Election Day Clerk Training - Harris Votes

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Election DayClerk Training

Nov. 3, 2020, General Election

Elections Division Mission Statement

• The mission of the Harris County Clerk Elections Division is to conduct free and fair elections, uniformly execute elections according to statutes, and provide accurate and timely election results.

• We firmly believe it is our duty to treat every voter with respect and dignity. We create polling locations that provide a “safe haven” for voters so they may exercise their right to vote in a non‐intimidating, supportive environment.

• We believe in making all polling places fully accessible and seek community input to assure that accessibility.

• Most importantly, we believe that all voters have the right to cast their ballot independently and in secret. To meet this mission, we pledge our continuing efforts and resources.

Elections Division Mission Statement

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COVID‐19Protecting Election Workers and Voters

Protecting Worker & Voters

Providing and requiring face masks for all election workers.

Providing face shields for workers.

Providing sneeze guards for qualifying tables.

Conducting temperature checks for workers.

Providing hand sanitizer for both voters and

workers.

Offering face masks to voters.

Providing sanitizer for ePollBooks

and eSlates.


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Have you tested positive (or awaiting test results) for COVID‐19?

Have you had direct exposure to anyone who has tested positive for

COVID‐19 in the past 14 days?

Do you currently have a fever greater than 100.4 degrees, cough,

shortness of breath, trouble breathing, or any respiratory symptoms?

Have you had any of the above symptoms within the last 14 days?

Have you traveled outside the U.S. within the last 14 days?


If you are experiencing symptoms

prior to coming to work at the

voting center,

DO NOT COME IN.


All election worker will be provided with face

masks, which must be worn

at all times in the voting center.

One KN95 mask will last all day.

Wash hands prior to putting on PPE


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All election workers will be provided

with a face shield

Gloves will not be provided

Practice social distancing


#1 Priority

Serving Voters and protecting their rightto vote safely and

conveniently is your #1 priority.

Election Worker Roles

Presiding Judge

Alternate Judge

Qualifying Clerks

Bilingual Clerks

Greeter

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Presiding JudgeResponsible for everything that happens in the voting center.

Presiding Judge

Manages the voting location.

Assigns roles to workers.

Ensures that everyone is performing their duties and rotates tasks as needed.

Maintains awareness of everything that is happening in the voting center.

Alternate JudgeServes as a back‐up to thePresiding Judge

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Presiding & Alternate Judges

Ensure voting center is running smoothly

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

Set up table so easy to scan room and address issues

Election Day Clerks

Qualifying Clerks

Process voters in an accurate and efficient

manner

Provide a non‐intimidating, supportive

environment for all voters.

Follow the directions of Presiding Judge.

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Bilingual Clerks

•English is the language spoken at the polls, but

bilingual clerks are available to assist voters who

may need help in Chinese, Spanish, or Vietnamese.

Bilingual clerks are expected to fulfill the same

duties as all other clerks assigned to the location.

Greeters

Greeters are likely the first election worker many

voters will encounter.

Welcome voters.

Monitor parking lot for curbside voters.

Inform voters that electronic devices cannot be

used within 100 ft mark

Electioneering

Displaying the name, photo or slogan of any

candidate or proposition

on the current ballot.

Voter must remove or

cover the item inside the

100 ft marker.

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Electioneering

Does not include slogans or organizations that are

not directly connected to a

candidate or proposition

on the current ballot

Greeters

Offer a facemask to any voter who does not have a mask.

Encourage each voter to sanitize their hands at the sanitizing station.

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

Greeters

• 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.”

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All Election Workers

Ensure the safety of the voting equipment

Are required to attend training prior to the

election

Must work as a team

KEEP

CALMAND

BE KIND

Customer Service

Any interaction with a voter leaves an impression.

MAKE IT A POSITIVE ONE!

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Questions

EquipmentePollBook

JBC

eSlate

DAU

MiFi

An iPad loaded with an application developed by the Harris County Clerk’s office to streamline the voter qualification process at the voting centers.

ePollBook

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Generates an access code which is used to pull up the voter’s ballot style (based on the voter’s registration address) on the eSlate.

