is selected (Located in section [a]). 2. Verify the election date, election type, and the precinct number at the top

of the screen is correct for the current election. IMPORTANT:

IMMEDIATELY NOTIFY THE CLERK OF ANY DISCREPANCIES!

a – Voter Search: The precinct list of all registered voters in Rochester

Hills. All voters in your precinct will be listed under This Precinct. In addition, access to the lists of other precincts in the jurisdiction can be found listed in the Other tab. Manual entry of voters can be done under the Unlisted tab.

b - Voter Details: Voter details appear in this portion of the screen. In addition, the Geography button will provide detailed district information.

c - List of Voters: This section records the voter’s name and what ballot number was assigned. This section is for reference; use it throughout the day to balance with the Tabulator and Applications to Vote.

d - Voter Action window - Lock this voter record: Press this button to issue, spoil or undo a ballot. Under the lock button is the General Remarks button. Press this to add a new remark. All remarks will show in the Remarks report.

e - Voting Status: This section will display voting status and status codes. Verify voter status before issuing a ballot.

e

d

Step 1.

Step 2.

8

Voter Flags Some voters will have status flags that need to be addressed prior to issuing a ballot. Generally, something happened in the registration process that needs follow-up. For example, a signature was not obtained, the voter missed checking an answer to the citizenship question, an absentee ballot was issued, information was obtained that the voter may have moved, etc. A voter has a status flag if he or she has a red question mark next to his or her name. When a red question mark is found, look to the Voter Status window at the bottom of the Voter Details screen to determine the issue. After a ballot has been issued, the following Voter Ballot Codes will appear to the left of the voter name:

Voter Status Codes Look at the voting status window to see what action needs to be taken before issuing a ballot. Possible codes include: Challenge Verify Must show ID Absentee Ballot

Voter Ballot Codes: REG A regular ballot was issued to voter PR-E A provisional ballot (envelope) was issued to voter CHAL A challenged ballot was issued to voter

REG

PR-E

CHAL

Voter Flags

Ballot Codes

9

Voter Status Codes- Challenged

Voter Status Codes - Verify

Voter Status is CH: FOLLOW-UP ACTION Age This voter must complete the challenge process before being

issued a Challenged Ballot. Seek assistance from the precinct chairperson to complete this process. The EPB processing is the same as a regular voter except that Challenged Ballot is selected in the Issue a ballot box (Voter Action window). A CHAL will appear next to the voter’s name after being processed. CONTACT THE CLERK’S OFFICE IF THERE ARE ANY QUESTIONS.

Citizenship

Residency

Voter Status is V: FOLLOW-UP ACTION CONFIRM ADDRESS Use change of address form to record incorrect or

missing information. Write “V-21” on top of form for identification.

SURRENDERED LICENSE Request to see driver’s license to verify name and current address. CALL THE CLERK’S OFFICE

CONFIRM CITIZENSHIP, SIGN REGISTRATION CARD

Have voter answer the citizen question on white registration application; print name and then sign (only 1 signature is needed).

SIGN REGISTRATION CARD Using the white registration application form, have the voter print their name and then sign (only 1 signature needed).

10

Voter Status Codes – Must show ID

Voter Status is: FOLLOW-UP ACTION Must show ID This voter must show photo ID or a

paycheck, government check, utility bill, bank statement, or a government document which lists his or her name and address (if no photo ID but provides one of the documents listed above, must sign the Affidavit of Voter Not in Possession of Photo ID as well) prior to being issued a ballot.

11

Voter Status Codes – Absentee Ballot

Form is found in the Help Desk supplies envelope.

Voter Status is: FOLLOW-UP ACTION Absentee Ballot sent/received by clerk

This voter was sent an absentee ballot and returned it to the Clerk. DO NOT issue this voter a ballot, they have already voted.

Voter Status is: FOLLOW-UP ACTION Absentee Ballot sent by clerk

This voter was sent an absentee ballot. The Clerk’s Office must be called first to SPOIL the AV Ballot before a precinct ballot can be issued. The voter must surrender the absentee ballot or complete the Affidavit of Absent Voter.

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Application to Vote The voter must complete an Application to Vote and show photo identification. If photo identification is not available, the Affidavit of Voter Not in Possession of Picture Identification must be completed before processing a voter in the EPB. You must check the following before issuing a ballot: • Name & address • Date of Birth

Issuing a Regular Ballot 1. Search Tools: Scroll bar Scan the driver’s license in the scanner (Appendix I)OR Type voter’s LAST, FIRST name The voter’s name may be selected when it appears in the Voter

Listwindow at any time. 2. Confirm voter’s information in the Voter Details window against the voter’s

driver’s license. For ALL voters that have a question mark (?) to the left of their name, refer to the Voting Status sectionand follow instructions BEFORE ISSUING A BALLOT Select Lock this voter record or swipe the magnetic strip on the back of the voter’s driver’s license to open the Voter Action window.

