Idaho Procedures

1
Idaho Procedures

• M100 OPTICAL SCAN PRECINCT TABULATOR

2
OVERVIEW

• Security and Chain of Custody Plan
• Certified System Software Version
• Acceptance Testing
• Ballot Management Plan
• Tabulation Plan
• Documentation Plan
• Staff Training
• Poll Worker Training
• Voter Information Campaign

3
Security and Chain of Custody

• Election computers, computer ballots files,
  ballots, tabulator(s), and all PCMCIA election
  definition and results cards must be secured at
  all times.
• Counties must develop written security procedures
  
• Operate in teams
• Sign off forms

4
Certified System Software

• M100 version 5.2.1.0
• Election Data Manager, (EDM) version 7.4.4.0.
• ESS Image Manager, (ESSIM) version 7.4.2.0.
• Hardware Programming Manager, (HPM) version
  5.2.4.0.
• Data Acquisition Manager (DAM), version 6.0.0.0.
• Election Reporting Manager (ERM), version
  7.1.2.1.
• Audit Manager, version 7.3.0.0.

5
Acceptance Testing

• Validate the performance of the system before
  acceptance.
• The purpose of acceptance testing is to ensure
  that the entire system is reading ballots,
  tabulating and reporting as specified.
• Function test with test deck
• Load test - 50 ballots

6
Plan

• Ballot Management Plan
• Ballot PDF
• Actual Size Ballot Proof
• Approval
• Testing
• Transport to and from the polls

7
Diagram Ballot Flow

• To the polls
• To M100
• Absentee ballots
• Return to County
• To Write-in Board
• Duplications Central Count
• Accessible and Secure Storage

8
Tabulation Plan

• Receiving ballots
• Ballot preparation of folded absentee ballots
  returned to the polls
• Duplication of blank ballots or damaged ballots -
  central count
• Storage plan that allows access to duplications,
  originals and write-ins in case of a recount

9
Accumulating Totals

• Reporting on a spread sheet
• Data must be entered from the M100 Poll Report by
  hand and verified
• Posting results at the polls
• Unofficial Election Results
• Secretary of State

10
Documentation Plan

• Insure that all security procedures, test data,
  tabulator reports, transfer data, public reports
  and results are verified, documented, archived
  and accessible for review.
• Retain election documentation for 22 months.

11
Staff Training

• Detailed machine training from the vendor
• Security and chain of custody procedures
• Detail county procedures for
• Security
• Ballot flow
• Voter responses at the Polls
• Data Transport and Reporting,
• Accumulation and Backup
• Secure Storage Ballots, Data, Reports, M100
• Mock Election Recommended

12
Procedure Training Manual

• Develop Written Procedures for Staff
• Security
• Ballot Flow and PCMCIA cards
• Testing
• Poll Worker Training
• Returning Results and PCMCIA cards
• Results Accumulation Procedures
• Backup Reporting
• Secure Storage

13
Poll Worker Training

• It is the responsibility of the county to insure
  that each voter receives a demonstration and
  knows how to properly cast a ballot that will be
  tabulated by machine.
• Required Demonstration at polls

14
Poll Worker Training

• How to properly mark an optical scan ballot by
  completely filling in the oval
• How to request a new ballot if they make any
  mistake
• Not to erase or use Xs or check marks
• To carefully check their own ballot for stray
  marks

15
Poll Worker Training

• Responding to voters when the M100 indicates a
  blank or over-voted ballot
• Closing the polls
• Printing Results Tapes
• Tabulating at the polls
• Primary Non Partisan Ballots
• Valid Write-ins

16
Voter Information Campaign

• Follow Marking Instructions
• Check Your Ballot For Stray Marks
• Ask For A New Ballot If You Make A Mistake
• A Properly Marked Ballot Will Be Counted Properly
• idahovotes.gov

17
PRE-ELECTION PROCEDURES

• Preventative Maintenance
• Calibration by ESS
• Read Heads
• Maintenance Documentation
• Detail all services - Spread Sheet
• Initial State Report and Certification/Zero Report

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PRE-ELECTION PROCEDURES

• Election Definition Programming
• Unity on Line Training
• AutoMARK and Audio Ballots
• Deadlines and Delivery
• Order backup PCMCIA card
• Develop a vendor timeline sign-off
• Logic and Accuracy Test

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Logic and Accuracy Test

• A public test is required by Section 34-2417
• Vendors test deck to check programming and
  ballots - ASAP
• State test deck to develop county test deck
• County test deck to confirm programming and
  ballots for all precincts and rotations with the
  actual ballots
• State test deck for public tests
• Demonstrate at least one precinct

20
Marking Devices

• Counties are to provide voters at the polls with
  ESS approved marking devices
• Absentee voters are to be instructed to use a 2
  pencil or Blue or Black ink pen
• List of approved marking devices

21
TABULATION

• Initial State Report and Certification/Zero
  Report
• Blank Ballots Voter Response
• Over-voted Ballots Voter Response
• System Messages and Errors
• Tabulating Write-in Ballots at the Polls
• Tabulation of Primary Non Partisan Ballots
• Posting Results Tapes

22
Initial State Report

• The Initial State Report confirming the correct
  election programming will print automatically
  when the M100 is powered up.
• Poll worker signatures are required to verify the
  M100 is programmed correctly and working properly
  at the polls.

23
Blank Ballots

• An audio alert will sound and the display will
  indicate that a blank ballot was detected and
  offer the voter two choices, Accept or Return.

24
Over-voted Ballots

• The M100 is coded to detect and notify the voter
  when it encounters an over-voted ballot.
• An audio alert will sound and the display will
  indicate that an over-voted race or issue was
  detected and offer the voter two choices, Accept
  or Return.

25
System Messages and Errors

• If a ballot is unable to be processed due to
  damage, inappropriate marks or M100 problem, an
  error message will appear and an audio alert will
  sound.
• If the problem is a ballot issue, spoil the
  ballot and issue the voter a new ballot.
• If the display indicates a system message,
  instruct the poll worker to contact your election
  office for assistance.

26
Machine Failure

• If an M100 fails at the polls all ballots must be
  recounted.
• Instruct poll workers in the use of the
  emergency/auxiliary ballot bin during training.
• Recount ballots with another M100 at the election
  office with backup PCMCIA card
• Print a zero report to assure no totals are left
  in the tabulator memory before testing

27
Results Accumulation

• Spread sheet
• Tabulating Write-ins at the Polls
• Primary Non Partisan Ballots
• Posting Results Tapes
• Print and Backup
• Reports and Spread Sheet
• Check and Verify

28
Unofficial Election Results

• Election Night Public Reports
• Report Unofficial Election Results to the
  Secretary of State Election Night

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POST-TABULATION

• Returning Results Tapes, Ballots and PCMCIA Cards
• Returning the M100 and Ballot Box
• Results Accumulation and Reporting
• Verify Write-in Totals
• Verify Non Partisan Totals
• Retain Ballots and All Documentation

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BEST PRACTICES

• Information Web Site
• ESS Portal Web Site
• The U.S. Election Assistance Commission
• Prepare Detailed Plans and Procedures
• Incident Contingency Plans
• ESS Recommended Marking Devices

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Everything Posted OnLine

• www.idsos.idaho.gov/elect/clerk/clerkinfo.htm