harris c ounty where democracy meets innovation

ELECTIONSReference Manual

Dec. 11, 2021, Joint Runoff Election

HARRIS COUNTY Where Democracy Meets Innovation

© 2021 Office of Harris County Elections Administrator

Published Nov 2021Version: Dec21RO.1.4

Harris County Elections Administrator1001 Preston, 4th Floor | Houston, TX 77002

713-755-5792

Visit HarrisVotes.com and follow @HarrisVotes on Twitter, Facebook, and Instagram.

Current Election InformationDec. 11, 2021, Joint Runoff Election

Early Voting: Nov. 29 – Dec. 7 Monday, Nov. 29 - Saturday, Dec. 4: 7:00 a.m. – 7:00 p.m. Sunday, Dec. 5: 12:00 noon – 7:00 p.m. Monday, Dec. 6 - Tuesday, Dec. 7: 7:00 a.m. - 7:00 p.m.

Election Day: Saturday, Dec. 11 7:00 a.m. – 7:00 p.m.

Voter ResourcesFor voter questions about the issues below, please refer them to the following phone number or websites:

z All voter questions can be directed to 713-755-6965 z Locations or Wait Times: HarrisVotes.com/WaitTimes z ADA questions: 713-755-6965, ask for ADA Coordinator;

email: [email protected] z Voter eligibility status and to view their sample ballot:

HarrisVotes.com/SampleBallots z Ballot By Mail tracker: HarrisVotes.com/Tracker

Table of Contents

1. General Information 1

Office of the Elections Administrator 2

Serving All Voters 2

Using this Reference Manual 3

2. Election Workers 5

Roles 6

Responsibilities 6

Expectations of All Election Workers 12

Payment Information & Procedures 13

3. Voting Equipment & Supplies 15

Voting Equipment Components 16

Early Voting and Election Day Supplies 17

Equipment & Terms Used at Vote Center 18

4. Early Voting 19

Checklists:

A. Setting Up/Opening Vote Center 20

B. Opening Vote Center, Daily 33

C. Suspending Polls, Daily 37

D. Suspending Polls, Last Day 41

5. Election Day 47

Checklists:

A. Setting Up Vote Center 48

B. Opening Vote Center 54

C. Closing Vote Center 63

6. Processing Voters 69

Processing Voters 69

Acceptable Forms of ID 71

Processing Voter on ePollBook 73

Voters Who Must be Processed by Judge 77

Voting a Provisional Ballot 78

Reasonable Impediment Declaration 80

Spoiling a Ballot 83

Redisplaying Ballot Style 84

Clearing a Voter from ePollBook 84

Ballot by Mail 85

Processing Curbside Voters 85

7. Operating the Vote Center 87

Manager the Vote Center 88

ePB Timesheet Module 89

COVID Policies 90

Emergencies in the Vote Center 90

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GENERAL INFORMATION

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Office of the Elections Administrator “The Harris County EA is committed to serving Harris County residents by

providing essential voter registration and election services in an equitable, accessible, secure, and transparent manner.”

Mission Statement, Harris County Elections Administrator’s Office

Established in 2020, the Harris County Elections Administrator’s Office was created to bring all elections-related responsibilities into one office. From voter registration to tabulating ballots, the departments of the Elections Administrator’s Office work together to implement the many tasks required to ensure that all eligible individuals have full access to register to vote and to cast a confidential ballot.

VOTEE L E C T I O N S

HA R R I S C O U N T Y

Serving All Voters As the third largest county in the nation, it is no surprise that Harris County is also one of the most diverse, serving as home to individuals from a vast variety of cultures, races, languages, sexual orientation, physical ability, gender identification, and religions. The Harris County Elections Administrator’s Office encourages all eligible individuals to register to vote and provides a safe place to cast their vote.

Collectively, the election workers of Harris County and the Harris County Elections Administrator’s Office serve the voters of Harris County. All voters are to be treated with respect and dignity, and not judged based on how they look, how they talk, or what they believe. Every person who walks into a vote center should be greeted with a smile. Customer service and knowledge of the voting system is our greatest assets — please remember that no matter what a voter says or how they act, election workers must remain calm and friendly to ensure a positive experience for the voter and the smooth running of the vote center.

LanguageThe four primary languages spoken in Harris and sur-

rounding counties are English, Spanish, Vietnamese, and Chinese. The ePollBooks and voting machines have these four languages built in to allow a voter to confidently maneuver through the process and cast their ballot. All Early Voting locations are also equipped with access to an online, live translation service through an additional iPad specifically set up for this purpose. In addition, many vote centers are staffed with bilingual clerks. The judge may also call the Elections Division Call Center at 713-755-6965 to request the assistance of a translator over the phone.

Individuals with DisabilitiesThe Americans with Disabilities Act, a federal civil rights

law, prohibits discrimination against persons with disabilities and protects their rights to be involved in everyday activities – including exercising their right to cast a confidential ballot.

Ch. 1: General Information

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Harris County is committed to providing accessibility to all voters at all voting locations.

Vote centers are being evaluated for accessibility by Harris County ADA staff. If the location is not fully compliant with the Americans with Disabilities Act, temporary modifications may be required. These may include:

z Keeping a door(s) open at all times;

z Placing temporary door handles over a doorknob;

z Using floor mats to cover sidewalk cracks/gaps; and

z Placing compliant cord covers over any cords in the voter access route.

If any temporary remedies are required, they will be documented through each location’s ADA Checklist, which is accessible on the ePollBook. The ADA Checklist provides step-by-step instructions on how to set up remedies so that the vote center is accessible for all voters.

During Early Voting, the Presiding Judge and Alternate Judge will complete the ADA Checklist daily. See page 61 of this manual for detailed instructions on the ADA Checklist. On Election Day, the Presiding Judge and Alternate Judge are responsible for completing the ADA Checklist prior to opening the vote center.

At any time during Early Voting or on Election Day, if a temporary remedy has been moved you must put it back in place, or, if the remedy is missing, please contact the ADA Coordinator immediately. If you discover an obstacle on the voter access route to the vote center and cannot remedy the situation (i.e., move a large potted plant), please contact the ADA Coordinator to document the situation.

By Texas law, curbside voting must be offered at every vote center. A curbside buzzer and receiver are provided to facilitate notification of election workers when a curbside voter(s) is present. Please see page 86 for more information on conducting curbside voting.

Transgender VotersIf the voter you are processing is transgender, it means

their gender identity is different than the gender that was recorded on their birth certificate. Transgender people may not have been able to update their IDs to reflect their identity for a number of reasons. This is legal under Texas law.

As long as the name on the list of registered voters matches – or is similar to – the name on one of the acceptable forms of ID, the voter has the right to vote. As with any other voter, the address on the voter’s ID does NOT need to match the voter’s registration address. Please do not be distracted by gender presentation when you are viewing a voter’s acceptable form of ID.

Many voters may look different today than they do on their photo ID for many reasons. Different clothing, makeup, facial hair, or hairstyle on an ID photo is not a valid reason to deny a regular ballot. Neither is a voter’s gender marker on their ID. Transgender voters are not doing anything wrong or trying to deceive anyone. Transgender individuals have the same right to vote as everyone else, and it is your responsibility to ensure they are able to do so with dignity and respect.

Ch. 1: General Information

Using this Reference ManualThe Elections Reference Manual has been created to help election workers correctly implement the numerous tasks involved in conducting an election. The checklists for setup, opening, and suspending/closing are separated into Early Voting and Election Day chapters. All other information applies to all vote centers unless specifically identified as Early Voting or Election Day only.

The checklists for setup, opening, and suspending/closing the vote center are now fully presented in this

manual so that you have one point of reference for completing each task. Look for the checkmark at the beginning of each

checklist.

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ELECTION WORKERS

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Ch. 2: Election Workers

Thank you for agreeing to serve as an election worker for Harris County. Your service to the voters of Harris County makes such a valuable contribution to our community.

Between 5,000 and 15,0000 people serve as Harris County election workers each year, filling a variety of roles. Individuals working at a vote center must be registered voters of Harris County (with the exception of High School clerks and techs). This chapter contains the various types of election workers and their specific responsibilities at the voting center.

ResponsibilitiesEarly Voting Clerk Under the Texas Election Code (TEC Sec. 83.001), the Early Voting Clerk is ultimately responsible for everything that happens in vote centers across the county during Early Voting. The Presiding Judge, Alternate Judge, and all clerks follow directions from the Early Voting Clerk. In Harris County, this role is filled by the Elections Administrator, Isabel Longoria. The responsibility for most activities at individual vote centers has been delegated by the Early Voting Clerk to the Presiding Judge of that location.

Roles For each election, the Elections Administrator’s Office considers historical and expected turnout and the type of election to determine staff needs for each vote center. While the number of workers may vary slightly, each vote center has the same roles to fill (detailed role descriptions on the following pages):

Election Day z Presiding Judge

z Alternate Judge

z Bilingual Clerks (depending on location)

Roles assigned and rotated by Presiding Judge

z Greeter

z Qualifying Clerks

z Ballot Box Clerk

z Curbside Clerk

In-Person Tech Support (Hired and assigned to location(s) by Harris County EA’s Office)

z High School Electronics Support Specialist

z Protiviti Tech

Presiding Judge (PJ) Under the Texas Election Code (TEC Sec. 32.071), the Presiding Judge is ultimately responsible for everything that happens on Election Day in a vote center. All clerks and the Alternate Judge follow directions from the Presiding Judge.

The Presiding Judge for Early Voting and Election Day:

z Ensures that the location is ready for voters by 7:00 a.m.

z Manages the voting location, overseeing personnel, voter service, and other activities. (See page 87)

Early Voting z Presiding Judge

z Alternate Judge

z Bilingual Clerks (depending on location)

Roles assigned and rotated by Presiding Judge

z Greeter

z Qualifying Clerks

z Ballot Box Clerk

z Curbside Clerk

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z Sets the tone for how the team interacts.

z Ensures Texas Election Code and the policies set by Harris County are followed.

z Ensures that all voters and workers are treated with consideration and respect.

z Assigns roles to workers and treats all workers uniformly.

z Monitors throughout the voting period that election workers are adequately performing their duties.

z During Early Voting, ensures that all voting equipment is secured inside the voting location at the end of each day.

z Maintains awareness of everything that is happening in the vote center.

z On Election Day, posts number of voters on door every two hours.

z For Election Day, hires all clerks (see inset).

PRIOR to Early Voting/Election Day:1. The Presiding Judge must contact the voting location to:

� Arrange a set-up time,

� Acquire contact information for on-site personnel (at least two contacts who will be available to open the vote center location), and

� Ensure that any fire drills or other pre-scheduled disruptions are rescheduled.

The Presiding Judge should contact the voting location as soon as possible after appointment and no later than 2 weeks prior to voting.

2. For Election Day, the Presiding Judge must hire election clerks. Since all clerks must attend training, and new workers must register with A-1 Personnel, the hiring of clerks should start as soon as possible.

Alternate Judge (AJ) The Alternate Judge serves as the back-up to the Presiding Judge. This means that if the Presiding Judge is out sick or has to leave for any amount of time, the Alternate Judge will serve as the Presiding Judge during the Presiding Judge’s absence from the location.

In addition, the Alternate Judge can be a resource to the Presiding Judge to suggest potential election clerks (for Election Day). The Alternate Judge is also responsible for ensuring the voting center is shutdown properly when the Presiding Judge delivers the equipment and supplies at the end of Election Night.

ELECTION DAY: Hiring ClerksELECTION DAY: Hiring Clerks For Election Day, the Presiding Judge hires all clerks. The Alternate Judge is chosen by the oppo-site party. If the PJ wants to allow the AJ to bring a clerk, they may do so, but it is not a requirement. However, if by the 25th day prior to a general election or the 10th day prior to certain special elections (not allowed for any other election) the party of the Alternate Judge sends the names of two people to the PJ, the Presiding Judge shall hire one of them. TEC 32.034(b).

The Harris County Elections Administrator’s Office encourages Presiding Judges to hire clerks of both parties to create a more balanced environ-ment. Additionally, allowing the AJ to recruit clerks expands the PJ’s ability to fill all clerk slots.

Presiding Judge & Alternate JudgeBOTH the Presiding and Alternate Judges:

z Ensure that the voting location is running smoothly and that voters have a positive voting experience.

z Handle provisional ballots, RIDs, and Ballot By Mail issues.

z Address those situations where voters need extra attention, so that clerks can continue to process other voters.

The judges’ table should be out of the way, but in an area where the judges can always view what is happening in the voting area. When not helping a voter, the judges should be scanning the activity throughout the location to quickly identify and address any potential problems.

Qualifying ClerksOne Qualifying Clerk will be assigned to each Qualifying Table. That clerk will operate both the ePollBook and the Controller to:

z Process voters in an accurate and efficient manner.

z Produce an access code on Controller.

z Provide ballot paper, access code, and instructions to each voter.

z Provide a non-intimidating, supportive environment for all voters.

The Qualifying Clerks will also assist with opening the location and setting up equipment as well as closing the location and packing up equipment.

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Election Staffing - Who’s Responsible?

GENERAL Elections for State or County Officers and Resulting Runoff (TEC 32.002)GENERAL Elections for State or County Officers and Resulting Runoff (TEC 32.002)

Presiding Judge Alternate Judge ClerksEarly Voting Nominated by party;

Appointed by Harris County Elections Administrator

Nominated by party; Appointed by Harris County Elections Administrator

Nominated by party; Appointed by Harris County Elections Administrator

Election Day Nominated by party; Appointed by Harris County Commissioners Court

Nominated by opposite Party from PJ; Appointed by Harris County Commissioners Court

Chosen by PJ

The Countywide Polling Place Program allows Harris County to apportion a percentage of election precincts in each Commissioner Precinct. Any judge vacancy can be filled by any appointed judge.

PRIMARY Elections and Resulting RunoffPRIMARY Elections and Resulting Runoff

Presiding Judge Alternate Judge ClerksEarly Voting Appointed by party Appointed by opposite party Appointed by party

Election Day Appointed by party Chosen by PJ Chosen by PJ

OTHER POLITICAL SUBDIVISION Elections and Resulting RunoffsOTHER POLITICAL SUBDIVISION Elections and Resulting Runoffs

Presiding Judge Alternate Judge Clerks

Early Voting Appointed by authority ordering election; Harris County is contracted to appoint election workers

Appointed by authority ordering election; Harris County is contracted to appoint election workers.

Appointed by authority ordering election; Harris County is contracted to appoint election workers.

Election Day Appointed by authority ordering election; Harris County is contracted to appoint election workers.

Of opposite pAppointed by authority ordering election; Harris County is contracted to appoint election workers

Chosen by PJ

*This table is a summary of appointment/placements and does not include all possible situations. Harris County Recruitment Specialists coordinate the placements of all appointed election workers.


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Bilingual Clerks While English is the language spoken at the vote center

(TEC Sec. 61.031), bilingual clerks are available to assist voters who may need help in Chinese, Spanish, or Vietnamese. Bilin-gual clerks fulfill the same duties as all other clerks assigned to the location. Depending on language needs of the area of the voting location, bilingual clerks are required in Spanish, Vietnamese, and/or Chinese. The Presiding Judge is notified of bilingual clerk requirements upon notice of appointment.

Curbside Clerk The newest worker role is the Curbside Clerk, who is responsible for conducting curbside voting. This includes:

z Qualifying curbside voters on the ePollBook.

z Prepping the Duo Go to be taken to the voter.

z With either the PJ or AJ, taking the Duo Go to the voter.

z Accompanying the judge — with the completed ballot in the secrecy envelope — back into the vote center to deposit the ballot into the Scan.

z Return to the voter with an “I Voted” sticker and to let them know that the ballot has been successfully cast.

z Replace the Duo tablet into the Duo suitcase and plug the Duo Go into the charger.

Greeters Greeters are likely the first election worker that many voters will encounter. Their responsibilities include the following:

z Warmly welcome voters.

z Let voters know that they cannot utilize an electronic device inside the voting location.

z Tell the voters exactly this:

“Voters possessing a photo ID should have it ready, and voters not possessing a photo ID and not reasonably able to obtain one should have a supporting document ready to execute a Reasonable Impediment Declaration.”

The greeter should carry the ID information card so that they can show the voter what is required. The greeter can also direct voters to the relevant signage.

The greeter should also monitor the parking lot and alert the judge to any curbside voters.

NOTE: While all Early Voting and Election Day locations are equipped with curbside buzzer systems, greeters should watch to ensure that voters are not waiting.

If the buzzer system is damaged or stops working for any reason, immediately contact the ADA Coordinator to report the problem. In addition, an election worker must stay posted outside to monitor for curbside voters until the buzzer system is fixed or replaced.

Ballot Box ClerkThe Ballot Box clerk stands close to the Ballot Box between the Ballot Box and the exit and directs voters to the Ballot Box/Scan so the voter may scan their paper ballot before exiting the location. This role is extremely important because if the voter leaves the location with their ballot, their vote will note be counted.

All Election Workers All election workers are responsible for ensuring the safety of the voting equipment at all times, including safely securing the equipment at the end of each voting day.

Election workers must be willing to perform tasks as re-quested by judges. If a worker has a problem or concern about the operation of the vote center, ask to speak to the judge privately, away from voters and other workers.

All election workers are required to attend training prior to the election to learn applicable state and federal laws, procedures to process voters, and operation of the voting equipment. Check HarrisVotes.com for specific training requirements for each election.

ALL election workers share responsibility:

z for ensuring that state and federal laws are followed and

z for providing a safe and positive environment for workers and voters.

Although each election worker role has different responsibilities, it is of utmost importance that everyone works together as a team.

High School StudentsHigh school students who are 16 years of age or older on or

before Election Day can participate in the electoral process by serving in one of two capacities on Election Day — clerk or tech.

An interested student must complete and submit the Student Election Clerk Application and Permission Form with a signature from their parent/legal guardian. For elections during/on a school day, a signature is also required from the


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student’s high school principal (or parent/legal guardian in charge of in-home school).

Since many high school students do not have a driver’s license or state ID, the Driver’s License Number field in the ePollBook timesheet is optional when “Student Tech” or “Student Clerk” is chosen as work type.

High School Clerks High School Clerks are hired by the Presiding Judge. A voting location may have up to four high school clerks at a time. The High School Clerks sign in on the ePollBook as well as the paper compensation sheet. As with any election clerk, High School Clerks are required to attend training and to follow directions of the Presiding Judge.

High School StudentsHigh School Students

ESSsESSs ClerksClerks

Who hires student? Harris County Elections Staff Presiding or Alternate Judge

Are you required to have a high school student at your location?

YES. High school techs are assigned to your location by Harris County Elections staff.

No, whether your clerks include high school students is the choice of the election judges.

Who supervises student on site?

Presiding Judge, however, instructions from Harris County Elections staff take precedence. Presiding Judge

What are the student’s responsibilities?

Primarily, high school techs are responsible for keeping voter wait times up to date. They are also trained in setup and maintenance of the elections equipment and ADA remedies, and can assist with greeting and qualifying voters.

Like any election clerk, a high school clerk fills the role assigned by the election judge.

What are the judges’ responsibilities relating to the student?

The judges are to work collaboratively with the high school techs to ensure wait times are com-municated. Additionally, judges should utilize the high school techs to help with curbside buzzers and equipment issues and treat the tech with consideration and respect.

A high school clerk is to be treated as any other clerk, with consider-ation and respect.

Who is the student responsible to? Harris County Elections Presiding Judge

Can the student use their phone in the voting location?

Yes, to communicate with Harris County Elections staff as often as needed.

As with all election workers, stu-dent clerks are not allowed to talk on their phone in the voting area unless they are speaking to the Elections staff.

What “Work Type” do you use for students on the ePollBook

Election Support Specialist; enter all 9s for the “DPS ID.”

High School Student Clerk; the “DPS ID” will be optional.

