![](media/image1.png)

[I. Issues and Shared Practices in Administration Management and
Security for All Voting Systems
4](#issues-and-shared-practices-in-administration-management-and-security-for-all-voting-systems)

[I. Issues and Shared Practices in Administration Management and
Security for All Voting Systems 4](#__RefHeading___Toc79574863)

[A. Pre-Election Management 4](#pre-election-management)

[1. Ten Election Management Tips 4](#ten-election-management-tips)

[1.1 Develop Strategic Plans and Checklists.
4](#develop-strategic-plans-and-checklists.)

[1.2 Build Partnerships with Stakeholders.
4](#build-partnerships-with-stakeholders.)

[1.3 Focus Early on Pollworker Recruitment and Training.
5](#focus-early-on-pollworker-recruitment-and-training.)

[1.4 Recruit Accessible, Reliable, Well-equipped Polling Places.
5](#recruit-accessible-reliable-well-equipped-polling-places.)

[1.5 Develop Communication Plans. 6](#develop-communication-plans.)

[1.6 Prepare Back-up and Emergency Plans.
7](#prepare-back-up-and-emergency-plans.)

[1.7 Develop a Budget and Procurement Plan
7](#develop-a-budget-and-procurement-plan)

[1.8 Hire a Usability Consultant 8](#hire-a-usability-consultant)

[1.9 Review the Legal Environment. 8](#review-the-legal-environment.)

[1.10 Review Documentation to Ensure Accountability/ Transparency of
Election Processes.
8](#review-documentation-to-ensure-accountability-transparency-of-election-processes.)

[2. Are You Introducing a New Voting System this Year?
9](#are-you-introducing-a-new-voting-system-this-year)

[2.1 Ten Key Steps for Introducing a New Voting System This Year
10](#ten-key-steps-for-introducing-a-new-voting-system-this-year)

[3. Voting System Vendor Management and Contract Issues
12](#voting-system-vendor-management-and-contract-issues)

[3.1 Timing 12](#timing)

[3.2 Communication and Security Checks
12](#communication-and-security-checks)

[3.3 Vendor Responsibility 12](#vendor-responsibility)

[B. Voter Outreach 13](#voter-outreach)

[1. Five Tips on Reducing Voter Error
13](#five-tips-on-reducing-voter-error)

[1.1 Provide a Demonstration Unit or Video.
13](#provide-a-demonstration-unit-or-video.)

[1.2 Illustrations will make voting instructions much more effective.
13](#illustrations-will-make-voting-instructions-much-more-effective.)

[1.3 Conduct Focus Groups 14](#conduct-focus-groups)

[1.4 Survey voters on their polling place experience.
14](#survey-voters-on-their-polling-place-experience.)

[1.5 Encourage community organizations to assist in spot-checking.
14](#encourage-community-organizations-to-assist-in-spot-checking.)

[2. Five Considerations for Accommodating Voters with Disabilities
14](#five-considerations-for-accommodating-voters-with-disabilities)

[2.1 Design an accessible website. 14](#design-an-accessible-website.)

[2.2 Accessible polling places. 15](#accessible-polling-places.)

[2.3 Sensitivity Training for Pollworkers.
15](#sensitivity-training-for-pollworkers.)

[2.4 Feedback from voters with disabilities.
16](#feedback-from-voters-with-disabilities.)

[2.5 Public debriefing with disability organizations.
16](#public-debriefing-with-disability-organizations.)

[3. Five Considerations for Accommodating Voters with Limited-English
Proficiency
16](#five-considerations-for-accommodating-voters-with-limited-english-proficiency)

[3.1 Bilingual pollworkers and Interpreters.
16](#bilingual-pollworkers-and-interpreters.)

[3.2 Alternative Language Website. 16](#alternative-language-website.)

[3.3 Hire Bilingual Staff for Your Election Operations for Key Election
Periods.
17](#hire-bilingual-staff-for-your-election-operations-for-key-election-periods.)

[3.4 Pollworker Sensitivity Training.
17](#pollworker-sensitivity-training.)

[3.5 Outreach to minority language communities.
17](#outreach-to-minority-language-communities.)

[C. Pollworkers and Polling Places 17](#pollworkers-and-polling-places)

[1. Tried and True Ideas for Poll Worker Recruitment and Retention:
"Partners in Democracy"
17](#tried-and-true-ideas-for-poll-worker-recruitment-and-retention-partners-in-democracy)

[1.1 College Pollworker Program. 18](#college-pollworker-program.)

[1.2 High School Student Pollworker Program.
18](#high-school-student-pollworker-program.)

[1.3 County/City Pollworker Program.
19](#countycity-pollworker-program.)

[1.4 Corporate Pollworker Program. 19](#corporate-pollworker-program.)

[1.5 Bilingual Pollworker Program. 19](#bilingual-pollworker-program.)

[1.6 Interpreter Program. 20](#interpreter-program.)

[1.7 Adopt-a-Poll. 20](#adopt-a-poll.)

[1.8 Incentive programs. 20](#incentive-programs.)

[1.9 Creative Ideas for pollworker retention.
20](#creative-ideas-for-pollworker-retention.)

[1.10 Split Shift Option. 20](#split-shift-option.)

[2. Pre-Election Poll Worker Testing and Training
21](#pre-election-poll-worker-testing-and-training)

[2.1 Pollworker screening. 21](#pollworker-screening.)

[2.2 Hands-on training. 21](#hands-on-training.)

[2.3 Training Content 21](#training-content)

[2.4 Training Methods 22](#training-methods)

[2.5 Follow Up 23](#follow-up)

[3. Five Methods for Directing Voters to the Correct Polling Place
24](#five-methods-for-directing-voters-to-the-correct-polling-place)

[3.1 Polling Place Look Up 24](#polling-place-look-up)

[3.2 Pre-election Notices to the Voters
24](#pre-election-notices-to-the-voters)

[3.3 Employ a phone bank and/or automated voice system
24](#employ-a-phone-bank-andor-automated-voice-system)

[3.4 Provide Street Finders or Precinct Maps to Polling Places
24](#provide-street-finders-or-precinct-maps-to-polling-places)

[3.5 Train One of Your Pollworkers to Serve as a "Greeter" at Each
Polling Place.
25](#train-one-of-your-pollworkers-to-serve-as-a-greeter-at-each-polling-place.)

[D. Election Operations/Technology and Equipment
25](#election-operationstechnology-and-equipment)

[1. Before the Election: Challenges and Solutions
25](#before-the-election-challenges-and-solutions)

[1.1 Ensuring system integrity. 25](#ensuring-system-integrity.)

[1.2 Ensuring Transparency. 26](#ensuring-transparency.)

[1.3 Establish chains of custody. 26](#establish-chains-of-custody.)

[2. Election Day/Election Night: Challenges and Solution
27](#election-dayelection-night-challenges-and-solution)

[2.1 Ensuring Trouble-free Polling Place Opening and Closing
27](#ensuring-trouble-free-polling-place-opening-and-closing)

[2.2 Troubleshooting Strategies 27](#troubleshooting-strategies)

[2.3 Protecting Physical Security of Equipment on Election Day
28](#protecting-physical-security-of-equipment-on-election-day)

[3. Protecting Voter Privacy/Voting Accessibility
30](#protecting-voter-privacyvoting-accessibility)

[4. Preventing Problems at Polling Places that Contain More Than One
Precinct ("Multiples")
30](#preventing-problems-at-polling-places-that-contain-more-than-one-precinct-multiples)

[5. Election Night 30](#election-night)

[E. Post-Election: Challenges and Solutions
31](#post-election-challenges-and-solutions)

[1. Post-Election Audits 31](#post-election-audits)

[2. Recount Procedures 32](#recount-procedures)

[2.1 Step-by-Step Recount Procedures
33](#step-by-step-recount-procedures)

[II. Lever Voting Systems 34](#lever-voting-systems)

[III. Punch Card Voting Systems 35](#punch-card-voting-systems)

[IV. Optical Scan Voting Systems 41](#optical-scan-voting-systems)

[V. Direct Recording Equipment (DRE)
47](#direct-recording-equipment-dre)

[VI. Provisional Voting Challenges and Solutions
52](#provisional-voting-challenges-and-solutions)

[A. Ensuring Transparency and Accountability
52](#ensuring-transparency-and-accountability)

[B. Ensuring Trouble-Free Implementation on Election Day
52](#ensuring-trouble-free-implementation-on-election-day)

[C. Issuing Provisional Ballots 54](#issuing-provisional-ballots)

[D. Processing Provisional Ballots 55](#processing-provisional-ballots)

[VII. Checklist for HAVA Implementation
56](#checklist-for-hava-implementation)

[A. Identification for New Voters\* 56](#identification-for-new-voters)

[B. Provisional Voting\* 57](#provisional-voting)

[C. Voter Information\* 57](#voter-information)

[D. Complaint Procedures\* 58](#complaint-procedures)

[E. Disability Access\* 58](#disability-access)

[F. General Resource 58](#general-resource)

[VIII. RESOURCES 59](#resources)

[IX. Acknowledgements 60](#acknowledgements)

#   {#section .unnumbered}

# Issues and Shared Practices in Administration Management and Security for All Voting Systems

## Pre-Election Management

-   Ten Election Management Tips

-   Are You Introducing a New Voting System This Year?

-   Voting System Vendor Management and Contract Issues

### Ten Election Management Tips

#### Develop Strategic Plans and Checklists.

> As you deal with the daily challenges that come in a presidential
> election year, it's easy to lose track of what needs to happen in
> order to meet key pre-election deadlines. Develop a "pre-election
> management checklist" and operations calendar, as well as
> task-specific checklists. Meet regularly with staff to go through
> checklists. Conduct a pre-election strategy session with staff, vendor
> and selected pollworkers and weekly status meetings.
>
>  
>
> [Examples]{.underline}

-   Travis County, Texas, recommends using Microsoft Project as a
    software to develop and monitor election calendars.

-   [Election Calendar LA
    County](../1_Election%20Calendar%20LA%20County.pdf)

-   Prince William County [Check List for
    Elections](../2_Prince%20William%20County%20Election%20Check%20List.DOC)

-   The Election Center is developing a series of checklists on a
    variety of election topics. Completed checklists include a ["Voting
    Systems Checklist"](../3_Voting%20Systems%20Checklist.doc) and an
    ["Accessibility Preparations
    Checklist"](../Accessibility%20Preparations%20Checklist.doc).

#### Build Partnerships with Stakeholders.

Strengthening relationships with elected officials, the community and
voters will both make the election go more smoothly and may help gain
you public support both after Election Day and during the budget
process. Solicit support from local government leaders and by
establishing an elections steering committee. Conduct pre-election
briefings with media, candidates, political leaders and community
organizations. Conduct training programs for voter registration drive
organizers and community pollwatchers. Send regular status reports to
your bosses.

>  
>
> [Example]{.underline}
>
> Montgomery County, Maryland, established an "**Elections Task Force**"
> consisting of key county managers (County Executive, County Counsel,
> Public Works Department Head, Head of Public Schools, Head of IT
> Department, Telecommunications Director, etc.) to solicit specific
> support not only for Election Day (recruitment of County employees as
> pollworkers and troubleshooters, use of county facilities as polling
> places, etc.) but for support for the increasing challenges in the
> election environment (such as voting technology.)

#### Focus Early on Pollworker Recruitment and Training.

Recruiting, managing and training pollworkers is difficult enough
without the additional challenges posed by implementing new federal
requirements. Many jurisdictions are aiming to recruit more pollworkers
for the coming election. Develop recruitment plan and timeline for
public service announcements, interagency solicitations, and corporate
partnership solicitations and, if money allows, paid media advertising.

Consider hiring professional recruiters and trainers. Develop a training
schedule and system for managing new and experienced pollworkers. Some
new components to consider including in pollworker training programs:
sensitivity training for working with voters with disabilities,
accessibility of the voting process, security and contingency plans in
the event of voting system failures. (For more details on recruiting and
training pollworkers, see Section C, "Pollworkers and Polling Places"
below.)

 

> [Example]{.underline}
>
> [Metropolitan Kansas City's Making Voting Popular
> Program](../5_Metropolitan%20Kansas%20City’s%20Making%20Voting%20Popular%20Program.pdf)
> is a bi-state cooperative effort involving election officials in six
> jurisdictions in the metropolitan Kansas City, Missouri area: the
> Kansas City, Jackson County, Clay County, Platte County Missouri and
> Johnson and Wyandotte County Kansas Boards of Commissioners. The
> primary objective of the Making Voting Popular program is to recruit
> Election Day workers, however, there are a number of ancillary
> objectives:

-   To educate the working public about the voting process,

-   To create opportunities for individuals and organizations to commit
    to and meet civic responsibilities

-   To create channels that can be used for other election related
    outreach programs.

#### Recruit Accessible, Reliable, Well-equipped Polling Places. 

Develop a strategy and timeline for reaching out to most likely polling
place hosts such as public schools, churches, and community centers.
Involve community organization and interest groups representing voters
with disabilities in the search for new polling places. Ensure
commitment in writing from polling place host. After you conduct your
polling place location survey, produce sample layouts, dimensions, and
equipment/materials placement for your pollworkers.

>  
>
> As you conduct the survey, keep in mind that polling places should be
> accessible, sizable, visible, technology friendly, and reliable.

#### Develop Communication Plans.

Educating all stakeholders -- and most importantly, the voters -- on the
Election process will help strengthen your relationships with key
constituencies.