JBC – Judge’s Booth Controller

The JBC scanner is used to scan the barcode displayed on the ePollBook.

Electronic ballot system which contains all eligible ballot styles and allows a voter to cast their vote. More commonly referred to as the voting booths.

eSlate

A special eSlate designed for voters with disabilities, the DAU includes headphones and tactile input switches (paddles) to assist in navigating the ballot. The DAU is the always the last eSlate in the line and can be disconnected from the line and carried outside for curbside voting.

DAU

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For the November election, the DAU will be delivered in a cardboard box rather than a booth.

DAU

Electronic devices that ensures WiFicapability in the voting location. Also called a “hotspot.”

MiFi

Your Job as a Clerk Includes

Recognizing the seven Acceptable Forms of

Identification

Processing Voters

Knowing When to Send a Voter to the Judges

Providing Excellent Customer Service

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Ballot Style

Ballot Style refers to what a voter can vote on based on where they are registered.

Ballot Style

It is imperative that every voter receives the correct ballot

style.

Seven Acceptable Forms of Identification

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Acceptable Forms of Identification

List A

1. Texas Driver License issued by the Department of Public Safety

2. Texas Election Identification Certificate issued by DPS

3. Texas Personal Identification Card issued by DPS

4. Texas Handgun License issued by DPS

5. U.S. Military Identification Card containing the person’s photograph

6. U.S. Citizenship Certificate containing the person’s photograph

7. U.S. Passport (book or card).

Note:

Do not specifically ask for a Texas driver’s

license of Texas ID. While these are the only

two types of ID that can scanned on the

ePollB0ok, they are not the only IDs

accepted to vote.


List A

1. Texas Driver License issued by the Department of Public Safety

2. Texas Election Identification Certificate issued by DPS

3. Texas Personal Identification Card issued by DPS

4. Texas Handgun License issued by DPS

5. U.S. Military Identification Card containing the person’s photograph

6. U.S. Citizenship Certificate containing the person’s photograph

7. U.S. Passport (book or card).

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If a voter has one of the IDs from list A, proceed to process the voter.


List B

• A government document that shows the voter’s name and an address, including the voter’s voter registration certificate

• Current utility bill

• Bank statement

• Government check

• Paycheck

• (a) A certified domestic (from a US state or territory) birth certificate or (b) a document confirming birth admissible in a court of law which establishes the voter’s identity (which may include a foreign birth document)


None of the items from List A or List B can be on online or digital version.

A voter cannot use their phone in the voting center, including to display any

form of ID

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Steps for Processing Voter

Voter provides an ID from List A.

STEP 1: Scan the TDL or TID card or Searchmanually

STEP 2: Select Voter from the list

STEP 3: Process Voter by answering the questions

STEP 4: Voter provides Signature

STEP 5: Select Accept Signature button

STEP 6: Scan the Barcode using the JBC scanner

Video for ID and PPE

STEP 1: Scan/Search

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STEP 1: Scan/Search

•The voter provides an ID from List A.

• If it’s a TDL or Texas Identification Card, place on the ID rest.

•Photo facing AWAY from you.

STEP 1: Scan/Search

Manual Search

XXX

A transgender person’s gender identity is

different than the gender that was

recorded on their birth certificate.

Transgender Voters

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As long as name on the list of

registered voters is similar to the

name on one of the acceptable forms

of ID, the voter has the right to vote.

Transgender Voters

STEP 2: Select Voter

STEP 3: Process Voter

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STEP 4: Signature

STEP 5: Accept Signature

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STEP 6: Barcode

Scanning

•Once the barcode is scanned, the JBC will

beep and produce the access code ticket.

•Tear off the access code ticket and double

check that the Precinct and Ballot Style code

on the ticket matches the ePollbook.

Scanning Tips

Don’t choose the Home

button to start the

process for the next

voter until you have

double checked this

Ballot Style.

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Scanning Tips

•Hold your hand steady about 5‐6” from the screen at a slight downward angle and hold the trigger.

• You don’t need to use oversized movements.

•A tad bit of patience will pay off.

Scanning Tips

• In the rare case that the scanner doesn’t seem to be working, first test it on your hand.

