Optical Scan BallotOptical Scan Ballot

January Prior to Primary January Prior to Primary ElectionElection

Establish Election PrecinctsEstablish Election Precincts Absentee precincts Absentee precincts Mail ballot precinctsMail ballot precincts

April 1April 1

Confirm Printing Agreement with PrinterConfirm Printing Agreement with Printer Printer needs time to order ballot paper Printer needs time to order ballot paper

stock.stock.

Election Systems & Election Systems & SoftwareSoftware

Contact regarding:Contact regarding: Memory Pacs (if applicable)Memory Pacs (if applicable) Maintenance on ScannerMaintenance on Scanner

February Prior to Primary February Prior to Primary Candidate FilingCandidate Filing

ES&S in conjunction with the ES&S in conjunction with the Secretary of State has developed the Secretary of State has developed the uniformed ballot format. uniformed ballot format.

March Prior to Primary March Prior to Primary ElectionElection

Check turnout in a year where similar Check turnout in a year where similar offices appeared on the ballot.offices appeared on the ballot.

What has the increase in registered What has the increase in registered voters been since similar election?voters been since similar election?

Remember test deck & sample Remember test deck & sample ballots.ballots.

County Commissioners authorize County Commissioners authorize suitable number of ballots.suitable number of ballots.

March 6March 6thth thru March 17th thru March 17th

Candidates filing with Secretary of Candidates filing with Secretary of State will be updated and may be State will be updated and may be viewed throughout the filing period viewed throughout the filing period on the Secretary of State’s website.on the Secretary of State’s website.

March 17th - Last day of March 17th - Last day of filingfiling

Secretary of State will Secretary of State will mailmail counties counties a sample ballot.a sample ballot. Sample ballot will provide format and Sample ballot will provide format and

text (except candidate names) that shall text (except candidate names) that shall appear on the ballot.appear on the ballot.

A listing of offices and the order in which A listing of offices and the order in which they should appear on the ballot will they should appear on the ballot will accompany the sample ballot. accompany the sample ballot.

Counties to Provide to ES&SCounties to Provide to ES&S

The following information can be faxed:The following information can be faxed:ImmediatelyImmediately forward the list of federal, forward the list of federal, statewide, judicial and legislative statewide, judicial and legislative candidates along with your respective candidates along with your respective county candidates and issues to ES&S.county candidates and issues to ES&S. the number and names of precincts the number and names of precincts the number of registered voters by precinctthe number of registered voters by precinct specify ballot style to be used for absentee specify ballot style to be used for absentee

precinct(s) (if applicable).precinct(s) (if applicable). instruct ES&S where the files for printing instruct ES&S where the files for printing

should be sentshould be sent

Uniform Ballot FormatUniform Ballot Format

ES&S in conjunction with the ES&S in conjunction with the Secretary of State has developed the Secretary of State has developed the uniformed ballot format. uniformed ballot format.

Ballot Format ModificationsBallot Format Modifications

Modification of the format may be Modification of the format may be necessary depending on county necessary depending on county candidates and issues. candidates and issues.

Other than inserting the office title of Other than inserting the office title of a county office not on the sample a county office not on the sample ballot -modification of the ballot ballot -modification of the ballot should be approved by the Secretary should be approved by the Secretary of State.of State.

Ballot RotationBallot Rotation

ES&S will use the Minnesota ES&S will use the Minnesota algorithm in rotating candidates on algorithm in rotating candidates on optical scan ballots.optical scan ballots.

Number of registered voters by Number of registered voters by precinct is required.precinct is required.

Ballot ProofingBallot Proofing

ES&S will prepare a proof for each ES&S will prepare a proof for each ballot style.ballot style.

Proofs are emailed and checked by Proofs are emailed and checked by the County Clerk. the County Clerk.

ES&S Ballot ApprovalES&S Ballot Approval

County Clerk has the sole County Clerk has the sole responsibility for approving the ballot responsibility for approving the ballot files to be used by the printer in the files to be used by the printer in the printing of ballots.printing of ballots.

ES&S will email the approved files to ES&S will email the approved files to the designated printer.the designated printer.

PrinterPrinter

County provides printer with:County provides printer with: Sample ballot.Sample ballot. Number of PrecinctsNumber of Precincts Number of ballots required for each Number of ballots required for each

precinct. precinct. Instructions to forward Secretary of State Instructions to forward Secretary of State

a specified number of ballots from one a specified number of ballots from one precinct for use in preparing a test deck.precinct for use in preparing a test deck.

Ballot ApprovalBallot Approval

Printer will provide a proof, prior to Printer will provide a proof, prior to printing, of each ballot style.printing, of each ballot style.

County will sign-off on proofs for County will sign-off on proofs for printing of ballots.printing of ballots.

Printing Absentee BallotsPrinting Absentee Ballots

Depending on time constraints, printer Depending on time constraints, printer may only initially print absentee ballots in may only initially print absentee ballots in order to facilitate timely absentee voting.order to facilitate timely absentee voting.

Goal is to allow 45 days ballot transit Goal is to allow 45 days ballot transit timetime

ES&S Test DeckES&S Test Deck

ES&S provides chip/memory pacs or ES&S provides chip/memory pacs or e-mails program for scanner(s)e-mails program for scanner(s)

ES&S provides test ballots for each ES&S provides test ballots for each precinct.precinct.

SOS Test DeckSOS Test Deck

Secretary of State provides a test Secretary of State provides a test deck with predetermined results for deck with predetermined results for one precinct.one precinct.

Secretary of State instructs clerk to Secretary of State instructs clerk to create a similar test deck for each create a similar test deck for each precinct.precinct.