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High School Techs (Electronic Support Specialists - ESS) On Election Day, each vote center will have a high school student, hired by Harris County, serving as an Electronics Support Specialist (ESS). These students are not part of a location’s allocation of workers, but should be considered part of the election team. They will wear a green badge that says “Election Technician.”

The Electronics Support Specialists will record their time on both the ePollBook and paper timesheet/compensation sheet. On the paper timesheet/compensation sheet, notate “tech” next to the ESS’ name.

High school students working as Electronic Support Specialists have been trained on the setup and maintenance of the elections equipment and assigned by Harris County to the vote center. Their primary responsibility is to update the wait times tool. The students are also available to assemble the curbside buzzer and help you with anything technical as well as other tasks you may need assistance with, including greeting and directing voters.

Electronics Support Specialists are hired by Harris County and report to the Harris County Elections Administrator’s Office. Students will be at your location the entire day. Election Judges do not have the authority to dismiss students before the end of the day.

Participating students are excited to have the opportunity to learn more about the elections process. Because students are allowed by law to serve as a clerk or tech for a maximum of two days in a school year, high school techs are not utilized for every election.

Electronic Support Specialists (high school techs) are primarily responsible for updating the wait times tool for the vote center:

z Every 15-20 minutes z Through an app on their

cell phone.* An ESS performing his/her responsibilities may appear as if the ESS is inappropriately

using a cell phone in the vote center.

As with any election worker, ESSs are allowed to use their cell phone for

elections-related work. * A cell phone app was developed for the wait times tool to address concerns by election judges that ESSs were using

the additional iPad, making it difficult to serve voters.

Any questions about ESSs should be directed to Kristina Nichols at

[email protected].

Elections Administrator StaffThroughout the voting period, members of the Elections

Administrator’s Office staff may visit your location. These individuals will have badges and are there to check/repair/replace equipment, answer questions, or deliver additional supplies.

ADA Surveyors are there to check that ADA remedies are in place.

Techs working at the Elections Technology Center (ETC Techs) will deliver and replace broken equipment.

Protiviti TechsProtiviti Techs monitor election equipment and vote

centers throughout Election Day. Each tech is responsible for roughly six locations and will travel site to site, visiting each location five to six times during Election Day. Equipped with a

supply kit and replacement equipment, Protiviti Techs check to ensure that machines are operational and that supplies like printer paper, ballot paper, and provisional forms are still stocked up.

Protiviti Techs wear a white Harris County badge and check in with the judge each time they arrive at the location. The judge will sign the tech’s confirmation log.

Additional techs are stationed out in the field so that if additional equipment, supplies, or forms are needed, they can be dispersed quickly.

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Expectations of All Election WorkersAll individuals working as election workers for Harris County are expected to:

z Follow state and federal laws related to elections, as well as the policies and procedures of the Harris County Elections Administrator.

z Treat voters and other workers with dignity and respect.

z Attend training as required for role (judges or clerks).

z Properly process each voter.

z Properly set up all equipment.

NOTICE: Election judges or clerks may be relieved of duty for any of the following:

Allowed:

� Jeans (no rips) � Comfortable shoes � Plain t-shirts � Polo-style shirts � Non-athletic style

shorts � Leggings

Not Allowed:

� Flip flops � T-shirts with writing or

images � Any partisan or candidate-

related items � Athletic shorts

Dress Code The dress code for Harris County election workers is “business casual.” All workers should look professional and neat at all times.

z Intimidating, threatening or coercing voters;

z Influencing a voter’s vote;

z Unlawfully assisting a voter;

z Unlawfully divulging the way a voter has voted;

z Unlawfully revealing voter information;

z Unlawfully permitting or preventing deposit of a ballot;

z Coercion of voters;

z Making terroristic threats;

z Official oppression, including sexual harassment;

z Failure to secure voting equipment (Duos, Controllers, Scans, ePollBooks) properly;

z Failure to treat election workers and voters with re-spect, including using racist language or engaging in political commentary;

z Blatant overuse of personal protective equipment (PPE);

z Repeated failure to comply with trained-on voting procedures;

z Failure to allow high school tech (or whomever is as-signed) to update the wait time tool or providing false information in the tool; and

z Failure to follow the laws, rules and procedures of the state of Texas and/or of Harris County.

Procedure for removing election workers:1. Harris County Elections Administration Staff member will

seek confirmation of allegations.

2. If complaint is confirmed, Harris County staff member may issue warning or termination (depending on severity).

3. If worker engages in conduct for which he/she has been warned for a second time, the worker may be terminated.

4. Workers who exhibit threatening behavior or make derogatory, racist, sexist, or homophobic statements at the vote center may be immediately terminated.

5. Complaints, warnings and terminations will be logged for review of future appointments.

6. In elections where parties nominate workers, Harris County will advise the appropriate political party of the warning or termination.

NOTE: During Early Voting, neither the PJ nor the AJ has the authority to fire any clerk. The Harris County EA staff must be notified and consulted regarding any allegations of wrongdoing by a clerk. The Harris County EA will determine the necessary course of action and will advise the caller of same.

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Payment Information & Procedures


Election workers are paid as follows:

z Presiding Judges: $20/hour

z Alternate Judges, Clerks, and Student Clerks: $17/hour

Election workers are considered temporary employees of Harris County. To allow for a more streamlined process and quicker payment, Harris County utilizes A-1 Personnel to manage payroll for all temporary employees.

All election workers will sign in and out using the ePoll-Book as well as complete the hard copy of the compensation sheet as a backup.

A-1 Personnel All Harris County election workers are processed through A-1 Personnel. For the first election you work, you must complete paperwork with A-1. In subsequent elections, you will only have to update information that has changed. By using A-1, workers will be paid within days of the election.

NOTE: ALL election workers must register with A-1 Personnel PRIOR to Election Day.

To avoid significant delays in payment, any judges or clerks who have not registered with A-1 in a previous

election must do so prior to Election Day. Visit https://www.a1personnelinc.com/harris-county-

elections-application.html to register with A-1 Personnel.

Payment PoliciesSetup and Supply Pickup/Drop-off:

X Early Voting: Attending and helping set up the vote center is mandatory for ALL election workers assigned to the location. All will be paid their hourly rate. Setup should be complete within two hours.

X Election Day: The Presiding Judge, Alternate Judge, and one clerk will participate in setting up the vote cen-ter. The Alternate Judge and one clerk will be paid their normal rate for up to two hours for setup.

� Supply Pickup/Drop-off: The Presiding Judge will receive an additional $100 for setup, supply pickup, and drop-off. Alternate judges receive an additional $25 for closing the location after the PJ leaves for drop-off.

Training:Judges and clerks will be paid for required training at

their hourly rate:

z All workers are required to attend a 2-hour in-person class prior to the run-off. .

Lunches/Breaks: All judges and clerks working more than 8-hour shifts are required to take a 30-minute lunch break. Lunch breaks must be recorded and are not paid.

As workload permits, election workers should be given 5 to 15 minute breaks.

Cell Phones: Presiding Judges and Alternate Judges will receive additional compensation for their use of personal cell phones during the voting period. Election Judges will be paid an additional $20 for Early Voting and $5 for Election Day.

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VOTING EQUIPMENT & SUPPLIES

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Ch. 3: Voting Equipment & Supplies

Voting Equipment Components

Item Description/PurposeePollBook

z An iPad used by election workers to check-in qualified voters

z Use the touch screen to capture voter’s signature

z Generate required forms

Controller

z Machine with a red “C” by the handle (visible when device is closed)

z Opens the polls on the Duos from this device

z Poll workers use the Barcode Reader to scan the Bar-code generated by the ePollBook

z Monitors the status of each voting booth

z Prints zero tape and other reports

Duo

z Machine with a dark blue “D” by the handle (visible when device is closed)

Voters use device to:

z Use touch screen to enter access code

z Insert ballot paper

z Use touch screen to mark and review their ballot

z Print their ballot

Scan/Ballot Box z Machine with a light blue “S” by the handle (visible

when device is closed)

z Voter inserts ballot into scanner

z Ballot is cast when American flag is displayed

z Scanned ballots fall into locked ballot box for secure storage

z Print zero tape and other reports

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Item Description/PurposeDuo Go

z A case used to transport the Duo tablet outside the vote center for curbside voters.

ATI z An Audio-Tactile Interface (ATI) intended for voters who

cannot, or prefer not to, use the touchscreen.

z Utilized by a voter to navigate through a ballot with the Move wheel, to make selections on a ballot with the Select button, and active “help” text using the Help button.

z May be attached to any Duo.

Early Voting and Election Day Supplies The primary difference between supplies for Early Voting and for Election Day is quantity.

z Early Voting locations receive a Supplies Cabinet (large cabinet with enough supplies and forms to serve voters for the length of Early Voting—delivered to the Vote Cen-ter by Elections Office). If your location does run low on any supplies, please contact 713-755-1617.

z Election Day locations receive a Judge’s Box, which includes an accordion folder with forms, envelopes, and supplies.

Supplies and Containers Used at Vote Centers

Please be gentle with the supplies/PPE and always return supplies to their proper location. We strive to set up a system that makes it easy for you to access the supplies when you need them, and to ensure that in transit, the supplies stay in place. All the items that are not turned in with the constables (Early Voting) or at Drop Off (Election Day) need to be returned NEATLY back to the Supplies Cabinet or Judge’s Box. If the supplies are all thrown into the Supplies Cabinet (during Early Voting) or the Judge’s Box and not secured, they may shift in transit and become damaged.

Keys must be returned to the Elections Office at the end of Early Voting and

Election Day. Failure to return the keys will result in a deduction from pay.

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Equipment & Terms Used at Vote Centers � Access Code – Random and unique code generated by

the Controller by reading the voter’s ballot style Barcode. Prints out from the Controller on a small piece of paper. Used by the voter to access their ballot on the Duo.

� Access Device – An Audio-Tactile Interface (ATI) intended for voters who cannot, or prefer not to, use the touchscreen. Utilized by a voter to navigate through a ballot with the Move wheel, to make selections on a ballot with the Select button, and active “help” text using the Help button. May be attached to any Duo.

� Americans with Disabilities Act (ADA) – Federal law that governs accessibility for individuals with disabilities. Each vote center must be accessible to all voters, regardless of disabilities. If the location is not accessible as is, Harris County must make adjustments (like ramps, cones, or doorstops).

� ADA Checklist – Found on the ePollBook, the ADA Checklist specifies remedies, ranging from cones to ramps, that must be placed during voting hours to ensure accessibility for all voters.

� Barcode Reader – Plugs into the Controller. Used to read the ballot style barcode, produced by the ePollBook, to generate an Access Code.

� Ballot Box – Black box that the Scan sits on. The Ballot Transfer Bag is placed inside this box.

� Ballot Bag – Gray collapsible bag that is placed inside the Ballot Box to collect printed vote records.

� Booths – each Duo sits on a booth; Wheelchair Accessible Booths are shorter and wider than other Booths.

� Ballot Style Barcode– Generated by the ePollBook. Barcode is read with the handheld Barcode Reader attached to the Controller to generate an Access Code for the voter.

� Curbside Buzzer (Ballot Call) – Curbside voters use buzzer placed outside to notify election workers inside that they would like to vote.

� Drive Thru Voting (DTV) – Early Voting locations where voters can cast a ballot while staying in their vehicle.

� Duo Go – Case used with the Duo tablet to be carried outside the vote center for curbside voting (EV only).

� Elections Technology Center (ETC) – Warehouse where all voting equipment and supplies are stored. ETC staff test, repair, and maintain the equipment and manage

delivery/pick-up of all machines and supplies for each election.

� Emergency Ballot Slot – Located on the top of the ballot box. Slot should remain sealed unless the Scan device cannot accept printed vote records.

� ePollBook – iPad programmed with Harris County Election Application for processing voters; generates Controller Barcode after voter is fully checked in; used to access digital Timesheets; used to Open/Suspend/Close polls; used to record Provisional voters.

� Equipment Caddy – Metal caddy that contains voting equipment; delivered to Vote Centers before voting begins.

� Line – A full line of equipment: 1 ePollBook, 1 Controller, and up to 12 Duos (exact number of Duos depends on size of location).

� MiFi – Portable wireless device that provides connection for the ePollBooks.

� Poll Worker button – Blue button on the back each Verity device. On the Touch Writer Duo, it is used for certain actions, such as canceling a voter’s session. On the Scan, the button is used to access the Main Menu.

� Printed Vote Record – Printed ballot on Thermal Ballot Paper.

� Tech Accessories Box – Stored in the Equipment Caddy; includes Verity cables, ATIs, Barcode Readers, and headphones.

� Thermal Ballot Paper – Paper provided to voter to print Printed Vote Record; will be provided by Elections Office; must have the Election Administrator’s stamped initials (during Early Voting) or the Presiding Judge’s signature (during Election Day) before it is given to the voter.

� Translation iPad – May be used for translations, as needed (kept plugged in on Judges’ table).

� Verity Cables – Booth connection cords used to daisy-chain the Duos. The first Duo will also be daisy-chained to the Controller.

� Wedge – Customized wedge used with the Curbside Cart to secure the curbside Duo at Drive Thru Voting locations.

� Zero Report – Report that must be printed from the Controller and Scan during the opening polls process.


EARLY VOTING

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This chapter provides detailed checklists for Early Voting:

2. COVID Check All election workers must wear masks at all times in their capacity as election workers.* The Presiding Judge must screen all workers at setup and at the beginning of each shift. The Alternate Judge will screen the Presiding Judge.

a. Open PPE Box and remove thermometer and masks. Provide a mask to any election worker who doesn’t have a mask.

Ch. 4: Early Voting - Setting Up/Opening the Vote Center, First Day

Setting Up/Opening EV Vote Center Checklist

A. Setting Up/Opening EV Vote CenterB. Opening Polls, Daily (After first day)

C. Suspending Polls, DailyD. Suspending Polls, Last Day

1. Preparationa. Unlock Supply Cabinet (keys previously provided to

Presiding Judge at training).

b. Remove Election Worker Binder (the Binder).

c. Remove Inventory List (hanging on the inside of the door to the Supply Cabinet).

d. Use the EV Setup/Opening Checklist in Elections Refer-ence Manual (in the binder) and the Inventory Listto set up the vote center.

EARLY VOTING: 713-755-1617

Due to the Thanksgiving Holidays, all Early Voting locations will set up on the morning of the start of Early Voting, Dec. 29. Please be at the location by 5:00 a.m.

If you cannot get into the building or the room, or have electrical problems, or your Constable is not at the location by 6:15 a.m., or if you experience other major

problems, please call the Elections Office immediately.

Top Priorities X Location must be ready to accept voters by

7:00 a.m. so arrive by 5:00 a.m. (first day) X Once the Presiding Judge arrives, immediately

start setting up the vote center. X By 6:30 a.m. on the first day, the Constable

should arrive. Send a “Handy message” through the ePollBook when the Constable arrives.

Before 6:45 a.m., once the following items are complete, send the “Polls Open” message through an iPad*:

� The judges are inside the polling location � The ePollBooks are online and charging � All Controllers, Duos, and Scan are on and

ready to accept votersIf any of these items is NOT complete by 6:45 a.m., please contact the Elections office immediately at 713-755-1617.

*If the Elections Office does not receive the “Polls Open” message, you will be contacted by the Elections Office.

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b. Screen election workers:

� Take the temperature of each worker.

� Ask each worker the screening questions on the sheet inside the PPE box.

c. If anyone registers a temperature above 100.4 degrees or answers “Yes” to any of the questions, immediately send them home, and contact Crystal Contreras. Provide your name and SRD number or Poll Code. Ms. Contreras will ask several questions to help assess the exposure risk. The EA’s office will work with the Office of Public Health to determine the appropriate actions.

*As employees of the Harris County Elections Administrator’s Office, all election workers are required to follow the policies of the EA. This includes policies relating to COVID safety — all employees are required to wear face masks and practice social distancing while on the job.

Set up and use tables to hold equipment and supplies, as needed, while setting up location. You will move these items as necessary as you set up the room.

3. Set up iPads and MiFisa. Unlock large black travel case.

� Remove black ePollBook cases.

� Remove white Tech Accessory Box & set aside for now.

b. From ePollBook case(s), remove & set on a table (close to a power outlet):

� All iPads, charging cables, and charging blocks (if needed, remove the black extension cord).

� Orange and blue ePollBook stands.

� MiFi and charger.

c. Set up all three ePollBooks (the fourth iPad is marked with a green stripe/dot on the back and is for translations — see #d for set up):

� Place ePollBooks on the ePollBook stands.

� Turn on the three ePollBooks.

� Connect a charging cable to each ePollBook.

� Connect the other end of the charging cable into a charging block.

� Plug charging block into a white surge protector (surge protectors in the Supply Cabinet).

NOTE: Do NOT plug charging cable directly into the USB slot of the surge protector — the ePollBook will not stay fully charged.

d. Set up the fourth iPad (translation services):

� Connect the charging cable to the iPad.

� Connect the other end of the charging cable into the charging block.

� Plug into wall or surge protector.

e. Set up MiFi:

� Follow all instructions on MiFi power cord to turn on MiFi.

� After the MiFi is on, plug into wall or a surge protector.

f. Login to each ePollBook. (Passwords available in your binder on green paper.)

g. Call Tech Line to verify that you are online.

Seal LogsSeal LogsAs you set up the location and open/close each day, you will be entering/verifying seal numbers in the appropriate logs:

� Equipment Caddy (on the back of the Supply Cabinet log)

� Supply Cabinet (on the back of the Equipment Caddy log)

� Controller

� Ballot Box

� Scan

4. Set up Rooma. Remove the white Election Forms Box (EFB) and clear

plastic Supply Box from Supply Cabinet.

b. Assign two workers to complete the following:

1. Utilizing the sample floor plans (in section #11 of EFB), position Qualifying Tables, Judges’ Table, Greeter’s Table (if applicable), and Sanitizing Station:

� Judges’ Table should be in a place that the Presiding Judge may view the entirety of the room.


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� The Qualifying Tables are where voters check in, so the tables need to be placed where traffic flow allows voters to easily move from Qualifying to the Duos.

2. Set up totem (in the blue bag in the Supply Cabinet):

� Take the totem out of the blue bag and place on a table.

� Carefully unfold the totem until it is fully extended.

� Lift totem off the table and gently push in the sides in a “hug” until it stands up.

� Place the totem just outside of the door/outside of the voting area so that voters may see it before they enter.

NOTE: The totem includes the following required notices:

� Voter’s Rights Document Notice

� Notice to Voters with Disabilities

� Voter’s Complaint Information

� Notice of Prohibited Devices

� Notice of Voting Order Priority

� ID Required for Texas Voters

If you are unable to set up the totem, post the above items (copies in the EFB) together on the wall so that they may be

read by voters prior to entering the voting area

3. Assemble sneeze guards (instructions are inside the box) and set on Qualifying Table(s).

4. Using wall mount/Sticky Tac (in Supply Box), post the following legally required signs where they can be read prior to entering the voting room (#10 In EFB):

� 3 sample ballots (Eng./Spanish, Eng./Vietnamese, and Eng./Chinese).

� Early Voting Locations and Hours poster.

� Notice to Voters with Disabilities (place at a level that can be read by someone using a wheelchair, bottom of page must be 4 feet from the ground). This notice is in the totem but this version is larger and must also be posted.

� Directional and/or ADA directional arrows (section #10 in EFB) as needed.

5. Organize Materials and Prepare Judges’ Table

a. Remove the white Return Box from the Supply Cabinet.

� Build the Return Box and set on Judge’s Table.

� Use this box to hold all return Envelopes provided.

b. Remove the following items from the EFB and the Supply Cabinet and place in the Return Box:

� Work Folder (brown expandable folder on the third shelf of the Supply Cabinet) — to be used throughout Early Voting to keep track of daily paperwork.

� Stamp the date on one Early Voting Daily Reconciliation Envelope (section #5 in EFB) and place in the Work Folder.

� List of Provisional Voters.

