Final Preparation Reminders: November 3 Election
Final Preparation Reminders: November 3 Election
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We continue to find ourselves in the season of the Coronavirus (COVID-19) pandemic which
closed-down Michigan, America and the world just as we completed the March 10th, 2020
Presidential Primary canvass.
While Elections continue to be conducted during the pandemic, we must maximize safety of
election workers and voters while maintaining accessibility of the voting process based on
recommendations from the Center for Disease Control (CDC), State of Michigan Directives
and Governor Whitmer/Secretary of State Benson’s recommendations related to COVID-19.
Voters are encouraged to vote absentee; however, if they choose to vote in-person, they
are strongly encouraged to wear a face covering although they are not required while in the
polling place for purposes of voting [voters cannot be denied the ability to vote because
they are not wearing a mask.]. Poll workers, challengers and poll watchers are required
to wear face covering. All individuals in the polling place must remain 6’ from one another
at all times.
The Bureau is providing Personal Protective Equipment (PPE) available with federal CARES
funds: gloves, face shields, face masks, wipes or spray, and hand sanitizer for each precinct
and AVCB. They have also offered reimbursement for other various election items.
The ‘Polling Place and Accessibility Guidelines’ have been updated for the Nov. 3rd
Election - please share this information with your inspectors so they are familiar with the
general safety and hygiene guidelines for voting locations; proper use of PPE’s and
Protective Supplies; precinct set-up and planning; tips on how to manage voters; FAQ for
Election Workers; Health Screening Questions and scripts for your workers; and numerous
posters and signs to post in the poll locations.
There are numerous documents available through the SoS to post around your jurisdiction
before/during the election.
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Processing Registrations: Election Officials’ Manual Chapter 2 Updated Nov. 2019
BoE Proposal 18-3 Tools: VR Changes, VR Last 14 Days, VR Election Day, VR Other,
Same Day Registrations, Vote from Home SoS flyer, Registration within 14 Days of ED
MAIL-IN Registrations….
Mail-in registrations must be postmarked by/on October 19, 2020 for elector to be eligible
to vote Election Day, November 3, 2020. When processing mail-in registrations (or a form
submitted by a third-party voter registration drive) in the QVF, use the postmark date and
the ‘Mail Registration’ option in the Registration Location drop down. NOTE: For any mail-in
registrations received here in our office, I will also mail the envelope to you showing the
postmark – if application was not received in an envelope (walk-ins), I will stamp a received
date on the registration application. Walk-ins will also be handed a Notice.
If POSTMARKED after October 19, 2020, local clerk must send the voter a mailed QVF
Notice informing the voter their registration is not effective for the upcoming election, and
they must take additional steps if they wish to be eligible to vote at the November 3, 2020
election (they must re-register in-person at their local clerk’s office). This notice is
generated from the QVF by clicking the Voter Notice Button found under the dymo label
button. The notice can be placed into a windowed envelope for mailing. There are 2
versions of the notice depending on whether the voter is brand new to Michigan or was
previously registered in another Michigan jurisdiction.
Additionally, the local clerk is encouraged to contact the voter by email or phone, if
information is provided.
When registering an elector within 14 days of Election Day, the clerk must use the QVF in real
time before voter leaves your office or an AV ballot is issued. Perform a quick match to see if
the voter is already registered in the State of Michigan, and if an AV ballot has been issued.
If already registered click ‘Move In’ and update the record with an address in your jurisdiction.
If elector is not found, click on ‘Register New Voter’ and enter the information. The system
will also request the type of residency verification that was provided.
Proof of Residency ….
First request picture identification – this can be a MI Driver’s License or MI Personal
ID. If the voter does not have picture ID, he/she can sign the Affidavit of Voter Not in
Possession of picture ID.
In the final 14 days, the voter must also provide documentation with his/her name &
address.
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If the voters DL or PID has the voter’s current address, this voter will likely already be in the
QVF. If so, the administrator will need to update the voter’s record with the residency
verification of the DL or PID, and the voter will be eligible to vote a Regular Ballot.
If the voters DL or PID does NOT have the current address where he/she wishes to
register, the voter will need to provide some other document with the voter’s name and
current address on it. A list of acceptable documents includes:
* Current utility bill; Government issued check; Bank statement; Other government
document; or Paycheck
If voter does not have a hardcopy, they are allowed to produce this information
electronically. This voter will be issued a Challenged Ballot.