November 7, 2017

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3. To issue a regular ballot, select Regular ballot in the Voter Action window. 4. From the Voter Action window (middle window), enter the ballot number. 5. Select OK. The voter name and ballot number will appear in the List of

Voters (window on right).

As of November 2017, when issuing a Regular Ballot you will be asked if you issued a VAT Ballot. If the voter has utilized the Touch Writer (Voter Assisted Terminal – VAT), do NOT check the box next to ‘VAT Ballot?’.

Voter Action window

Voter Details window

6

14

RECORD VOTER # AND BALLOT # ON APPLICATION TO VOTE Record the Voter No., Ballot No. and Election Inspector Initials on the Application to Vote. You can find both numbers under List of Voters on the right side of the screen. You do not need to fill in Ballot Style.

Spoiling a Ballot A voter may request a new ballot if needed and a new ballot must be issued, no matter how many times the voter requests a new one. The voter should write “SPOILED” at the top of their ballot, remove the ballot stub, and place in the Spoiled Ballot Envelope. The Application to Vote should be changed to note the new ballot number. In addition, the new ballot must be recorded in the EPB software.

1. Select the voter from the Voter Search window or swipe the driver’s license. 2. Select Lock this voter record. 3. Select Spoil a ballot.

November 7, 2017

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4. Check that the ballot number is correct and select OK.

5. Select OK when spoiling a ballot is complete. 6. Voter is now ready to have a new ballot issued. 7. Select Lock this voter record. 8. Select Regular ballot.

Spoiling a Ballot (Continued) 9. Select OK. 10. Strike a line through the original ballot number and write the new ballot

number next to the original ballot number on the Application to Vote.

Bates, John 06/02/1964

Bates, John 06/02/1964

00000010

00000010

16

11. Confirm the ballot number on the screen and the number printed on the

ballot match BEFORE handing the Application to Vote to the Inspector handing out the paper ballots.

12. Inspector handing out ballots confirms ballot number with the Inspector at the EPB and on the Application to Vote.

13. If correct, give the voter the Application to Vote. 14. Insert the correct ballot into the secrecy sleeve and give it to the voter.

November 7, 2017

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Balance, Backup and History (Steps 1 – 3) Step 1: Balance Do a balance of the EPB, Tabulator and Applications to Vote every 30 minutes. To balance, make sure all the numbers on the list of voters, tabulator and applications to vote match. Once you balance, save the backup to the PrivacyZone of your FlashDrive. Step 2: Saving Backup 1. Select File 2. Click on Backup on the drop down menu. 3. The backup will default to the Filename: F:\epb.pbk. Click on Backup. 4. Select Yes. You want to overwrite any previous file. 5. Select OK on the screen that reads: Backup Finished Successfully.

F:\epb.pbk

4

5

18

Step 3: Saving History 1. Select File. 2. Click on Save History. 3. The file name will automatically default to F:\epb_history.txt. 4. Select Save in the lower right-hand corner of the window. 5. A confirmation message will appear epb_history.txt already exists. Do you

want to replace it? Select Yes.

In your REMARKS section, document that you performed the above steps by typing the following:

Balanced, performed backup and saved history at Voter #______. (your initials)

F:\epb_history.txt

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Voter Selected in Error/ Unlocking Voter Record If a voter is selected in error or you need to unlock the voter record, simply click Unlock this voter without performing any action to return to the main screen.

Name of voter will appear here.

20

Undo an Action If a mistake occurs, whether the wrong ballot number or wrong voter was issued a ballot, using the Undo function will aid in correcting the mistake. 1. Select voter from Voter Search window. Select Lock this voter record. 2. Select Undo.

3. Select Yes on the Confirm screen to complete the process.

4. BEFORE the next ballot is issued, the ballot number MUST BE MANUALLY ENTERED.

NOTE: The Undo feature should be used with extreme caution. The potential for wrong ballot number and voter number errors increases greatly when this function is used. Inspectors should use this function only to correct the last voter transaction. If multiple corrections are needed because the mistake was not corrected immediately, please contact the Clerk’s Office for assistance.

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Other Tab (Contains ALL Rochester Hills Registered Voters)

1. Select Other tab to assist in locating a voter who does not appear under the

This Precinct tab.