� Week #1 Time Sheets Envelope (section #2 in EFB)

c. Remove the List of Voters who Voted Using RID (section #15 of EFB) and put on the Judges’ Table

d. Using Assignments sheet (section #1 in EFB), delegate duties to clerks.

� Review Break Schedule

6. Set up Booths, Duos, Duo Gos, and Access Devices

a. Break the seal on the Equipment Caddy and log the seal number on the Caddy Seal Log (located on the back of the Supply Cabinet Seal Log).

b. Remove Duos (machines with a “D” near the handle) and black Booth Bags (the wheelchair accessible booths have a red handle) and the Duo Go (in a brown box with handle).

� Assemble Booths (Standard and wheelchair accessible)

Note: A complete set of booth parts includes the booth table, U-shaped leg, front leg extensions, and privacy screens.


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NOTE: All booths have a daisy-chain power kit permanently attached to the underneath of the booth and are delivered with the Duo power cords attached to the kit.

c. Taking one Duo at a time, starting at the end closest to the surge protector:

� Case must be closed when plugging in cords. � On each of the booths, a short power cord should

already be connected to the Duo’s power brick and to the booth’s power kit. Check to make sure it hasn’t come loose.

a. Assemble one booth at a time (set on a table) as follows:

� With the legs facing up, slightly lift the outside legs and remove the short legs from the bracket by pulling sideways.

� Unfold the legs from booth table by pulling on the handle and lifting to lock the legs into place.

� Attach the U-shaped leg; press the metal buttons to attach and lock it into place.

� Attach the front leg extensions; press the metal buttons to attach each leg and lock them into place.

� Turn the booth over and set in place so that the U-shaped leg of the booth is away from the voter.

b. Set up booths around the room according to the sample floor plan (section #11 in EFB).

� Set up all the booths 5 feet apart — for social distancing and cord placement.

� Place wheelchair accessible booth at beginning of each line, closest to the Qualifying Table.

� At the end of one line — use the line with the end closest to the door you will be exiting to help curbside voters — place the small table next to the booth. You will use the table for the Duo Go.

� Setting up Duos: a. After the Booths have been set up, set a Duo (handle

facing you) on top of each Booth, aligning footpads with the circular indentations (shift the Duo until you feel it drop into the indentations).

b. Standing at the front of the booth, reach under the booth top and push the locking latch away from you to secure the Duo device to the booth.

Power BRICK (visible from back

of booth)

Power KIT (underneath booth, behind the power

BRICK)

DUO

Looking at the back of a Duo and Standard Booth


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� Keeping the Duo case closed: From the Duo second closest to the surge protector, take the long power cord connected to the power KIT underneath the booth (behind the power brick) and plug it into the first Duo’s power kit.

� From the third Duo, connect the long power cord to the second Duo’s power kit. Continue with the remaining Duos, moving away from the surge protector to the end of the line.

� Connect the power bricks to the Duos. For each Duo, plug the power brick into the back of the Duo (flat side of plug up).

STOP! Do NOT plug the power strip into the wall outlet and DO NOT power on

the Duos yet.

� Setting up Duo Go: a. Remove the Duo Go and charging cord from the box.

b. Place the Duo Go on the small table next to the last Duo (on one line).

c. Attach the charging cord to the Duo Go and plug into the wall or power strip.

d. Confirm that the orange status light is on.

� Connect the Access Device (ATI): a. From the Tech Accessories Box, remove:

� Three ATIs.

� Three pairs of headphones.

� Two Barcode Readers. (Set aside Barcode Readers for now).

b. Plug a pair of headphones into the top left of each ATI.

c. Plug one ATI into the first Duo on each Line (those on the wheelchair accessible booths) by connecting the ATI blue plug to the corresponding port on the back of the Duo.

NOTE: You will need to slide the port cover up to access the ATI port

d. Place the ATI in the cradle to the right of the Duo.

e. Set the remaining ATI on the curbside table.

NOTE: A voter may plug the tactile switches, sip-and-puff, or any other dual-switch input device into the port on the top right of the ATI.


IMPORTANT: Do not plug the power cord on the first Duo into a surge protector or

an outlet yet.

d. Repeat the process of connecting the power cords on the second line.

e. Remove the booth connection cords from the white Tech Accessory Box:

� On the first Duo in the Line (closest to the Qualifying Table), insert a booth connection cord into one of the ports on the back of the Duo.

NOTE: You may need to slide the port cover to access the port.

� Using a new cord, insert a booth connection cord into the remaining available port on the back of the first Duo.

� Insert the other end of either of the booth connection cords that is plugged into the first Duo into one of the available ports on the back of the next Duo.

� Continue this process with each Duo until you reach the end of the Line.

NOTE: The last Duo will only receive one connection cord into one port.

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Early Voting: ShiftsEarly Voting: Shifts Early Voting clerks may work in shifts, as determined by the Elections Administrator office. Regardless of whether you are working the morning, afternoon, or all-day shift, always arrive on time!

AM clerks (6:00 a.m. - 1:30 p.m.) z Assist with opening the vote center by setting up/

turning on equipment.

PM clerks (12:30 p.m. - 8:00 p.m. - End time may vary as needed by Presiding Judge)

z Assist with suspending the polls by closing and securing the equipment.

8. Prepare Controllers, Ballot Box, Scan, and Duos

NOTE: The power-on process for the Controllers, Scan, and Duos takes 4 ½ minutes, so do not be alarmed when the screen doesn’t turn on immediately or turns on/off several times. a. Break the Seal on the Equipment Caddy and log the seal

number in the Caddy Seal Log (on the back of the Cabinet Seal Log; in Work Folder from use during Pre-EV Setup).

b. Remove Controllers (machines with a “C” near the handle), the black Ballot Box bag, and the Scan (machine with a “S” near the handle) from the equipment caddy.

� Controllers: a. Set the Controllers on the

Qualifying Table(s) near the ePollBooks (one ePollBook will be used per one Controller) and the sneeze guards.

b. Open the Controller case by pulling the top of the latches towards you then lifting up; lock the lid brace in place.

c. In the upper right section of the case is a blue storage compartment; press the latches to remove the compartment cover. ( NOTE: This compartment is not locked.)

7. Attach Privacy Screens and Organize Cords

a. Privacy Screens: attach two Privacy Screens to each Booth (on either side of the Duo).

b. Organize the cords by bundling them in line with each other as much as possible.

c. If there is no other option than to place cords in the path of a voter, you must cover the cords with an ADA compliant cord cover.

d. Once open, remove the power brick and power cord from the storage compartment.

e. Close the Controller case (case must be closed when plugging in cords) by unlocking the brace (on the left), and then slowly pulling the latches towards you until the case closes.

f. Plug the power cord into the power brick, and then plug the power brick into the back of the Controller (flat side of plug up).

IMPORTANT: Do not plug the power cord into a power strip or outlet yet.

IMPORTANT: Never tilt a device up by handle while cords are connected – this can damage the cord where it connects to the device or cause damage to the device itself.

g. Plug the connection cord from the Duo closest to the Controller into one of the ports on the back of the Controller.

h. Open the Controller.

i. With the blue key, turn the lock (A) just right of the tablet. The tablet will shift forward once unlocked.

A


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j. Unlatch (B) in the upper left corner.

k. Remove the tablet by lifting up and forward (C).

l. Seat the tablet in the cradle (D).

NOTE: Make sure the tablet is seated securely. If you do not initially seat the tablet correctly, it may cause problems once the device is turned on.

m. Tilt the tablet back (E), and use the blue key to lock it in place (F).

n. Plug the power cord into the power strip and plug the power strip into an outlet or extension cord (as necessary).

o. A green light should illuminate on the power brick when AC power is present.

p. A green light should illuminate on the right side of the open Controller.

q. Connect one of the Barcode Readers to the USB connection located on right, above the report printer.

r. Press the red button on the back of the Controller to power it on.

s. Repeat for second Controller.

NOTE: The power-on process takes 4 ½ minutes, so do not be alarmed when the Controller screen doesn’t turn on immediately.

NOTE: The Controller must be powered on prior to the Duos being turned on

t. Once the Controller is powered on, it will automatically print the Power-On Self Test Report.

� If the Report indicates that anything “failed,” call the Tech Line.

� Ballot Box The Constable with the second Ballot Box key will need to be at the vote center to verify the Ballot Bag is empty before placing it in the Ballot Box and to lock the top lock on the Ballot Box before they leave the vote center.a. Position the folded ballot

box as shown, with the nylon handles on the side.

b. Unlatch the four clips (two on each side).

Ch. 4: Early Voting - Seting Up/Opening the Vote Center, First Day

F

B

C

D

E

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c. Pull open the ballot box as shown.

d. Press the side panels outward until they are flat, being careful not to pinch your hands or fingers.

e. Lower the bottom panel but do not press down.

f. Release the lid by unhooking the 3 elastic straps.

g. Pull the string on the underside of the lid upward to unlock the lid latch.

h. Lift the lid while gently pulling upward and outward, ensuring that the double hinge is fully extended.

i. Lay the lid across the top of ballot box, and then press it down; Do not force it.

j. Unlock the Judges’ lock on the right side of the front door with the Judge’s ballot box key.

k. Press firmly on bottom panel to lock it in place.

l. Place the Ballot Box near the exit door so that voters can easily see it and will be able to deposit their ballot on their way out the door.

m. Make sure there is an outlet within 6 feet of the Ballot Box so that the Scan may be plugged in once set.

� Scana. Place the Scan on the Ballot Box, aligning footpads

with the indentations.

� The handle on the Scan must face the front of the ballot box.

b. Reach inside the Ballot Box and pull the cord down and away from you to lock the lid and the Scan in place.

c. Remove the folded gray Ballot Bag from the Supply Cabinet.

d. Unfold the Ballot Bag and secure the metal frame inside the bag with the velcro fasteners.

e. Place the gray Ballot Bag, unzipped and open, inside of the Ballot Box, all the way to the back left corner.

f. Close and lock both locks on the front Ballot Box door — the Constable will lock the top lock on the front of the Ballot Box door.

g. Break the seal on the handle of the Scan and open the case.

h. The Chain of Custody form will be inside the case.

� Complete the “Early Voting Morning, prior to opening” section of the form.

� Sign and place in the Work Folder until the last day of Early Voting when you utilize the form again.

i. Lock the Back Door of the Ballot Box (using the Judges’ key).

j. Seal the Ballot Box:

� Get three orange seals from the Ballot Box Seal Envelope (#5 of the EFB).

� Seal the Front Door of the Ballot Box.

� Seal the Back Door of the Ballot Box.

� Seal the Emergency Slot on the Ballot Box.

� Log all three seals on the Ballot Box Seal Log (#5 of the EFB).

� Put the Ballot Box Seal Log in the brown Work Envelope (you will verify the seals daily).

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k. Open the Scan case by pulling the top of the latches towards you then lifting up. Lock the lid brace in place.

l. In the upper right section of the case is a blue storage compartment; press the latches and remove the compartment cover. (NOTE: This compartment is not locked.)

m. Once open, remove the power brick and power cord from the storage compartment.

n. Close the compartment, and close the Scan case; the case should be closed when plugging in cords.

o. Plug the power cord into the power brick, and then plug the power brick into the back of the Scan (flat side up).

IMPORTANT: Do not plug the power cord into the wall yet.

NOTE: The Scan does not connect to any of the other equipment.

p. Open the Scan case and lock the lid brace in place

IMPORTANT: Never tilt a device up by the handle while cords are connected – this can damage the cord where it connects to the device, or cause damage to the device itself.

q. Unlock, unlatch, and remove the tablet. (See photos on previous pages.)

r. Seat the tablet in the cradle, tilt it back, and lock it in place. (See photos on previous pages.)

s. Ensure light purple tape has already been loaded into the Scan printer.

t. Plug the power cord into AC power; a green light should illuminate on the power brick when AC power is present.

u. A green light should illuminate on the right of the Scan when AC power is present.

v. Press the red button on the back of the Scan to power it on.

NOTE: The power-on process takes 4 ½ minutes, so do not be alarmed when the screen turns on and off several times.

w. Once the Scan is powered on, it will automatically print the Power-On Self Test Report.


x. Place some of the “I Voted” stickers (zip lock bag on the third shelf of the Supply Cabinet) on the Ballot Box, to the right of the Scan.

� Duos: a. Taking one Duo at a time:

� Unlock, unlatch, and remove the tablet. (See photos on previous pages.)

� Seat the tablet in the cradle, tilt it back, and lock it in place. (See photos on previous pages.)


b. Plug the power cord of the Duo closest to the surge protector into the surge protector, and plug the surge protector into the wall.

c. A green light should illuminate on the right side of the Duo.

d. Power on each Duo using the red power button on the back of the device.

� During the power on process, the Duo screen will display a Power-On Self Test report.

� Any hardware or connection issues will be highlighted in yellow; if any issues are noted, check connections and restart the device using the red power button on the back of the device.

NOTE: The power-on process takes 4 ½ minutes, so do not be alarmed when the Duo screen doesn’t turn on immediately or turns on and off several times.

e. Power on the Duo Go by pressing the power button inside the case, next to the printer. Keep the Duo Go plugged into power.


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� Booth Numbers: Using the tie wraps (section #12 of EFB), hang one laminated Booth Number (section #12 of EFB) on the front of each Duo:

a. Match the color of the numbers to the color of tape in each Controller.

b. Place the #1 Booth Number on the machine closest to the Controller continuing numerically down the Line of Duos from there.

c. Repeat for both Lines of Duos.

9. Assign Boothsa. Once the Duos are powered on, with one person at

the Controller confirming assignment and one person starting at the Duo closest to the Controller:

� On the Duo touchscreen, select the number on the screen that should be assigned to the Duo (start with “1” closest to the Controller).

� The person at the Controller will verbally confirm that the booth has been assigned.

� Repeat for each Duo on the Line.

10. Print Reports: For each Controller and the Scan:

� Select “Print Zero Report” on the touchscreen.

� Using the zero reports, verify that the ballot counter total on the zero reports is zero and enter it in the Reconciliation Log (see Reconciliation Log on next column).

� Verify that the poll code on the reports is correct. If not, call the Tech Line.

� Verify that the clocks in the bottom left corner of each screen displays the correct time. If not, call the Tech Line.

� Select “Open the Polls” on the touchscreen.

� Enter the Open Polls Code (in Binder on green paper), and then select “Accept.” The Open Polls reports will automatically print.

� Place the Power On Self-Test Reports, Zero Reports, and Open Polls Reports in the Reconciliation Envelope.


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11. Prepare Ballot Paper (may be assigned to Clerk)

a. Open one package of ballot paper (found in small brown boxes at the bottom of the Supply Cabinet).

b. Required by Law: using the stamp of Election Administrator Isabel Longoria’s initials (in the clear Supply Box), stamp the lower back (side with arrow) at the bottom of about 20 sheets of ballot paper.

c. Set stamped ballot paper on the Qualifying Table, on the flat surface of the open Controller so that the Qualifying Clerk may provide to voters.

d. Throughout the day, as you get low on stamped ballot sheets, stamp about 20 more.

NOTE: Do not stamp more than 20 sheets at a time, unless you have more than 15 people in line.

12. Set Up Provisional BoxPresiding Judge and Alternate Judge together:

a. Take the gray plastic provisional tub and verify that it is empty, except for the red seals provided.

b. Using the two red seals provided, seal both ends of the provisional ballot tub.

c. Keep the tub inside the Supply Cabinet when not in use, and seal the cabinet each evening of Early Voting.

d. The provisional tub will go with the Constable on the last night of Early Voting.

13. Organize Materialsa. Place the following items on a table easily accessible by

Greeter:

� Acceptable Forms of ID List (section #3 in EFB).

� Pink sheets with photo ID and Wireless Device Laws (section #4 in EFB).

� Reserved signs for ADA voter chairs (section #4 in EFB).

� Green pads (box on top shelf of cabinet) for scratch paper that voters can use to write down their choices (from electronic device) or to use as placeholder for curbside voters.

b. Place the following items on the Qualifying Table(s):

� Pens (in the Supply Box).

� Acceptable Forms of ID List (section #3 in EFB).

� Flow chart of Lists A & B (section #3 in EFB).

� SOR Forms (section #12 in EFB).

15. Curbside Prepa. Place Curbside Voting buzzer outside and test receiver

inside. If the buzzer system is damaged or stops working for any reason, immediately contact the ADA Coordinator at 713-755-6965 to report the problem. In addition, an election worker must stay posted outside until the buzzer system is fixed or replaced.

16. ADA Checklista. Complete the ADA Checklist (located in main menu of

ePollBook) to put in place all ADA remedies.

� The checklist will identify the temporary remedies required for your polling location and instructions on how to implement the remedies.

b. From the main menu, select “ADA Checklist.” Enter the Judge’s Admin password.

c. On the line for the day’s date, select the “Verification” button.

d. Each screen will identify a single remedy and identify who is responsible, either the judge or a vendor. If the remedies are substantial (like installing a temporary ramp), an outside vendor will deliver and install them.


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� You can take as many photos as needed to show that the remedy is in place.

Please Note: Your photos should look like the photos shown on the left side of the screen.

i. Click “Next Question” button in corner.

j. When you’ve finished all the questions, choose the “Complete” button in the lower corner.

k. The status for the day will change to Completed.

17. Prepare Staffa. Retrieve the Oaths of Election Officers (section #2 in EFB).

b. Administer the Oath to staff.

c. Have everyone sign the Oaths Form.

d. Retrieve Name Badges from the top shelf of the Supply Cabinet.

e. Clearly print each worker’s name on the name badges.

f. Pass out name badges, assign an area to return badges daily.

g. Direct the staff to enter starting time on pay sheets (instructions included in the envelope).

h. Place Schedules for Break and Lunch and Working Positions in an accessible area for workers.

i. Explain that the polls will open and close using the clock on the Scan.

j. Place completed Oaths Form in white Return Envelope.

k. Place white Return Envelope and the completed pay sheets in the brown expandable Work Folder.

l. Review and complete with staff: (both documents are in section #1 in EFB)

� Assignments

� Break schedule

m. Have workers complete green timesheets (#2 in EFB).

n. Follow directions regarding faxing/emailing timesheets.

o. Input time in the ePollBook:

� To enter the attendance module, from the main menu, select the “JUDGE / CLERK ATTENDANCE” button.

� From the next screen, you can:

� Start the process of clocking in/out by entering the last four digits of your social security number.

� Add a new poll worker

See page 89 for detailed instructions on using the attendance module.

e. The ADA Checklist on your ePollBook will also include a diagram to help you implement the temporary remedies by showing van accessible parking, accessible routes, and temporary remedies.

f. The diagram also includes a legend showing what each symbol means. You must follow the diagram.

g. For each remedy, instructions and photos will also be displayed to show you exactly how the temporary remedy must be implemented. The aerial views and pictures can be clicked on to enlarge the images. You must follow the photos exactly.

h. You must take a photo to verify that the remedy is correctly in place. (The Harris County ADA staff will check the photos and notes to ensure compliance.)

� Select “Take Picture” button.

� Camera will open.

� Take the photo.

� You’ll have the choice of “Retake” or “Use Photo” (bottom of the camera screen).

� The photo will now display on the Checklist screen.


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18. Prepare Voter PPEa. Wash your hands thoroughly before handling PPE.

b. Remove disinfecting wipes, disinfecting spray, and voter face masks from grey PPE box.

c. Place voter facemasks near door to distribute to voters. (Voters are highly encouraged but not required to wear masks to vote).

d. Place disinfecting wipes on Qualifying Table(s).

19. Prepare Signagea. Place Distance Marker 100 feet from the entrances of the

building.

b. Place any other provided signage at appropriate location within or outside the vote center.

NOTES:

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Ch. 4: Early Voting - Opening the Vote Center, Daily

Daily Opening Checklist (after first day)

1. COVID Check

a. Open PPE Box and remove thermometer and masks. Provide a mask to any election worker who doesn’t have a mask*.