If the voter cannot produce residency verification, you may still register the voter BUT the
registration will not be in effect for the November 3, 2020 election. NOTE: the voter can
return to your office prior to 8:00p with the proper documentation and qualify to vote on
Election Day.
As mentioned above, during these final 14 days, the SoS Branch Offices and Agencies of
DHHS will provide customers who register with a notice informing the voter that he/she
needs to take additional steps to be eligible to vote in the upcoming election. Also during
these final 14 days, the County will hand a notice to voters who come to register in-person
at the County office that informs the voter that he/she needs to take additional steps to be
eligible to vote in the upcoming election.
Watch the QVF Refresh Voter Registration 14 Days Prior VIDEO in the eLearning Center
(7:23) for specific details.
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Election Day Preparation:
Election Inspectors -
Prior to Election Day
• Must be appointed by Local Election Commission between Sept 24th and October 13th.
• Be certain your inspectors are certified to work this election (successfully completed
online training and certification test or attended the training at BC City, and
certification date is entered into QVF).
• Be certain all inspectors have access to the Managing Your Precinct on Election
Day, Election Inspectors’ Procedure Manual (Flipchart) January 2020
Enter all contact info on Page 2.
• Have extra inspectors trained/certified as ‘Back-ups’
• Inspectors assigned to the EPB: hands-on review of screens; be certain everyone
has a NEW username and password set-up; and practice, practice, practice!
• Notify the Republican and Democrat Chairman with a list of inspectors (name, party,
precinct assigned) w/I 2 days of appointment; and please send a copy to the County to
have on file! Contact info. is listed on our Misc. Election Information webpage.
• If inspectors change (or you add more), send a revised list to the chairmen and
county.
Election Notices
Notice of Registration and Notice of Election were published Sept. 30th – Oct 3rd and Oct. 21st
– 24th. (The Joint Notices were published in the Marshall Advisor Chronicle and the Battle
Creek Shopper; Homer Community School District published in The Homer Index )
.
These notices are also posted on our 2020 Upcoming Elections web page.
YOU should also post both Notice(s) in at least 2 conspicuous placed in each precinct
(MCL 168.498).
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ImageCast X Ballot Marking Device (ICX) (ElectionSource direct #1.888.742.8037)
• Reference Election Source ICX 5.5 Operations Guide and/or YouTube ICX Training
Videos (7:26). (use Google Chrome)
• Be certain to run your Test 4 ballots through the ICP Tabulator either separately or
add to your Test Deck. Refer to Test Procedure Manual (dated January 2019), page 32
for VAT test procedures; or the ICX Step-by-Step Instructions I provided.
• Be sure to test each ballot style, if applicable.
• Check and set time and date on each ICX. [time changes Nov. 1st]
• Be certain to order and use numbered Blank Ballot Stock paper (save unused stock for next
election). NOTE: tear off stub before putting ballot in printer tray – Nov. ballot is too long!
• After Public Test:
➢ Be certain the flash drive is removed and stored in your office, seal top and bottom
doors with white pull-tite seal, record seal numbers in the Poll Book in the Clerk’s
Preparation Certificate.
➢ Send a copy of your VAT Testing and Security Certification to the County.
➢ Place Privacy Shield around the screen.
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Supplies continued
• Have an extra Regular Poll Book in your Precinct Supply Kit as a back-up.
• Be sure your Precinct and/or Receiving Board has 3-hole punched paper OR a 3-hole
punch for printing EPB reports.
• Be certain your Managing Your Precinct on Election Day, Election Inspectors’
Procedure Manual (Flipchart) January 2020 is readily available on Election Day
(laid out on table), AND Inspectors are familiar with where to find answers to
problems that arise during Election Day.
• Be certain your ‘Important Dates’ are on the table to reference when needed.
• Additional online resources are available on our Local Clerk Resources page.
Electronic Poll Book Preparing for 2020 (10/08/19) QVF Help Deck: 800.310.5697; [email protected]
• information due to QVF Refresh, Windows 10, and the BitLocker flash drive.
• QVF Refresh EPB process including the pre-election set up processes of preparing and
establishing geography, inspectors, and some new features which include entering your
ballot number series by ballot style and entering usernames and passwords of inspectors
– all prior to export! Also, new download process and upload of voting history.
➢ Follow the EPB Refresh Training Presentation 2019 (92 slides, very helpful!)
