2019 Poll Book Training for Election Judges Hennepin County - - PowerPoint PPT Presentation

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2019 Poll Book Training for Election Judges Hennepin County - - PowerPoint PPT Presentation

Nov 18, 2023 368 likes •1.13k views

2019 Poll Book Training for Election Judges Hennepin County Elections 7/23/2019 1 Goal & trainers Goal: To learn about Poll Pad 3 and gain familiarity with (or review) Poll Book processes. Your trainer(s) Hennepin County Elections

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Hennepin County Elections 7/23/2019

2019 Poll Book Training for Election Judges

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Goal & trainers

  • Goal: To learn about Poll Pad 3 and gain familiarity with (or

review) Poll Book processes.

  • Your trainer(s)

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Agenda

1. Introduction to poll books 2. Introduction to Poll Pad 3 3. Opening the polls 4. Checking in pre-registered voters 5. Election Day Registration 6. Additional functions 7. Closing the polls 8. Practice time 9. Questions and resources

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Introduction to poll books

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What is a poll book?

  • A device that allows voters to check

in at their polling place electronically.

  • Combines pre-registration check-in

and Election Day Registration.

  • Replaces paper rosters and Voter

Registration Applications.

  • Does not record votes.

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Poll Pad 3

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What’s new in Poll Pad 3?

  • Updated design
  • Extra or unnecessary screens removed
  • Bigger text in certain areas
  • New prompts, notifications (battery level, apartment #)

Mostly the same as Poll Pad 2! The biggest difference is the look of the app.

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Opening the polls

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Let’s get started

  • 2-3 people per poll book and hot spot
  • Follow along with the trainer(s).

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Setting up the poll books (overview)

1. Set up the hot spot. 2. Unpack and assemble each poll book and its accessories. 3. Turn on each poll book and open the Poll Pad app (will open automatically if in Guided Access). 4. On each poll book:

  • Verify the polling place, election, precinct record count, and check-in count are correct.
  • Make sure the poll book is connected to the printer, hot spot, and the other poll books in

the polling place.

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Wi-Fi hotspots

  • Used in polling places to allow poll books to communicate with

the school districts, cities, and the county.

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SA2100 Cradlepoint

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Setting up the Wi-Fi hot spot

  • Do this before setting up your poll books.
  • Use your guide or manual.
  • The hot spot can take 2-5 minutes to turn on completely.
  • Let’s get our hot spots set up!

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Setting up the poll books (components)

  • A. iPad (poll book)
  • B. Stand Arm
  • C. Battery Base
  • D. Green Lightning-USB Cable

E. ID Tray F. Stylus

  • G. Printer
  • H. Printer AC Adapter

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A C D E F G B H

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Setting up the poll books

  • 1. Connect the Stand Arm

to the Battery Base.

  • 2. Attach the Stand Arm

to the back of the iPad.

  • 3. Attach the ID Tray to

the back of the iPad.

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Setting up the poll books

  • 4. Place the Stylus in the

ID Tray.

  • 5. Attach the Green Cable

to the iPad and the Battery Base.

  • 6. Turn the iPad on by

holding down the power button.

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Setting up the poll books (the printer)

  • 7. Plug the two parts of the

Printer AC Adapter together.

  • 8. Connect the Printer AC

Adapter to the printer.

  • 9. Plug the other end of the ac

adapter into an outlet.

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Setting up the poll books (the printer)

  • 10. Turn the printer on using the

switch on its left side. On the front

  • f the printer, a green light will

turn on.

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Setting up the poll books (final checks)

  • 11. Make sure printer icon is
  • green. Conduct a test print.
  • 12. Make sure cloud icon is

green.

  • 13. Make sure battery base is
  • n and iPad is charging.

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Setting up the poll books (final checks)

  • 14. Make sure

polling place, precinct record count (7 a.m. #), election, and check-in count are correct.

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Checking in registered voters

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Checking in registered voters (overview)

1. Ask the voter for their name and search for it (first three letters of each name). 2. Ask the voter for their address and select the matching record. 3. Have the voter confirm their information is correct (turn poll book to voter). 4. Double-check to make sure you have the correct information. 5. Check the voter in and have them sign the Voter Signature Certificate. 6. Place the certificate into the Voter Signature Certificate Envelope. 7. Give the voter a Voter’s Receipt and direct them to the Ballot Judge.