Precinct TestingPrecinct Testing

Clerk marks ballots for each precinct Clerk marks ballots for each precinct and tabulates.and tabulates.

Individual precinct testing is done Individual precinct testing is done upon receipt of chip/memory pac(s) upon receipt of chip/memory pac(s) or e-mailed program. or e-mailed program.

Testing ErrorsTesting Errors

Tabulation errors are reported Tabulation errors are reported immediately to ES&S.immediately to ES&S.

Public Logic and Accuracy Public Logic and Accuracy TestTest

Done after the pre-testing of the tabulation Done after the pre-testing of the tabulation equipmentequipment

Using the Test Deck provided by the Secretary of Using the Test Deck provided by the Secretary of StateState

Notify political party representatives, candidates Notify political party representatives, candidates and public that they may attendand public that they may attend

On election night On election night beforebefore tabulation and tabulation and afterafter tabulationtabulation

General ElectionGeneral ElectionJulyJuly

Begin communication with ES&S and Begin communication with ES&S and Printer for General ElectionPrinter for General Election

Counties may send Memory PACs Counties may send Memory PACs back to ES&S after the deadline to back to ES&S after the deadline to file for a recount or a contest of file for a recount or a contest of election has expired.election has expired.

Printing AgreementPrinting Agreement

Confirm Printing Agreement with Confirm Printing Agreement with PrinterPrinter

Printer needs time to order ballot Printer needs time to order ballot paper stock.paper stock.

SeptemberSeptember

Not later than September 7 the Not later than September 7 the Secretary of State will provide a Secretary of State will provide a sample ballot and certify federal, sample ballot and certify federal, statewide, legislative (judicial if statewide, legislative (judicial if applicable) candidates and the text applicable) candidates and the text to appear on the ballot for statewide to appear on the ballot for statewide measures (if applicable).measures (if applicable).

Uniform Ballot FormatUniform Ballot Format

ES&S in conjunction with the ES&S in conjunction with the Secretary of State develops the Secretary of State develops the uniformed ballot format. uniformed ballot format.

Ballot Format ModificationsBallot Format Modifications

Modification of the format may be Modification of the format may be necessary depending on county necessary depending on county candidates and issues. candidates and issues.

Modification of the ballot should be Modification of the ballot should be approved by the Secretary of State.approved by the Secretary of State.

Ballot PrintingBallot Printing

The same process followed in the The same process followed in the primary election should be followed in primary election should be followed in the printing of the general election ballot. the printing of the general election ballot.

Note: In addition to proofing candidate Note: In addition to proofing candidate names, text on statewide measures names, text on statewide measures should be proofed with text on sample should be proofed with text on sample ballot.ballot.

Counting CenterCounting Center

Establish and follow proceduresEstablish and follow procedures Receiving BoardReceiving Board Log In BoardLog In Board Ballot Preparation BoardBallot Preparation Board Duplication BoardDuplication Board Scanner OperatorScanner Operator Write-in BoardWrite-in Board

Receiving BoardReceiving Board

Receive the sealed ballot containerReceive the sealed ballot container Record Record

PrecinctPrecinct Time ReceivedTime Received Seal NumberSeal Number Name of Individual DeliveringName of Individual Delivering Name of Individual ReceivingName of Individual Receiving

Log In & Ballot Preparation Log In & Ballot Preparation BoardsBoards

Log In BoardLog In Board Record PrecinctRecord Precinct Break Seal and Remove BallotsBreak Seal and Remove Ballots

Preparation BoardPreparation Board Prepare ballots for scanningPrepare ballots for scanning

Scanner Operator Scanner Operator

Record precinct and time receivedRecord precinct and time received Check that Check that OnlyOnly the Following Sort the Following Sort

Switches are Selected:Switches are Selected: BLANK BALLOT (always)BLANK BALLOT (always) WRITE-IN (only if a write-in is declared)WRITE-IN (only if a write-in is declared)

Scanner Operator (cont.)Scanner Operator (cont.)

Options for processing duplicate ballotsOptions for processing duplicate ballots(be sure to turn off Blank Ballot Switch)(be sure to turn off Blank Ballot Switch)

1.1. Proceed with the scanning of all precincts. All Proceed with the scanning of all precincts. All duplicate ballots will go back to the scanner duplicate ballots will go back to the scanner for a second pass at one time. for a second pass at one time.

2.2. Wait until ballots are returned from duplication Wait until ballots are returned from duplication board to finish processing precinct.board to finish processing precinct.

Scanner Operator (cont.)Scanner Operator (cont.)

Record the time all ballots (including Record the time all ballots (including duplicate ballots – under option 1) duplicate ballots – under option 1) have been processed.have been processed.

Record the total number of ballots Record the total number of ballots counted, by precinct, under options 1 counted, by precinct, under options 1 and two.and two.

Duplication BoardDuplication Board

Duplicate Duplicate Damaged ballotsDamaged ballots Ballots marked with a non-detectable Ballots marked with a non-detectable

markermarker Identify original and duplicate ballot Identify original and duplicate ballot

with precinct and identifying numberwith precinct and identifying number Return the new reproduced ballot to Return the new reproduced ballot to

scanning operatorscanning operator

Write-in BoardWrite-in Board

Record the number of write-in votes Record the number of write-in votes for declared candidatesfor declared candidates For each individualFor each individual

By precinctBy precinct

Place the write-in ballots, which have Place the write-in ballots, which have been processed, into the ballot been processed, into the ballot containercontainer

Tabulation CompleteTabulation Complete

All ballots should be All ballots should be sealedsealed in in precinct container.precinct container.

Election night reporting thru the Election night reporting thru the InternetInternet