>  

-   **Outreach to voters**. Ensure registration forms are available.
    Train registration drive organizers to assist voters in properly and
    thoroughly completing the registration forms. Update your website to
    include information that voters need to participate effectively in
    the voting process, including election-specific candidate lists,
    down-loadable registration forms, instructions on in-person and
    absentee voting using your voting system, sample ballots, polling
    place look-up, and accessibility status of polling places.

** **

###### Example {#example .unnumbered}

> Cook County, Illinois, has developed an online voter guide. By typing
> in their address on [Voterinfonet](http://www.voterinfonet.com/),
> voters can download a personalized virtual ballot that lists the
> offices and candidates for the upcoming election. The Clerk's office
> also requests that each candidate submit a 400-word statement that
> allows him or her to provide background information and positions on
> the issues. This allows voters to obtain more information by clicking
> on the candidate's name. Voters can also find their polling place and
> learn if they are registered.
>
>  

-   **Outreach/education of media.** Educate media on what to expect
    Election Night. Give them a timeline for results on Election Night,
    supplemental counts of absentee ballots and provisional ballots, as
    well as final certification of results. Explain the significance of
    each component, for example, who casts provisional ballots and the
    process of verifying the eligibility of those voters. Make sure the
    media understand the difference between unofficial and official
    results.

>  
>
> [Example]{.underline}
>
> [Sample letter to candidates and
> media](../7_Sample%20letter%20to%20Candidates%20and%20Media.pdf)
> regarding unofficial Election Night results versus official election
> results.
>
>  

-   **Outreach/education of community organizations**. Actively solicit
    engagement in the election process from stakeholders, including the
    political parties, candidates and public interest and advocacy
    organizations.

> ** **
>
> [Example]{.underline}
>
> Beginning in 1998, the Los Angeles County Registrar of Voters invited
> community leaders, community-based organizations (CBO's), city clerks
> in Los Angeles County, disabled community advocates, political party
> representatives, and other interested individuals to attend
> twice-yearly Community Voter Outreach Committee (CVOC) meetings. The
> Committee has been effective in creating a partnership between the
> County and CBO's, toward maximizing voter outreach and education
> efforts, providing better services to all voters, and providing
> feedback on important election issues, such as provisional ballot
> design, transliteration, and voting system and legislative changes and
> challenges.

#### Prepare Back-up and Emergency Plans.

> Conduct an analysis of the election process and points in the process
> where things are most likely to go wrong -- a risk analysis -- and
> develop plan for dealing with worst-case scenarios. For example, could
> you conduct the election if you were denied access to your central
> office? Make sure to prepare contingency plans for disaster, which
> might come in the form of, for example, technology failure, delay in
> election returns, natural disasters impacting polling place set up,
> voting or return of results, security/back-up of all computer systems,
> pollworker shortages, among others.
>
>  
>
> [Example]{.underline}
>
> [Emergency Procedures Guide for Iowa Counties Using an ES&S
> Central](../8_Marshall%20County%20Iowa's%20Emergency%20Procedures.doc)
>
> [Count
> Scanner](../8_Marshall%20County%20Iowa's%20Emergency%20Procedures.doc),
> which contain checklists for who to notify of an emergency, what
> constitutes an emergency, guidelines for rescheduling an election,
> etc.
>
>  
>
> [Example]{.underline}
>
> Boone County, Missouri's Basic Emergency and Recovery Plan for
> Pollworkers, [Emergency
> Procedures](../9_%20Emergency%20Procedures.doc).

#### Develop a Budget and Procurement Plan

With new requirements, and in many jurisdictions, new voting equipment,
come new and sometimes unexpected costs. Establish budget priorities.
Work well in advance with your local budget officers and local
legislative leadership so that they understand trends and needs. Make
sure the procurement process is open to public scrutiny and abides by
state and county or municipal guidelines. Build in plenty of time for
procurement -- and have back-up plans in the event that certain
deadlines for printing, mailing, equipment or supply delivery are not
met. Consider other funding resources, such as the "Election Assistance
for Individuals with Disabilities" grants made available under the Help
America Vote Act (HAVA) for the purpose of improving access to your
polling places, improving voter outreach to voters with disabilities,
training of election officials and volunteers on accessibility issues.

#### Hire a Usability Consultant

> Creating more legible polling place signs, reader-friendly voter
> guides, clear voting instructions, easy-to-use touch screens, and
> user-friendly websites will make it easier for voters to participate,
> reduce voter errors and build good will on the part of the voting
> public. Usability consultants can help identify where such
> improvements can be made. Usability consultants are professionals who
> specialize in making forms and computer interfaces easier to use; they
> can make everything from the voter registration application to the
> ballot to the DRE touch screen unit more voter-friendly. To find a
> consultant, go to the website of the [Usability Professional's
> Association](http://www.upassoc.org/). You can also find guidance on
> ballot design in the following subsidiary pages of the UPA website:
> \"Voting and Usability: Top ten things to read\" and \"Voting and
> Usability Project.\"
>
> The Federal Election Commission's Office of Election Administration
> (now located within the EAC) produced three booklets in 2003, which
> provide useful guidance on enhancing usability and accessibility:

-   ["Usability Testing of Voting
    Systems"](../11_Usability%20Testing%20of%20Voting%20Systems.pdf)

-   ["Developing a User-Centered Voting
    System"](../12_Developing%20a%20User_Centered%20Voting%20System.pdf)

-   [["Procuring a User-Centered Voting
    System"]{.underline}](../13_Procuring%20a%20User_Centered%20Voting%20System.pdf)

#### Review the Legal Environment.

Review the laws as they pertain to that particular election. Ensure that
all stakeholders have been educated about the applicable rules and laws
prior to the election. Contact the appropriate judicial administrative
authorities and request that a judge be assigned to be "on call" for
urgent legal guidance.

#### Review Documentation to Ensure Accountability/ Transparency of Election Processes.

In an election that will inevitably come under intense scrutiny, sound
documentation of all election processes -- from voter registration list
maintenance to ballot definition to the compiling of results on Election
Night \-- can help reassure the public that the election was conducted
fairly and accurately. Remember that the objective of documenting
election processes is, in part at least, to be able to recreate events
after the Election in the event that questions arise.

-   Keep copies of everything, good and bad: all documentation from
    tests, all copies of proofs from vendors, all submissions from
    candidates, etc. You can determine after the election what can be
    thrown out and what should be retained according to legal retention
    standards and your own common sense.

-   Documentation could include information about the experiences of
    users with disabilities; the operation of voting systems, the
    effectiveness of polling places accommodations; the reaction by
    voters, community leaders and media to outreach efforts and the
    effectiveness of strategic planning that was inclusive of the needs
    of all stakeholders, including those with disabilities.

######### Example {#example-1 .unnumbered}

> Three of the recommendations in the [Recommendations of the Brennan
> Center for Justice and the Leadership Conference on Civil Rights for
> Improving Reliability of Direct Recording Electronic Voting
> Systems](../14_Voting%20Systems%20Final%20Recommendations%20Brennan%20Center.pdf)
> (July 2004):

-   "Election Officials should develop procedures for random parallel
    testing of the voting systems in use to detect malicious code or
    bugs in the software."

-   "Election officials should establish standard procedures for regular
    reviews of audit facilities and operating logs for voting terminals
    and canvassing systems to verify correct operation and uncover any
    evidence for potential security breaches."

-   "All jurisdictions should prepare and follow standardized procedures
    for response to alleged or actual security incidents that include
    standardized reporting and publication."

### Are You Introducing a New Voting System this Year?

> While conventional wisdom advises against launching a new voting
> system in a highly visible Presidential Election year because voters
> will be inexperienced with it, unanticipated problems with the voting
> system, pollworkers may not have absorbed all the problems during
> training, etc. However, it can be done successfully.
>
> Prior to purchasing equipment or prior to implementation, you may find
> it helpful to consult the National Institute of Standards and
> Technology (NIST) analysis, ["Recommended IT Security Product Life
> Cycle Product Planning,"](http://vote.nist.gov/relatedlinks.html)
> available on the NIST website. The analysis provides a road map for
> planning, purchasing, using, maintaining and transitioning to
> electronic voting equipment, with a particular focus on the security
> issues related to electronic voting equipment. The document
> cross-references NIST technical papers that are available on the NIST
> website.

#### Ten Key Steps for Introducing a New Voting System This Year

1.  Communicate and consult with colleagues who have made this
    transition recently or who are using the same system. If your budget
    and time allows, travel to a jurisdiction served by your vendor or
    voting system to observe an election, borrow training materials, and
    consult with staff on lessons learned.

> [Example]{.underline}
>
> The publication ["Implementing A Voting System From a Local Election
> Administrator's Viewpoint"](../16_Implementation%20Guidebook.pdf)
> contains valuable advice on developing an RFP; on rating and selecting
> a vendor; on key warehouse storage, layout and electrical needs;
> sample acceptance testing procedures; sample voting machine
> diagnostics; suggested guidelines for logic and accuracy testing; tips
> for Election Day troubleshooting and a sample audit tracking
> mechanism. There is also an appendix devoted to paper ballots for
> voters physically unable to vote in person, back-up paper ballots for
> long lines or catastrophe and for provisional/challenged votes on
> paper ballots.

2.  Conduct voter and media outreach. Develop Brochures. Set up
    self-help voting labs or kiosks at city halls, libraries, etc. Loan
    demonstration units to community organizations. Prepare materials
    for Media Outreach and conduct pre-election briefings.

###### Examples {#examples .unnumbered}

-   Harris County, Texas, recently implemented a successful
    implementation of a new voting system with a myriad of voter
    outreach and education which included conducting over 600
    speaking/demonstration events in one year, demonstrating the system
    at Minute Maid Park in a partnership with the Houston Astros, a mall
    tour of the voting system performed by the League of Women Voters, a
    full color display features in the Houston Chronicle and numerous
    smaller events throughout the county. The County also works with its
    Speaker's Bureau program to conduct outreach. Each speaker is
    required to participate in the County's training program, which
    covers information on the basic operations of elections in Harris
    County as well as the setup and use of the voting system.

```{=html}
<!-- -->
```
-   The State of Georgia developed an extensive and multi-tiered voter
    outreach campaign designed to acquaint citizens with the new
    equipment before they arrived at their precinct to vote, [Georgia's
    Voter Education Process for Successfully Implementing DRE Voting
    Equipment](../17_Georgia’s%20Voter%20Education%20Process%20for%20Successfully%20Implementing%20DRE%20Voting%20Equipment.doc).

3.  Develop a change management plan. Election officials who have made
    the transition to electronic voting systems advise quadrupling the
    amount of time allotted to test every piece of new equipment before
    it is deployed. Assess the new polling place requirements and ensure
    all polling places meet them. Some polling places may have to be
    reconfigured -- make sure poll workers understand the reason for
    changing polling place layout. Consider how the new equipment will
    affect supply delivery schedules. Consider how you will secure
    voting equipment after it is delivered.

4.  Provide extensive hands-on training for pollworkers. Train
    pollworkers on the appropriate approach in assisting voters, who
    will not be familiar with the equipment, particularly those voters
    with disabilities.

> [Example]{.underline}
>
> ["Practice Makes Perfect" Hands-On Voting Machine Training for
> Election
> Workers](../18_Practice%20Makes%20Perfect%20Flyer%202004.pdf)[,]{.underline}
> where pollworkers can drop by any of four training sites at their
> convenience to practice opening and closing the voting machines and
> get additional hands-on experience with voting equipment.

5.  Establish a clear understanding between you and your vendor(s)
    regarding the expected level of support. For example, specify the
    number of vendor staff who will be available to you before the
    election, on Election Day and in the post-election period. Specify
    who will be responsible for training staff on programming the
    equipment and pollworkers on setting up and operating the new
    systems. Conduct acceptance testing on every single unit that comes
    from your vendor. If possible, obtain software from Independent
    Testing Authority (ITA), not the vendor. Request, in writing, from
    your vendor a copy of the ITAs report on the software version you
    will be using.

6.  Consider contracting with an accessibility/usability professional to
    consult on ballot layout and ballot design. Go to: [Voting and
    Usability Project, Usability and Design
    Consultants](http://www.usabilityprofessionals.org/upa_projects/voting_and_usability/consultants.html)
    at the [Usability Professional's
    Association](http://www.upassoc.org/) website. The site offers
    additional guidance on ballot design on the pages entitled [Critical
    Readings on the Usability of Voting
    Systems](http://www.usabilityprofessionals.org/upa_projects/voting_and_usability/critical_readings.html)
    and [Project: Voting and
    Usability](http://www.usabilityprofessionals.org/upa_projects/voting_and_usability).

7.  Review records retention policy to determine if policy or records
    will change because of new technology.

8.  Keep track of all costs, especially hidden or unanticipated costs,
    such as upgrading storage facilities to accommodate new voting
    systems or whether there will be any additional delivery systems.

9.  Conduct a post-election debriefing with your pollworkers and
    stakeholders.

10. Recycle used voting supplies, booths, and supply election supply
    containers. Many are readily available and in good condition from
    counties that have changed to other systems. Consider requesting
    election publications such as Election Administration Reports to
    announce that you are seeking supplies or have supplies for sale.

### Voting System Vendor Management and Contract Issues 

#### Timing

Vendors should provide training materials to election officials at an
early stage so that you can adequately train internal staff and prepare
pollworker training materials. Vendors should highlight accessibility
features in the machines. Establish timelines for equipment delivery,
ballot printing, delivery and testing, etc. Develop a payment schedule
that is contingent on deliverables and milestones and have a failure to
deliver clause that is linked to payments.

#### Communication and Security Checks

Request that your vendor submit its certified software to the National
Software Reference library (NSRL) at the National Institute of Standards
and Technology (NIST). This will help you verify that you are using the
correct, certified version of the software.