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Let’s give it a shot!

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Checking in registered voters

Lorraine Drucker 2/26/1947 2900 43rd St W Minneapolis, MN 55406

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Checking in registered voters

Janet Holmes 6/12/1967 2727 Lake St E Minneapolis, MN 55406

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Checking in registered voters

Frederick Schenk 8/20/1963 5100 34th Ave S Minneapolis, MN 55417

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Checking in registered voters

Annabelle McCoy 8/16/1968 300 Nicollet Mall SE Apt 107 Minneapolis, MN 55401

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Checking in registered voters (A.B.)

Maxwell Deutsch Jr 3/21/1938 2900 43rd St W Minneapolis, MN 55410

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Checking in registered voters (Challenge)

Nancy Contardi 1/17/1930 5100 34th Ave S Minneapolis, MN 55417

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Checking in registered voters (SEE ID)

Mary Dickey 8/16/1939 5244 Lyndale Ave S Minneapolis, MN 55419

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Advanced search

  • Can’t find the voter’s record using their name? Try using

Advanced Search (try multiple searches).

  • Allows search for: date of birth, address, voter ID #.

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Using the precinct finder

Menu > Precinct Finder

  • Voter in wrong precinct? Direct them to the correct one.
  • Voter in the correct precinct, but not listed? They need to register.

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Correcting a typo in a voter’s registration

  • 1. Use the Roster Correction Form to document the correction.
  • 2. Check the voter in.

Name or address changed? Voter needs to re-register!

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Checking in registered voters

Jay Elizabeth Brocke 9/23/1933 2727 Lake St E Minneapolis, MN 55406

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Curbside voting

See Quick Guide – Curbside Voting

  • For voters unable to leave their vehicle
  • Two election judges of different major political parties

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Checking in registered voters

Lynn Yeamen 11/1/1946 Old address: 347 36th St E Minneapolis, MN 55408 New address: 4026 28th Ave S Minneapolis, MN 55406

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Registering a voter

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Registering a voter (overview)

Once you have tried searching for the voter’s record and are sure the voter isn’t already registered or that their registration isn’t up-to-date: 1. Make sure the voter has proof of residence. 2. Select “Update Registration” or “Register”. 3. Complete each of the registration steps in the poll book. 4. Have the voter sign the Voter Signature Certificate and Voter Registration Application (both on one tape!). 5. Place the certificate into Election Day Registration Envelope. 6. Give the voter a Voter’s Receipt and direct them to the Ballot Judge.

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Updating vs. brand new registration

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Updating vs. brand new registration

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Proofs of residence

See Quick Guide – Election Day Proofs of Residence 3 categories:

  • ID with current name and address
  • Photo ID + document with current name and address
  • Other (voucher, valid registration in precinct, etc.)

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“Registration Identification” – Step 3

  • Different from proof of residence
  • Three options:
  • MN driver’s license or state ID
  • Last 4 numbers of SSN
  • Voter does not have MN driver’s license, MN state ID, or SSN

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Let’s give it a shot!

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Updating a voter registration

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Lynn Yeamen 11/1/1946 Old address: 347 36th St E Minneapolis, MN 55408 New address: 4026 28th Ave S Minneapolis, MN 55406

ID: MN Driver’s License #D123456789012 Proof of residence: MN Driver’s License #D123456789012

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Registering a voter

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Gordon Bombay 2/12/1950 5100 34th Ave S Minneapolis, MN 55417

ID: MN State ID #Z111222333444 Proof of residence: MN State ID #Z111222333444

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Registering a voter (combo proof)

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Meredith Grey 4/1/1982 2900 43rd St W Apt 4 Minneapolis, MN 55410

ID: No ID or SSN available Proof of residence: U.S. Passport, #123456789 and electric bill

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Registering a voter (voucher)

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Cristina Yang 12/10/1992 2727 Lake St E Minneapolis, MN 55408

ID: Last 4 SSN #5678 Proof of residence:

Voucher: Meredith Grey

(Registered on Election Day)

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Registering a voter (address not found)

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Registering a voter (address not found)

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Rachel Green 5/2/1970 1000 12th St W Bloomington, MN 55431

ID: Driver’s license #G987654321098 Proof of residence: Driver’s license (w/old address, #G987654321098 and phone bill)

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Registering a voter (experiencing homelessness)

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Clint Barton 8/28/1959 Description of where voter usually sleeps ID: No ID or SSN available Proof of residence: Voucher: Barry Goodman (just registered today)

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Making use of optional fields

  • Previous name
  • Helps prevent a duplicate record from being created.
  • Phone number, email address
  • Makes it easier for Hennepin to contact the voter to fix any errors

with their registration.