� Ask each worker the screening questions listed inside the PPE supply tub.

c. If anyone registers a temperature above 100.4 degrees or answers “Yes” to any of the questions, immediately send them home, and contact Crystal Contreras. Provide your name and SRD number or Poll Code. Ms. Contreras will ask several questions to help assess the exposure risk. The EA’s office will work with the Office of Public Health to determine the appropriate actions.

*As employees of the Harris County Elections Administrator’s Office, all election workers are required to follow the policies of the EA. This includes policies relating to COVID safety—all employees are required to wear face masks and practice social distancing while on the job.

2. Prepare Location a. Remove the Supply Cabinet Seal (keep removed seal to

verify with Cabinet Seal Log) from the Supply Cabinet.

b. Unlock Supply Cabinet.

c. Remove Election Worker Binder (the Binder).

d. Use the Elections Reference Manual (in the binder) and the Opening Polls—Daily Checklist to prepare the location to open.

e. Remove the white Elections Forms Box (EFB) and clear plastic Supply Box from Supply Cabinet; place on Judge’s Table.

f. Confirm that sneeze guards and blue and orange ePollBook stands are still in proper place.

g. Remove MiFi and ePollBooks from the Supply Cabinet, keeping them all plugged in if possible.

� Place two ePollBooks on the Qualifying Table (they should be placed on the ePollBook stands).

� Place one ePollBook and the Translation iPad on the Judge’s Table.

Top Priorities X Location must be ready to accept voters by

7:00 a.m. so arrive by 6:00 a.m.

X Once the Presiding Judge arrives, immediately start setting up the vote center.

X By 6:30 a.m. on the first day, the Consta-ble should arrive. Send a “Handy message” through the ePollBook when the Constable arrives.

By 6:45 a.m., once the following items are complete, send the “Polls Open” message through an iPad* and call the Elections office at 713-755-1617 to let them know your location is up and running:

� The judges are inside the polling location � The ePollbooks are online and charging � All Controllers, Duos, and Scan are on and

ready to accept votersIf any of these items is NOT complete by 6:45 a.m., please contact the Elections office immediately at 713-755-1617.

*If the Elections office does not receive the “Polls Open” message, you will be contacted.

If you cannot get into the building or the room, or have electrical problems, or your Constable is not at the location by 6:15 a.m., or if you experience

other major problems, please call the Elections Office Immediately.

EARLY VOTING: 713-755-1617

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� Place the MiFi in a place where it has the best signal (this may be the Judges’ table, a window sill, etc).

� If MiFi or ePollBooks came unplugged in transition, make sure to plug them back in.

h. Wake up the iPads by clicking on the home button, located on the right middle of the screen, and open ePollBook application on all three ePollBooks.

i. Login to each ePollBook and ensure that each is connected to the MiFi (instructions attached to MiFi cord).

j. Remove the two Barcode Readers from the Supply Cabinet and set on the Qualifying Table.


a. Remove the white Return Box from the Supply Cabinet.

b. Remove the following items from the EFB and the Supply Cabinet and place in the Return Box:

� Work Folder

� Stamp the date on one Early Voting Daily Reconciliation Envelope (section #5 in EFB) and place in the Work Folder.

� List of Provisional Ballots

� Week #1 Time Sheets Envelope (section #2 in EFB)

c. Remove the List of Voters who Voted Using RID (section #15 of EFB) and put on the Judges’ Table

d. Using Assignments sheet (section #1 in EFB), delegate duties to clerks.

� Review Break Schedule


NOTE: The power-on process for the Controllers, Scan, and

Duos takes 4 ½ minutes, so do not be alarmed when

the screen doesn’t turn on immediately or turns on/off

several times.

� Controllers: a. Remove the Controller Seal Log from the Work Folder.

b. For each Controller, complete the following:

� Confirm seal number from previous night.

� Remove seal and place in garbage bag (found in Supply Cabinet.

c. Place the Controller Seal Log in the Work Folder.

d. Open the Controller.

e. Unlock, unlatch, and remove the tablet. (See page 29 for photos.)

f. Seat the tablet in the cradle.

NOTE: Make sure the tablet is docked securely. If you do not initially dock the tablet correctly, it may cause problems once the device is turned on.

g. Tilt the tablet back, and use the blue key to lock it in place.

h. Connect one of the Barcode Readers to the USB connection located on right above the report printer.

i. Press the red button on the back of the Controller to power it on.

j. Repeat for second Controller.

NOTE: The power-on process takes 4 ½ minutes, so do not be alarmed when the Controller screen doesn’t turn on immediately.

NOTE: The Controller must be powered on prior to the Duos being turned on.

k. Once the Controller is powered on, it will automatically print the Power-On Self Test Report

� If the Report indicates that anything “failed” call the tech line.

� Ballot Box a. Verify that the seals on the Ballot Box are still intact

and match the numbers on the Ballot Box seal log.


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� Scan: a. Remove the Scan Seal Log from the Work Folder.

b. Confirm seal number from previous night.

c. Remove seal and place in garbage bag (found in Supply Cabinet).

d. Place the Scan Seal Log in the Work Folder.

e. Open the Scan.

f. Unlock, unlatch, and remove the tablet. (See page 29 for photos.)

g. Dock the tablet in the cradle.


h. Tilt the tablet back, and use the blue key to lock it in place.

i. Make sure light purple tape is loaded into the Scan printer.

j. Press the red button on the back of the Scan to power it on.

NOTE: The power-on process takes 4 ½ minutes, so do not be alarmed when the Scan screen doesn’t turn on immediately.

k. Once the Scan is powered on, it will automatically print the Power-On Self Test Report


l. Place some of the “I Voted” stickers (zip lock bag on the third shelf of the Supply Cabinet) on the Ballot Box, to the right of the Scan

� Duos: Taking one Duo at a time:

a. Unlock, unlatch, and remove the tablet. (See photos on page 29.)

b. Dock the tablet in the cradle, tilt it back, and lock it in place. (See photos on page 29.)


c. Plug the cord of the last Duo in the line into the surge protector, and plug the surge protector into the wall.

d. A green light should illuminate on the right side of the Duo

e. Power on each Duo using the red power button on the back of the device


� Any hardware or connection issues will be highlighted in yellow; if any issues are noted, check connections and restart the device using the red power button on the back of the device

NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the Duo screen doesn’t turn on immediately.

� Booth Numbers: Using the tie wraps (section #12 of EFB), hang one Laminated Booth Number (section #12 of EFB) on the front of each Duo.

a. Match the color of the numbers to the color of tape in each Controller.

b. Place the #1 Booth Number on the machine closest to the Controller continuing numerically down the Line of Duos from there


5. Assign Boothsa. Once the Duos are powered on, with one person at

the Controller confirming assignment and one person starting at the Duo closest to the Controller:

� On the Duo touchscreen, select the number on the screen that should be assigned to the Duo (start with “1” closest to the Controller). The person at the Controller will verbally confirm that the booth has been assigned.


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6. Print Reports: For each Controller and the Scan:

a. Select Open the Polls on the touchscreen.

b. Enter the Open Polls Code (in Binder on green paper), and then select “Accept.” The Open Polls reports will automatically print.

c. Place the Power On Self-Test Reports, Zero Reports, and Open Polls Reports in the Reconciliation Envelope.

7. Prepare Ballot Paper (may be assigned to Clerk)

a. Open one package of ballot paper (found in small brown boxes at the bottom of the Supply Cabinet)

b. Required by Law: using the stamp of Election Administrator Isabel Longoria’s initials (in the clear Supply Box), stamp the lower back (side with arrow) of about 20 sheets of ballot paper

c. Set stamped ballot paper on the Qualifying Table, on the flat surface of the open Controller so that the Qualifying Clerk may provide to voters.


8. ADA Setup/Checklista. Complete the ADA Checklist (see page 33 for full

instructions) to confirm all ADA remedies are still in place.

b. Place Curbside Voting buzzer outside and test receiver inside If the buzzer system is damaged or stops working for any reason, immediately contact the ADA Coordinator at 713-755-6965 to report the problem. In addition, an election worker must stay posted outside until the buzzer system is fixed or replaced.

9. Prepare Staffa. Retrieve Name Badges and give to workers.

b. Direct the staff to enter starting time on pay sheets (instructions included in the envelope).

c. Place Schedules for Break and Lunch and Working Positions in an accessible area for workers.

d. Place white Return Envelope and the completed pay sheets in the brown expandable Work Folder.


b. Remove disinfecting wipes, and voter face masks from grey PPE box.

c. Place voter facemasks near door to distribute to voter. (Voters are highly encouraged but not required to wear masks to vote).

d. Place disinfecting wipes on Qualifying Table(s).

11. Prepare Signagea. Verify that totem, postings, directional signage, and 100 ft

Distance Marker are still in place.


NOTES:

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Ch. 4: Early Voting - Suspending Polls, Daily

Suspending Polls during Early Voting, Daily (except last day, see page 41 for Last Day instructions)

4. Suspending Controllers Both judges work together on one Controller at a time:

a. Select “Menu” at the top of the screen.

b. Select “Suspend Polls.”

c. Enter the Suspend Polls Code (found in the Binder) and select “Accept.”

d. The Suspend Polls Report will print automatically.

e. After the Suspend Polls Report is finished printing, print the Access Code Summary Report.

� Keep all reports for use in completing the Daily Reconciliation Envelope task, below.

f. Press the red power button on the back of the Controller.

IMPORTANT: Wait for the Controller to completely power down and display a black screen before the next step.

g. Break down the Controller by:

� Unplug the Barcode Readers and set aside for now.

� Using the blue key, turn the lock just right of the tablet.

� Unlatch in the upper left corner.

� Remove the tablet by lifting up.

� Seat the tablet in the compartment.

� Use the blue key to lock the tablet in place.

1. The Doora. Close the door at 7:00 p.m. (10:00 p.m. on Thursday, Oct.

28) and continue to allow all voters already in line at 7:00 p.m. (10:00 p.m. on Oct. 28) to vote.

b. Bring the line of voters inside the building if feasible.

c. Send Greeter to the end of the line to stand to designate the end of the line.

d. If not already done, place any completed Reasonable Impediment Declarations (RID) in the return RID envelope (in EFB).

e. Remove today’s Daily Reconciliation Log Envelope from the Work Folder.

2. Provide location status to Elections Office at 7:00 p.m.

a. Send a “Handy Message” through the ePollBook: “Still have voters in line, cannot close Polls” OR “Processed last voter” (meaning the last voter has signed in) depending on your status.

b. If you fail to send the Handy Message, the Elections Office will contact you.

3. Once the last voter has voted, assign clerks to:

a. Remove any trash or debris from voting booths and voting room and discard.

b. Place Curbside Voting buzzer, cones, and any other portable ADA remedies inside the voting room.

c. After clerks’ tasks are completed, clerks may be dismissed for the day. Make sure the all election workers record their time on the timesheet and on the ePollBook.

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h. Unlock the brace on the left of the Controller.

i. Shut the Controller.

j. Repeat on second Controller.

5. Suspending Scan Both judges work on the Scan together:

a. Press the blue Poll Worker button on the back of the Scan.


c. Enter the Suspend Polls Code and select “Accept.”


� Keep report for use in completing the Early Voting Daily Reconciliation Envelope task, below.

e. Press the red power button on the back of the Scan.

IMPORTANT: Wait for the Scan to completely power down and display a black screen before the next step.

f. Break down the Scan by:

� Using the blue key, turn the lock just right of the table.





g. Unlock the brace on the left of the Scan.

h. Shut the Scan.

6. Powering Off Duosa. After the Controllers and the Scan are powered down,

power off each Duo by pressing the red power button on the back of the Duo.

7. Complete Daily Reconciliation Envelope (utilize the corresponding report tapes)

a. Retrieve Early Voting Daily Reconciliation Envelope from the Work Folder.

b. On the Early Voting Daily Reconciliation Envelope, fill out the highlighted sections:

c. Place the Suspend Polls Reports and Access Code Report in the Early Voting Daily Reconciliation Envelope.

d. Both judges need to sign and date the envelope.


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8. Suspending Polls on ePollBook:a. Suspend the polls on one of the ePollBooks and using the

information on the Daily Reconciliation Envelope, record the end of the day totals for each Controller:

� Go to “Judge Admin Menu.”

� Select “Suspend Poll.”

� After selecting “OK” in the pop-up box, select “Enter the End of Day Totals.”

� Confirm that you have completed the two tasks at the top of the screen by selecting the red boxes.

� Starting with the Controller with the white tape,

� Select “Tap here to add a new record.”

� In the pop-up window, enter the serial number of the device or select “Read Barcode” to use the iPad to read the barcode found in the handle area of each device.

� Select “Suspend Poll.” A pop-up window will open to confirm you want to suspend the polls. Once you select “yes,” you will not be able to process voters.

� Answer Questions:

� If ballot paper was delivered to your location today, check the box. A drop-down box will open. Enter the number of packs delivered.

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� Choose the tape color from the drop-down menu.

� Select “Submit.”

� Enter totals.

� Take photo of tapes.

� Select “Add Record” button.

� Repeat steps for second Controller and the Scan.

� When adding the information for the Scan, check the box at the top.

� ONLY AFTER you have entered the numbers and taken the photos for all three machines, both judges sign and then tap the “Accept” button.

b. Suspend Polls on other ePollBooks


� Select “Suspend the Polls.”

� Answer Questions

� You do not need to re-enter the totals on the second and third ePollBooks.

c. Call 713-755-6965 to report your totals.

9. Sealing Controllers and Scana. For each Controller, complete the following:

� Take a new green seal from the Seals Bag.

� Secure the green seal around the handle of the Controller.

� Write the green seal number on the Controller Seal Log.

b. Both judges sign next to the seal number.

c. Place the Controller Seal Log in the brown Work Folder.

d. For the Scan, complete the following:


� Secure the green seal around the handle of the Scan.

� Write the seal number on the Scan Seal Log.

e. Both judges sign next to the seal number.

f. Place the Scan Seal Log in the brown Worker Folder.

10. Organize paperworka. Complete your time sheets (PJ/AJ).

b. Remove the Cabinet Seals Log and a green seal from the Envelope (folder #5 in EFB) and save the seal for last task.

c. Write the seal number on the Cabinet Seal Log and sign the Cabinet Seal Log; place the log inside the Work Folder.

d. Place Work Folder, other folders, and white Return Envelope in the Return Box.

11. Close and Lock Supply Cabinet:a. Make sure the Provisional Tub is in the Supply Cabinet.

b. Move the MiFi to the Supply Cabinet, keeping it plugged in to charge and powered on (the wire will fit through a small space in the cabinet).

c. Move each ePollBook to Supply Cabinet, keeping them plugged in to charge (the wires will fit through a small space in the cabinet).

d. Move the two Barcode Readers to the Supply Cabinet.

e. Ensure that you have placed all three ePollBooks and the Translator iPad to sleep by clicking the button on top left corner once.

f. Double check that the screens turn black.

g. Place the white Return Envelope in the Return Box.

h. Place white EFB and clear plastic Supply Box back in Supply Cabinet.

i. Place Return Box in the Supply Cabinet.

j. Lock and seal the Supply Cabinet.

� Lock top latches and bottom pad lock

� Place the seal through the lock’s eyelet

k. Close and lock voting room and take your keys with you.

Repeat the above steps every night EXCEPT the last night of Early Voting. See next page for the last night instructions.

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The Constable should be at your location around 6:30 p.m. When the Constable arrives, notify the Elections Adminis-trator’s Office with a “handy message” on the ePollBook.

Gather the Envelopes for each category below and put them in the Return Box:

� Provisional Affidavits Envelopes (daily)

� Cancelled Mail Ballots Envelopes (daily)

� Statement Of Residences (SOR)

� Reasonable Impediment Declaration (RID)

� Time sheets (3 envelopes)

� Spoiled Ballot Envelopes (daily)

� Anything remaining in the work folder EXCEPT Chain of Custody form.

� ALL of the Early Voting Daily Reconciliation Envelopes (daily)

NOTE: Include ALL Daily Envelopes. Even if you didn’t have any paperwork for a given day, you must still include the empty envelope and mark it as containing “0.”

1. The Doora. Close the door at 7:00 p.m. and continue to allow all

voters already in line at 7:00 p.m. to vote.


c. Send Greeter to the end of the line to stay to designate the end of the line.

d. Remove Name Badge Envelope from supply cabinet and place on Judge’s table.

e. Remove today’s Early Voting Daily Reconciliation Envelope from the Work Folder.


a. Send a “handy message” through the ePollBook: “Still have voters in line, cannot close Polls” OR “Processed last voter” (meaning the last voter has signed in) depending on your status.

b. Call the call center at 713-755-1617 and report whether you have voters, and if yes, how many.

c. Once the last voter has voted, assign workers to:

� Remove any trash or debris from voting booths/voting room and discard.

� Place Curbside Voting buzzer, cones, and any other portable ADA remedies inside the voting room.

� If used, remove any tape or debris from floor mats (marked EV on bottom), roll up, and place in supply cabinet, bottom shelves.

� Disassemble curbside buzzer and replace in case.

� Disassemble sneeze guards and replace in boxes.

� Place curbside buzzer case and sneeze guard boxes on top of the Equipment Caddy.

� Pack up unused PPE and place in gray PPE tub.

� Return all unused forms to EFB in Supply Cabinet.

� Roll sanitizing stand next to Supply Cabinet.

3. Suspending Controllers Both judges work together on one Controller at a time

a. Select “Menu” at the top of the screen.




e. After the Suspend Polls Report is finished printing, print the Access Code Summary Report.

� Keep all reports for use in completing the Early Voting Daily Reconciliation Envelope task, below.

f. Press the red power button on the back of the Controller.

IMPORTANT: Wait for the Controller to completely power down and displaying a black screen before the next step

g. Break down the Controllers:





Suspending Polls—Last Day of Early Voting

Ch. 4: Early Voting - Suspending Polls, Last Day

42



h. Unlock the brace on the left of the Controller.

i. Shut the Controller.

j. Repeat on second Controller.

4. Suspending Scan Both judges work the Scan together:

a. Press the blue Poll Worker button on the back of the Scan.




� Keep report for use in the Completing Daily Reconciliation Envelope task, below.

e. Tear this report off and keep the report for use in the Completing Daily Reconciliation Envelope task, below.

f. From the screen “The Polls are Suspended,” select “Print Ballot Count.” Leave this report on the machine.

g. Press the red power button on the back of the Scan.

IMPORTANT: Wait for the Scan to completely power down and displaying a black screen be-fore the next step.

h. Break down the Scan by:






� Unlock the brace on the left of the Scan.

� Shut the Scan.

5. Completing Daily Reconciliation Envelope (utilize the corresponding report tapes)

a. Retrieve Early Voting Daily Reconciliation Envelope from the Work Folder.

b. On the Early Voting Daily Reconciliation Envelope fill out following highlighted sections:


c. Place the Suspend Polls Report and the Access Code Report in the Early Voting Daily Reconciliation Envelope.

d. Both judges need to sign the envelope.

6. Suspending Polls on ePollBook:a. Suspend the polls on the Judge’s ePollBook and using the

information on the Daily Reconciliation Envelope, record the end of the day totals for each Controller:


� Select “Suspend Poll.”

� Answer Questions.

� Select “Suspend Poll.” A pop-up window will open to confirm you want to suspend the polls. Once you select “yes,” you will not be able to process voters.

� After selecting “OK” in the pop-up box, select “Enter the End of Day Totals.”

� Confirm that you have completed the two tasks at the top of the screen by selecting the red boxes.

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� Starting with the Controller with the white tape,

� Select “Tap here to add a new record.”

� Enter in totals.

� Take Picture.

� Select “Add Record” button.

� Repeat steps for second Controller and the Scan.

� ONLY AFTER you have entered the numbers and taken the photos for all three machines, both judges sign and then tap the “Accept” button.

b. Suspend Polls on other ePollBooks:


� Select “Suspend the Polls.”