•Can you see the red light? • If there is no red light, check the power.

Questions

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Statement of Residence


Statement of Residence

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Review: Processing a Voter

Voter provides an ID from List A.

STEP 1: Scan the TDL or TID card or Searchmanually

STEP 2: Select Voter from the list

STEP 3: Process Voter by answering the questions

STEP 4: Voter provides Signature

STEP 5: Select Accept Signature button

STEP 6: Scan the Barcode using the JBC scanner

When to send to a Judge

• If the voter cannot reasonably acquire an ID from List A, they can

use an ID from List B and complete a RID

• If a voter needs a language interpreter and a bilingual clerk isn’t available, the judge can call the judges’ line

JUDGE


• If the voter just doesn’t have an ID from List A with them, they

can vote provisionally, but must “cure” their ballot within six

days.

• If the voter doesn’t have an ID from either List A or List B, the

voter must vote provisionally

JUDGE

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• If a voter is trying to cancel their mail‐in ballot, drop off a ballot

by mail, or if the voter’s status in the ePollBook reflects that a

ballot has been sent or received

JUDGE

Customer Service

All interactions with a voter leave an impression.

Make sure it’s positive!

Questions

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Thank you for your service to the voters of Harris County!

10/2/2020

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Americans with Disabilities Act

TrainingNov. 3, 2020 General Election

Americans with Disabilities Act

Prohibits discrimination on the basis of

disability

Guarantees that individuals with disabilities

have the same opportunities to participate

in public life

ADA: Title II

Prohibits discrimination in all

public programs, services,

and activities.

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Today’s Training:

Definition of “Disability”

Communicating with Voters

Providing Assistance at the Polling

Location

Title II of ADA Requirements

Today’s Training:

Curbside Voting

Polling Place Requirements

Complaint Process

Harris County Policies

Disability

Physical or mental

impairment that substantially limits one or

more major life activities.

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“Major Life Activity”

• Speaking

• Standing

• Sitting

• Major bodily functions(neurological, immune system, etc.)

• Communicating

• Walking

• Reaching

• Lifting

Types of Disabilities

• Neurological

• Physical & Mobility

• Speech

• Learning

• Mental

• Hearing

• Visual

• Intellectual

Unseen Disabilities

• Cancer

• Mental Illness

• Autism

• Epilepsy

• Arthritis

• PTSD

• Chronic Fatigue

• Cystic Fibrosis

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Additional ADA Coverage

•Someone with a record of such an

impairment

•Someone who is regarded as having

such an impairment.

As an election worker,

you do not make the

determination of who

has or does not have a

disability.

Communicating

with Voters

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Be Respectful

to ALL Voters!

Communication with Voters

•Never make assumptions.

•Treat adults like adults.


Respect the privacy and

independence of each

voter.

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“Please let me know if you need assistance.”

Do not be offended if someone doesn’t want your help.


Use person‐first language:

•A person who uses a wheelchair.

•A person who is blind/visually impaired.

•A person with a mental/mental health

disability.


Each voter is a unique

individual who deserves to be

viewed as a whole person.

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•When speaking with a voter who

requires an interpreter, address the

voter not the interpreter.


•Do not distract a service animal or attempt to pet them.

•They are “working” for the individual so it is important not to deter the animal from performing their duties.


•Don’t touch or move a

person’s mobility

device without the

voter specifically

requesting this.

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If a voter has a speech disability:

•Don’t pretend you understand what’s being said if you don’t.

•Don’t guess what the voter wants to say or finish their sentences

• It’s ok to ask the person to repeat themselves


If a voter has a visual disability, provide

conversation cues:

•Identify yourself when you start to speak

•Say goodbye when you leave the conversation.

Treat ALL voters equally andwith respect.

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QUESTIONS

Providing

Assistance to

Voters

TEXAS ELECTION CODETitle 6, Chapter 64, Subchapter B

Assisting Voter

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Voter Assistance

•Reading the ballot to the voter;

•Directing the voter to read the ballot;

•Marking the voter’s ballot;

•Directing the voter to mark the ballot.