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Scanning a barcode

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Managing signature certificates

  • Two return envelopes:
  • Voter Signature Certificate Envelope
  • Election Day Registration Envelope
  • Ensure all certificates are facing the same

direction.

  • Bundling optional. Most important thing is

that they are neat.

  • Paperclips can create marks. Please take care, if
  • used. Plastic better.

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Additional functions

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Reprinting a certificate

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Correcting a check-in error (Head Judge)

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Correcting a check-in error (Head Judge)

If wrong voter checked in:

  • 1. Cancel incorrect check-in through advanced functions.
  • 2. Print and highlight “VOID” at top of voter signature certificate.
  • 3. Note on Incident Log, and attach voided certificate to it.
  • 4. Check in the correct voter.

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Troubleshooting

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Troubleshooters

  • Head Judge or poll book specialist should troubleshoot issues.
  • Head Judge should contact clerk if additional help needed.

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Possible issues

  • Poll book (or Poll Pad app) freezes
  • Poll book isn’t charging
  • Poll book is not scanning ID
  • Printer not printing
  • Poll book not syncing with Hennepin County
  • One or more poll books stops working

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Poll book (or Poll Pad app) freezes

  • Causes
  • Various
  • Solutions
  • Tap the “Sleep/Wake” button.
  • Restart the poll book (UNPLUG IT FIRST).
  • Close down the Poll Pad app and re-open it.

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Poll book isn’t charging

  • Causes
  • Poll book is not plugged in correctly
  • Power source is drained/inactive
  • Solutions
  • Check to make sure poll book is plugged into power.
  • Use new battery/outlet.

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Poll book is not scanning ID

This is not a critical issue. Causes

  • Barcode not lined up properly
  • Glare on ID
  • Poll Pad app doesn’t have permission to access the camera
  • Solutions
  • Adjust ID or ID tray.
  • Check permission settings for the Poll Pad app.

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Printer not printing

  • Causes
  • Printer paper is not oriented correctly (no error msg.)
  • Bluetooth on poll book isn’t turned on
  • Printer is not “paired” with poll book
  • Solutions
  • Make sure printer paper is oriented correctly.
  • Check to make sure printer is plugged in properly, then turn it off and

back on.

  • Check to make sure Bluetooth is turned on.
  • Go through printer pairing process (only after trying everything else).

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iPad not syncing

  • Causes
  • Hot spot not turned on or set up correctly
  • Hot spot not in the best location in the polling place
  • Wi-Fi on iPad is not enabled
  • Hot spot is not working properly (rare).
  • Solutions
  • Check the hot spot to make sure it is set up correctly and turned on.
  • Make sure Wi-Fi is enabled on poll book, and poll book is connected to correct

network.

  • Set the hot spot up in a different location in the room (near window, close to poll

books, line of sight)

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One or more poll books stops working

  • One poll book: Keep processing voters using other poll books.

Head Judge contacts clerk and works with them to resolve issue with malfunctioning poll book.

  • All poll books: A paper backup process is available in case of an
  • emergency. The Head Judge must contact the clerk before

using paper backup process.

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Practice time

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Practice time

  • Get into groups of 2-3.
  • Work through each of the scenarios in your packet.
  • Questions? Ask your trainers.

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Closing the polls

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Closing down the poll books

After polls are closed and last voter has checked in:

  • 1. Sync all poll books one last time.
  • 2. For each poll book: 1) shut down the printer, 2) shut down the

poll book.

  • 3. Shut down the Wi-Fi hot spot.
  • 4. Pack up hardware and prepare for delivery to clerk.

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Final Sync

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Shutting down the printer and poll book

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Packing up

  • Pack most of the hardware into

the green transport case. (Careful, don’t force anything!)

  • Pack the hot spot into its case.

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Questions & resources

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Questions & resources

  • Any questions?
  • Review your training materials before election day, and

reach out to your city or school district if you have any more questions!

  • Thank you, and good luck on election day!

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