Start or join a users group that is user-driven. Election officials
should share post-election summary of issues with each other for mutual
education, aversion of problems and possible software and equipment
upgrades. Share issues with the Election Assistance Commission, which
could serve as a repository/clearinghouse for purposes of improving the
voting system certification process.

#### Vendor Responsibility

> If your vendor manages the bulk of your election planning, ask them to
> supply you with the following:

1.  What are the qualifications, experience and number of personnel you
    will have available pre-election, on Election Day and post-election?
    (You may wish to get the names of the project staff and especially
    the name and background of the project manager.)

2.  Do you have a copy of your vendor's letter to NIST and the state
    election office confirming receipt of this version of the software?

##### How can you become more independent from your vendor?  {#how-can-you-become-more-independent-from-your-vendor .unnumbered}

> Develop other resources such as colleagues, user groups, independent
> technology consultants, and technology professionals working for local
> or state government agencies, technology professionals teaching at
> universities. Eventually, you may want to consider developing in-house
> programming and technology expertise.

###### Example {#example-2 .unnumbered}

> [Marshall County, Iowa established a user-driven user's
> group.](../20_Marshall%20County%20Iowa%20's%20Equipment%20User's%20Group.doc)

## Voter Outreach 

-   Five Tips on Reducing Voter Error

-   Five Considerations for Accommodating Voters with Disabilities

-   Five Considerations for Accommodating Voters with Limited English
    Proficiency

### Five Tips on Reducing Voter Error

#### Provide a Demonstration Unit or Video.

> Provide a demonstration unit (preferably one that is fully accessible)
> or, as an alternative, a continuous-running demonstration video, at
> every voting site and encourage every voter to try it. If possible,
> use video that is also accessible to deaf and blind voters. A resource
> for making the video accessible is [National Center for Accessible
> Media (NCAM) website](http://www.ncam.org/).

#### Illustrations will make voting instructions much more effective.

Illustrations will make voting instructions much more effective.
Remember that most people are visual. Keep instructional wording short,
simple and focused on avoiding common voter errors.

######## Examples {#examples-1 .unnumbered}

-   The Cook County, Illinois, Clerk's office has redesigned its ballot
    pages, polling place signs and instructions, election judge manual,
    and envelopes and forms to make them easier to read and more
    intuitive for voters and pollworkers. Cook County employs recent
    graduates of the University of Illinois-Chicago to provide more
    graphics and step-by-step diagrams to help polling places run more
    smoothly. For more information about this award-winning program, go
    to the [Design for Democracy](http://www.electiondesign.org/)
    website.

```{=html}
<!-- -->
```
-   In CalTech/MIT's July 2004 "Immediate Steps to Avoid Lost Votes in
    the 2004 Presidential Election: Recommendations for the Election
    Assistance Commission" the following recommendation is made, "All
    jurisdictions using optical scanning should use the term "Someone
    Else (write name)", and should not use the term "Write-in".
    According to the National Opinion Research Center's study of ballots
    in Florida, optically scanned ballots arose when people chose one
    candidate and also wrote in that candidate's name. ["Immediate Steps
    to Avoid Lost Votes in the 2004 Presidential Election:
    Recommendations for the Election Assistance
    Commission"](../23_Immediate%20Steps%20to%20Avoid%20Lost%20Votes%20in%20the%202004%20Presidential%20Election%20Recommendations%20for%20the%20Election%20Assistance%20Commission.pdf)

#### Conduct Focus Groups

Conduct focus groups to test how clear and effective your voting
instructions are. These focus groups need not be sophisticated -- ask
college classes, family members, members of the public or community,
city or county employees, disability and advocacy organizations, etc. to
read and follow the instructions. Focus groups may be as simple as
requesting verbal feedback or asking participants to fill out a survey
or a more extensive approach such as providing varying layouts of voting
instructions to dozens of participants and asking participants to
attempt to implement the instructions.

#### Survey voters on their polling place experience. 

Survey voters on their polling place experience. Work with disability
organizations to survey voters with disabilities.

######## Example {#example-3 .unnumbered}

-   In the March 2004 Primary Election San Bernardino, CA, conducted a
    voter survey on its new touchscreen voting system. Results from
    130,000 voters were bar-coded so that the election department was
    able to compile the results within 2-3 days of the election. Please
    see the [San Bernardino Survey
    Report](../24_San%20Bernardino%20Survery%20Report.pdf)

#### Encourage community organizations to assist in spot-checking.

Encourage community organizations to assist in spot-checking

aspects of the elections that occur off-site, such as voter outreach and
materials and polling place operations, the availability and clarity of
voting instructions. Provide representatives with checklists and request
that they provide specific feedback so that you can follow up as
necessary.

### Five Considerations for Accommodating Voters with Disabilities

#### Design an accessible website.

> The federal Access Board has developed accessibility standards for
> various technologies.  For more information on standards and assistive
> technologies, visit [The Access Board](http://www.access-board.gov/)
> website.

#### Accessible polling places. 

Develop checklists for surveyors of polling places to assess whether
doorways are too narrow, ramps are too steep, or door handles too
difficult to manipulate. Consider borrowing wheelchairs from community
organizations or churches so that surveyors can better appreciate
whether the polling places is truly accessible. Survey the polling
places whenever possible with representatives from the disability
community.

######## Examples {#examples-2 .unnumbered}

-   Consult the Department of Justice, [ADA Checklist for Polling
    Places](../26_ADA%20Checklist%20for%20Polling%20Places.pdf)

```{=html}
<!-- -->
```
-   The Election Center's Accessibility Task Force has developed an
    [Accessibility Preparations
    Checklist](../4_Accessibility%20Preparations%20Checklist.doc), using
    federal and state standards, which can be used as a survey tool.

#### Sensitivity Training for Pollworkers. 

Model Program: The North Carolina State Board of Elections found that
one of the best ways to reach a large audience was through the
development of a well-produced training video. Using video training has
proven to be very effective in providing highly detailed or complicated
training in a consistent matter to election officials across the State.

The North Carolina State Board of Elections staff produced two resources
on how to meet the specific needs of people with disabilities. Through a
two part video series, training is provided in two areas. One video
entitled, "Accessible Precincts Mean Accessible Elections" was produced
as a sensitivity training piece for election and precinct officials. The
video is structured with animated scenarios and a four-person panel
discussion related to the animated scenarios. On the panel are Lee Page,
Associate Advocacy Director of Paralyzed Veterans of America, Debbie
Jackson with NC Services for the Blind, Don Bowen with the NC Division
of Vocational Rehabilitation and Andrew Murray with the Caswell County
Board of Elections of North Carolina.

> The second video is a companion piece and is entitled "Ensuring Equal
> Access for All Voters." It outlines all of the measurements and
> technical requirements of the Americans with Disabilities Act
> Accessibility Guidelines (ADA standards). It is to be used as a tool
> for in-house training and a reference guide.
>
> Both videos are packaged together with instructional handouts to
> facilitate group training and are available from the [North Carolina
> Board of Elections](http://www.sboe.state.nc.us/video/video.htm).

#### Feedback from voters with disabilities.

> Encourage organizations representing voters with disabilities to
> provide feedback, especially through on-site evaluations and review of
> materials utilized by voters with specific needs.

#### Public debriefing with disability organizations. 

Conduct a debriefing with your community organizations and pollworkers
to review Election Day concerns and to solicit with recommendations for
future improvements.

### Five Considerations for Accommodating Voters with Limited-English Proficiency

> The Voting Rights Act, passed in 1975, requires that language
> assistance must be provided to voters who indicate a need for
> assistance in a targeted language or who reside in an area with a high
> concentration of multilingual citizens. The Act has the objective of
> enabling members of applicable language minority groups to participate
> effectively in the electoral process. The language minority provisions
> are contained in Sections 203 and 4(f)(4) of the Voting Rights Act.
> Section 203 is codified at [42 U.S.C.
> 1973aa-1a](../28_42%20U.S.C.%201973aa-1a%20Bilingual%20Election%20Requirements.doc);
> Section 4(f)(4) is codified at [42 U.S.C.
> 1973b(f)(4).](../28_42%20U.S.C.%201973b(f)(4).doc)
>
> Even if you are not required by law to provide written and oral
> assistance to limited-English proficiency voters in your community, it
> is a good idea to work with community advocates to target populations
> and recruit bilingual pollworkers for oral assistance at polling
> places. If possible, involve sign language experts to develop your
> voter service and voter outreach programs.

#### Bilingual pollworkers and Interpreters.

Issue identification badges to bilingual pollworkers and interpreters so
they can be readily identified by voters. Train bilingual pollworkers
and interpreters to assist voters with limited-English proficiency and
help them feel more comfortable in a polling place, demonstrate the
voting system and translate election terms such as "provisional ballot"
or "roster". If is a good idea to translate and post basic signs.

#### Alternative Language Website.

Provide translated materials on your website, even if you are not
required to do so.

#### Hire Bilingual Staff for Your Election Operations for Key Election Periods.

> Recruit temporary and permanent staff by working in partnership with
> community organizations.

#### Pollworker Sensitivity Training. 

> Provide sensitivity training to pollworkers on how to assist voters
> with limited English proficiency. Make sure your pollworkers are aware
> that in many jurisdictions services for voters with limited-English
> proficiency are required by federal law. Provide pollworkers with
> simple talking points to explain why it is important to provide these
> services. (For example, complex ballot propositions and measures are
> difficult to read in English. Even translating titles of offices will
> enable voters to cast an informed vote.)
>
> Pollworker training should make clear the importance of assisting
> these voters throughout the voting process -- not just by providing
> alternative language ballots.

#### Outreach to minority language communities. 

> Work with your community organizations and language-specific community
> media in preparing limited-English voters for the voting experience.
> The organizations can help develop and proof your absentee voting
> instructions, polling place voting instructions, etc. They can help
> ensure that the translation is accurate and sensitive to local usage.

##  Pollworkers and Polling Places

-   Tried and True Ideas for Pollworker Recruitment and Retention

-   Pollworker Testing and Training

-   Five Methods for Directing Voters to the Correct Precinct

### Tried and True Ideas for Poll Worker Recruitment and Retention: "Partners in Democracy"

> Pollworker recruiting and retention have become increasingly
> challenging. The pollworker work force is aging; volunteerism is
> declining; volunteer schedules may not accommodate the long hours of
> service required, and the compensation is usually just a volunteer
> stipend.
>
> Further, with the introduction of new voting systems, some pollworkers
> may be reluctant to continue to serve because of increasingly
> complicated procedures. The following examples illustrate some
> solutions that election officials have devised to overcome these
> challenges through expanding their bases and retaining the best
> workers from the pool of veteran volunteer pollworkers.
>
> **General Resource:** Los Angeles County, California, has developed a
> ["Pollworker Connections: Specialty Recruiting for County, Student and
> Bilingual
> Pollworkers](../29_Pollworker%20Connections%20Manual%205-19-03.pdf)"
> manual that covers the successes and lessons learned in developing the
> various types of pollworker recruiting programs listed below.

#### College Pollworker Program. 

Recruit college or university students to serve as pollworkers. It is
recommended that students and sponsoring college
administrators/professors coordinate with all the professors with whom
the student is usually in class on Election Day. Students receive class
credit and the pollworker stipend.

#### High School Student Pollworker Program. 

According to the National Association of Secretaries of States' New
Millennium Best Practices Survey, 74% of states have laws that allow for
Election Day workers under the age of 18. Student Pollworker Programs
typically encourage 16 and 17-year-old high school seniors, who are
likely to be tech-savvy, serve as pollworkers. Students receive class
credit or volunteer service hours and, in many cases, the pollworker
stipend. Students are also motivated to serve because the service looks
good on college applications.

To ensure that school administrators and parents are aware of the
students' plans and where-abouts, those with experience implementing the
program have found that the nominating form should include
parental/custodial permission. Consider providing a pollworker stipend
to the nominating teacher or administrator as a motivation and
appreciation for their commitment to the program.

> [Examples and Samples from Colorado schools:]{.underline}

-   [Election Press Release](../30_Sample%20Press%20Release.doc)

-   [Liaison Feedback Form](../30_Liaison%20Feedback.doc)

-   [Student Election Judge Approval
    Form](../30_Student%20Election%20Judge%20Approval%20Form.doc)

-   [Article for School
    Newspapers](../30_Sample%20Article%20for%20School%20Newspapers.doc)

-   [Student Congratulations
    Letter](../30_Sample%20Student%20Congratulations%20Letter.doc)

-   [Student Feedback Form](../30_Student%20Feedback.doc)

-   [Student School Brochure](../30_%20Student%20School%20Brochure.doc)

-   [Student Election Judge Program
    Description](../30_Student%20Election%20Judge%20Program%20Description.doc)

-   [Student Judges Brochure](../30_Student%20Judges%20Brochure.pdf)

#### County/City Pollworker Program. 

Work with local officials to arrange for county employees to work at the
polls. Local government employees may be given an "alternate work
assignment" at the Elections Department on Election Day. County/City
pollworker applications should include approval by supervisor. The
advantage of such programs is that county employees are
community-service oriented, often tech-savvy and may be bilingual.

######## Example  {#example-4 .unnumbered}

> Alameda County, California, obtained a ruling from County Counsel
> which stated that overtime requirements for county employees serving
> long Election day hours are not incurred because the service falls
> under FSLA's provisions regarding "occasional and sporadic" work.

#### Corporate Pollworker Program. 

Approach corporate leaders to encourage staff to serve as pollworkers as
a commitment to community service.