Voter Assistance

Voters are entitled to receive assistance if:

•Cannot read the language(s) the ballot is written in;

•Have physical disability that prevents them

from reading or marking the ballot.

Voter Assistance

A voter may be assisted by:

Any person the voter chooses who is not an election worker, or

Two election workers.

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Voter Assistance

Voters may not be assisted by:

Their employer;

An agent of their employer; or

An officer or agent of their union

Voter Assistance

A non‐election worker assisting the voter

must take an oath that he or she will not

try to influence the voter’s vote and will

mark the ballot as the voter directs.

Voter Assistance

1.

3.

2.

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Voter Assistance

If polling place officials assist, poll watchers and election inspectors may observe the

voting process;

If person of voter’s choosing assists, no one else may watch him or her vote.

Voter Assistance

Person assisting voter CANNOT:

Try to influence the voter’s vote;

Mark the voter’s ballot in a way other than

the way they have asked;

Tell anyone how the voter voted.

AMERICANS WITH DISABILITIESACTTitle II

Voting Requirements

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Title II of the ADA

Requires state/local governments to

ensure that people with disabilities

have a full and equal opportunity to

vote.

Title II of the ADA

Applies to:

ALL elections

ALL aspects of voting

Title II of the ADA

Voters with disabilities have the right to vote:

In person

Independently and privately

At a polling location that is physically accessible

At a physically accessible voting booth

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Title II of the ADAVoters with disabilities have the right to:

Receive assistance from a person of

their choice

Be provided auxiliary aids or services to ensure effective communication

Title II of the ADA

Voters with disabilities have the right to:

Be provided reasonable modifications

Be treated courteously and with respect

Title II of the ADA

Voters with disabilities have the right to be

accompanied by a service animal.

Exceptions:

Legitimate safety risk

Fundamental alteration

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Title II of the ADA

Election workers may exclude service animals

only if:

1. Dog is out of control and handler

cannot or does not regain control

2. Dog is not housebroken

Title II of the ADA

Harris County voters with

disabilities have the right to

vote in person.

Reasonable Modifications

Title II requires the provision of

reasonable modifications to policies,

practices, and procedures.

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Providing a chair to a voter with a mobility

disability as they wait in line.

Helping a voter who is blind navigate to

the voting area.


Voter should request a reasonable

modification.

If a person’s disability and need for

assistance are obvious, you may offer

assistance.

QUESTIONS

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Curbside

Voting Process

Curbside VotingTexas Election Code Sec. 64.009.

VOTER UNABLE TO ENTER POLLING PLACE.

(a) If a voter is physically unable to enter the

polling place 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 polling place

entrance or curb.

Curbside Voting

Per Texas Election Code,

curbside voting must be

provided.

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Curbside Voting

• Person monitoring the

receiver will respond and

direct voter to the curbside

voting area.

Curbside Voting

If JBCs have lines:

•Mark the curbside voter’s place in line

with the placeholder in your ADA

folder.

•Communicate with voter regarding the

wait.

Curbside Voting

•Take ePollBook to the voter in the curbside voting area.

•Follow six‐step process to qualify voter.

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Curbside Voting

Process a curbside voter just

as you process a voter inside

the polling location.

Curbside Voting

•Once the voter is processed, take the ePollBook inside to scan the

ballot style and produce an

access code.

Curbside Voting

•Judge will enter the access code on the DAU

and lock screen by

pressing “HELP” button

twice

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Curbside Voting

•Disconnect the long cable from the

short cable.

•Two poll workers should take the access code and the DAU portable

voting machine to the voter.

Curbside Voting

•Instruct voter to press “ENTER” to unlock screen

•Can compare precinct number to

top of ballot screen

Curbside Voting

•Curbside voter can request assistance with reading or

marking ballot.

•Unless assisting, stand away from

the car while the voter casts their

ballot.

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Curbside Voting

•Gently reconnect the short cable on the DAU to the long cable of

the previous eSlate.

•Forcing the connection will bend the pins.

Curbside

Voting

Setup

Curbside Voting Components

Buzzer

Voting area

Receiver

Monitor

Response

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Curbside Voting: Buzzer

•The buzzer alert is a polling location

notification system

consisting of a buzzer

and a receiver.