➢ Follow the EPB Practice Day QVF Refresh Features & Discussion of What’s New in the
eLearning Center (24.16 min)
➢ Review EPB Challenges & Solutions in the eLearning Center (22.56 minutes)
• Be certain to have these available for Election Day:
➢ EPB Refresh Clerk’s Manual for Windows 10 (UPDATED Sept. 2020),
➢ Windows 10 Election Inspector’s Manual (UPDATED Sept. 2020), and the
➢ EPB Flash Drive Guide for BitLocker (May 2016).
• Be certain each inspector using the EPB has their own username and password AND
USE IT – EACH PERSON should LOG IN when starting and LOG OUT when finished
Refer to EPB Refresh Training Presentation 2019 Slide 69
• PRACTICE, PRACTICE, PRACTICE BEFORE ELECTION DAY!
➢ EPB Training Database Instructions (7/2/19) Package w/scenarios, lists, etc.
➢ Review EPB Tips for Success (9/17/19)
• EPB Proposal 18-3 Supplemental Instructions (4/7/19)
• Dual EPB Supplemental Guide (Feb. 2020)
Provisional Ballots (NOTE: you’ll now have fewer Provisional ballots, but possibly more Challenged ballots)
• Before completing the process, a voter whose name does not appear on the registration
list should instead consider re-registering at the clerk’s office on Election Day.
• Review and know how to use the envelope.
• Prepare Notice with clerk contact information, place notices in envelope.
Challengers:
Review procedures with your Chairperson/Inspectors (State booklet ED-2, Appt, Rights and
Duties of Election Challengers) (UPDATED Oct. 2020), and the Challenge Process Q & A.
There were 3 interest groups who filed with the County between the 20-30-day deadline:
Lawyers Committee packet; NAACP packet; and A. Philip Randolph Institute packet.
Remember political parties may appoint Challengers at any time through the Election Day.
Review Challenger video (4.00 minutes)
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Challenged Ballots:
Have white paper and scotch tape available. Write the Ballot Number on the ballot (not the
stub), cover with a small piece of white paper using scotch tape. Be certain to cover and
smooth down all edges so it will not catch in the voting machine. Do not write on or cover up
any of the timing marks or ballot identifiers (bar code or ovals, etc.)
Signage:
• Identify polling location with curb signs.
• Measure off and mark 100’ of any doorway used by voters to enter the building
• Measure off and mark 20’ from the doorway used by voters to enter the polling place
• Post signs outside for safest route into the polls for wheelchair users
• For Multiple precincts at same location – post clear directional signs to guide voters.
Parking:
Check all parking lots to confirm that parking spaces for disabled voters are available and
appropriately identified.
Voting Booths
Be certain the proper Ballot Marking Instructions are posted in each Voting Station (page 3).
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MONDAY, November 2, 2020
Electors may register and those who qualify to obtain an absent voter ballot may vote in
person in YOUR office up until 4:00p (the AV ballot cannot leave your office). Enter the
registration in to the QVF in REAL TIME, and a receipt will be printed to give to the elector.
NEW 10:00a MONDAY deadline for an AV voter to provide a written request to spoil their
original AV ballot; the replacement AV ballot cannot leave the local clerk’s office.
Between 4:00p and 5:00p the local clerk can only register electors (there is no provision in
current law to issue AV ballots between 4:00p Monday and 7:00a Tuesday).
AFTER 4:00p download all registered voters from QVF Refresh to your encrypted flash
drive and print a back-up Precinct List.
BALLOTS
You will need to keep some ballots in your office for individuals registering and choosing to
vote absentee on Election Day, or for Emergencies.
If using an AVCB, they will need some ballots for Emergencies or Duplicating purposes also.
EMERGENCY BALLOTS
A voter may make an ‘emergency’ request for an AV ballot if they cannot attend the polls
because of personal injury or illness, or a family death or illness that requires him/her to
leave your community for the entire time the polls are open on Election Day.
The emergency must have occurred after 5:00p on Friday, October 30th.
Use an Emergency Application and issue an AV ballot from your local clerk’s office. (if you
do not have an Emergency Application, simply use a regular AV application, write
EMERGENCY at the top of the form, and have applicant indicate ‘person to transfer’ the AV
ballot. The local clerk may, but is not required to, transport the AV ballot. Local clerk should
consider having standards in writing for transporting the AV ballot …. Example: the clerk
and/or deputy clerk will deliver an emergency ballot to an address within 5 minutes of office.
Note: if using an AVCB, the AV ballot must be issued from the AVCB ballot supply.