� You do not need to re-enter the totals on the second and third ePollBooks.

7. Securing Controllers a. For each Controller, complete the following:

� Retrieve the Controller Seal Log..


� Secure the seal around the handle of the Controller.

� Place the sealed Controller in the Equipment Caddy.

� Document seal number on Controller Seal Log.

8. Packing up the Duos & Boothsa. After the Controllers and the Scan are powered down,

power off each Duo by pressing the red power button on the back of the Duo

b. Remove privacy screens.

c. Breakdown the Duos by:


� Turn latch in the upper left corner.




� Unlock the brace on the left of the Duo.

� Shut the Duo.

d. Remove the Duos from the Booths.

e. Placed the Duos in the Equipment Caddy.

f. Disassemble the Booths.

g. Place the disassembled Booths and privacy screens in the Booth Bags.

h. Put the Booth Bags in the Equipment Caddy.

The Constable with the second Ballot Box Key will need to be at the vote center to unlock the second lock on the Ballot Box before the next steps may be completed.

9. Securing the Ballot Baga. Unlock the first Ballot Box Lock (right side of front door).

b. Ask the Constable to unlock the second Ballot Box lock (top of the front door).

c. Open the Ballot Box.

d. Remove the gray Ballot Bag. Gather any ballots that may have slipped out.

e. Zip the gray Ballot Bag.

f. Take an orange seal from the Ballot Box Seals Envelope (in #5 of the EFB).

g. Using an orange seal, seal the Ballot Box Bag.

h. Document the seal serial number on the Ballot Box Seal Log.

i. The sealed Ballot Bag will be given to the Constable.

j. Collapse the Ballot Box by following the detailed instructions on the back of the Ballot Box.

k. Place the Ballot Box in the ballot box bag, and place it in the Equipment Caddy.

10. Securing the Scana. Retrieve Chain of Custody form from work folder.

b. Take a new green seal from the Seals Bag.

c. Document the seal number on the Chain of Custody form, and place the form inside the Scan.

d. Secure the seal around the handle of the Scan.

e. The Scan will be given to the Constable.


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11. Prepare Return Box for Constable:

a. Have everyone complete time sheets:

� On both paper and ePollBook, estimate time for the night

b. If you haven’t finished, continue to gather all daily envelopes, including today’s, and place in Return Box.

Remember to include all envelopes, both those with contents and those without.

12. Pack up black iPad casea. Place all iPads (including Translation iPad) to sleep by

clicking the button on the left top corner.

b. Pack up iPads and place in the black case (no screen showing).

c. Place charging cords and blocks in black case.

d. Unplug MiFi, turn off power, and place inside the black case with charging cable.

e. iPad Case(s) will go to the Constable but the Large travel case stays at the Early Voting location.

13. Finish cleaning rooma. Place name badges back in Supply Cabinet.

b. Ensure that all equipment has been put away and that all paper, forms, PPE, etc. have been returned to the appropriate place.

14. Seal Equipment Caddy, Lock Supply Cabinet

a. Take two unused green seals from the Seal Bag.

b. Record the seal serial numbers on Equipment Caddy Seal Log (on back of Cabinet Seal Log) and place the log in the white Return Envelope.

c. Place the Return Envelope in the Return Box.

� Seal the Equipment Caddy.

� Lock top latches and bottom pad lock of the Supply Cabinet.

� Place BOTH cabinet keys inside Return Box.

15. Prepare for Constablea. ALL of the following items must be

picked up by the Constable: � Scan

� Ballot Bag

� Ballot Box and carrying bag

� Provisional Tub


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� Black iPad case

� Return Box

With Constable: � Complete the chain of custody form. (See sample

above.)

� Call to report that Constable has left at 713-755-1617.

� Close and lock the voting room.


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NOTES:

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ELECTIONDAY

48

This chapter provides detailed checklists for Election Day. Carefully follow these checklists to minimize mistakes and accurately conduct the election.

A. Setting up Vote Center B. Opening Vote Center

Setting Up for Election Day Checklista. Assign two workers to complete the following:

1. Using the sample floor plan, position Qualifying Table(s), Judges’ Table, and Greeter’s Table.

� Judges’ Table should be in a place that the Presiding Judge may view the entirety of the room.

� The Qualifying Tables are where voters check in, so the tables need to be placed where traffic flow allows voters to easily move from the Qualifying table to the Duos.

2. Set up totem (in blue bag):

� Take the totem out of the blue bag and place on a table.

� Carefully unfold the totem until it is fully extended.

� Lift totem off the table and gently push in the sides in a “hug” until it stands up.

� Place the totem just outside of the door/outside of the voting area so that voters may see it before they enter.

Note: The totem includes the following required notices: � Voter’s Rights Document Notice � Notice to Voters with Disabilities � Voter’s Complaint Information � Notice of Prohibited Devices � Notice of Voting Order Priority � ID Required for Texas Voters

If you are unable to set up the totem, post the above items (copies in the accordion folder) together on the wall so that they

may be read by voters prior to entering the voting area.

Ch. 5: Election Day - Setting Up Vote Center

C. Closing Vote Center

1. COVID Check Although optional, the Elections Administrator’s Office strongly encourages every election worker to support the health and safety of our workers and voters by wearing masks while in the vote center.

The Presiding Judge must screen all workers at setup and at the beginning of each shift. The Alternate Judge will screen the Presiding Judge.




� Ask each worker the screening questions on the sheet inside the PPE box.

c. If anyone registers a temperature above 100.4 degrees or answers “Yes” to any of the questions, immediately send them home, and contact Crystal Contreras at 713-755-1617, #11. The EA’s office will work with the Office of Public Health to determine the appropriate actions.

2. Set up RoomWhile setting up the vote center location, set up and use tables to hold equipment and supplies, as needed. You will move these items as necessary as you set up the room.

49

3. Assemble sneeze guards (instructions are inside the box) and set on Qualifying Table(s).

4. Using wall mount/Sticky Tac, post the following legally required signs where they can be read prior to entering the voting room:

� 3 sample ballots (Eng./Span, Eng./Viet, and Eng./Chin)

� Notice to Voters with Disabilities (place at a level that can be read by someone using a wheelchair; bottom of page must be 4 feet from the ground).

NOTE: This content of this notice is also included in the totem, but the version that is posted separately is larger and should be posted at wheelchair level.

� Post directional and/or ADA directional arrows as needed.

3. Set up Booths, Duos, Duo Gos, and Access Devices

a. Break the seal on the Equipment Caddy and log the seal number on the Caddy Seal Log

b. Remove Duos (machines with a “D” near the handle) and black Booth Bags (the wheelchair accessible booths have a red handle) from the caddy.

� Leave the Ballot Box and Controllers (machines with a “C” near the handle) in the caddy until the morning voting begins.

ATTENTION: DO NOT assemble the Ballot Box before Election

Day, per Texas election law.

� Assemble Booths (Standard & wheelchair accessible) Note: A complete set of booth parts includes the booth table, U-shaped leg, front leg extensions, and privacy screens.

a. Assemble one booth at a time (set up on a table or on the floor) as follows:

� With the legs facing up, slightly lift the outside legs and remove the short legs from the bracket by pulling sideways.

� Unfold the legs from booth table; pull on the handle and lift to lock the legs into place.

� Attach the U-shaped leg; press the metal buttons to attach and lock it into place.

� Attach the front leg extensions; press the metal buttons to attach each leg and lock them into place.

� Turn the booth over and set in place so that the U-shaped leg of the booth is away from the voter.

b. Set up booths around the room according to the sample floor plan.

� Set up all the booths 6 feet apart — this is required for social distancing and cord placement.

� Place wheelchair accessible booth at beginning of each Line, closest to the Qualifying Table.

� Place the small table provided with your equipment at the end of one line — use the line with the end closest to the door you will be exiting to help curbside voters. You will use the table for the Duo Go.

� Setting up Duos: a. After the Booths have been set up, set a Duo on top

of each Booth, aligning footpads with the circular indentations (shift the Duo until you feel it drop into the indentations).

b. Standing at the front of the booth, reach under the booth top and push the locking latch away from you to secure the Duo device to the booth.


50

NOTE: All booths have a daisy-chain power kit permanently attached to the underneath of the booth and are delivered with the Duo power cords attached to the kit.

c. Taking one Duo at a time, starting at the end closest to the surge protector:

� Case must be closed when plugging in cords. � On each of the booths, a short power cord should

already be connected to the Duo’s power brick and to the booth’s power kit. Check to make sure it hasn’t come loose.

� Keeping the Duo case closed: From the Duo second closest to the surge protector, take the long power cord connected to the power KIT underneath the booth (behind the power brick) and plug it into the first Duo’s power kit.

� From the third Duo, connect the long power cord to the second Duo’s power kit. Continue with the remaining Duos, moving away from the surge protector to the end of the line.

� Connect the power bricks to the Duos. For each Duo, plug the power brick into the back of the Duo (flat side of plug up).

IMPORTANT: Do not plug the power cord into a surge protector or an outlet yetd. Remove the Verity booth connection cords from the

white Tech Accessory Box.

e. On the first Duo in the Line (closest to the Qualifying Table), insert a booth connection cord into one of the available ports on the back of the Duo

NOTE: You may need to slide the port cover to access the port.

f. Using a new cord, insert a booth connection cord into the remaining available port on the back of the first Duo.

g. Insert the other end of either of the booth connection cords that is plugged into the first Duo into one of the available ports on the back of the next Duo

h. Continue this process with each Duo until you reach the end of the Line

NOTE: the last Duo will only receive one connection cord into one port

i. Plug each Duo into the power strip BUT, STOP!

Do NOT plug the power strip into the wall outlet and DO NOT power on the Duos until

the morning voting begins.


Power BRICK (visible from back

of booth)

Power KIT (underneath booth, behind the power

BRICK)

DUO

Looking at the back of a Duo and Standard Booth

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� Setting up Duo Go: a. Remove the Duo Go and charging cord from the box.

b. Place the Duo Go on the small table next to the last Duo (on one line).

c. Attach the charging cord to the Duo Go and plug into the wall or power strip.

d. Confirm that the orange status light is on.

� Connect the Access Device (ATI): a. From the Tech

Accessories Box, remove:

� Three ATIs.

� Three pairs of headphones.

� Two Barcode Readers. (Set aside Barcode Readers for now).

b. Plug a pair of headphones into the top left of each ATI.

c. Plug one ATI into the first Duo on each Line (those on the wheelchair accessible booths) by connecting the ATI blue plug to the corresponding port on the back of the Duo.

NOTE: You will need to slide the port cover up to access the ATI port

d. Place the ATI in the cradle to the right of the Duo.

e. Set the remaining ATI on the curbside table.

NOTE: A voter may plug the tactile switches, sip-and-puff, or any other dual-switch input device into the port on the top right of the ATI.

4. Attach Privacy Screens, Organize Cords, and Attach Booth Numbers

a. Privacy Screens: attached two Privacy Screens to each Booth (on either side of the Duo)

b. Cords: As much as possible, keep all cords out of the voter access route. Because each Duo needs its own power supply, more power cords are needed than in prior years.

c. Organize the cords by bundling them in line with each other as much as possible.

d. If there is no other option than to place cords in the path of a voter, you must cover the cords with an ADA compliant cord cover.

5. ADA Setup/Checklist The ADA Checklist in the ePollBook can be accessed during setup so that you can place the ADA remedies. However, the checklist won’t allow you to take pictures or mark the remedies complete until Election Day.

a. Open the ADA Checklist (located in main menu of ePollBook) to put in place all ADA remedies.


b. On the line for first available date, select the “Verification” button.

c. Each screen will identify a single remedy and identify who is responsible, either the judge or a vendor. If the remedies are substantial (like installing a temporary ramp), an outside vendor will deliver and install them.

d. The ADA Checklist on your ePollBook will also include a diagram to help you implement the temporary remedies by showing van accessible parking, accessible routes, and temporary remedies.


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e. The diagram also includes a legend showing what each symbol means. You must follow the diagram.

f. For each remedy, instructions and photos will also be displayed to show you exactly how the temporary remedy must be implemented. The aerial views and pictures can be clicked on to enlarge the images. You must follow the photos exactly.

g. Click Next Question button in corner to address each remedy.

� Curbside Buzzer: Assemble curbside buzzer/ballot call (instructions in ballot call case).

6. Organize Materialsa. Place the following items on a table easily accessible by

Greeter:

� Acceptable Forms of ID List

� Pink sheets with photo ID and Wireless Device Laws

� Reserved signs for ADA voter chairs

� Scratch paper that voters can use to write down their choices (from electronic device) or to use as placeholder for curbside voters

b. Place the following items on the Qualifying Table(s):

� Pens

� Acceptable Forms of ID List

� Flow chart of Lists A & B

7. Personnel When setting up an Election Day vote center location, you should not set up the ePollBooks. However, you do need to open one ePollBook to enter time worked.

a. From the black ePollBook case, remove & set on a table (close to a power outlet):

� One ePollbook and charger

� MiFi and charger

b. Set up one ePollbook:

� Turn on the ePollBook.

� Connect a charging cable to the ePollBook.


� Plug charging block into the wall.


c. Set up MiFi:

� Follow instructions on MiFi power cord to turn on MiFi.

� After the MiFi is on, plug into wall or a surge protector

d. Login into the ePollBook (Passwords available on the white Election Day Judge Packet, in Judge Supply Box).

e. Input time in the ePollBook:

� To enter the attendance module, from the main menu, select the “JUDGE / CLERK ATTENDANCE” button.

� From the next screen, you can:

� Start the process of clocking in/out by entering the last four digits of your social security number.

� Add a new poll worker

For full instructions on using the ePollBook Timesheet module, see page 89.

8. Prepare for Departurea. Put the ePollbook to sleep by clicking the button on the

top right corner:

� Make sure the ePollbook is asleep (should have a black screen).

� Unplug the ePollBook and the MiFi.

� Power down the MiFi.

� Place the ePollBook, MiFi, and chargers in the ePollBook case.

b. Move the two Barcode Readers to the Caddy.

c. Take one unused green seal from the Judge Supply Box.

d. Using the green seal, seal the Equipment Caddy and log the number on the Caddy Seal Log.

e. Place the Caddy Seal Log (located in 1. Important of the accordion folder) in the Judge Supply Box.

f. Close and lock voting room.

g. Take the ePollbook case, with all ePollBooks inside, and the Judge Supply Box home with you.

Remember to bring a charger for the cell phone that you will

using during Election Day.

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Before you leave the location:

� Are the ePollBooks packed into the iPad case?

� Is the Controller(s) still in the Equipment Caddy?

� Are the wheelchair accessible booths set up closest to the Controller?

� Are the Duos locked onto the booths, with cases closed?

� Are the power cords connected to the Duos, but NOT connected to power?

� Is the Duo Go set on the table at the end of one of the lines plugged in so that it can be charging over night.

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Opening the Vote Center Checklist**If you cannot get into the building or the room, have electrical issues, or experience

other major problems, call the Elections Office Immediately**

ELECTION DAY LINE: 713-755-1617

By 6:45 a.m., once the following items are complete, send the “Polls Open” message through an iPad*:

� The judges are inside the polling location. � The ePollbooks are online and charging. � All Controllers, Duos, and Scan are on and

ready to accept voters.If any of these items is NOT complete by 6:45 a.m., please contact the Elections office immediately at 713-755-1617.

X Location must be ready to accept voters by 7:00 a.m. so all workers must arrive by 5:30 a.m.

X Once the Presiding Judge arrives, immediately start setting up the vote center.

X By 6:30 a.m., the Constable should arrive. Send a “handy message” through the ePoll-Book when the Constable arrives.

*If the Elections Office does not receive the “Polls Open” message, you will be contacted by the Elections Office.

Throughout the Early Voting period, the Elections office may send you notifications. If you see a number in front of the envelope, it means you have received a message. The envelope will shake at the top of the window until it is opened. Tap on the envelope, and then tap on the message with a blue dot to open and read the full message.

Handy Messages

To Send a message on the ePollBook:

z Click on the envelope in the upper right corner.

z Choose “Compose Message” and “Canned Message.”

z Choose “Polls Open & Ready to accept voters at 7:00 am.”

z Choose “Send.”

1. COVID Check

Although optional, the Elections Administrator’s Office strongly encourages every election worker to support the health and safety of our workers and voters by wearing masks while in the vote center.




� Ask each worker the screening questions listed inside the PPE supply tub.

� If anyone registers a temperature above 100.4 degrees or answers “Yes” to any of the questions, immediately send them home, and contact Crystal Contreras at 713-755-1617, #11. Please be prepared to provide the name and phone number of the exposed worker. The EA’s office will work with the Office of Public Health to determine the appropriate actions.

Ch. 5: Election Day - Opening Vote Center

55

2. Prepare Staffa. Retrieve the following from section 2. Personnel in the

brown accordion folder, in the Judge Supply Box.

� Oaths of Election Officers

� Name Badges

b. Administer the Oath to staff.

� Have everyone sign the Oaths Form.

� Place completed Oaths Form in white Envelope 2 in the Judge Supply Box.

c. Provide name badges to staff.

� Clearly print each worker’s name on the name tags.

� Pass out name badges.

3. Setup iPads and MiFia. From the black ePollBook case, remove and set on a

table (close to a power outlet):

� All ePollBooks (iPads), charging cables, and charging blocks (if needed, remove the black extension cord).

� ePollBook stands

� MiFi and charger

b. Set up all three ePollBooks:

� Place ePollBooks on the blue and orange stands.

� Turn on the three ePollBooks.

� Connect a charging cable to each ePollBook.


� Plug charging block into a white surge protector found in the Tech Accessory box. Do NOT plug charging cable directly into the USB slot of the surge protector—it will not stay fully charged.

c. Set up MiFi:

� Follow instructions on MiFi power cord to turn on MiFi.

� After the MiFi is on, plug into wall or a surge protector.

d. Login into each ePollBook (Passwords available on the white Election Day Judge Packet, in the Judge Supply Box).


a. Remove envelopes 1-6 from the Judge Supply Box (near the bottom of the box) and place on the Judges’ Table to utilize throughout the day

b. Remove the Processing & Recording Provisional Ballot Instructions from the Judge Supply Box (1. Laminated Guides in Judge Supply Box) and place on Judges’ Table

c. Remove ALL forms from 3. Important Forms section of the brown accordion folder in the Judge Supply Box—place ALL forms on the Judges’ table, which should include:

� Record of Election Day Ballot Box Seals

� Register of Spoiled Ballots

� Envelope for Device Reports/Tapes (you will utilize this envelope after you open the polls on the Controllers and the Scan)

� Oaths (for assisting voter)

� Reconciliation Log—Harris County Elections (you will begin filling this out after you open the polls on the Controllers and the Scan)

� List of Voters Indicated as ID Voters (green paper)

� Curbside Carrier Envelopes

d. Place one Curbside Carrier Envelope on the table with the Duo Go.

e. Remove the List of Voters who Voted Using RID (6. Reasonable Impediment Declaration of accordion folder, in Judge Supply Box) and place on the Judges’ Table.

f. Remove the List of Provisional Voters (7. Provisional of brown accordion folder, in Judge Supply Box) and place on the Judges’ Table.

NOTES:

____________________________________

____________________________________

____________________________________

____________________________________

____________________________________

____________________________________

____________________________________


56


NOTE: The power-on process for the Controllers, Scan, and Duos takes roughly 4 ½ minutes, so do not be alarmed when the screen turns on and off several times.

a. Break the Seal on the Equipment Caddy and log the seal number in the Caddy Seal Log (1. Important Forms in the brown accordion folder, in the Judge Supply Box).

b. Place the Caddy Seal Log in white Envelope 2.

c. Remove Controllers (machines with “C” near the handle) and the black Ballot Box from the Equipment Caddy.

d. Remove the two Barcode Readers from the Equipment Caddy and set one next to each Controller.

� Controllers: One ePollBook will be used per one Controller.

a. Set one Controller on the Qualifying Table(s) near the ePollBooks and the sneeze guards.