•Follow the instructions in the ADA manual for how to assemble the

buzzer station.


After taking the buzzer out of the case

•Place the base on the ground•Retrieved the octagonal weight •Place on top of the circular base

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•Screw the two pieces of the pole together•Fully extend the top section•Screw the pole into the base•Attach the sign to the bracket with the screws/wingnuts

•Plug the receiver inside the location


•Buzzer is mandatory for every polling

location.

•Once the buzzer has been assembled and

set up, place the directional “Curbside

Voting” signs to direct voters to the buzzer


Where should the

buzzer be placed?

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•Buzzer and curbside voting area do not have to be in the

same place.

Curbside Voting: Buzzer Must be accessible to the driver from

within the car.

Cannot block accessible parking,

accessible routes, or curb ramps.

Should allow a curbside voter to drive

through area where they can access

political handouts.

Curbside Voting: Voting Area

Misconception:

That the accessible parking

space(s) can and should be

used as the curbside voting

area

X X

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You CANNOT place the

BallotCall buzzer in an

accessible (handicap)

parking space.

Curbside Voting: BuzzerWhy is this not correct?

Access AisleAccessible Parking Space


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Curbside Voting: Voting Area

•Directional signs will be provided.

Curbside Voting: Receiver

•Set up receiver in area where election worker

can monitor all day.

•Does not have to be in the voting room.

Curbside Voting:

Test the Buzzer!

During setup, prior to opening polls,

and throughout the

voting period

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Curbside Voting

Troubleshooting

Buzzer

System

Curbside Voting

If buzzer isn’t functioning:

•You must station a poll worker in

sightline of the Buzzer throughout

the entire election.

QUESTIONS

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Accessible

Polling

Locations

ADA: Title II Remedies

Individuals with disabilities must

have the opportunity to be full

participants in voting.


The ADA’s provisions apply to all

aspects of voting, including polling

locations.

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Polling location must be accessible —

referring to the capacity of a building,

parking space, voting room, or pathways

to be utilized by an individual with a

disability.


•Harris County personnel survey every polling location for accessibility.


Temporary Measures:

•Portable ramps

•Door stops•Cord covers•Signage

•Cones•Mats

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ADA Checklist will be provided listing

non‐compliant items and remedies

to be applied.

MANDATORY



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All poll workers share responsibility for

ensuring that the polling location has no

impediments to voters fully accessing their

right to vote.


ACCESS AISLE


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To create an access aisle


Passenger Loading Zone

•Not required if not provided• If is provided:

•5‐ft wide access aisle•8‐ft wide vehicle space•Clear of obstructions •Connected to an accessible route


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Accessible Routes:

The exterior and interior routes used

by a voter to access both the polling

location building and the voting room.


Directional signs must mark:

• Van accessible parking

• Accessible route from the parking, drop‐off area, public sidewalks, public transportation

• Accessible entrances

• Accessible route to the voting area

Sign identifying route to accessible entrance

Sign identifying main entrance is not

accessible & direction to accessible entrance


Accessible routes:

•Three feet wide•Stable, firm, & slip resistant

•No protruding or overhanding objects

•No ground openings greater than ½ inch wide

•No abrupt level changes greater than ½ inch

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Exterior accessible routes:

•Accessible parking area•Public transportation•Public sidewalks•Passenger loading zone (if applicable)


Temporary remedies for inaccessible

exterior voter routes:

•Re‐routing to an accessible route•Placing mats with plates over gaps

• Installing temporary ramps


•Election workers may place mats with plates where there are gaps in the walkways.

•The metal plate should be

placed first over gap, with

HCCO stamp facing up.

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•Mats must be placed horizontally to provide a

three‐feet wide route.

•Ensure the ends lay flat.


Temporary ramps may

be installed when a

route is interrupted

with abrupt level

changes.


•Checklist will identify whether County is installing temporary ramp

•Ensure ramp remains in place & free of

obstructions throughout election.

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•Place cones to block off the area around the

ramp

•Do not push voters up the ramp unless they

ask for such help.


•Objects 27”‐80” above the floor cannot protrude more

than 4” into the accessible

route

• Judge must place a cone

underneath or to either side

of protruding object.