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Election Day Reminders:
• Post and update A.V. information throughout Election Day (AV Posting Form) –
• Check post office, drop box, etc. after last mail delivery, before polls close.
• Remember that your inspectors Remarks are a diary of anything unusual that
happened Election Day.
• Keep ballots shrink-wrapped as long as possible (if rejected try a different orientation).
• Inspectors should check voting stations OFTEN for literature, stickers, voter guides,
etc. left by voters, and notate the time in the Remarks section.
• If voter objects to having their DL swiped, their name can be entered manually in the
EPB.
• Have Emergency AV ballot applications on hand to use if the situation arises.
• Keep an eye on the parking lot to make certain vehicles bearing campaign signs or
bumper stickers within 100’ are not there longer than the person is voting.
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ImageCast X Ballot Marking Device (ICX) (ElectionSource direct #1.888.742.8037)
• Reference Election Source ICX 5.5 Operations Guide, Opening Polls.
• Have inspectors reference the pink ‘Election Morning/Closing the Polls’
instructions (updated 10/28/19).
• Privacy Shield should be positioned on the ICX screen (adjust sides for maximum privacy).
• Confirm the serial and seals number(s) to the number(s) recorded in the Clerk’s
Preparation Certificate.
• Use colored paper marked ‘TEST BALLOT’ to test and print one ballot of each
ballot style (we are making certain the machine and printer are working!). This
BLANK ballot should be placed in to the #3 Local Clerk envelope.
• Use numbered Blank Ballot Stock paper when issuing ICX ballots to voters (save
unused stock for next election).
Maintaining Order at the Polls EOM Chapter 11, Page 3 October 2020; Flipchart (January 2020), pg 7
With a limited exception,* the use of video cameras, still cameras* and recording devices by
voters, challengers and poll watchers is prohibited in the polls during the hours the polls are
open for voting. (This includes the video camera, still camera and recording features built into
many cell phones.) *See exception below.
• Voters who have entered a voting booth to vote may take a photo of their own
ballot only, while they are within the voting booth.
• Voters are prohibited from taking “selfies” of themselves, either in the voting booth or
anywhere within the area where people are voting.
• Voters (and media personnel) are prohibited from taking any other type of photography
within the area where people are voting.
• Voters are prohibited from sharing images of a voted ballot within 100 feet from the
polling place.
Missing Registrations / Provisional Ballots and Federal ID requirements EOM Chapter 11, Pg 6
Don’t turn a voter away just because they aren’t found in the ePollbook.
Voters have options, including the ability to register to vote on Election Day with their local
clerk. Instruct your inspectors to follow the BoE Handling Missing Voter Registrations chart
and the Same Day Registrations chart for assistance with these options.
Reference your Flipchart (January 2020), beginning on pages 34.
Provisional envelope ballots should be issued only in rare circumstances.
• If voter’s name does not appear in the EPB (or the Registration List), send the voter to the
local clerk to register if possible (they must have proof of residency). This will result in the
casting of a ballot on Election Day versus an envelope ballot that may or may not be
counted. If a voter is unwilling or unable to go to the clerk’s office, the voter is entitled to a
provisional ballot.
• If they choose not to register, then inspectors may use the Provisional form/envelope –
this voter qualifies for an Envelope ballot … it will NOT be tabulated. Prepare Notice.
• Remember to compile and report the total number of voters who sign the “Affidavit of
Voter Not in Possession of Picture ID” form ASAP after the Election.
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Election Law Crimes
Actionable Election Day Offenses (UPDATED Oct. 19, 2020) / Violations of MI Election Law and
Duty to Act
Election Law Crimes (Addendum) (UPDATED Oct. 22, 2020)
In an AVCB, DURING the day (refer to Page 4 in AVCB Poll Book “Ballots Requiring Duplication”)
• Process MOVE Electronic Ballots, if any.
• Process FWAB (Federal Write-in Absentee Ballots), if any.
• Ballot Summary (AVCB Poll Book Page 10) will balance … the MOVE or FWAB
ballot will be included in your ‘B’ total at the top: absentee ballots. Your lowest
unused ballot number will be the one AFTER duplication, and Item F is also the #
of ballots used for duplication.
• Also have the Validity of Optical Scan Ballot Markings sheet available for inspectors
who are duplicating ballots.
Write-in votes: Record votes for local write-in candidates and report to the County (form
provided). Check ballots to be certain an invalid write-in vote does not take a vote away
from a candidate on the ballot by virtue of a Straight Party mark or an individual mark.