2. Search Tools Scroll bar. Type voter’s LAST, FIRST name The voter’s name may be selected when it appears in the Voter List

window at any time

3. Refer to the Voter Details window for voter’s precinct location, and other information

4. Direct voter to proper precinct. 5. Additional voter information can be found by selecting Geography in the

Voter Information window. 6. Be sure to click back to the This Precinct tab before processing the next

voter.

IMPORTANT: Call the Clerk’s Office BEFORE using any of the options listed under the “Other”tab.

Voter Action CALL CLERK’S

OFFICE

22

Unlisted Tab - Missing Voters The EPB software gives election inspectors the ability to look up voters throughout the jurisdiction, not just in the precinct they are working. If the voter does not pop-up after look up, click on the Other tab. If the voter is registered to vote within the jurisdiction, click on their name and view their polling location. Explain to the voter that they are registered in a different polling location and/or precinct and direct them to the appropriate location. Be sure to click back to the This Precinct tab before processing the next voter. If using combined precincts, click on the Temp tab in the Polling Location box to view the polling location for the current election. 1. Select the Unlisted tab if the voter is in the proper precinct and is eligible to

vote, but does not appear under This Precinct. IMPORTANT: Confirm voter’s eligibility to vote by contacting the Clerk’s Office before proceeding. 2. Select New. 3. Enter the voter’s information. Date of Birth (DOB) must be entered:

MM/DD/YYYY.

4. Select OK.

Process the voter by selecting Lock this voter record under theVoter Action window and follow standard verification and ballot issuing procedures.

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Remarks Any time a correction is made, a remark should be entered. In addition, remarks should be made throughout the day to document events that happened in the polling place that are significant. Providing this information aids the Clerk in understanding what took place throughout the day. There are two types of remarks. Be sure to use the correct type based on the comment you need to make.

To enter a General Remark:

1. Click File (or the General Remarks button and skip to step 3) 2. Click Remarks 3. Click New 4. Enter Remark, the EPB automatically records the date and time of the entry, however, adding the time is recommended as the EPB is not always available for remark entry at the time the event took place. 5. Click OK 6. Click Close

24

To tie a Remark to a specific voter Pull the voter’s record up in the EPB software, by typing the voter’s name into the DLN/Name field, entering the last name first, click Lock this Voter Record and: 1. Click Voter Remarks

2. Enter Remark, the EPB

automatically records the Voter Name, Voter Number, and date and time of the entry, however, adding the time is recommended as the EPB is not always available for remark entry at the time the event took place.

3. Click OK

25

Timeout on the EPB

IMPORTANT: For security reasons, the EPB software will logout a user after thirty minutes of inactivity. To avoid a timeout, move the mouse or tap the space bar. If the EPB software logs out, reenter the User Name and User Password and click Enter.

INSPECTOR1

Inspector1

User Password will appear encrypted on the screen as asterisks.

26

Closing the Polls

Use Closing the Electronic Poll Book Checklist (Appendix II). Step 1: Check Privacy Zone 1. Click on file folder at the bottom left of your screen.

2. Confirm that you are in the PrivacyZone.

3. If you are not, remove flash drive and then reinsert into the laptop. Follow the

steps for logging into the PrivacyZone on page 4. 4. Close the screen.

27

Step 2: Final Balance and Backup

Do your final balance of the EPB, Tabulator and Applications to Vote. 6. Select File 7. Click on Backup on the drop down menu. 8. The backup will default to the Filename: F:\epb.pbk.Click on Backup. 9. Select Yes. You want to overwrite any previous file. 10. Select OK on the screen that reads: Backup Finished Successfully.

F:\epb.pbk

4

5

28

Step 3: Saving History 6. Select File. 7. Click on Save History. 8. The file name will automatically default to F:\epb_history.txt. 9. Select Save in the lower right-hand corner of the window. 10. A confirmation message will appear epb_history.txt already exists. Do you

want to replace it? Select Yes.

In your REMARKS section, document the Backup and Save History.

F:\epb_history.txt

29

Step 4: Saving the Remarks

1. Select Reports on the top tool bar to view all reports. 2. Select Remarks and save it by following the steps below:

Select the Adobe Acrobat icon on the left side of the tool bar. The window will open and default to the correct drive and file.

Select Save. Select Close to close the Remarks report page.

Step 5: Saving the List of Voters Reports 1. Select Reports on the top tool bar to view all reports. 2. Select List of Voters and save it by following the steps below.

Select the Adobe Acrobat icon on the left side of the tool bar. The window will open and default to the correct drive and file.

Select Save. Select Close to close the List of Voters report page.

30

Step 6: Completing and Saving the Ballot Summary Report 1. The Ballot Summary must be completed as part of the closing process.

Follow the instructions below: 2. Select Reports on the tool bar at the top

of the screen. 3. Select Ballot Summary.