> **Resource:** The U.S. [Election Assistance
> Commission](http://www.eac.gov/) has developed a proactive Corporate
> Pollworker Program, called the [National Pollworker
> Initiative](http://www.eac.gov/poll_worker.asp?format=none).
>
> **Sample Program:** Johnson County, Kansas, has a well-developed
> corporate pollworker program, called the [Partners in Democracy
> Corporate Sponsor
> Program](../32_Partners%20in%20Democracy%20Corporate%20Sponsor%20Program.pdf)
> (description, company response form, polling place information for
> private businesses, and employee questionnaire.)
>
> **Sample Program:** Marshall County, Iowa, has developed a successful
> corporate pollworker program with banking industry.
>
> **Sample Program:** Montgomery County Maryland's Executive Officer
> initiated a successful corporate support program by sending an
> explanatory letter to corporate leaders in the hospitality industry,
> local biotech companies and federal government agencies.

#### Bilingual Pollworker Program. 

> Bilingual pollworkers can play a critical role in assisting voters
> with limited-English proficiency to understand how to navigate the
> process of voting. (See "Top 5 Considerations Regarding Access for
> Voters with Limited-English Proficiency") Bilingual pollworkers can be
> recruited through community organizations, by placing news stories and
> ads in community newspapers and by dispatching recruiters to community
> events. Supplemental training classes can be offered to assist
> bilingual pollworkers in fully understanding voting procedures and
> terminology such as "provisional ballot," "roster" and "primary
> election."

#### Interpreter Program. 

Some jurisdictions that are required to recruit bilingual pollworkers
have resorted to hiring bilingual interpreters, who may or may not be
citizens and may or may not be permitted to assist in processes such as
tallying of votes. Interpreters can play a critical role in assisting
limited-English proficiency voters.

#### Adopt-a-Poll. 

Some jurisdictions have successfully challenged community organizations
to "adopt a poll" as a fundraiser. Adopting a poll may encompass the
organization's recruiting members to serve on pollworker boards and
possibly providing a polling place such as a church or club
headquarters.

######## Example {#example-5 .unnumbered}

> Ventura County, CA, pioneered an Adopt-a-Poll Program in 1996 with 23
> organizations participating. To date, 44 organizations are
> participating to show their civic pride and support democracy. Visit
> [Ventura's website](http://www.ventura.org/election/apoll.htm) for
> more information.

#### Incentive programs. 

> Ideas that focus on recognizing pollworker service include:
> election-specific lapel pins, pollworker newsletters and even
> chocolate kisses.

#### Creative Ideas for pollworker retention. 

Pollworker retention is also a challenge for election officials. To the
extent that you can regain pollworkers by easing the labor involved and
by creating incentives for them to sign up again, you reduce your
recruitment needs. What follows are a few ideas that jurisdictions have
tried to retain their pollworker pool.

[Example]{.underline}

> Los Angeles County, California, communicates with its 22,000
> pollworkers via a pollworker newsletter, ["The Poll
> Cat."](../8_Final%20Poll%20Cat%2011-02.pdf) This newsletter serves at
> least 3 purposes: (1) Educates pollworkers on the county's strategic
> initiatives such as new voting systems, Neighborhood Voting Centers
> and the Inspector Supply Pick Up Program, (2) briefs pollworkers on
> key procedures for that particular election such as changes in the
> roster of voters, (3) highlights interesting pollworkers such as
> long-time pollworkers, pollworkers who went above and beyond the call
> of duty, student pollworkers, etc. and (4) repeatedly seeks input from
> and gives thanks to the pollworkers.

#### Split Shift Option. 

To expand the pollworker base by reducing the number of hours required,
some jurisdictions now offer a "Split Shift Option." There are many
varieties of split shifts, including a simple signed agreement between
two pollworkers, each pollworker receiving a stipend or sharing a
stipend, both pollworkers being required to attend training or one
pollworker being invisible to the election official.

### Pre-Election Poll Worker Testing and Training

> In addition to the challenge of recruiting and retaining a sufficient
> number of pollworkers, election officials face the difficult task of
> training this volunteer army of pollworkers to conduct the election.
> This task will be even more challenging in a year when new federal
> requirements go into effect for the first time. The following
> suggestions aim to ensure pollworkers are adequately prepared on
> Election Day.

#### Pollworker screening. 

Conduct a pre-screening test as part of the pollworker application
process. This test should present reading tasks that will be part of
administering the election such as distinguishing name spellings and
address formats.

######## Example {#example-6 .unnumbered}

> Alameda County Registrar of Voters, [Questionnaire for New
> Inspectors](../35_Questionnaire%20for%20New%20Inspectors.doc).

#### Hands-on training. 

Give pollworkers an opportunity for extensive hands-on training close to
the election. This training can be offered outside the normal curriculum
and training schedule in the form of "pollworker clinics." Observing
pollworkers in this context may help you identify who is willing and
able to take on more sophisticated assignments.

######## Example {#example-7 .unnumbered}

> Johnson County, Kansas has developed a Pollworker training program
> called "Practice Makes Perfect". Johnson County invites pollworkers to
> stop by hands-on training centers for more intensive practice sessions
> than were possible at training classes. Go to the [Pollworker
> Invitation](../18_Practice%20Makes%20Perfect%20Flyer%202004.pdf) and
> [Practice Makes Perfect
> Training](../36_Practice%20Makes%20Perfect%20Training%20outline.pdf)
> outline for more information.

#### Training Content 

-   Remember: It's not about ***YOU***; it's about ***THEM***. Training
    presentations need to be developed and conducted from the
    pollworkers' perspective. As you develop the program, put yourself
    in the pollworkers' position and provide the information and tools
    they will need to do the best job possible. In addition to the focus
    on their responsibilities, provide details about lunch, pay,
    responsibilities, how they should communicate with you, and *how
    much you appreciate them*.

-   Include training on Help American Vote Act (HAVA) requirements such
    as provisional ballots, assisting voters with the voting process to
    prevent over-voting, handling new identification requirements for
    first-time voters who registered by mail. (See Section VI.)

-   Include training on polling place accessibility and sensitivity to
    persons with disabilities. Emphasize to pollworkers the importance
    of setting up the voting booths in accessible areas of the voting
    space. (For instance, encourage pollworkers to be careful not to
    move the voting area from the floor of a high school auditorium up
    to an inaccessible stage.)

> **Resources**: See discussion of the North Carolina Board of
> Elections' Accessibility Kit, number 3 in the "Top 5 Considerations
> with Respect to Disability, Accessibility and Accommodations" Section.
> Also, the [Eastern Paralyzed Veterans of
> America](http://www.unitedspinal.org/) has publications on the
> etiquette and appropriate manner for assisting people with
> disabilities.

#### Training Methods

-   Develop training programs based adult learning models which
    prescribes three repetitions of the content:

1)  Review all components of the training.

2)  Review again and focus on the most important procedures and
    concepts.

3)  Review the most important procedures and concepts again using
    hands-on practice and feedback sessions.

-   Provide training manuals that are user-friendly and contain
    explanatory graphics.

######## Example {#example-8 .unnumbered}

> Travis County, Texas, pollworker [Election Day Training
> Manual](../39_Election%20Day%20Training%20Manual.doc) and Travis
> County, Texas, pollworker [Early Voting Training
> Manual](../40_Early%20Voting%20Training%20Manual.doc).

-   Hands-on training is key to a successful polling place on Election
    Day. Pollworkers should practice each important component of the
    election process, especially using the voting equipment.

-   Provide checklists and train pollworkers on how to use them.

-   Provide training videos to vary the format and, importantly, ensure
    consistency in training on key information and practices. Reinforce
    the videos by providing copies of the videos in the election
    supplies and/or work with your cable access channels to show the
    videos.

-   Training the trainer. Consider partnering with or employing local
    continuing education professionals.

-   Coordinate with a local university in developing your training
    materials. For example, a local university may be able to work with
    you to establish a certification program or to develop training
    videos.

-   Remember the "WHY": Pollworkers will better retain and properly
    implement procedures if you help them understand WHY they are being
    asked to follow the many steps and follow the checklists. In
    training class, interactively practice filling out all documents
    that the pollworkers will be required to read, comprehend and
    complete such as use of the roster, provisional ballot envelopes,
    etc.

-   For maximum retention by pollworkers, training should occur as close
    to Election Day a possible (but optimally not more than six weeks
    prior).

#### Follow Up 

To evaluate your training and make improvements, and also to help retain
pollworkers, keep in contact with pollworkers and follow up on problems
related to the pollworker program after the elections.

-   Pollworker Testing and Certification. Some jurisdictions have teamed
    with local colleges to train election officials and pollworkers in
    accreditation programs.

-   Evaluate pollworker performance via analysis and tracking of errors
    to a specific precinct. Use the analysis to constantly improve your
    training approach and materials...and to help select the best
    pollworker teams. Many jurisdictions are employing "pollworker
    report cards" to track pollworker performance.

###### Example {#example-9 .unnumbered}

> Solano County, CA, provides bonus incentives for excellent
> implementation of pollworker procedures. The program pays for itself
> over time as canvass staff spend less time researching pollworker
> errors.

-   Provide the name of a reliable, single point of contact for
    pollworkers at the election office.

###### Example {#example-10 .unnumbered}

> Los Angeles County, California, recently began an "Ask Wanda" program.
> Trainers distributed business cards after training classes for
> pollworkers to call staff member Wanda with questions. The program has
> been enormously popular and valuable for identifying and tracking
> those areas that needed to be strengthened in training.

-   Conduct a pollworker debriefing following the election to get the
    pollworkers' perspective and evaluate training.

### Five Methods for Directing Voters to the Correct Polling Place

#### Polling Place Look Up

Many jurisdictions have added a "polling place look up" function to
their websites. Special consideration could be provided to blind voters
using this function.

######## Example {#example-11 .unnumbered}

> Hamilton County Ohio has the polling place look up on its website:
> ["Where Do I Vote?"](http://www.hamilton-co.org/boe/pollsearchs1.asp)

#### Pre-election Notices to the Voters 

Some jurisdictions provide a pre-election notice to the voter. This
notice can be as simple as a post card or as targeted as a sample ballot
including a mirror image of the voters' exact ballot style. If possible,
inform voters about accessibility of the polling places, including
information as to why the poll is considered inaccessible, and how to
get other information such as driving directions.

#### Employ a phone bank and/or automated voice system 

Employ a phone bank and/or automated voice system that provides
information on polling place locations and accessibility to voters who
may not have access to the Internet. The automated voice system may also
direct voters to the website or to other governmental or community
entities that can direct voters to their correct polling place.

#### Provide Street Finders or Precinct Maps to Polling Places 

In the polling place, provide street finders or precinct maps (showing
adjacent precincts or countywide) to polling places.

#### Train One of Your Pollworkers to Serve as a "Greeter" at Each Polling Place.

Train one of your pollworkers to serve as a "greeter" at each polling
place to ensure voters are directed to the correct polling place. The
greeter may be stationed outside the precinct to assist voters before
they waste time standing in line at the wrong poll.

## Election Operations/Technology and Equipment

-   Before the Election: Challenges and Solutions

-   Election Day/Election Night: Challenges and Solutions

-   Post-Election Period: Challenges and Solutions

### Before the Election: Challenges and Solutions

#### Ensuring system integrity. 

In light of increased public and media scrutiny of elections and
heightened concerns regarding the security of the elections process,
consider the following actions to protect the integrity of your voting
system.

-   Obtain documentation from your voting system vendor regarding the
    testing and certification that the system (hardware and software and
    including any patches or other enhancements) has been through (for
    example, state certification requirements or, at a minimum, has
    undergone independent testing to ensure it meets federal voluntary
    Voting System Standards). Double check by contacting the state
    election office to substantiate that your system as installed has
    been certified.

-   Request that your vendor submit its certified software to the
    National Software Reference library (NSRL) at the National Institute
    of Standards and Technology (NIST). This will help you verify that
    you are using the correct, certified version of the software.

-   You may wish to contact NIST to inquire and to confirm that the
    version of your vendor's software matches the certified version of
    the software on file with NIST.

-   Test every piece of voting equipment prior to deployment, using the
    ballot styles for that election. Invite the public and media to a
    "public test of the system" at which you may include other
    information that they will need to know. Develop your own test deck
    to be utilized in the testing process.

######## Example {#example-12 .unnumbered}

> New York [Test Deck Preparation
> Procedures](../42_NY%20Test%20Deck%20Procedures.doc), which are
> appropriate for punch card, optical scan and DRE voting systems.

-   To reduce the risk of raising public concerns, conduct pre-testing
    prior to conducting a public test to ensure the machines are working
    properly.

#### Ensuring Transparency. 

To bolster public confidence, take steps to make every component of
administering your voting system as transparent as possible.

-   Invite the public and media to view all aspects of testing.

######## Examples {#examples-3 .unnumbered}

-   Boone County, Missouri, encourages political party observers to
    participate in the testing process by paying representatives \$8.22
    per hour to attend public testing, to prepare the test decks
    according to pre-set requirements and they do all of the checking to
    the hand counts from reports run at the public tests.

-   New York [Test Deck Preparation
    Procedures](../42_NY%20Test%20Deck%20Procedures.doc), using
    incremental patterns.

#### Establish chains of custody. 

A chain of custody allows you to track who has handled the systems \--
including paper ballots, punch card counters, optical scanners and DRE's
-- and who performed what functions. In the event of any malfunction or
irregularity, you will be able to trace the problem back to the cause.
In addition, a chain of custody will promote stricter accountability on
the part of both staff and pollworkers.

-   Separate staff duties for each test you conduct and require staff
    signatures to ensure each procedure has been completed and
    appropriately documented.

-   Draft and implement well-organized procedures that identify the
    chain of custody for every instance when the ballots and/or voting
    equipment changes hands.