� Taking one Controller at a time, break the seal on the front of the Controller.

� Open the Controller case by pulling the top of the latches towards you then lifting up; lock the lid brace in place.

b. In the upper right section of the case is a blue storage compartment; press

the latches to remove the compartment cover. (NOTE: This compartment is not locked.)

c. Once open, remove the power brick and power cord from the storage compartment.

d. Close the Controller case by unlocking the brace (on the left), and then slowly pulling the latches towards you until the case closes.

e. Case must be closed when plugging in cords. Plug the power cord into the power brick, and then plug the power brick into the back of the Controller (flat side of plug up).

IMPORTANT: Do not plug the power cord into a power strip or outlet yet.

IMPORTANT: Never tilt a device up by handle while cords are connected – this can damage the cord where it connects to the device, or cause damage to the device itself.

f. Plug the Verity data cable from the Duo closest to the Controller into one of the ports on the back of the Controller.

g. Open the Controller.

h. With the blue key, turn the lock (A) just right of the tablet. The tablet will shift forward once unlocked.

i. Unlatch (B) in the upper left corner.

j. Remove the tablet by lifting up and forward (C).

k. Seat the tablet in the cradle, tilt it back, and use the blue key to lock it in place.

A

B

C


57


l. Plug the power cord into the power strip and plug the power strip into an outlet or extension cord (as necessary).

m. A green light should illuminate on the power brick when AC power is present.

n. A green light should illuminate on the right side of the open Controller.

o. Connect one of the Barcode Readers to the USB connection located on right above the report printer.

p. Press the red button on the back of the Controller to power it on.

q. Repeat for second Controller (if applicable).

NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the Controller screen turns on and off repeatedly.

NOTE: The Controller must be powered on PRIOR to the Duos being turned on.

r. Once the Controller is powered on, it will automatically print the Power-On Self Test Report.

� If the Report indicates that anything “failed” contact 713-755-1617.

� Ballot Box a. Position the folded ballot box as shown, with the

nylon handles on the side.

b. Unlatch the four clips (two on each side).

c. Pull open the ballot box.

d. Press the side panels outward until they are flat, being careful not to pinch your hands or fingers.

e. Lower the bottom panel but do not press down.

f. Release the lid by unhooking the 3 elastic straps.

g. Pull the string on the underside of the lid upward to unlock the lid latch.

h. Lift the lid while gently pulling upward and outward, ensuring that the double hinge is fully extended.

i. Lay the lid across the top of ballot box, and then press it down. Do not force it.

j. Unlock the Judges’ lock on the right side of the front door with the Judge’s ballot box key.

k. Press firmly on bottom panel to lock it in place.

l. Place the Ballot Box near the exit door so that voter can easily see it and will be able to scan their ballot on their way out the door.

m. Make sure there is an outlet within 6 feet of the Ballot Box so that the Scan may be plugged in once set.

� Scana. Place the Scan

on the Ballot Box, aligning footpads with the indentations.

� The handle on the Scan must face the front of the ballot box.


58

b. Reach inside the Ballot Box and pull the cord down and away from you to lock the lid and the Scan in place.

c. Place the gray Ballot Bag, unzipped and open, inside of the Ballot Box, all the way to the back left corner.

d. Close and lock both locks on the front Ballot Box door.

e. Break the seal on the front of the Scan case and open the case.

f. The Chain of Custody form will be inside the case.

g. On the Chain of Custody form, complete the morning section.

h. Sign and place in the front pocket of the Binder. (You will utilize the Chain of Custody form at the end of the night.)

i. Lock the Back Door of the Ballot Box (using the Judges’ key.)

j. Seal the Ballot Box using three orange seals:

� Take three orange seals from the Ballot Box Seal Envelope (in the Judge Supply Box).

k. Open the Scan case by pulling the top of the latches towards you then lifting up. Lock the lid brace in place.

l. In the upper right section of the case is a blue storage compartment; press the latches and remove the compartment cover. (NOTE: This compartment is not locked.)

m. Once open, remove the power brick and power cord from the storage compartment

Close the compartment, and close the Scan case; the case should be closed when plugging in cords.

n. Plug the power cord into the power brick, and then plug the power brick into the back of the Scan (flat side up).

IMPORTANT: Do not plug the power cord into the wall yet

IMPORTANT: Never tilt a device up by the handle while cords are connected – this can damage the cord where it connects to the device, or cause damage to the device itself

o. Open the Scan case and lock the lid brace in place.

p. Unlock, unlatch, and remove the tablet. (See “Controllers” section for photos.)

q. Dock the tablet in the cradle, tilt it back, and lock it in place.

NOTE: Make sure the tablet is docked securely by firmly pushing the tablet down in the cradle. If you do not initially dock the tablet correctly, it may cause problems once the device is turned on.

r. Ensure purple tape has already been loaded into the Scan printer.

s. Plug the power cord into AC power; a green light should illuminate on the power brick when AC power is present.

t. A green light should illuminate on the right of the Scan when AC power is present.

u. Press the red button on the back of the Scan to power it on.


Emergency Slot

Front Door

� Seal the Front Door of the Ballot Box by putting the seal through the eyelet and securing it.

� Seal the Back Door of the Ballot Box by putting the seal through the eyelet and securing it.

� Seal the Emergency Slot (on top of the Ballot Box, to the right of the setup Scan) by putting the seal through the eyelet and securing it.

� Log all three seals on the Record of Election Day Ballot Box Seals (in 3. Important Forms in brown accordion folder, in Judge Supply Box).

� Put the Ballot Record of Election Day Ballot Box Seals in the white Envelope 2.

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NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the screen does not turn on immediately.

v. Once the Scan is powered on, it will automatically print the Power-On Self Test Report

� If the Report indicates that anything “failed” contact 713-755-1617, Tech Line.

w. Place some of the “I Voted” stickers (in the Judge Supply Box) on the Ballot Box, to the right of the Scan

� Duos: Taking one Duo at a time:

a. With the blue key, turn the lock just right of the tablet. (See “Controllers” section for photos.)

b. Unlatch in the upper left corner.

c. Remove the tablet by lifting up and forward

d. Dock the tablet in the cradle, tilt it back, and use the blue key to lock it in place.


e. Plug each Duo into the power strip and the power strip into an extension cord or outlet as necessary.

f. A green light should illuminate on the right side of the Duo.

g. Power on each Duo using the red power button on the back of the device.


� Any hardware or connection issues will be highlighted in yellow; if any issues are noted, check connections and restart the device using the red power button on the back of the device.

NOTE: The power-on process takes roughly 4 ½ minutes, so do not be alarmed when the Duo screen doesn’t turn on immediately.

� Booth Numbers: a. Using tape (in the plastic supply bag in the Judge

Supply Box), hang the Booth Numbers (Items to Be Posted folder, in the Judge Supply Box) on the bottom handle of the Duo

IMPORTANT: The color of the Booth Numbers must match the color of the tape in the Controller on the line that the Duo is connected to.

b. Place the 1 Booth Number on the machine closest to the Controller continuing numerically down the line of Duos from there


6. Assign Boothsa. Once the Duos are powered on, with one person

at the Controller confirming assignment and one person starting at the Duo closest to the Controller:

� On the Duo touchscreen, select the number on the screen that should be assigned to the Duo (start with “1” closest to the Controller). The person at the Controller will verbally confirm that the booth has been assigned.



60

7. Complete Reconciliation Loga. Fill out the top portion of the Reconciliation Log (should

be on Judges’ Table):

� On the Reconciliation Log, fill out Register of Official Ballots--“Before polls open” section (each shrink-wrapped pack of ballot paper has 200).

NOTE: All Reports print out from the receipt tape on the device

b. For each Controller and the Scan:

� Select “Print Zero Report” on the touchscreen.

� Using the zero reports, verify that the ballot counter total on the zero reports is zero and enter it in the Reconciliation Log:

� Verify that the poll code on the reports is correct. If not, call the Tech Line.

� Verify that the clocks in the bottom left corner of each screen displays the correct time. If not, call the Tech Line.

� Select Open the Polls on the touchscreen.

� Enter the Open Polls Code (on the white Election Day Judge Packet in the Judge Supply Box), and then select “Accept.” The Open Polls reports will automatically print.

**If you are at an Early Voting location, your Controller Zero Report and Open Polls

Report will NOT start at zero**

� Using the Zero Reports and the Open Polls Reports, fill in the Start of the Day (AM) portions of the “Reconciliation Information” on the Reconciliation Log.

� Place the Power On Self-Test Reports, Zero Reports, and Open Polls Reports in the white Envelope for Device Reports/Tapes (should be on Judges’ Table).

9. Prepare Ballot papera. Open one package of ballot paper

b. Required by Law: the Presiding Judge must sign the bottom right corner of the back side (side with arrow) of each page of ballot paper to be used by a voter—only do this for 20 pages of ballot paper at a time.


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c. Set signed ballot paper on the Qualifying Table, on the flat surface of the open Controller so that the Qualifying Clerk may provide to voters.


NOTE: Do not stamp more than 20 sheets at a time, unless you have more than 15 people in line.

10. ADA Checklist/Curbside Prepa. Place Curbside Voting buzzer outside and test receiver

inside.

If the buzzer system is damaged or stops working for any reason, immediately contact the ADA Coordinator at 713-755-6965 to report the problem. In addition, an election worker must stay posted outside until the buzzer system is fixed or replaced.

b. Complete the ADA Checklist (located in main menu of ePollBook) to put in place all ADA remedies.


c. Each screen will identify a single remedy and identify who is responsible, either the judge or a vendor. If the remedies are substantial (like installing a temporary ramp), an outside vendor will deliver and install them.

d. The ADA Checklist on your ePollBook will also include a diagram to help you implement the temporary remedies by showing van accessible parking, accessible routes, and temporary remedies.

e. The diagram also includes a legend showing what each symbol means. You must follow the diagram.

f. For each remedy, instructions and photos will also be displayed to show you exactly how the temporary remedy must be implemented.

g. You must take a photo to verify that the remedy is correctly in place. (The Harris County ADA staff will check the photos and notes to ensure compliance.)

� Select “Take Picture” button.

� Camera will open.

� Take the photo.

� You’ll have the choice of “Retake” or “Use Photo” (bottom of the camera screen).

� The photo will now display on the Checklist screen. You can take as many photos as needed to show that the remedy is in place.

Please Note: Your photos should look like the photos shown on the left side of the screen.

h. Click “Next Question” button in corner.

i. When you’ve finished all the questions, choose the “Complete” button in the lower corner.

j. The status for the day will change to Completed.


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11. Final Staff Preparationa. Direct the staff to fill out their information on

Compensation Pay Sheet (1. Personnel in accordion folder in Judge Supply Box) (instructions are next to pay sheet).

b. Explain that the polls will open and close using the clock on the Scan.

12. Prepare Location a. Confirm that sneeze guards are still in proper place.

b. Confirm that signage is still up.

c. Verify that postings and directional signs are still in place.

d. Place Distance Marker 100 feet from the entrances of the building.

e. Place any other provided signage at appropriate location within or outside the vote center.


b. Remove finger covers, disinfecting wipes, and voter face masks from grey PPE box.

c. Place voter facemasks near door to distribute to voter. (Voters are highly encouraged but not required to wear masks to vote.)

d. Place finger covers and disinfecting wipes on Qualifying Table(s).

Don’t Forget:By 6:45 a.m., once the following items are complete, send the “Polls Open” message through an iPad*:

� The judges are inside the polling location. � The ePollBooks are online and charging. � All Controllers, Duos, and Scan are on and ready to accept

voters.

If any of these items is NOT complete by 6:45 a.m., please contact the Elections office immediately at 713-755-1617.

NOTES:

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Closing Vote Center ChecklistClosing can be challenging, as you have worked a very long day, and are managing many moving parts to

accurately and successfully complete the election. You do not need to rush through the process, but you do need to focus, follow your checklist, and utilize your team to help you quickly and accurately complete the tasks.

1. The Doora. Close the door at 7:00 p.m. and continue to allow all

voters already in line at 7:00 p.m. to vote.


c. Send Greeter to the end of the line to stay to designate the end of the line.


a. Send a “handy message” through the ePollBook: “Still have voters in line, cannot close Polls” OR “Processed last voter” (meaning the last voter has signed in) depending on your status.

b. Once the last voter has voted, assign workers to perform these tasks: (PJ and AJ should move to next section)

� Remove any trash or debris from voting booths/voting room and discard.

� Place Curbside Voting buzzer, cones, and any other portable ADA remedies inside the voting room.

� Remove any tape or debris from floor mats, roll up, and place in.

� Disassemble curbside buzzer and replace in case.

� Disassemble sneeze guards and replace in boxes.

� Place curbside buzzer case and sneeze guard boxes on top of the Equipment Caddy.

� Pack up unused PPE and place in travel case.

� Return all unused forms to Judge Supply Box.

Ch. 5: Election Day - Closing Vote Center

The Presiding Judge returns the following items to Drop-off at NRG. Set these aside as you close down the location.

� Ballot Bag

� Scan

� Black iPad case with all Pads, MiFi, and charging cables packed inside.

� Completed Election Day Envelopes:

(1) Reasonable Impediment Declaration (RID) – purple label

(2) To Elections Administrator – white label

(4) To Voter Registrar – green label

(5) Provisional Envelope – yellow label

(6) Spoiled Ballot – tan label

� Compensation Sheet (white & yellow copies)

� Judge Supply Box

� Black luggage cart

� Ballot Paper Box with Unused Ballot Paper

Return any unused PPE materials to the PPE kit and place the kit inside the equipment caddy. All ADA remedies that were put out at your location should also be placed in-side the equipment caddy. This includes any matts, cones, door stoppers, etc. Any items that do not fit into the equipment caddy should be stacked neatly together and placed next to the equipment caddy.

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3. Close Polls on ControllersBoth judges work together on one Controller at a time:a. Select “Menu” at the top of the screen.

b. Select “Close Polls.”

c. Enter the Close Polls Code and select “Accept.”

d. The Close Polls Report will print automatically.

e. After the Close Polls Report is finished printing, print the Access Code Summary Report.

f. Once you are certain the reports are finished printing, tear off the reports.

� Keep all reports for use in the completing the Reconciliation tasks, below.

g. Print the Access Code Summary a second time and leave it on the Controller.

h. Press the red power button on the back of the Controller.

IMPORTANT: Wait for the Controller to completely power down and display a black screen before the next step.

i. Break down the Controllers:



� Unlatch tablet in the upper left corner.




j. Unlock the brace on the left of the Controller.

k. Shut the Controller.

l. Repeat on second Controller (if applicable).

4. Close the Polls on the ScanBoth judges work on the Scan together:a. Press the blue Poll Worker button on the back of the Scan.

b. Check the Scan’s purple tape and replace if low.

c. Select “Close Polls.”

d. Enter the Close Polls Code and select “Accept.”

e. The Close Polls Report will print automatically.

� Once the report has completed printing, tear off and keep report for use in the Reconciliation tasks, below.

f. Print the Close Polls Report a second time and leave on the Scan.

g. Press the red power button on the back of the Scan.

IMPORTANT: Wait for the Scan to completely power down and display a black screen before the next step.

h. Break down the Scan:


� Unlatch tablet in the upper left corner.




i. Unlock the brace on the left of the Scan.

j. Shut the Scan.

5. Reconciliation (utilize the corresponding report tapes)

a. Retrieve Reconciliation Log and printed report tapes.

b. Fill out ALL “After polls close” and “End of Day (PM)” sections of Reconciliation Log.

See next page for form

c. Both judges need to sign the log.

d. Place Reconciliation Log in white Envelope 2.

e. Place reports/tapes from all Controllers and Scans at your location in Envelope for Device Reports/Tapes.

f. Place that envelope in the white Envelope 2.


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6. Close Polls on ePollBook:a. Close the polls on the Judge’s ePollBook Go to “Judge

Admin Menu”

� Select “Close Poll”

� Answer Questions:

� If ballot paper was delivered to your location today, check the box. A drop-down box will open. Enter the number of packs delivered.

� Select “Close Poll” in the lower corner.

� A confirmation pop-up will open. Make sure all voters have been processed. Select “Yes.”

� The Judge Admin menu will reopen with “Close Poll” greyed out and a pop-up window instructing you to enter the end of day totals.

� Select “OK.”

b. Close Polls on other ePollBooks:

You will not have to enter the numbers on the other ePollBooks.


� Select “Close the Polls.”


7. Securing Controllers a. For each Controller, complete the following:

� Take a new green seal from the Judge Supply Box.

� Secure the seal arund the handle of the Controller.

� Place the sealed Controller in the Equipment Caddy.

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8. Packing up the Duos & Boothsa. After the Controllers and the Scan are powered down,

power off each Duo by pressing the red power button on the back of the Duo

b. Remove privacy screens.

c. Breakdown the Duos by:






� Unlock the brace on the left of the Duo.

� Shut the Duo.

d. Remove the Duos from the Booths.

e. Place the Duos in the Equipment Caddy.

f. Disassemble the Booths.

g. Place the disassembled Booths and privacy screens in the Booth Bags.

h. Put the Booth Bags in the Equipment Caddy.

9. Finish cleaning rooma. Ensure that all equipment has been put away and

all paper, forms, PPE, etc. have been returned to the appropriate place.

b. Pick up all signage provided by Elections Office inside and outside of voting room.

10. Timesheeta. Ask Clerks to complete the Compensation Sheet

� On both paper form and ePollBook, estimate time for the night

After clerks complete their tasks, they may be released

11. Securing the Ballot BagAll ballots must stay in the Ballot Bag. The Ballot Bag will be returned by the Presiding Judge at Drop Off.Both judges MUST complete this task together

a. Break the orange seals on the Ballot Box, documenting on the Record of Election Day Ballot Box Seals.

b. Unlock the Ballot Box Lock.

c. Open the Ballot Box.

d. Remove the gray Ballot Bag (if any ballots have fallen out, place into Ballot Bag).

e. Zip the gray Ballot Bag.

f. Take an orange seal from the Ballot Box Seals Envelope (in the Judge Supply Box).

g. Using an orange seal, seal the Ballot Bag at the point the two zippers come together

h. Retrieve the Scan’s Chain of Custody form from the front pocket of the binder.

i. Document the Ballot Bag seal serial number on the Scan’s Chain of Custody form.

j. Collapse the Ballot BOX by following the instructions on the outside of the Ballot Box.

k. Place the folded Ballot Box in the ballot box bag and place it in the Equipment Caddy.

l. The sealed Ballot Bag (with ballots inside) will go with the Presiding Judge to the drop off location.

12. Securing the ScanBoth judges must work on this together:

2. Retrieve the Chain of Custody form from the front pocket of the Binder.

3. Take a new orange seal from the Ballot Box Seals Envelope (in the Judge Supply Box).

4. Document the seal number on the Chain of Custody form and place inside the Scan.

5. Secure the seal around the handle of the Scan.

6. The Scan will go with the Presiding Judge to the drop off location.

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13. Gather these envelopes and documents to give to clerk at Drop Off (do NOT put in Judge Supply

Box; keep separate)

� Envelope 1—Reasonable Impediment Declaration (RID) Envelope

� Envelope 2—To Elections Administrator

� Envelope 4—Voter Registration Envelope

� Envelope 5—Provisional Ballot Envelope

� Envelope 6—Spoiled Ballots

� Compensation Sheet (white and yellow copies; pink copy stays with Presiding Judge)

14. Pack up black iPad casea. Place all iPads to sleep by clicking the button on the left

top corner.

b. Pack up iPads and place in the black case (no screen showing).

c. Place charging cords and blocks in black case.

d. Unplug MiFi, turn off power, and place inside the black case with charging cable.

e. The black iPad case will go with the Presiding Judge to the drop off location.