Checklist:
Instruct your inspectors and/or Receiving Board to follow the checklists to a “T” (read AND
verify every detail!), then you will be assured their work is complete.
• Review the BoE Receiving Board Checklist (3rd page),
• Review BoE County Canvass Checklist, and/or
• Poll Book Page 12 (AVCB Page 12)
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Transfer Container Certificate
• Use the Transfer Case Certificate for sealing your Compact Flash Cards, ICX flash
drive, EPB flash drive, etc. before these items leave the precinct. This certificate
requires 2 inspectors’ signatures of different political parties and can be folded to fit
in the Chamber Bag pouch.
Remind Inspectors ….
• they cannot duplicate ballots during the day* (must be AFTER all voters have cast their ballot)
* Exception ~ ballots can be duplicated during the day in an AVCB.
• the Results Tape with the Zero Report goes in the #3 Local Clerk envelope,
the shorter TOTALS tapes with results only go in the #1 and #2 envelopes.
• proper method for sealing materials into ballot bag/container – the inspector
verifying the sealing MUST VERIFY that it was done properly (not just sign their
name!). Inspectors should not use initials, but rather sign their first and last name.
• In the Poll Book at the bottom of Page 1: this section is ONLY for inspectors who
leave PRIOR to the polls closing (these inspectors do NOT sign the closing materials)!
• It is the INSPECTORS responsibility to Balance their Voters, Ballots, and Applications
(not the Receiving Board or Board of Canvassers responsibility)!
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Election Night Reporting:
Unofficial Results
• Modem results to the County on election night. Check our web site to confirm your
results (www.calhouncountymi.gov/elections, under office of United States President
click to see Detailed results, then see if your precinct shows results according to your
Totals Tape).
• If your inspectors need to re-run the ballots thru the ICP Tabulator, they/you will first
need to CALL the County to let us know (269.781.0988), then Re-Modem results.
• Jurisdictions whose School District is not wholly contained in Calhoun County should
contact the out-county clerk for reporting Election Night Results (I will post results on our
website).
• Bring your sealed #1 County Clerk and #2 Board of Canvasser envelopes to the County
immediately upon the Receiving Board inspectors completing their review (MCL 168.809).
➢ Be certain the information on the outside of each #1, #2 and #3 envelope is complete.
➢ Keep your EPB notebook; place the ring or brass fasteners in the top hole in your
EPB, and seal into the #1 County Clerk envelope.
➢ Deliver your #1 and #2 envelopes to our Marshall office immediately.
➢ Return your AVCB notebook with tabs & pages – you may need to seal it in to a
small box or large envelope – use red seals to secure.
Supplies
After the election if you don’t want to store your left-over supplies, you are welcome to
return them to the County for future use (we can reuse some items). You are also
encouraged to return your turquoise colored Election Bag(s) for use the next election!
Phone numbers where you can be reached after 8:00p Election Night
Please confirm 2 phone numbers where I can reach YOU if necessary on Election Night
(please provide direct phone numbers … not switchboards or answering machines!!!)
Balancing Precincts:
If you are NOT in Balance by 11:00p, call the office 269.781.0998 to schedule a time for
Thursday that your inspectors will appear before the Brd. of Canvassers with all their
sealed ballot containers, compact flash cards, envelopes, etc. (bring everything!).
1) Modem results to County ASAP on Election Night.
2) Deliver envelopes to County immediately upon Receiving Board completing their
work.
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Post-Election Reminders:
Canvass
The Board of Canvassers will be meeting Thursday, November 5th beginning at 9:00a.
They will convene and reconvene if/as necessary until all results are certified.
Note: they will not be canvassing on Nov. 11th in honor of Veterans Day.
Be SURE you and your inspectors are available in case information is missing, the poll
book does not balance, or the canvassers have questions. If your precinct is requested to
report to the board of canvassers, we ask that a majority of the precinct inspectors be
present, and the local clerk accompany them!
Post-Election Audits – refer to: Worksheet, Manual (January 2020), Audit Lessons Learned,
and Interactive online course (both in eLearning Center) to be prepared for a successful
Audit if requested by the BoE.
The State will make their selections and post the precincts that are required to be audited.
Risk Limited Audits will also be conducted.
Expenses / Reimbursement
Clerks can request reimbursement for additional expenses only; (additional programming costs).
I can work with you after the election/canvass.
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