### Election Day/Election Night: Challenges and Solution

#### Ensuring Trouble-free Polling Place Opening and Closing 

-   Prior to Election Day, double-check that the proper equipment and
    supplies have been delivered to the correct polling places. Many
    jurisdictions are using a bar code system to ensure accurate
    delivery of voting systems, ballots and supplies.

-   Be sure to give the pollworkers extension cords of sufficient length
    to lay out the polling place properly and adequate table space,
    chairs for pollworkers and voters.

-   Require each chief polling place official to contact other team
    members to confirm they will serve on Election Day.

-   Provide alternate contact or emergency numbers in case polling place
    is locked or inaccessible.

-   For paper ballot systems, ensure the ballot box is empty. For DRE or
    central count paper-based system, print out and consider posting the
    zero report prior to the polls opening.

-   After the polls have closed, have pollworkers verify the number of
    voted ballots, unused ballots, provisional ballots, absentee ballots
    (if the jurisdiction allows voters to drop absentee ballots at the
    polling place) and spoiled ballots to make sure the number of
    ballots corresponds with the number of ballots issued by the
    supervisor of elections. If there is a difference, the pollworkers
    should report such differences in writing to the county election
    officials, with an explanation, if known, so that any discrepancy
    can be evaluated during the canvass period.

#### Troubleshooting Strategies

-   Develop a Troubleshooter Program.

> [Example]{.underline}
>
> Monroe County (Rochester) New York's [Election Inspector Coordinator
> Handbook](../43_Election%20Inspector%20Coordinator%20Handbook.pdf)

-   Provide fully documented procedures for dealing with Election Day
    problems, such as equipment failures, supply delivery snafus and
    voter complaints. These procedures should be covered in
    troubleshooter pollworker training and be available in writing at
    the polling place. Have pollworkers to keep a log documenting
    problems with equipment.

-   Enlist support from community partners to assist in reviewing
    polling place operations.

###### Example {#example-13 .unnumbered}

> Montgomery County, Maryland, has instituted a "Polling Place Support
> Program" in partnership with the local League of Women Voters. LWV
> members are provided a stipend for intensive training and Election Day
> duties.
>
> The League surveys five to seven polling places for a minimum of 30
> minutes each, to observe and fill out a checklist. Results are shared
> with the chief pollworker. A post-election debriefing helps the
> election office to develop its training methods and provides feedback
> on pollworker performance.

-   Develop an effective communication plan to handle calls from voters,
    pollworkers and stakeholders on Election Day.

-   Require staff and pollworkers to keep an Election Day "problem log"
    for all problems that are reported and how they were handled.

-   Establish a policy for what constitutes a vote when a voter leaves
    the voting booth without casting a ballot.

-   Instruct pollworkers not to issue a ballot until the voter has
    signed the roster/register and until a booth is available.

#### Protecting Physical Security of Equipment on Election Day

> Following the public controversy over the vulnerability of voting
> systems to tampering, software problems and mechanical failure -- a
> controversy that follows on the heels of debate over the accuracy of
> punch card systems -- the public and media will be paying close
> attention this November.
>
> While experts may disagree over technological security, election
> officials can take some effective steps to protect the integrity of
> the election process by ensuring the physical security of voting
> systems and election materials.
>
> **Resource**: [Election Reform and Electronic Voting Systems (DREs):
> Analysis of Security
> Issues](../44_Election%20Reform%20and%20Electronic%20Voting%20Systems.pdf)[,]{.underline}
> Congressional Research Service Report for Congress, November 4, 2003.
>
> The report examines several questions about voting system security,
> including: "Do DREs exhibit genuine system vulnerabilities?" "If so,
> could those vulnerabilities be exploited to influence an election?"
> "To what extent do current election administration procedures and
> other security measures protect against threats to and vulnerabilities
> of DRE systems?"
>
> **Resource**: [Brennan Center for Justice and Leadership Council on
> Civil Rights' Document for Improving Reliability of Direct Recording
> Voting
> Systems](../14_Voting%20Systems%20Final%20Recommendations%20Brennan%20Center.pdf)
> (July 2004)
>
> **Resource:** CalTech/MIT's ["Immediate Steps to Avoid Lost Votes in
> the 2004 Presidential Election: Recommendations for the Election
> Assistance
> Commission"](../23_Immediate%20Steps%20to%20Avoid%20Lost%20Votes%20in%20the%202004%20Presidential%20Election%20Recommendations%20for%20the%20Election%20Assistance%20Commission.pdf)

-   If you must deliver election equipment or supplies to the polling
    place prior to Election Day, seal equipment, supply boxes, and each
    sensitive item in the box so you will know if tampering has
    occurred.

-   Restrict access to election office both before and after election.
    At the polling place, provide badges to pollworkers and
    pollwatchers. At your election headquarters, require staff and
    visitors to sign-in, sign-out and wear badges. Consider placing a
    video camera in the ballot room at headquarters.

> [Example]{.underline}
>
> Some jurisdictions use "swipe cards," which are coded to log who
> entered and exited the election office.

-   Provide well-marked supplies with thorough instructions.

-   Establish a chain of custody to protect all ballots in the polling
    place (including provisional ballots, emergency ballots and absentee
    ballots dropped off at polls).

-   Provide well-marked containers for issuance and return of ballots.

-   Create reconciliation checklists to account for all ballots.

-   Include chain of custody instructions in pollworker training.

> [Example]{.underline}
>
> San Bernardino, California, uses large, zip-lock baggies with pre- and
> post-processing checklists affixed to side of bag.

### Protecting Voter Privacy/Voting Accessibility

-   Instruct pollworkers on how to configure polling place to maximize
    voter privacy.

-   Instruct pollworkers on how to configure polling place to ensure
    routes to voting units are safe and accessible.

### Preventing Problems at Polling Places that Contain More Than One Precinct ("Multiples")

> Some jurisdictions are required to house several precincts in one
> polling place. Such multiple-precinct polling places present a special
> set of requirements for election officials, including directing voters
> to the correct line and ensuring voters either receive the proper
> ballot, vote on the proper machine or receive a properly-programmed
> voter card.

-   Provide pollworker instructions that dictate model polling place
    configuration to avoid voter confusion.

-   Provide color-coded supplies and well-marked voter
    rosters/registers.

-   Provide precinct maps, if possible.

-   Recruit an experienced pollworker to be a "Traffic Coordinator."

> [Example]{.underline}
>
> Los Angeles County's [Neighborhood Voting Centers: A Conceptual
> Overview](../47_Neighborhood%20Voting%20Centers%20A%20Conceptual%20Overview.doc)
> provides a model of how to establish multiple precincts at one
> location. Election officials actively recruit sites that are
> accessible, visible, sizeable, stable and technology-friendly.

### Election Night 

-   If you are using modems, test them prior to Election Day.

-   If you are modeming in your unofficial results, use a phone line --
    not a wireless connection -- and ensure the modem encrypts the
    information.

-   Educate media and candidates regarding the difference between
    unofficial Election Night results and official results at the legal
    deadline. Explain that additional ballots are likely to be included
    in the official certified results such as provisional ballots and
    that can impact the results of close elections.

######## Example {#example-14 .unnumbered}

> [Sample letter to candidates and
> media](../7_Sample%20letter%20to%20Candidates%20and%20Media.pdf)
> regarding unofficial election night results versus official election
> results

-   Reconcile that the number of ballots cast matches the number of
    voters who signed each precinct's roster.

-   On lever machines and DRE's, check the machine's public vote counter
    to verify that the number of voters who signed in matches the number
    of the public counter. Account for any discrepancies.

```{=html}
<!-- -->
```
-   Use "Ballot Reconciliation Statements" or "Ballot Supply Record" as
    an audit.

> [Example]{.underline}
>
> Marshall County Iowa's [Ballot and Supply
> Record](../49_Ballot%20Supply%20Record%20Marshall%20Co%20Iowa.doc),
> which reconciles various types of ballots issued/ballots returned and
> votes cast as well as keys issued and check-in of critical supplies.

-   Develop administrative procedures (or implement those procedures
    developed by state officials) to audit the accuracy of your election
    results.

######## Example {#example-15 .unnumbered}

> The State of Iowa has developed administrative procedures governing
> reconciliation/audit of modem transmission. See the Iowa
> Administrative Rules, [Electronic Transmission of Election
> Results](../50_State%20of%20Iowa's%20Admin%20Procedures%20for%20Electronic%20Transmission%20of%20Election%20Results.doc).

-   Designate a particular space for pollwatchers where they can see,
    hear and observe the process but not disrupt the flow of voters.

## Post-Election: Challenges and Solutions

### Post-Election Audits 

-   Conduct a post-Election audit of all electronic systems. The
    National Institute for Standards and Technology (NIST) advises that
    all jurisdictions using electronic voting systems should plan to
    incorporate accepted independent auditing standards for information
    systems. For a description of auditing procedures, refer to models
    provided by the [Information Systems Audit and Control
    Association](http://www.isaca.org/).

-   NIST also offers its own guidelines in [NIST Handbook
    150](http://ts.nist.gov/ts/htdocs/210/214/docs/handbook.htm) and
    [NIST Special Publication
    800-55](../53_NIST%20SP%20800-55.pdf)[.]{.underline}

-   Hire an independent firm to conduct an audit of all election
    documentation after the election.

######## Example {#example-16 .unnumbered}

> New Mexico hires a certified public accounting firm to conduct a
> post-Election audit. State law requires pollworkers to mail a copy of
> the Election Night results to the Secretary of State; these results
> are compared to results provided by local election officials.

-   Consider conducting a manual recount of one percent of the ballots
    cast or of a randomly selected precinct.

### Recount Procedures

> In the wake of the 2000 election, states and local election officials
> would be well advised to plan for recounts and educate the public and
> media beforehand on the rules and procedures. Consider placing the
> recount procedures on your website.
>
> **Sample**: Johnson County, Kansas, Recount Procedures for a
> DRE/Absentee-Optical Scan Election:
>
> "Unless the recount is automatic under state law, it may be possible
> to demonstrate to the inquiring candidate that all of the numbers add
> up and that you can support the results. Losing an election often
> requires a "grieving" stage, and if you allow the candidate to examine
> your audit documentation and view the audit trail, it may avoid the
> recount.

-   If you have implemented a voter receipt procedure, show that the
    number of voter receipts in each machine's voter receipt envelope
    equals the number on the Public Counter of the machine. This proves
    that the machine registered very voter's vote.

-   Show that the precinct splits on the voter receipts match the
    precinct splits for every voter on the registration book. This
    proves that the correct ballots were issued for the voters and that
    the voters had the opportunity to confirm that the correct ballot
    was displayed on the screen. It also demonstrates that there is a
    voter signature for every vote in the machines.

-   Show that the precinct splits on the voter receipts and the
    registration book equals the ballots cast in each precinct/split on
    the election summary. This proves that the correct ballots were
    voted.

-   Show that the vote totals from the machine equals the vote totals
    reported by the election software. This proves that the software
    tabulated the voting machine results accurately.

-   Show that the advance/early vote totals in the election software are
    equal to the results from the paper mail ballots and the results
    from the advance/early/satellite voting machines combined. This
    proves that the software tabulated the paper ballot and early voting
    machine totals correctly.

-   Show that the accumulation printout (if applicable) is equal to the
    total votes from the individual voting machines combined for a
    polling place. This proves that the results that were transferred to
    the election software were compiled correctly.

-   Show that everything added together is equal to the final election
    results. This proves that the outcome is a true and accurate
    reflection of the election results.

#### Step-by-Step Recount Procedures

1.  Identify the precincts involved in the race in question.

2.  Identify the storage media for each precinct involved in the
    recount.

3.  Isolate the storage media in a secured area.

4.  Gather storage media for advance/early/satellite voting locations.

5.  Collect the paper (mail) ballots and any provisional paper ballots
    for the election.

6.  Make copies of the voting machine tapes from each voting location.

7.  Gather the other reports that substantiate the results and place in
    the secured area along with the storage media.

8.  Summary reports

9.  Election software machine reports

10. Abstract for race

11. Supplemental reports

12. Advance reports

13. Provisional reports

-   If required by law, assign a special election board to conduct the
    recount in the secured room. Ideally, the room will have an
    observation window for the candidates, public, media, and party
    representatives.

-   If the recount request allows you to reload your storage media,
    reload and verify the results to the original. If a hand-count has
    been requested, print the paper audit trail/ballots from each
    storage media, voting machine, precinct, etc. depending on your
    voting system. County the votes in the race in question by hand.

-   Rescan the paper ballot (mail and provisional), keeping them in
    their original batches, if allowed. If not, hand-count the paper
    ballots.

-   Total all reports and make sure that they agree. Results from
    machine tapes should agree with election software reports. Hand
    count of mail ballots equals election software report OR mail
    ballots plus advance in-person votes equals election software
    report, depending on your procedures.

-   Initial each step that is verified.

> (Above verbiage courtesy of Johnson County, Kansas.)
>
> Johnson County, KS, sample [Election
> Verification](../54_Election%20Verification.pdf) form
>
> Los Angeles County, CA's [Requesting a
> Recount](../55_Requesting%20a%20Recount%20procedures.pdf) recount
> procedures.
>
> [Michigan's Secretary of
> State](http://www.michigan.gov/sos/0,1607,7-127-1640_9150-44152--M_2000_11,00.html)
> website, which describes its model for a state involved in local
> recounts.