LINE A. Numbers for starting and ending ballots are already entered by the Clerk’s Office.

If additional ballots are delivered, enter the starting and ending numbers on the next line. This is a rare occurrence.

LINE D. Enter the number of ballots tabulated as indicated on the M-100 LCD screen. The number entered in Line D should match the number on the M-100 LCD screen.

LINES E, F, G and I. Will automatically be completed based on ballot processing after the opening and before the closing of the polls.

31

LINE H. Enter “0” and click the TAB key.

TAB after entering the “0” in the box, so it is right justified. Otherwise

your totals will be incorrect. TAB after all entries. LINE J.UNUSED BALLOTS Ballot Style = Will be filled in for you. Starting No.=Change the number listed to the Number of the next unused ballot to be issued. TAB to the next row to balance. Ending No.= The Ending No. from LINE A, entered by the Clerk’s Office, will stay the same. TAB to the next blank row to balance.

LINE K = LINE C

Note: If LINE K does not equal LINE C, review all numbers entered. LINE L. Difference = “0”

1. If LINE L does not equal “0,” review all numbers entered.

LINE L MUST be “0.” If it is NOT “0,”CONTACT THE CLERK’S OFFICE IMMEDIATELYAT (248) 656-4630 BEFORE PROCEEDING!

2. Select Preview to review Ballot Summary preview page.

3. Select the Adobe Acrobat icon on the left side of the tool bar. The window will open and default to the correct drive and file.

4. Select Save. 5. Select Close to close the Ballot Summary review page. 6. Select Close to close the Ballot Summary report page.

32

Closing the EPB and Computer Shut Down 1. Click on File and Exit. 2. Click on the Windows Circle button in the lower left-hand corner of the

desktop.

3. Select Shut Down. This will power down the laptop for transport back to City Hall.

4. Close the computer. 5. REMOVE the Flash Drive/Memory Stick. 6. Place Flash Drive in the Black Transfer Pouch. 7. Remove the Mouse, Scanner and Power Pack. 8. Place the accessories and computer cords/cables in the laptop bag.

33

INDEX

Application to Vote…………………………………………………………….12

Balance, Backup and History……………………………………………….. 17-18

Computer Set-up………………………………………………………………3

Closing the EPB and Computer Shut Down………………………………..32

Closing the Polls……………………………………………………………....26-31

Final Balance and Backup.…………………..……………………………....27

Issuing a Regular Ballot………………………………………………………12-14

Load Flash Drive………………………………………………………………4-5

Navigating the Electronic Poll Book………………………………………….7

Opening the Electronic Poll Book…………………………………………….6

Other Tab…………………………………………………………….….………21

Privacy Zone……………………………………………………………………5

Remarks………………………..…………………………..……………..…... 23-24

Saving History………………………………………………………………….18, 28

Saving Remarks and List of Voters..………………………………...……….29

Saving Ballot Summary Report………………………………………………30-31

Spoiling a Ballot………………………………………………………………..14-16

Timeout on the EPB…………………………………………..……………….25

Undo Action…………………………………………………..………………..20

Unlisted Tab……………………………………………………..……..………22

Unlocking Voter Record……………………………………..………………..19

Voter Flags and Voter Status Codes………………………………..………8-11

Appendix I (Scanning a Driver’s License).…………………….…………...34

Appendix II (Closing the Electronic Poll Book Checklist)…………………..35

34

APPENDIX I

Scanning a Driver’s License

1. Turn the driver’s license upside down.

2. Place the black magnetic strip on the back of the license so that it faces the

side of the scanner that reads MAGTEK. The driver’s license picture

should be facing the small light.

3. Swipe the license through the scanner starting from either direction.

If “E” is displayed or if nothing shows up, swipe the license again. If all else

fails, type the last name on the license in the DLN box.

35

APPENDIX II

Closing the Electronic Poll Book Checklist 1. Check that you are in the Privacy Zone on the flash drive (page 26). Password: poll#book. 2. Do your final balance (See Exhibit 1) and Backup (page 27). 3. Save History (page 29). 4. Save Remarks report onto the flash drive (page 29). 5. Save List of Voters report onto the flash drive (page 29). 6. All required numbers have been entered into the Ballot Summary Report (page 30-31). Any

discrepancies were investigated and corrected or are fully explained in the Remarks report. 7. Save Ballot Summary report to the flash drive (page 30-31). 8. Close the EPB and shutdown the laptop (page 32). 9. Remove the flash drive/memory stick and put into the Black Transfer Pouch. 10. Pack all equipment back into the laptop bag.

Exhibit 1

November 7, 2017