15. Seal Equipment Caddya. Take one unused green seal from the Judge Supply Box.

b. Record the seal serial number on Equipment Caddy Seal Log and place the log in the white Envelope 2.

c. Seal the Equipment Caddy.

d. Place keys inside the small brown key envelope inside the Judge Supply Box.

Take the following items to Drop Off location: The Presiding Judge MUST bring the following items to Drop Off. If any of these items are not included, you will be sent back to your location to retrieve the item.

� Sealed Ballot Bag

� Scan

� Black iPad case with all Pads, MiFi, and charging cables packed inside.

� Ballot Box and carrying bag

� Ballot Paper Box with Unused Ballot Paper

� Judge Supply Box

� Black luggage cart

� Completed Election Day Envelopes:

(1) Reasonable Impediment Declaration (RID) – purple label

(2) To Elections Administrator – white label

(4) To Voter Registrar – green label

(5) Provisional Envelope – yellow label

(6) Spoiled Ballot – tan label

� Compensation Sheet (white & yellow copies)

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NOTES:

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PROCESSING VOTERS

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One of the most important aspects of conducting an election is to process voters in an accurate and efficient man-ner. Because most elections contain races in districts that are not county wide, not all ballots contain the same races. Election workers must ensure that every voter receives the correct ballot.

If voter is voting Curbside, see ADA Manual

Flow Chart of the Process to Qualify a Voter (detailed instructions further below):

Processing Voters

Ch. 6: Processing Voters

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NOTE: None of the items from List A or List B can be an online version. A voter cannot use their phone in the vote center, including to display any form of ID.


Acceptable Forms of Indentification

County-wide Voting: During Early Voting AND Election Day, Harris County registered voters can vote at any location. Countywide voting allows a registered voter to vote at any location they choose, not just

at their home precinct.

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Ch. 6 Processing Voters

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b. If the ePollBook screen is displaying the main menu, select “Voter Lookup.”

c. On the “TXDL Look Up” side of the screen, select “Read” button in the bottom right corner.

d. The ePollBook’s camera will read the ID’s barcode and pull up voter information that matches the ID number.

e. Go to “STEP 2: Select Voter” instructions on next page.

4. If the voter provides a List A ID that is not a TXDL or TXID, utilize the Search side of the screen.

a. Using the voter’s ID, fill in the:

i. Full birth date information – day, month, year, AND

ii. First three letters of the Last Name

b. Remember, you want to process quickly but accurately. Entering this information should take less than 15 seconds, and it will help the process go quickly.

c. Once you’ve entered the search criteria, select the “Search” button

d. Go to “STEP 2: Select Voter” instructions on next page.

Screens for Processing a Voter (details for each below)

STEP 1: TXDL Lookup or Search manually STEP 2: Select Correct Voter from the list STEP 3: Process Voter by answering the

questions

STEP 4: Voter provides SignatureSTEP 5: Select Accept Signature buttonSTEP 6: Read the Barcode using the

Controller barcode reader

Processing the Voter on the ePollBook: STEP 1: TXDL LOOKUP or SEARCH

manually1. Ask for the voter for Identification. Ask for an identification

from List A (see page 71, near the orange arrow). Do not specifically ask for a Texas driver’s license or Texas ID. These are the only two types of ID that may be read on the ePollBook, but they are not the only IDs accepted to vote. When you ask for those specifically, it can imply that those are the only options to vote.

NOTE: This ID must be current or not expired more than 4 years (except for voters 70 or older, who can have an ID that has been expired more than 4 years).

z If the voter does not have a List A ID, see page 81 (RID Process or Provisional Ballot).

2. Ask the voter to place the ID face-up on the table so that you may check the photo to confirm the voter’s identity. Only IF you cannot confirm the voter’s identity while they are wearing a mask, then ask the voter to move their mask momentarily to confirm their identify.

a. If the voter provides a TX Driver’s License (TXDL) or a TX Identification Card (TXID), go to #3.

b. If the voter provides a List A ID that is NOT a TXDL or TXID, go to #4.

3. If the voter’s provided ID is a Texas Driver’s License or Texas Identification Card, the ePollBook may be used to read the ID

a. Ask the voter to place the ID in the small cutout of the blue and orange iPad stand. The photo should face AWAY from you.


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STEP 2: SELECT VOTER1. Look at the list of voters resulting from the search or read.

Carefully compare the name on the ID to the names on the displayed list.

2. Select the correct voter’s name and go to STEP 3.

3. If you can’t find the voter on the list and they believe they are registered to vote, direct them to the Judge to perform a more detailed search, or to reach out to the voter registrar for confirmation of registration.

STEP 3: PROCESS VOTER—Answer questions on ePollBook

1. Has Voter provided an acceptable Photo ID? If you scanned the ID, the “Yes” box will be automatically checked. If you searched manually, confirm that the ID is from List A and then check the “Yes” box.

2. Does Voter Registration Name Exactly Match Photo ID?

a. If you scanned the ID and the name is an exact match, the “Yes” box will be automatically checked. If you searched manually and the name is an exact match, check the “Yes” box and go to #3.

b. If the name is not an exact match, check “No” – The question line will turn yellow

i. Is the Vote Registration Name substantially simi-lar to ID Name?

ii. A voter has a similar name if the voter’s name on the form of ID presented does not exactly match the name as it appears on the ePollBook, but it is substantially similar. Use the following to determine if a voter has a Substantially Similar Name;

iii. If the names are substantially similar, the voter will need to initial the Substantially Similar section on STEP 4. Go to #3.

iv. If the names are not substantially similar, direct the voter to the Judge to proceed to a Provisional Ballot (see page 78).

3. “Do you currently live at _______?” reading from the screen the street name and apartment number if there is one. Many voters do not want their full address announced in front of a group of strangers.

NOTE: the Address on the ID provided by the voter does NOT have to match the voter registration address.

a. If the voter answers “yes,” check the “Yes” box. Proceed to #4.

b If the voter answers “no,” Check the “No” box:

i. A new line will open with “SOR Needed – Has voter provided a completed SOR form?”


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ii. If the voter has not already completed a State-ment of Residence (SOR), Check the “No” box.

1. A window will open directing you to hand them an SOR form.

2. Provide the voter with a SOR form (the [___ form in #__ of the EFB) to complete.

i. After the voter fills out the SOR, choose “Ok.” The screen will revert to the Home screen so that you can process the next voter.

ii. Place the SOR form in ____Envelope.

4. Voter able to sign – Does the voter have the physical ability to provide a signature. This defaults to “yes.” If the voter is physically unable to sign the ePollBook, check the “No” box. The line will turn yellow, and you will check the box indicating whether the voter is visually impaired or physically disabled.

STEP 4: SIGNATURE1. Once all the ePollBook questions have been answered,

the “Go to Voter Signature Screen” button will turn green. Select the button.

2. As the voter’s signature screen comes up, it will look upside down to you. Tilt the iPad towards the voter so that

they can sign the screen.

a. Instruct the voter to verify their information and, once verified, to sign at the “X”.

b. Once the voter has signed, they should select the “Accept” button. The ePookBook will beep to notify you that it is time to tilt the screen back to you.

3. If you had checked on the previous step that the voter’s name on the identification is not an exact match to the voter registration list, a “Similar Name Affidavit” box will automatically appear next to the voter signature box. The voter will need to sign in the signature box and initial the similar name box.

a. The ePollBook will not allow the voter to move forward without initialing the similar name box.

b. If the name is an exact match, and the voter wishes to contest the similar name, they can write an “X.” The “Update Registration” box is not required to continue.


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STEP 5: ACCEPT SIGNATURE1. Tilt the screen back to you, and select the “Accept

Signature” button.

STEP 6: BARCODE1 The barcode will display, with the Precinct and Ballot Style

code listed under the barcode.

2. Using the Barcode Reader attached to the Controller, read the barcode on the ePollBook.

3. Once the barcode is read, the Controller will produce the access code ticket.

DO NOT select the green “Check In Voter” button until AFTER the voter

has left the Qualifying Table.

4. Tear off the printed access code and verify that the ballot style matches the ballot style on the ePollBook under the barcode you just scanned.

5. Hand the access code and previously-stamped ballot paper to the voter and direct them to:

� Vote on one of the Duos on the Line attached to the Controller that produced the access code;

� Insert the ballot paper with the arrow facing up, pointing away from them into the Duo (demonstrate this when you hand it to the voter); and

� Follow the instructions on the Duo’s screen.

NOTES:

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____________________________________

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As you process voters during Early Voting or on Election Day, you will find voters who do not fit into the basic six steps. These voter situations must be handled by the Presiding or Alternate Judge. Below is a guide to which voters must be sent to the judges to process.

Processing a Voter

Voters Who Must be Processed by Judge


Situation Short ExplanationStep

by Step

Who Must Process

VoterVoter not listed on ePollBook. Judge must call EA’s Voter Registration Department. If voter is not

registered, only option is to vote a Provisional Ballot.Presiding or Alternate Judge

Mail ballot sent to voter and voter DOES NOT have mail ballot with them.

Only option is to vote a Provisional Ballot. DO NOT process voter on ePollBook.

Presiding or Alternate Judge

Mail ballot sent to voter, and voter DOES have mail ballot with them.

Have voter fill out “Request to Cancel Ballot By Mail” form, and then cancel mail ballot on ePollbook. Continue checking voter in on ePollBook. Voter votes a Regular Ballot.


Voter DOES NOT have ID from List A, but DOES have ID from List B AND qualifies for a Reasonable Impediment Declaration (RID).

Voter fills out a Reasonable Impediment Declaration. Provides ID from List B. Judge checks voter in on ePollbook and voter is able to vote a Regular Ballot.


Voter DOES NOT have ID from List A and DOES NOT qualify for a Reasonable Impedment Declaration (RID).

Only option is to vote a Provisional Ballot. Voter must CURE their vote by showing their List A ID within 6 days of election day.


Voter DOES NOT have ID from List A and DOES qualify for a Reasonable Impedment Declaration, but DOES NOT have List B ID with them.

Only option is to vote a Provisional Ballot. Voter must CURE their vote by compleating a RID and showing their List B ID within 6 days of election day


Voting a Provisional Ballot for ANY reason.

1. Voter and Judge fully fill out Provisional Affidavit.2. Judge calls EA’s Voter Registration Department to request

Precinct and Ballot Style.3. Voter votes Provisional Ballot and Judge selects “Mark as

Provisional” on Controller (selecting proper Precinct and Ballot Style).

4. Judge enters voter info on “List of Provisional Voters”5. Voter returns with Printed Vote Record and places in Voter

Secrecy Envelope.6. Voter places secrecy envelope and signed portion of Access

Code Slip in Provisional Affidavit Envelope (attached to back page of affidavit).

7. Judge secures Provisional Affidavit in grey tub (Early Voting) or in Provisional Envelope (Election Day).

NOTE - If the voter is voting Provisional due to a lack of List A or List B identificaition, they need to be given a “Notice to Provisional Voter” form. Judge fills out the upper left hand corner and instructs voter they have 6 days from Election Day to CURE their Provisional Affidavit. Instructions to the voter are on this form.


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Voting a Provisional Ballot If a registered voter cannot be found in the ePollBook, the Qualifying Clerk must alert the Presiding or Alternate Judge to contact the voter registration department to confirm registration. If they cannot confirm registration, ask for the precinct number and ballot style to use based on the address the voter claims as the registration address.

If you are unable to verify their registration, the only alternative is to vote a Provisional Ballot.

Processing a Provisional:1. Take out an Affidavit of Provisional Voter.

2. Using the information given to you by the Elections office, write the precinct number on the Affidavit of Provisional Voter in the blank labeled “Precinct No. Where Registered”

3. Ask the voter to read and complete the top section of the Affidavit of Provisional Voter.

a. Request that the voter add their phone number in the mailing address field, so that if we should have any follow up questions, we can easily reach the voter. The phone number isn’t required, but strongly encouraged.

b. Once the voter has filled out the top section, the judge must verify that all the information is complete and that the voter has signed. The judge will fill out the Election Judge section.

NOTE: DO NOT SEPARATE THE PAGES OF THE AFFIDAVIT OF PROVISIONAL VOTER!

The voter does not receive any of the pages of the affidavit.

4. Once the Affidavit is complete, the judge will go to one of the Controllers:

a. Verify that a Duo booth is available

b. Select Create Access Code

c. Using the information provided by the Elections of-fice, select the correct precinct/ballot style from the list or enter it using the number pad

IMPORTANT: Double check that you have entered/selected the correct precinct number and ballot style. This determines the ballot

provided to the voter.

d. Select OK.

e. Select Mark as Provisional.

f. Confirm that the precinct information on the screen is correct. Select Yes, this is correct.

g. Select Issue Access Code

h. Write the access code number from the Ballot Stub in the ballot code box on the Affidavit of Provisional Voter.

i. Have the voter print and sign their name where indi-cated on the Provisional Access Code stub.

j. Tear off the portion with the access code and hand to the voter along with 1 ballot sheet. Direct the voter to a Duo and instruct them to return to the judge after they have voted with the completed ballot.

k. Place the signed portion of the ballot stub into the envelope attached to the back of the affidavit.

IMPORTANT: A Provisional Ballot CANNOT be submitted through the Scan/Ballot Box; it must be returned to the Judge

5. Record the voter’s information on the yellow List of Provi-sional Voters while the voter is voting.

6. When the voter returns, instruct them to fold their voted ballot in half. Hand the voter a secrecy envelope and in-struct them to place their voted ballot into the envelope, seal it, and sign the flap.

7. Ask the voter to insert the secrecy envelope into the Affidavit of Provisional Voter Envelope and seal.

8. Place the sealed Affidavit of Provisional Voter Envelope into the sealed Provisional Affidavit tub (Early Voting) or the Provisional Affidavits envelope.

Next steps with Voter:1. The judge should inform the voter that a notice will be

mailed to them within 30 days of the Election indicating if their Provisional ballot was accepted for counting or not.

2. The completed Affidavit of Provisional Voter will be used by the Voter Registration department as a new Voter Registration Application.

3. If the voter voted provisional for an ID reason ONLY:

a. If a voter did not present a photo ID from List A or supplemental form of identification from List B,


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the voter must vote a provisional ballot and has the option to CURE the ballot for it to be accepted.

i. On the “Notice to Provisional Voter” sheet, the judge will complete the information in the “Completed by Poling Place Official” box

ii. Provide to the voter the “Notice to Provisional Voter” sheet and the map to the voter registrar’s office, where the voter can cure their ballot.

iii. Explain to the Voter that to “Cure” the ballot, the voter MUST appear at the voter registrar’s office one of the Voter Registrar’s offices WITHIN SIX CALENDAR DAYS of Election Day.

iv. Voter MUST take one of the forms of identifica-tion from List A or List B with them to cure the ballot

Recording Provisionals on the ePollBook1. Only after a voter has cast a provisional ballot, record

Voted for Provisional Affidavit on the ePollBook.

2. From the Read/Search screen, tap Admin in the upper right corner. Enter Judge’s password and tap Login.

3. Select “RECORD VOTED PROVISIONAL AFFIDAVIT” button.

4. Select yellow Record Provisional Affidavit button.

5. When asked if the Provisional Affidavit has been filled out, select “Yes.”

6. Enter Voter Name, Ballot Code, and Ballot Precinct.

7. Check reason for provisional ballot. Number 8 will require a written explanation.

8. Tap “Record” button to submit the provisional electronically. Tap “OK.”

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Reasonable Impediment Declaration (RID) z Lost or Stolen ID

z Family Responsibilities

z Accepted form of ID applied for but not received

z Lack of birth certificate or other doc-uments needed to apply for accepted forms of ID

2. To vote a regular ballot, the voter must present one of the IDs from List B (list below, next to the orange arrow) AND execute a RID.

a. If the vote has a reasonable impediment to getting a List A ID and has a List B ID with them, provide the voter with a Reasonable Impediment Declara-tion form to complete and then proceed to STEP 1, instructions below.

b. If the voter does not have one of the accepted forms of ID from List A or List B, and they do not qualify for a RID, they must vote provisionally (go to page 78).

1. Does the voter have a reasonable impediment to getting a List A ID?

a. If the voter does not have reasonable access to an ID from List A, then the voter may be eligible to execute a RID form to use along with a document from List B.

i. To qualify for a Reasonable Impediment Declaration or RID, the voter cannot possess one of the List A IDs. If they have a List A ID, but just don’t have it with them, they do not qualify for a RID.

ii. However, if any of the listed items have pre-vented them from acquiring an identification from List A, then they do qualify for a RID.

z Lack of Transportation

z Disability or Illness

z Work Schedule


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STEP 1: SEARCH manually1. Since the voter does not have a TXDL or a TXID, use

the Search side of the screen.

a. Using the voter’s ID, fill in the:

i. Full birth date information – day, month, year, AND

ii. First three letters of the Last Name

b. Once you’ve entered the search criteria, select the “Search” button

c. Go to SCREEN 2, instructions below.

STEP 2: SELECT VOTER1. Look at the list of voters resulting from the search.

Carefully compare the name on the ID to the names on the list.

a. Select the correct voter’s name and go to STEP 3.

b. If you can’t find the voter on the list, perform an Advanced Search.

STEP 3: PROCESS VOTER—ANSWER QUESTIONS ON THE EPOLLBOOK1. Has Voter provided an acceptable Photo ID? Check the

“No” box

a. A new line will appear “RID form Needed—Has voter provided a completed RID form?”

b. After the voter fills out the RID, check the “Yes” box.

i. NOTE: If you check the “No” box, a window will pop up with the message “Hand the voter a RID form.” When you select “Ok,” the “Process Voter” screen will revert to the search window.

2. Does Voter Registration Name Exactly Match Photo ID?

a. If the name is an exact match, check the “Yes” box and go to #3.

b. If the name is not an exact match, check “No” – The question line will turn yellow

i. Is the Vote Registration Name substantially similar to ID Name?

The RID form must be completely filled out before the voter can be checked in:

X Voter’s Name

X Reason they cannot obtain ID from List A

X VUID#

X Signature

X Judge must fill out “To be completed by election official” section.

X Add the SRD or Poll Code of the location and the date the voter is voting.


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ii. A voter has a similar name if the voter’s name on the form of ID presented does not exactly match the name as it appears on the ePollBook, but it is sub-stantially similar. Use the following to determine if a voter has a Substantially Similar Name;

iii. If the names are substantially similar, the voter will need to initial the Substantially Similar section on STEP 4. Go to #3.

iv. If the names are not substantially similar, the voter will need to vote a Provisional Ballot (see Page 78). Direct to judge.

3. “Do you currently live at _______?” reading from the screen the street name and apartment number if there is one. Many voters do not want their full address announced in front of a group of strangers.

a. NOTE: the Address on the ID provided by the voter does NOT have to match the voter registration ad-dress

b. If the voter answers “yes,” check the “Yes” box. Pro-ceed to #4.

c. If the voter answers “no,” Check the “No” box.

i. A new line will open with “SOR Needed – Has voter provided a completed SOR form?”

ii. If the voter has not already completed an SOR, Check the “No” box.

1. A window will open directing you to hand them an SOR form.

iii. After the voter fills out the SOR, choose “Ok,” the screen will revert to the Home screen so that you can process the next voter.

4. Voter able to sign – Does the voter have the physical ability to provide a signature. This defaults to “yes.” If the voter is physically unable to sign the ePollBook, check the No box. The line will turn yellow, and you will check the box indicating whether the voter is visually impaired or physically disabled.

STEP 4: SIGNATURE1. Once all the ePollBook questions have been answered,

the “Go to Voter Signature Screen” button will turn green. Select the button.

2. As the voter’s signature screen comes up, tilt the iPad towards the voter so that they can sign the screen.

a. Instruct the voter to verify their information and, once verified, to sign at the “X”.

b. Once the voter has signed, they should select the “Accept” button. The ePookBook will beep to notify you that it is time to tilt the screen back to you.