# Lever Voting Systems

+-------------------+--------------------------------------------------+
| **LEVER MACHINE** | **SOLUTION(S)/EXAMPLES/RESOURCES**               |
|                   |                                                  |
| **CHALLENGES**    |                                                  |
+===================+==================================================+
| **Voter           | Provide good voter instructions to help prevent  |
| Interaction with  | unintended "lost votes."                         |
| Voting            |                                                  |
| System/Voter      | If a voter casts a write-in vote, the voter is   |
| Education**       | prevented from using the lever for that office.  |
|                   | Provide clear voter instructions cautioning      |
|                   | voter that opting to write-in the vote           |
|                   | forecloses using the lever.                      |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | See the Oswego County, NY, overview of lever     |
|                   | machine instructions on its website;             |
|                   | instructions are also available at the polling   |
|                   | place. See the Oswego [Voting on the AVC         |
|                   | Electronic Voting                                |
|                   | Machine](../56_Voting%20on%                      |
|                   | 20the%20AVC%20Electronic%20Voting%20Machine.pdf) |
|                   | booklet.                                         |
+-------------------+--------------------------------------------------+
| **Pollworker      | Provide well-organized pollworker training       |
| Training**        | materials with detailed instructions.            |
+-------------------+--------------------------------------------------+
| **Testing**       | Every election, test every unit with a sampling  |
|                   | of contests for at least 100 votes.              |
|                   |                                                  |
|                   | At the same time, ensure that each lever is      |
|                   | operable and in the correct place.               |
+-------------------+--------------------------------------------------+
| **Pre-Election    | Develop preventive maintenance procedures such   |
| Management and    | as stripping the oil and lubricant out for every |
| Security**        | election.                                        |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Monroe County, NY, provides election officials   |
|                   | with a maintenance checklist.                    |
+-------------------+--------------------------------------------------+
| **Election Day    | Configure machines in polling place to ensure    |
| Management and    | that the back of the machine is visible.         |
| Security**        |                                                  |
|                   | Store and seal keys during election in a secure  |
|                   | location.                                        |
|                   |                                                  |
|                   | Make sure that all the seal numbers from the     |
|                   | opening and closing of the polls have been       |
|                   | recorded.                                        |
|                   |                                                  |
|                   | At the end of Election Day, reconcile number     |
|                   | from public counter and the protective counter   |
|                   | with number of voters who entered the polling    |
|                   | place.                                           |
+-------------------+--------------------------------------------------+
| **Post-Election   | New York State has a transparent program to      |
| Management and    | conduct a "re-canvass" within a specified period |
| Security**        | of time after the election, including, for       |
|                   | example, physically comparing the paper results  |
|                   | from Election Night with the back of the voting  |
|                   | machines.                                        |
+-------------------+--------------------------------------------------+
| **Considerations  | See the ["Accessibility Preparations             |
| for Making Lever  | Checklist"](../                                  |
| Voting Systems    | 4_Accessibility%20Preparations%20Checklist.doc). |
| Accessible**      |                                                  |
+-------------------+--------------------------------------------------+

# Punch Card Voting Systems

+-------------------+--------------------------------------------------+
| **PUNCH CARD      | **SOLUTION(S)/EXAMPLES/RESOURCES**               |
| CHALLENGES**      |                                                  |
+===================+==================================================+
| **Voter           | **Ballot Design:**                               |
| Interaction with  |                                                  |
| Voting System/    | Discourage butterfly and caterpillar ballot      |
| Voter Education** | layout.                                          |
|                   |                                                  |
| **Preventing      | **[Example]{.underline}**                        |
| "Undervotes" and  |                                                  |
| "Overvotes**      | Cook County and the City of Chicago have         |
|                   | developed a working relationships with the       |
|                   | American Association of Graphic Artists to       |
|                   | provide usability guidance on the ballot layout. |
|                   |                                                  |
|                   | See the [Testing of Vote                         |
|                   | R                                                |
|                   | ecorders](../58_Illinois%20Study%2008-20-01.pdf) |
|                   | from the Illinois Institute of Technology for    |
|                   | good usability study on punch cards.             |
|                   |                                                  |
|                   | If you are at ballot capacity and MUST use       |
|                   | butterfly layout, consider the following         |
|                   | options:                                         |
|                   |                                                  |
|                   | Option 1. Skip a column (consult state           |
|                   | guidelines); however, skipping a column also     |
|                   | eliminates a page.                               |
|                   |                                                  |
|                   | Option 2. A 312 card offers more positions but   |
|                   | will be more expensive                           |
|                   |                                                  |
|                   | In order to reduce errant punches, use a         |
|                   | custom-punched mask containing holes only for    |
|                   | positions utilized.                              |
|                   |                                                  |
|                   | Train pollworkers to go through with a demo      |
|                   | ballot in each vote recorder to make sure it is  |
|                   | not possible to punch through any areas where    |
|                   | there are no contests for that election.         |
|                   |                                                  |
|                   | Check the clarity of ballot layout with a        |
|                   | usability consultant or by testing with focus    |
|                   | groups of potential voters.                      |
+-------------------+--------------------------------------------------+
| **Problems with   | Encourage voters to remove chad from their own   |
| "Chad" -- How do  | ballot.                                          |
| you treat         |                                                  |
| unreadable punch  | **[Example]{.underline}**                        |
| card ballots?**   |                                                  |
|                   | Los Angeles City developed a "Got Chad?" notice  |
| **Voters may not  | that is placed in every voting booth to remind   |
| punch through     | voter to remove chad.                            |
| thoroughly,       |                                                  |
| leaving doubt as  | Protect ballot from tampering during counting    |
| to voter intent** | and post-election procedures.                    |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Chicago/Cook County developed a voter-friendly   |
|                   | "Chad" character to remind voters to remove      |
|                   | chad. Released prior to the November 2002        |
|                   | election, this multi-media voter education       |
|                   | campaign urges voters to examine their punch     |
|                   | card ballots for loose chads. Employing the      |
|                   | slogan "Don't Leave Us Hanging," the partially   |
|                   | punched out animated pair are featured hanging   |
|                   | from an improperly punched ballot card. "Chad    |
|                   | and Dimples" appeared on polling place posters,  |
|                   | stickers and brochures.                          |
|                   |                                                  |
|                   | Consult state policies or, if there are no state |
|                   | policies, establish county policies for what     |
|                   | constitutes a vote.                              |
|                   |                                                  |
|                   | Confirm with your vendor that their perforation  |
|                   | template is sufficient cutting depth and         |
|                   | position accuracy.                               |
|                   |                                                  |
|                   | Stylus -- Use a non-blunt, positive chad remover |
|                   | "PCR" needlepoint tip. It is more expensive but  |
|                   | more likely to push chad through.                |
+-------------------+--------------------------------------------------+
| **Providing       | Most punch card systems do not allow             |
| Second- Chance    | second-chance voting. Therefore clear            |
| Review with Punch | instructions and good ballot layout are critical |
| Card Systems**    | in preventing voter errors.                      |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Cook County and Chicago, Illinois developed      |
|                   | precinct ballot counters as an adjunct to their  |
|                   | punch card voting system. The precinct ballot    |
|                   | counters either tally the vote as cast or        |
|                   | returns it to the voter with a screen message    |
|                   | advising the voter of an "over" or "under" vote. |
|                   |                                                  |
|                   | Train pollworkers to be sensitive in how they    |
|                   | advise voters that they have "under" or "over"   |
|                   | voted. Pollworkers could briefly explain the     |
|                   | consequences of the "over" or "under" vote.      |
|                   |                                                  |
|                   | Encourage the voters -- not the pollworkers! --  |
|                   | to clean the chad off their own ballots.         |
+-------------------+--------------------------------------------------+
| **Pollworker      | Establish policies to prevent poll workers from  |
| Training**        | mishandling the punch card ballots. The policies |
|                   | are designed to ensure that no one should have   |
|                   | the opportunity to alter or change the ballot in |
|                   | a way that will compromise the integrity of the  |
|                   | ballot.                                          |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Hamilton County Ohio's inspection table          |
|                   | procedures are one example of how to follow the  |
|                   | state directive.                                 |
+-------------------+--------------------------------------------------+
| **Testing/**      | Proof to ensure vote recorder pages are pointing |
|                   | to the right candidate and in correct order.     |
| **System          |                                                  |
| Integrity**       | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Create an audit listing, complete sheet of every |
|                   | contest. (Ohio model)                            |
|                   |                                                  |
|                   | Pre-election logic and accuracy testing\--       |
|                   |                                                  |
|                   | Develop test deck -- without vendor assistance   |
|                   | -- using an incremental test pattern that tests  |
|                   | all voting positions. Conduct a pre-test by      |
|                   | running the test deck through the ballot counter |
|                   | multiple times to verify that the test deck has  |
|                   | been correctly marked.                           |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | St. Louis County, Missouri tests all punch       |
|                   | positions for all candidates and issues in every |
|                   | polling place in which that candidate or issue   |
|                   | is running. Ensures integrity of the ballot      |
|                   | counting program.                                |
|                   |                                                  |
|                   | See the New York [Test Deck Preparation          |
|                   | Proc                                             |
|                   | edures](../42_NY%20Test%20Deck%20Procedures.doc) |
|                   | for incremental testing procedures.              |
|                   |                                                  |
|                   | Provide open public testing.                     |
|                   |                                                  |
|                   | Make sure public counter is working properly     |
|                   | with the software. Do this test again on         |
|                   | Election Day and during canvass.                 |
|                   |                                                  |
|                   | Store sealed memory card in locked office;       |
|                   | secure it after Logic and Accuracy test.         |
+-------------------+--------------------------------------------------+
| **Pre-election    | Store ballots in a climate controlled            |
| Management and    | environment for as long as possible.             |
| Security**        |                                                  |
|                   | According to NIST, climate control standards are |
| **Humidity or     | defined by the manufacturers of the computer     |
| Dryness can make  | equipment. Request this information specifically |
| ballots sticky or | from your vendor.                                |
| warped, which may |                                                  |
| impact            | Store boxes of unused ballots on their sides to  |
| counting.**       | avoid warping.                                   |
|                   |                                                  |
|                   | Buy new card stock for every election (or at     |
|                   | least buy new card stock for November 2004).     |
|                   | Gives cleaner punches, avoids swelling and       |
|                   | bowing.                                          |
|                   |                                                  |
|                   | Have your ballot counters professionally         |
|                   | serviced before every election.                  |
+-------------------+--------------------------------------------------+
| **Maintaining     | Calibrate the rollers in the ballot counter so   |
| punch card        | that it will only grab one ballot to be counted  |
| equipment**       | at a time.                                       |
|                   |                                                  |
|                   | Blow out the chad from the counters after every  |
|                   | election.                                        |
|                   |                                                  |
|                   | Establish procedures for "chad-picking." The     |
|                   | process should be transparent. Have bi-partisan  |
|                   | teams do the picking.                            |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Ohio Advisory 2001-04 sets policies regarding    |
|                   | canvass board inspection for and removing chad,  |
|                   | remaking ballots, etc. for the purpose of        |
|                   | determining what constitutes a vote.             |
|                   |                                                  |
|                   | Hamilton County, Ohio, has inspection table      |
|                   | procedures for the process of inspecting and     |
|                   | processing damaged ballots, extraneous           |
|                   | materials, etc. for the purpose of preparing     |
|                   | ballots for ballot counting machines.            |
|                   |                                                  |
|                   | The State of California has developed guidelines |
|                   | for determining acceptable votes.                |
+-------------------+--------------------------------------------------+
| **Protecting the  | Use a certified print vendor and get the exact   |
| security of       | specifications from the vendor for the printing. |
| printed ballots** |                                                  |
|                   | Digital printing vs. off-set/plate print. Need   |
|                   | procedures to make sure printer did not mix up   |
|                   | stacks, (Marshall County)                        |
|                   |                                                  |
|                   | Establish procedures for ballot shortage.        |
|                   | Develop procedures for if you have to photocopy. |
|                   |                                                  |
|                   | Keep every generation of every proof.            |
|                   |                                                  |
|                   | Seal the tabulation machine with numbered seals  |
|                   | when election definition is loaded and then      |
|                   | record the numbers in logbook.                   |
|                   |                                                  |
|                   | Create a back up of the election program and of  |
|                   | software version you used. You should be able to |
|                   | recreate the whole environment in case questions |
|                   | arise after the election. Copy all files on the  |
|                   | server for storage.                              |
+-------------------+--------------------------------------------------+
| **Chain of        | Keep all communications with your print vendor   |
| Custody**         | and your programmer.                             |
|                   |                                                  |
|                   | Keep a log of everyone who lays out, proofs,     |
|                   | transports, stores, etc.                         |
|                   |                                                  |
|                   | Never let a vendor proof your ballots.           |
|                   |                                                  |
|                   | Require electronic transmission of ballot format |
|                   | to/from printer.                                 |
|                   |                                                  |
|                   | Make time to proof every ballot, every version,  |
|                   | every correction.                                |
|                   |                                                  |
|                   | A benefit of sample ballots that go to voters    |
|                   | pre-election is that you get a heads-up on       |
|                   | errors!!                                         |
|                   |                                                  |
|                   | Establish security procedures for printing and   |
|                   | shipping of ballots.                             |
|                   |                                                  |
|                   | Bring candidates, voters and community           |
|                   | organizations in to review. Also, post to your   |
|                   | website.                                         |
|                   |                                                  |
|                   | Have security procedures in case of a disaster.  |
+-------------------+--------------------------------------------------+
| **Election        | Develop accounting and documentation procedures  |
| Day/Election      | to make sure you get the cards back from polls.  |
| Night Security**  |                                                  |
|                   | Segregate "hanging chad" ballots for challenge   |
|                   | board to make decision.                          |
|                   |                                                  |
|                   | Install a security camera where your ballots are |
|                   | stored and where you are counting.               |
+-------------------+--------------------------------------------------+
| **Post-Election   | Clean the chad out of the vote recorders after   |
| Management and    | every election, attempted votes may not          |
| Security**        | register.                                        |
|                   |                                                  |
| **/Equipment      | **[Example]{.underline}**                        |
| maintenance**     |                                                  |
|                   | LA County performs a procedure known by the      |
|                   | warehouse workers as "Shake and Bake" where      |
|                   | staff knock the vote recorders on its side to    |
|                   | loosen and eliminate any residual chad.          |
|                   |                                                  |
|                   | Hamilton County, OH, uses air compressors to     |
|                   | clean out chad from the ballot counters before   |
|                   | every election.                                  |
+-------------------+--------------------------------------------------+
| **Accounting and  | Print and preserve audit logs for the retention  |
| records           | period of the election.                          |
| retention**       |                                                  |
|                   | Memory cards are really now electronic ballots.  |
|                   | Treat them with same security procedures.        |
+-------------------+--------------------------------------------------+
| **Considerations  | Provide translated, mirror-image sample ballots  |
| for Making Punch  | that can be used in conjunction with the vote    |
| Card Voting       | recorder.                                        |
| Systems           |                                                  |
| Accessible**      | **[Example]{.underline}**                        |
|                   |                                                  |
| **Making punch    | See the ["Accessibility Preparations             |
| card systems      | Checklist"](../4_Accessibilit                    |
| accessible for    | y%20Preparations%20Checklist.doc)[.]{.underline} |
| alternative       |                                                  |
| language voters** |                                                  |
+-------------------+--------------------------------------------------+