Why must doors be propped open/monitored?

• Inaccessible door hardware

•Not enough room inside vestibule

•Door is too heavy

•Area in front of door is not level

•Not enough maneuvering space to open door

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If a doorway threshold is too high, a threshold ramp or a landing with approach ramps will be installed on the low side of the threshold.


•Accessible entrances must be unlocked

during voting hours.

If not, door must be propped open or

a poll worker stationed throughout

voting.


• Signs must be posted at

non‐accessible

entrances directing

voters to accessible

entrance.

Sign identifying route to accessible entrance

Sign identifying main entrance is not

accessible & direction to accessible entrance

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• Entrance and all doors must provide minimum 32” clear width.

• If door is too narrow and the entrance has double doors, prop both doors open.

If the entrance contains a center post, remove the post and prop doors open.


Elevators/Lifts

•Test that elevators and lifts are working properly. If not, call ADA Coordinator immediately.


Elevators/Lifts

•If your checklist requires you to post a poll worker to operate the elevator or lift, make sure they are present throughout the entire election.

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Voting Area

• Floor surfaces must be stable, firm, and slip resistant.

•Voting stations and accessible voting machines must

be reachable by a voter using a wheelchair or other

mobility device.

A 3‐ft wide route with no abrupt level changes.


Voting Area

•At least one DAU and one other voting station must provide adequate clear floor space of 60”

diameter


Voter traffic flow – How voters:

•Arrive at/leave the polling location•Park or drop off•Move through the facility and voting area

•Use a voting machine

•Leave the voting area

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• If electrical cords cannot be placed outside of the accessible route, they must be covered with a

compliant cord cover and affixed to the floor.

•Floor coverings, such as cardboard, must be

removed or firmly affixed to the floor.

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•Election Day Surveyors, Subject Matter Experts,

and US Department of Justice teams will inspect

locations to ensure that remedies are

implemented properly.

•Follow their instructions.

Complaints:

ADA Issues

ADA Complaint Process

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Notice to Voters with Disabilities

posted twice:

• In totem

• Larger version (8½” x 14”) at a level to be read by voter who

uses a wheelchair.


• If a voter has an ADA‐related complaint,

provide them with the Disability Complaint

Form.

• If requested, assist the individual with filling out the form.

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ADA Complaint ProcessHarris County will:1. Investigate the complaint.

2. Provide a written determination with a resolution, if any.

3. Forward explanation of resolution to complainant within 20 days.

4.Maintain files and records relating to complaints.


Appeals process:1. Complainant can request an appeal

2. Voters can be directed to HarrisVotes.com for the procedures and specific deadlines of the appeals process

Harris County ADA Handbook

•Review the ADA Handbook

prior to serving as an election

worker.

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Thank you for attending today’s training!

For More Information

Southwest ADA Center

Toll Free: 1‐800‐949‐4232

Direct: 713‐797‐7171

Region VI: TX, AR, LA, NM & OK

Sashi Nisankarao, J.D.

ADA Specialist

Southwest ADA Center

Toll Free: 1‐800‐949‐4232

Direct: 713‐797‐7139

ADA Coordinator: Rachel Brown

1001 Preston, 4th Floor, Houston, TX 77002

713‐755‐6965 | [email protected]

For More Information

• U.S. Dept of Justice, ADA Checklist for Polling Places https://www.ada.gov/votingchecklist.pdf

• U.S. Dept of Justice, Solutions for Five Common ADA Access Problems at Polling Placeshttps://www.ada.gov/ada_voting/voting_solutions_ta/polling_place_solutions.pdf

• U.S. Dept of Justice, The Americans with Disabilities Act and Other Federal Laws Protecting the Rights of Voters with Disabilities https://www.ada.gov/ada_voting/ada_voting_ta.pdf

• Southwest ADA http://southwestada.org/

ADA Coordinator: Rachel Brown

1001 Preston, 4th Floor, Houston, TX 77002

713‐755‐6965 | [email protected]

Election Day Clerk Training - Harris Votes

Documents

Transcript of Election Day Clerk Training - Harris Votes