3. Substantially similar name: If the voter’s name is not an exact match, the voter will need to initial the box beside the signature box as well as sign in the signature box.

a. The ePollBook will not allow the voter to move forward without initialing the similar name box.

b. If the name is an exact match, and the voter wishes to contest the similar name, they can write an “X.” The “Update Registration” box is not required to continue.

STEP 5: ACCEPT SIGNATURE1. Tilt the screen back to you, and select the “Accept

Signature” button.

STEP 6: BARCODE2. The barcode will display, with the Precinct and Ballot Style

code are listed under the barcode.

3. Using the Barcode Reader attached to the Controller, read the barcode on the ePollBook.

4. Once the barcode is read, the Controller will produce the access code ticket.

NOTE: Ballot paper must be stamped on the back with the Elections Administrator’s initials for Early Voting.

Voter is Ready: Hand the access code and previously-stamped ballot paper to the voter and direct them:

• To vote on one of the Duos on the Line attached to the Controller that produced the access code;

• To put the ballot paper with the arrow facing up pointing away from them into the Duo (demonstrate this when you hand it to the voter); and

• To follow the instructions on the Duo’s screen

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When/How to Spoil a Ballot

SituationPaper,

Duo, or Both?

StepsONLY a Presiding or Alternate Judge can perform this process

Voter’s ballot jams in the Duo and the vote CAN be reprinted

Ballot Paper Only

1. Press the blue poll worker button on the back of the Duo.

2. Enter the Poll Worker Code and select Accept.

3. Select Reprint.

4. The Judge retains the original ballot paper and supplies the voter with a new blank ballot paper to insert into the Duo for reprinting.

5. Voter may complete voting as normal.

6. Record the voter’s personal information on the spoiled ballot log (yellow form in your form box or folder).

7. Place the original ballot, now considered the spoiled ballot, inside the Spoiled Ballot envelope.

8. Record the voter’s information on the spoiled ballot list on the ePolbook.

Voter’s ballot jams in the Duo and the vote CANNOT be reprinted

Both



3. Select Yes, Spoil the ballot, then OK.

4. Record the voter’s information on the spoiled ballot log (yellow form in your form box or folder).

5. Place the original paper ballot, now the spoiled ballot, inside the Spoiled Ballot envelope.

6. Reprint an Access Code for the voter and provide a new piece of blank ballot paper.



Voter prints ballot from Duo but wants to change their choices before submitting ballot into Scan

Paper Only

1. Record the voter’s information on the spoiled ballot log (yellow form in your box or folder).

2. Place the original ballot, now the spoiled ballot, in the Spoiled Ballot Envelope.




Voter leaves after they have already begun to vote, but returns later to vote (regardless of whether they retained their original ballot paper).

Both, AND clear the voter from the

ePollBook (see page

___)


2. Select Spoil ballot on the screen.


4. Select Yes, Spoil the Ballot, then OK.

5. Record the voter’s information on the spoiled ballot log (yellow form in your form box or folder).

6. Place the original ballot, now the spoiled ballot, inside the Spoiled Ballot Envelope.



Voter’s ballot jams in the Scan Paper Only

1. Record the voter’s information on the spoiled ballot log (yellow form in your box or folder).

2. Place the original ballot, now the spoiled ballot, in the Spoiled Ballot Envelope.




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Redisplaying Ballot Style If a replacement access code needs to be printed for a voter, the qualifying clerk will need notify the Judge to access the Judge Admin menu.

1. Select the Judge Admin menu on the ePollBook and enter the Admin password.

2. Select the List of Recent Voters button.

3. Identify the correct voter and tap on the red select button next to the voter’s name.

4. A pop-up window will open: “Our records indicate the voter has been checked in Early in person at [your poll]. Make sure you have the correct voter. If this is not the correct voter, please search again.”

5. Click on the green “Redisplay Ballot Style” button to show the barcode that can be scanned by the barcode reader.

If your clerks are asking you to redisplay the ballot style for multiple voters, monitor the clerks to ensure they are following the proper procedures for checking in voters. Judges and Clerks should not be “clearing or requalifying” voters if they missed the barcode on the ePollBook.

Remember, the Qualifying Clerks should be leaving the barcode displayed on the ePollBook until they have handed the access code and ballot paper to the voter and the voter has walked away from the Qualifying Table.

This will diminish the need for displaying the bar code.

Clearing a Voter from the ePollBook If a voter has been checked in on the ePollBook but has to leave before they are able to cast their ballot, the voter must be cleared from the ePollBook to allow them to return at a later time. Once the voter has signed the ePollBook they should NOT be removed unless they are not going to vote.

1. Before the voter leaves, the clerk should get their full name and notify the Judge immediately.

2. The Presiding Judge must call the Elections Administrator’s Office at 713-755-1617 to confirm process before continuing with the next steps.

3. The Presiding Judge will access the Judge Admin menu, and select the voter from the List of Recent voters.

4. Once the voter has been selected, the Judge will click on the red “X” that appears to the right of the voter’s information. A pop up window will appear asking for the Judge Admin Passcode.

5. After the Judge enters the Passcode, the ePollBook will display a pop up with a message saying, “Active status has been reapplied to VUID …” and the voter’s unique voter id number.

The voter can now come back to a vote center at a later time to cast their ballot. All information MUST be recorded on the Spoiled Ballot Log.

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Ballot By Mail If a voter applied to vote by mail and a ballot was sent to them, they must surrender the ballot and cancel the ballot before they can vote in person.

STEP 1: Look up the TDL or TID card or Search manually

If the “Select” button next to the matching name is red and states “Mail Ballot Requested,” “Mail Ballot Sent to Voter,” or “Mail Ballot Received,” send the voter to the judge.

z Choose the red “Select” button for the correct voter.

� If a ballot was requested or sent to the voter, the voter must surrender the ballot before they can vote in person and complete the Request to Cancel Application for Ballot by Mail form.

� Place the completed form and ballot in the Can-celed Ballot Envelope.

� If the voter does not have their mail ballot to sur-render, they may only vote a provisional ballot.

� If the ePollBook shows that we have received a mail ballot from the voter, the voter may only vote a provisional ballot.

Processing Curbside VotersTexas Election Code Sec. 64.009. VOTER UNABLE TO ENTER POLLING PLACE. a) If a voter is physically unable to enter the vote center without personal assistance or likelihood of injuring the voter’s health, on the voter’s request, an election officer shall deliver a ballot to the voter at the vote center entrance or curb.

As stated in the Texas Election Code, curbside voting must be provided at every vote center during Early Voting and on Election Day. The rules related to curbside voting, such as designating an election worker to monitor curbside voters — whether through the receiver or standing outside — are not optional.

Each vote center has a Duo Go – a new attachment for the Duo tablet. The machine that will be used for the Duo Go should the last Duo on the equipment line that ends closest to the exit door. Place the small table provided in the equip-ment caddy next to the Duo. Place the Duo Go on top of the table along with the ATI device. The Duo must stay with this Controller line throughout the voting period.

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A curbside voter will alert election workers to their pres-ence by using the buzzer notification system.

1. An election worker will respond immediately and direct them to the curbside voting area, if it’s not in the same place as the buzzer.

2. If you have a line of voters, mark the curbside voter’s place in line with green scratch paper:

a. Hand to the last voter in line and instruct them to give the paper to the clerk when they reach the qualifying table.

b. The worker will let the voter know that someone will be out to check them in as soon as it is their turn and that their place in line is being marked.

3. Once it is the curbside voter’s turn, the Curbside Clerk will take an ePollBook to process the voter in the curbside voting area.

Qualifying a curbside voter is just like qualifying a voter inside the vote center. Follow the six-step process to qualify the voter as you would inside.

4. Once the voter is processed, the Curbside Clerk will take the ePollBook inside and use the barcode reader on the Controller on the line with the Duo Go to read the barcode and produce an access code.

5. The Curbside Clerk will alert either the Presiding Judge or Alternate Judge, and they will continue the process together.

a. The judge will take the access code to the Duo voting device at the end of the line. On the touchscreen, enter the access code.

Make sure that the Duo Go is on the table next to the Duo and is open with the Velcro straps undone, ready for the tablet to be placed inside.

6. Once the Duo screen directs you to insert the paper, unlock the tablet and remove it from the Duo case.

The screen will now display, “Connect to Duo Go Carrier...“

7. To place the Duo tablet into the Duo Go:

a. Insert the USB plug located inside the Duo Go into the port on the lower side of the Duo tablet.

b. Insert the tablet into the Duo Go cradle, face down.

c. Connect the Velcro straps across the back of the tablet.

d. Insert a ballot sheet into the paper feeder at the top. Once the paper has stopped feeding, close the door and latch it.

e. Remove power cord from Duo Go.

8. The Curbside Clerk and the judge will together take the Duo Go, the carrier envelope, and the ATI to the voter.

9. Hand the Duo Go through the window to the voter. If the voter cannot or does not want to use the touchscreen, you may hand them the ATI device and direct them where to plug it in.

NOTE: If other people are in the car, they may not talk while the voter is voting. If the vot-er needs assistance reading or marking the ballot, the voter may choose their assistant or request that election workers assist. If the voter chooses an assistant, the assistant must take the Oath of Assistance Oath on the ePoll-Book or using a hard copy.

10. Once the voter has completed their ballot, they will select Print Record. The vote record will print.

11. Hand the voter the carrier envelope and ask them to place their printed ballot into the envelope.

12. Explain that the printed ballot must be deposited into the Scan inside the vote center and that you will use the car-rier envelope to take the printed ballot inside and submit it. Direct the voter to wait until you confirm that the ballot is deposited.

13. Take the Duo Go along with the carrier envelope back inside the vote center.

14. Deposit the printed record into the Scan. Once the flag is displayed on the screen, return to the voter with the “I voted” sticker.

The Curbside Clerk will remove the Duo tablet from the Duo Go by using the blue key to unlock the back of the Duo Go, unlatch Velcro straps. Disconnect the USB cord and remove the tablet from the Duo Go. Set the tablet into the docking cradle on the Duo booth and the LED light will turn green when properly docked. Lock the tablet in place.

Reconnect the Duo Go to the AC power. If the Duo Go is not being used, it should be plugged in to charge. A battery status chart is located inside the Duo Go.

OPERATING THE VOTE CENTER

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In addition to ensuring that voters are correctly processed and able to vote safely and confidentially, the Presiding Judge must “manage” the activities of the election center.

Managing priorities z When opening the vote center, the highest priority is to

be open and ready to accept voters by 7:00 a.m. This may mean delaying other tasks, such as signing in to the ePoll-Book, until after you have opened the location.

COVID-19 screening & procedures z At the beginning of each shift, the Presiding Judge must

take the temperature of each election worker and ask the screening questions found in your PPE supply box. The Alternate Judge will ask the questions and take the temperature of the Presiding Judge.

z The PJ must ensure that all workers are wearing masks and following social distancing—everyone should be stationed 6 feet apart—as much as possible and that all workers are using PPE properly.

z The Presiding Judge is responsible for directing election workers to sanitize all surfaces at least every two hours.

Timesheets/ePollBook check-in z The Presiding Judge must make sure that all election

workers sign in and sign out on the ePollBook and on the paper timesheets.

Managing workers z Hiring workers (Election Day)

z Maintains civility in the location

� It is imperative that election workers treat each other and voters with respect. Workers must NEVER raise voices, especially in earshot of voters.

� If an election worker has a complaint, the PJ, with the AJ or DCS, should talk with the worker privately.

� If a judge has concerns about the performance of an election worker, the Presiding Judge, with the AJ or DCS, should talk with the worker privately and respectfully.

� The Presiding Judge should check periodically on activities outside the vote center. All electioneering should be conducted outside the 100-ft. marker.

z Assigns roles to workers and rotates tasks uniformly and fairly.

z consideration and respect.

z Assigns roles to workers, treats all workers uniformly, and rotates assignments throughout the voting period in a fair and uniform manor.

z Ensures that all workers are adequately performing their duties throughout the voting period.

z Manages breaks and lunches

� The presiding judge is responsible for ensuring that the location is adequately staffed while also providing breaks and lunches.

NOTE: While the PJ is not the direct supervisor of the ESSs, check in with them to ensure they are taking lunches.

z Manages voter flow

� If a vote center has long lines, the Presiding Judge should confirm that clerks are adequately performing their duties and assess if workers should be rotated.

� The judge should also make sure that voters know their options—check wait times of nearby locations. Voters should never be told that they must go to an-other location and are welcome to stay regardless of the wait time, but they should be provided with the wait time information for nearby locations.

� ROTATES WORKERS

ElectioneeringElectioneering (TEC 61.003) is promoting/opposing a candidate, measure, or party and is not allowed within 100 ft. of the entrance to the vote center. Electioneering includes the name, photo, or slogan of any candidate, measure, or party.

Electioneering outside the 100 ft. marker is not only allowed but cannot be prevented, including by representatives of the vote center location.

MediaIf a reporter arrives at your Vote Center, please direct them to contact the Elections Administrators Office. Let the reporter know that recording devices, including cameras, are not allowed inside the 100 ft. mark (this includes inside the location).

Managing the Vote Ceter

Ch. 7: Operating the Vote Center

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ePollBook Timesheet ModuleTo Add a New Worker:Select the “PRESS TO ADD POLL WORKER” at the bottom left.

An election worker’s information can be added manually or by scanning their ID.

To scan a worker’s Texas-issued ID or Driver’s License:

a. Place the Texas ID or DL with the barcode facing you onto the ID rest of the ePollbook stand.

b. At the top of the ePollBook screen, select the “PRESS TO SCAN BARCODE ON BACK OF TX ID” button. The informa-tion will be automatically populated from the Depart-ment of Public Safety database.

c. Complete the required fields — marked with an asterisk (*) — and sign next to the “X.” For the “Select Work Type,” from the scrolling list, choose the position you are working that day. (See more details below.)

d. Press the green “Accept” button.

Select Work Type

• Select the “v” symbol in the “Select Work Type” field to open a scrolling list of job titles.

• Scroll through the list by touching the screen and moving your finger up or down until the correct job title is in the center and is in a darker print.

NOTE: For student workers, choose “Student Clerk” or “Student Tech.” This allows the Driver’s License field to be optional, so that students who do not yet have a driver’s license can leave it blank.

• Click “Done.”• The selected job title will be displayed in the field.

To enter the worker’s information manually, select one of the fields to bring up the keyboard.

a. Complete the required fields. b. In “Select Work Type,” choose the correct job title.

(See more details above.)c. Sign next to the “X”. d. Press the green “Accept” button.

To Clock In and Out:• Select the “JUDGE / CLERK ATTENDANCE” button

from the main menu.• Enter the last four digits of your social security

number in the upper right corner. • Your name will appear on the screen.

Please note that typically only one name will appear. How-ever, it is possible that multiple individuals have the same last four digits of their social number.

Locate the correct name in the list and select the “Edit Time” button.

� A window will pop up for you to again enter the last four digits of your social security number.

� Select the appropriate button for whether you are arriving (in) or leaving (out).

In the pop-up window, if the time is correct, select the green “Save” button. If the time isn’t correct, use the yellow arrows to adjust to the correct time, then select the green ”Save” button.

Additional Information:Early Voting

� After midnight, only the Presiding Judge may modify the time for any given day during the pay period, so errors should be directed to the Presiding Judge as soon as possible before the approval is issued on a week’s pay period.

� If a clerk fails to punch in or out on a particular day, the Presiding Judge still has the ability to correct the error.

� Everyone should sign their timesheet electronically on Friday when they punch out for the end of the pay week.

Election Day � If a clerk fails to punch in or out on Election Day, the

Presiding Judge has the ability to correct the error.

� Everyone should sign their timesheet electronically before the Presiding Judge leaves the polling location to take the supplies to the drop-off location.


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COVID Policies in Vote Center The Elections Administrator’s Office is committed to the safety of election workers and voters. All election workers are encouraged to wear masks at all times in their capacity as election workers.

Eligible voters are allowed to vote regardless of whether they are wearing a mask, appearing ill, or even if they claim to be positive for COVID.

COVID Screening While all election workers must be screened every day upon their arrival at the vote center, voters are NEVER to be screened for COVID when entering the vote center or when casting their vote.

COVID Procedures The Harris County Elections Administrator’s Office is prepared to maintain Safe Voting by ensuring Judges, Clerks, Electronic Support Specialists, and Deputy Clerk Specialists are able to successfully fulfill their public service. Harris County continues to follow COVID safety procedures to minimize exposure risk.

At the beginning of each shift, the judge will follow the procedures on the “Election Worker COVID Instructions” sheet. If an election worker answers “YES” to any of the required questions, or the worker has a temperature of 100.4 degrees or more, immediately do the following:

1. Send the worker home, and

2. Call the 713-755-1617, and press #11

Ask to speak with Crystal Contreras and tell the person answering the phone that you have

a potential COVID exposure. Provide your name and the SRD number or Poll Code.

Ms. Contreras will ask you several questions to help assess the exposure risk.

The EA’s office will work with the Office of Public Health to determine the appropriate

actions.

Emergencies in Vote CenterBe Prepared Once preparations for voting have begun, the Presiding Judge is responsible for the security of the polling location and must secure the location if it is left unattended. (TEC 62.001). Preparation is key:

z Keep cell phone charged and important phone numbers within easy access.

z Ensure you have quick access to the full physical address of the voting location in case you need to share it with emergency personnel.

z Review location’s evacuation plan with all election workers.

z If a Peace Officer or off-duty Police Officer is on staff at your location, find out who they are and how to contact them; they are trained for emergency situations.

In the event of an emergency, please call 911.

z Calmly assess the situation and determine the best course of action.

z Follow instructions of law enforcement and contact the Elections Division immediately.

Judges should have ready and with them at all times: z Cell phone

z Important phone numbers:

1. Elections Office - See Binder

2. Election workers

3. Contacts for the vote center location

z Full physical address of vote center location


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Emergency Evacuation The Presiding Judge should review the evacuation plans for the vote center location and inform all election workers where to proceed in the case of an evacuation.

If an evacuation is necessary, the first priority is to get everyone out of the building in a safe and calm manner.

Second, follow the instructions below based on the seriousness of the situation:

X If evacuation is not dire (example: fire alarm but no fire in the building):

z Call the Judges’ Line. A generator will be delivered, if appropriate.

z If possible, take the Controller, ePollBooks, one Duo, and the Scan/Ballot Box.

z If possible, allow voters to vote in the area you are moved to.

X If evacuation is due to dangerous situation, and you must evacuate and leave the area:

z PJ and AJ stay together--TAKE THE SCAN & BALLOT BOX.

z Contact the Judges’ line for further instructions.

Loss of Electricity z Call the Judges’ Line. A generator will be delivered to you

vote center.

z Check each piece of equipment to ensure batteries are operating. All machines have batteries that should last a few hours.

z Stay in contact with the elections office regarding how long the electricity is out.

z If ALL machines run out of battery power or are otherwise inoperable, AND only after approval of the EA office to do so:

� CONTACT THE EA OFFICE IMMEDIATELY � ONLY after approval of the EA office:

• The judge should sign (EV - Isabel Longoria stamp; ED - PJ’s full signature) and number a few pieces of ballot paper and place them face down and out of numerical sequence.

• Remove one of the sample ballots from the wall so that the voter can follow the races.

• The judge will explain to voters that the vote center has run out of ballots. Voters will pick one of the disarranged pieces of paper, just as they would choose one of the official ballots.

Removing EquipmentTo remove voting equipment from the vote center during an emergency evacuation:

Scan/Ballot Box

z Unplug the Scan.

z Have two election workers carry the Scan/Ballot Box to the evacuation area.

The Scan’s battery should last at least two hours.

ePollBook

z Take the ePollBooks and the block charger/cord that they are attached to.

Controller

z Unplug the Controller and take it with you.

Stay in contact with the elections office regarding how long you are outside the vote center.


Elections Reference ManualOffice of the Harris County Elections Administrator

1001 Preston, 4th Floor | Houston, TX 77002713-755-5792 | HarrisVotes.net

Thank you for your service to the voters of Harris County.

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