# Optical Scan Voting Systems

+-------------------+--------------------------------------------------+
| **OPTICAL SCAN    | **SOLUTION(S)/EXAMPLES/RESOURCES**               |
| CHALLENGES/       |                                                  |
| ISSUES**          |                                                  |
+===================+==================================================+
| **Voter           | **Improve usability through voter education:**   |
| Interaction with  |                                                  |
| Voting            | Provide clear voting instructions with           |
| System/Voter      | explanatory graphics, on the ballot if possible. |
| Education**       |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | [American Institutes of Graphic Artists          |
|                   | (AIGA)](http://www.aiga.org/) website            |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | All jurisdictions using optical scanning should  |
|                   | use the term "Someone Else (write name)", and    |
|                   | should not use the term "Write-in". According to |
|                   | the National Opinion Research Center's study of  |
|                   | ballots in Florida, optically scanned ballots    |
|                   | arose when people chose one candidate and also   |
|                   | wrote in that candidate's name. ["Immediate      |
|                   | Steps to Avoid Lost Votes in the 2004            |
|                   | Presidential Election: Recommendations for the   |
|                   | Election Assistance                              |
|                   | Commission"](../23_Immediate%20Steps             |
|                   | %20to%20Avoid%20Lost%20Votes%20in%20the%202004%2 |
|                   | 0Presidential%20Election%20Recommendations%20for |
|                   | %20the%20Election%20Assistance%20Commission.pdf) |
|                   |                                                  |
|                   | Provide a secrecy sleeve to cover the ballot     |
|                   | prior to scanning.                               |
|                   |                                                  |
|                   | Print instructions on the ballot sleeve.         |
|                   |                                                  |
|                   | To help voters properly cast a write-in ballot,  |
|                   | use a secrecy sleeve. Use the language:          |
|                   | "write-in, if any" to avoid overvotes.           |
|                   |                                                  |
|                   | To improve ballot layout:                        |
|                   |                                                  |
|                   | when you design the ballot, be wary of where     |
|                   | absentee voters may fold the ballot. On certain  |
|                   | systems, a fold through an oval will reflect a   |
|                   | vote, causing an over-vote if another mark was   |
|                   | made.                                            |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | To solve this problem, Boone County, Missouri    |
|                   | provides envelopes to absentee voters in to      |
|                   | which the ballot will fit without being folded.  |
|                   |                                                  |
|                   | Avoid splitting races across pages and across    |
|                   | columns to prevent over-votes.                   |
|                   |                                                  |
|                   | Encourage statewide uniformity in ballot layout. |
|                   |                                                  |
|                   | Compile and analyze "under-vote"/"over-vote"     |
|                   | statistics with explanation of voter errors and  |
|                   | choices in order to evaluate and improve your    |
|                   | voter education effort and ballot layout.        |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | See the [State of                                |
|                   | Michigan](http://www.michigan.gov/sos) website   |
|                   | and [what constitutes a vote on optical scan     |
|                   | ballots](../63_Optical%20Scan.pdf).              |
+-------------------+--------------------------------------------------+
| **Providing       | Issue the writing implement or have it available |
| second-chance     | to use in each unit.                             |
| voting with       |                                                  |
| in-precinct       | **[Example]{.underline}**                        |
| scanners**        |                                                  |
|                   | DC Board of Elections provides the writing       |
|                   | implement in order to prevent the voter from     |
|                   | using an implement that will result in           |
|                   | unreadable ballots.                              |
|                   |                                                  |
|                   | HAVA will prohibit disabling the ballot-scanning |
|                   | feature by 2006.                                 |
|                   |                                                  |
|                   | Dedicate a pollworker to assisting voters with   |
|                   | the casting/feedback function for major          |
|                   | elections.                                       |
|                   |                                                  |
|                   | Establish procedures for resolving "unvoted"     |
|                   | (damaged, defective or blank ballots) ballots    |
|                   | left by "fleeing voter.                          |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | A good resource for these procedures is the      |
|                   | Pasco County, Florida's [Election Security       |
|                   | Procedures](../64_PascoSecurity.pdf).            |
|                   |                                                  |
|                   | Have written procedures to determine voter       |
|                   | intent for the purpose of "remaking" or hand     |
|                   | counting ballots. If "remaking" ballots, use     |
|                   | labels or overmarks so that voter's original     |
|                   | marks will not be lost.                          |
+-------------------+--------------------------------------------------+
| **Pollworker      | If using in-precinct counting system, provide    |
| training**        | pollworkers with a script for assist the voter   |
|                   | without compromising voter's privacy.            |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Fremont County, Wyoming, developed a pollworker  |
|                   | training video on the basic procedures in        |
|                   | Fremont County and use of their optical scan     |
|                   | voting equipment. Pollworkers may check these    |
|                   | out.                                             |
|                   |                                                  |
|                   | See Hamilton County, Ohio's Pollworker Training  |
|                   | Manual, page 20.                                 |
|                   |                                                  |
|                   | Also on sensitivity in assisting a voter cast    |
|                   | their ballot.                                    |
|                   |                                                  |
|                   | Provide pollworker training on ballot and        |
|                   | equipment storage requirements and security      |
|                   | measures (see below).                            |
+-------------------+--------------------------------------------------+
| **Testing/System  | Test the calibration of every scanner prior to   |
| Integrity**       | the election.                                    |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | See pages 19-22 of Pasco County, Florida's       |
|                   | [Election Security                               |
|                   | Procedures](../64_PascoSecurity.pdf) for testing |
|                   | methodology.                                     |
|                   |                                                  |
|                   | Conduct printing tests; quality control tests.   |
|                   |                                                  |
|                   | Hand tally machine generated results.            |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | [Marshall County State of Iowa's, Certificate of |
|                   | Public Test Precinct/Central Count               |
|                   | System](../66_Certificate%20of%20Public%2        |
|                   | 0Test%20Precinct%20Central%20Count%20System.doc) |
|                   | documentation.                                   |
+-------------------+--------------------------------------------------+
| **Pre-Election    | Take steps to prevent condensation in display in |
| Management and    | storage and in transition to polling place.      |
| Security**        |                                                  |
|                   | **[Example]{.underline}**                        |
| Storage of        |                                                  |
| Optical Scanners  | Marshall County, Iowa: To increase air           |
| and ballots       | circulation in counting center, ballots can be   |
|                   | weighted and stacked on a table with a fan       |
|                   | blowing on it for 15 minutes.                    |
|                   |                                                  |
|                   | Obtain and follow storage requirements from the  |
|                   | vendor.                                          |
+-------------------+--------------------------------------------------+
| Protecting the    | Use a certified print vendor and get the exact   |
| security of       | specifications from the vendor for the printing. |
| printed ballots   |                                                  |
|                   | Develop procedures to make sure the printer did  |
|                   | not mix up stacks of printed ballots. (Marshall  |
|                   | County)                                          |
|                   |                                                  |
|                   | Establish procedures for ballot shortage.        |
|                   | Develop procedures for if you have to photocopy. |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Iowa has a code-specified regulation for         |
|                   | endorsement and tracking of photocopied ballots  |
|                   | necessary in the event of ballot shortage,       |
|                   | [Ballot Photocopy                                |
|                   | Record](../67_Ballot%20Photocopy%20Record.doc).  |
+-------------------+--------------------------------------------------+
| Chain of custody  | Keep every generation of very proof.             |
| for printed       |                                                  |
| ballots           | Keep all communications with your print vendor   |
|                   | and your programmer.                             |
|                   |                                                  |
|                   | Track anyone who lays out, proofs, transports,   |
|                   | stores, etc.                                     |
|                   |                                                  |
|                   | Never let a vendor proof your ballots.           |
|                   |                                                  |
|                   | Require electronic transmission of ballot format |
|                   | to/from printer.                                 |
|                   |                                                  |
|                   | Make time to proof every ballot, every version,  |
|                   | every correction.                                |
|                   |                                                  |
|                   | Establish security procedures for printing and   |
|                   | shipping of ballots.                             |
|                   |                                                  |
|                   | Bring candidates, voters and community           |
|                   | organizations in to review. Also, post to your   |
|                   | website.                                         |
|                   |                                                  |
|                   | Have security procedures in case of a disaster.  |
+-------------------+--------------------------------------------------+
| **Election Day    | With central count systems, have pollworkers     |
| Management and    | verify ballot box is empty prior to opening and  |
| Security**        | at the end of the day.                           |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Marshall County, Iowa's [Pollworkers Guide to    |
|                   | Opening the                                      |
|                   | Polls](../68_Pollw                               |
|                   | orkers%20Guide%20to%20Opening%20the%20Polls.doc) |
|                   |                                                  |
|                   | For in-precinct optical scan equipment, check to |
|                   | see that internal ballot box is empty at         |
|                   | beginning of the day. Pollworkers should keep    |
|                   | keys for machine and ballot box in a secure      |
|                   | location.                                        |
|                   |                                                  |
|                   | Log all seal numbers. Don't open it until all    |
|                   | board members are together. Have two officials   |
|                   | present when count packets of ballots.           |
|                   |                                                  |
|                   | Provide security checklists for pollworkers:     |
|                   |                                                  |
|                   | Make sure polls have the correct ballots and     |
|                   | correct machines.                                |
|                   |                                                  |
|                   | Pollworkers should document the zero count.      |
|                   |                                                  |
|                   | Keep ballot transfer case near the ballots you   |
|                   | are issuing. Put the ballot scanner in public    |
|                   | view. Keep traffic flow of (1) ballot issued,    |
|                   | (2) voting booth, (3) tabulator.                 |
|                   |                                                  |
|                   | Establish procedures for handling a machine      |
|                   | failure, such as roving technicians, a technical |
|                   | help desk and technical back-up support.         |
|                   |                                                  |
|                   | Develop a troubleshooting plan. Define the       |
|                   | response time - know how long it will take to    |
|                   | get a troubleshooter to the polling place. Have  |
|                   | satellite locations from which to dispatch       |
|                   | technical people and replacement supplies.       |
+-------------------+--------------------------------------------------+
| **Post-Election   | **[Example]{.underline}**                        |
| Management and    |                                                  |
| Security**        | Refer to NBS Special Publication 500-158         |
|                   | "Accuracy, Integrity and Security in             |
|                   | Computerized Vote Tallying" (August 1998), pg.   |
|                   | 118-199.                                         |
|                   |                                                  |
|                   | Modeming results: NIST asserts that encrypting   |
|                   | modem results offers a reasonably secure         |
|                   | transmission mode for unofficial results.        |
|                   |                                                  |
|                   | NIST recommends against using a wireless         |
|                   | transmission mode. There are no wireless         |
|                   | ("Wi-Fi") or international security standards    |
|                   | for wireless transmission of data.               |
|                   |                                                  |
|                   | Develop documentation to track delivery and      |
|                   | receipt of results.                              |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Kansas, Florida, Oklahoma have statewide         |
|                   | standards for securing the transportation of     |
|                   | ballots, memory cards and tapes.                 |
|                   |                                                  |
|                   | Have two pollworkers transport results.          |
|                   |                                                  |
|                   | Establish procedures for when security measures  |
|                   | are not followed such as when materials come     |
|                   | back unsealed or unsigned.                       |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | See Pasco County, Florida's [Election Security   |
|                   | Procedures](../64_PascoSecurity.pdf)             |
|                   |                                                  |
|                   | **Ballot Reconciliation Audit:**                 |
|                   |                                                  |
|                   | Do a precounting of stacks of ballots or you     |
|                   | could compare the voter body count to the ballot |
|                   | count run through the scanner. This is so you    |
|                   | know the number going in to the machine to be    |
|                   | read. This is especially important in processing |
|                   | absentee ballots.                                |
+-------------------+--------------------------------------------------+

#  Direct Recording Equipment (DRE)

+-------------------+--------------------------------------------------+
| **DRE             | **SOLUTION(S)/EXAMPLES/RESOURCES**               |
| CHALLENGES**      |                                                  |
+===================+==================================================+
| **Voter           | Improving usability:                             |
| Interaction with  |                                                  |
| Voting System /   | Consider hiring a usability expert (see          |
| Voter education** | Resources) to review your system and make        |
|                   | recommendations. In addition to the on-screen    |
|                   | instructions and layout, other factors affecting |
|                   | usability include appropriate lighting and       |
|                   | placement of machines.                           |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Arlington County, Virginia, dispatches demo      |
|                   | units in each polling place. Make sure           |
|                   | pollworkers learn procedures for activating demo |
|                   | smart cards so they don't accidentally use       |
|                   | "live" smart cards.                              |
|                   |                                                  |
|                   | Review FEC publications on usability (see        |
|                   | Resources).                                      |
|                   |                                                  |
|                   | Develop a web-accessible sample ballot that      |
|                   | shows each screen, including the instruction and |
|                   | ending screen.                                   |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Arlington County, Virginia, includes a           |
|                   | presentation on voting machines and the voting   |
|                   | process on its website.                          |
|                   |                                                  |
|                   | Track over-vote and "under-votes." Develop       |
|                   | Election Day procedures to help determine the    |
|                   | nature and cause of under-votes and blank votes  |
|                   | to determine whether they are genuine            |
|                   | under-votes or the result of voter confusion.    |
|                   |                                                  |
|                   | Ask minority language organizations to review    |
|                   | ballot translations.                             |
|                   |                                                  |
|                   | If you find a higher percentage of voter error   |
|                   | in certain communities, work with pertinent      |
|                   | community groups to educate voters in those      |
|                   | communities.                                     |
|                   |                                                  |
|                   | Establish procedures for how to handle a         |
|                   | scenario in which a voter exits before casting a |
|                   | vote.                                            |
|                   |                                                  |
|                   | Develop procedures that allow you to determine   |
|                   | after the election which machine the voter used; |
|                   | ensure these procedures also protect the secrecy |
|                   | of the ballot.                                   |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Montgomery County, Maryland, requires the        |
|                   | pollworkers to conduct a written tally for each  |
|                   | unit.                                            |
+-------------------+--------------------------------------------------+
| **Pollworker      | **Pollworker recruiting:** Recruit local         |
| Training**        | government employees, particularly those with IT |
|                   | background.                                      |
| **and Polling     |                                                  |
| Place             | **[Example]{.underline}**                        |
| Procedures**      |                                                  |
|                   | The Washington, DC, Board of Elections created a |
|                   | "precinct technician" position to provide        |
|                   | technical support in the polling place; the      |
|                   | technician receives hands-on training on start   |
|                   | up and troubleshooting machine problems.         |
|                   |                                                  |
|                   | **Pollworker training:**                         |
|                   |                                                  |
|                   | Create a pollworker position that is dedicated   |
|                   | to machine set up, shut down and                 |
|                   | troubleshooting. Provide supplemental training   |
|                   | on equipment; supplement pay for extra training. |
|                   |                                                  |
|                   | Require pollworkers to keep a log of Election    |
|                   | Day events and problems, including voter         |
|                   | complaints, that will help you to recreate the   |
|                   | events of that day.                              |
|                   |                                                  |
|                   | **Polling Place Setup**                          |
|                   |                                                  |
|                   | Use USB's as machine power source; connect each  |
|                   | machine to a USB. Daisy-chaining machines may    |
|                   | become a single point of failure. Have a back-up |
|                   | plan and train pollworkers on how to             |
|                   | troubleshoot and report alleged "power failure"  |
|                   | problems.                                        |
|                   |                                                  |
|                   | See Resources.                                   |
|                   |                                                  |
|                   | Angle the machines to protect voter privacy.     |
|                   |                                                  |
|                   | Survey polling places with tech support to check |
|                   | outlets and modem phone line access for modems.  |
|                   |                                                  |
|                   | Pollworker Accountability. Establish checklists  |
|                   | to track pollworker performance on key steps of  |
|                   | DRE voting processes.                            |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Montgomery County, MD, has a [Precinct           |
|                   | Performance                                      |
|                   | Re                                               |
|                   | port](../70_Precinct%20Performance%20Report.doc) |
|                   | which tracks such factors as completion of       |
|                   | election logs, provisional ballot accounting     |
|                   | forms and compliance with check-in procedures.   |
+-------------------+--------------------------------------------------+
| **Testing/System  | Rely as little on the vendor as possible; look   |
| Integrity**       | for outside IT expertise if it is not available  |
|                   | in house. Have either election staff or          |
| Calibration       | independent consultants design and run tests.    |
| Issues -- too     |                                                  |
| much wear and     | Ensure systematic and consistent testing of each |
| tear can impact   | machine.                                         |
| sensitivity.      |                                                  |
|                   | Conduct, at a minimum, both acceptance testing   |
|                   | and logic and accuracy testing on each system.   |
|                   | Logic and accuracy test should include           |
|                   | "incremental testing."                           |
|                   |                                                  |
|                   | Conduct system diagnostics on every machine for  |
|                   | every election before you conduct Logic and      |
|                   | Accuracy.                                        |
|                   |                                                  |
|                   | Use separate machines for training and outreach. |
+-------------------+--------------------------------------------------+
| **Pre-Election    | Establish a deadline for patches or              |
| Day Management    | modifications to prevent unnecessary confusion.  |
| and Security**    |                                                  |
|                   | Create a timeline for election preparation. If   |
|                   | you are introducing DREs, expect to quadruple    |
|                   | the amount of time necessary for preparing       |
|                   | precinct-specific units. Preparation, testing    |
|                   | and staging all require more time.               |
|                   |                                                  |
|                   | Conduct a risk analysis -- where are you most    |
|                   | vulnerable to problems? At what points are the   |
|                   | system -- both the administrative system and the |
|                   | machines -- most likely to breakdown. For        |
|                   | example, is there an indispensable person? If    |
|                   | so, develop a plan for dealing with his/her      |
|                   | absence. Develop contingency plans, such as      |
|                   | off-site storage of all software and data.       |
|                   |                                                  |
|                   | Cross-train election staff to perform multiple   |
|                   | tasks.                                           |
|                   |                                                  |
|                   | Ensure all software, including patches, is       |
|                   | certified.                                       |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | New York uses bar codes to track delivery of     |
|                   | lever machines in anticipation of transitioning  |
|                   | to DREs.                                         |
|                   |                                                  |
|                   | Develop sound documentation of all election      |
|                   | administration procedures that will allow you to |
|                   | identify the cause of problems after an          |
|                   | election. Keep a log of receipt of equipment and |
|                   | software, who performed the programming and      |
|                   | testing, and delivery to staging area or polling |
|                   | place. all paperwork that may be relevant in     |
|                   | recreating how a failure might have occurred.    |
|                   |                                                  |
|                   | If the state is the contract holder, develop     |
|                   | Memorandums of Understanding (MOUs) with state   |
|                   | election office on authority over the system     |
|                   | maintenance and modifications, including         |
|                   | appropriate liens of communication.              |
|                   |                                                  |
|                   | Develop rules for access to any sensitive        |
|                   | equipment.                                       |
|                   |                                                  |
|                   | Keep a maintenance log for all voting system     |
|                   | equipment. This log should track who has had     |
|                   | access to the machine(s).                        |
|                   |                                                  |
|                   | Computers used for ballot definition should be   |
|                   | stand-alone PCs unconnected to servers or the    |
|                   | Internet.                                        |
|                   |                                                  |
|                   | **Machine delivery:**                            |
|                   |                                                  |
|                   | Conduct risk analysis of the delivery system.    |
|                   |                                                  |
|                   | Develop agreements with each polling place       |
|                   | delineating the responsible election office and  |
|                   | the facility.                                    |
|                   |                                                  |
|                   | Establish chain of custody.                      |
|                   |                                                  |
|                   | Develop checklist for delivery.                  |
|                   |                                                  |
|                   | Use bar-coding to ensure proper delivery of all  |
|                   | machines to polling places.                      |
+-------------------+--------------------------------------------------+
| **Election Day /  | Control access to the voter "smart cards."       |
| Election Night    | Educate pollworkers and voters to know that the  |
| Management and    | "smart card" is not the ballot and the voter's   |
| Security**        | choices are not recorded on the "smart card."    |
|                   | The card merely directs the voting unit to bring |
|                   | forward the voter's correct voting screens.      |
|                   |                                                  |
|                   | **[Example]{.underline}**                        |
|                   |                                                  |
|                   | Montgomery County, MD directs the pollworker to  |
|                   | insert the Smart Card in to the unit on behalf   |
|                   | of the voter to ensure that the voter correctly  |
|                   | accesses the system.                             |
|                   |                                                  |
|                   | Develop a plan to provide Election Day technical |
|                   | support for pollworkers, including a             |
|                   | troubleshooting checklist, a call center, and    |
|                   | rovers.                                          |
|                   |                                                  |
|                   | Establish written procedures for handling        |
|                   | Election Day equipment failure.                  |
|                   |                                                  |
|                   | Provide for redundant records of results,        |
|                   | including paper printouts.                       |
|                   |                                                  |
|                   | Ensure transparency in all aspects of the        |
|                   | tabulation process, especially in the transport  |
|                   | or transmission of results to the central        |
|                   | election office.                                 |
|                   |                                                  |
|                   | Develop chain of custody for memory cards and    |
|                   | machines.                                        |
+-------------------+--------------------------------------------------+
| **Post-Election   | Conduct post-election logic and accuracy testing |
| Management and    | of machines.                                     |
| Security**        |                                                  |
|                   | Modem unofficial results over phone line using   |
|                   | encryption to protect data during transmission.  |
|                   |                                                  |
|                   | Conduct a post-election audit to reconcile all   |
|                   | records, especially the number of voters and the |
|                   | number of votes cast.                            |
|                   |                                                  |
|                   | Conduct a public post-election "debriefing" to   |
|                   | address any concerns related to the voting       |
|                   | system.                                          |
+-------------------+--------------------------------------------------+
| **5               | Solicit the help of disability organizations in  |
| Considerations    | training poll workers to assist voters using     |
| for Making DRE    | accessible equipment.                            |
| Voting Systems    |                                                  |
| Accessible**      | Place machines in a location where polling place |
|                   | noise won't overwhelm the audio ballot.          |
|                   |                                                  |
|                   | Recruit voters with disabilities and minority    |
|                   | language voters to serve as pollworkers.         |
+-------------------+--------------------------------------------------+

# Provisional Voting Challenges and Solutions

-   Ensuring Transparency and Accountability

-   Ensuring Trouble-Free Implementation on Election Day

-   Issuing Provisional Ballots

-   Processing Provisional Ballots

## Ensuring Transparency and Accountability

1.  Ensure that standards and procedures for issuing, processing,
    researching and counting provisional ballots are clear, transparent,
    public and uniform.

2.  Record and publicize how many provisional ballots were issued, how
    many provisional ballots were counted and the reasons for not
    counting. Jurisdictions are already mandated by HAVA to inform
    individual voters whether their provisional ballot was counted.

> [Example]{.underline}
>
> The South Dakota Secretary of State posted on its website the number
> of provisional ballots per county that were issued in its June 2004
> Special Editions.

3.  Evaluate pollworker implementation. Develop a method for evaluating
    how well pollworkers are following provisional voting procedures to
    determine if pollworker error contributed to any provisional ballots
    not being counted.

> [Example]{.underline}
>
> Montgomery County, MD, created a spreadsheet to monitor reasons
> provisional ballots were not counted to evaluate and improve the
> training and procedures. Montgomery County, MD, also created an
> "Assistant Chief Judge" position (one from each political party) who
> is responsible for supporting the Chief Judge, particularly in the
> areas of provisional ballot procedures, technical support and language
> needs.

## Ensuring Trouble-Free Implementation on Election Day

1.  Reduce the need for provisional ballots. Verifying the eligibility
    of voters who case provisional ballots can be burdensome. Find way
    to reduce the need for this safeguard by addressing registration
    problems ahead of time and by attempting to resolve eligibility
    questions at the polling place so that voters may cast a regular
    ballot. For example, include educate the public about the importance
    of voting in the correct precinct.

2.  Make the provisional voting process voter-friendly.

> [Example]{.underline}
>
> Los Angeles County displays a "Count Me In!" poster to help voters
> understand and feel comfortable with the provisional voting process.

3.  Establish sound methods for directing voters to the correct polling
    place (and correct precinct if there are multiple precincts within a
    polling place). Such methods might include voter notification cards,
    web-based poll site locators, automated phone systems, adjacent
    precinct maps, and street directories. Include instructions in
    pollworker training on how to identify a voter's correct polling
    place and precinct. Provide resources to help the pollworkers direct
    a voter to his/her correct voting place.

> [Example]{.underline}
>
> In Virginia, voters can look up their registration status on the VA
> State Board of Election website. The site can also tell you where your
> correct polling place is; all the voter needs is his or her "Driver's
> License PIN number."
>
> [Example]{.underline}
>
> In St. Louis County, MO, when a pollworker calls the election office
> to clarify the voter's registration for the purpose of sending the
> voter to his/her correct polling place, the voter is given an
> authorization code to present to the pollworkers at the correct place.
> This practice saves redundant phone calls on Election Day.

4.  Promote pollworker accountability by tracking errors made in
    misdirecting voters to the incorrect voting place.

> [Example]{.underline}
>
> New York City pollworkers are required to sign paperwork when they
> direct voters to another polling place; as a result, election
> officials know who made mistakes in this process and will count the
> vote to correct for pollworker error.

5.  If possible, provide access to the voter registration list at the
    polling place.

> [Example]{.underline}
>
> Cook County, Illinois, provides a bonus to pollworkers for using their
> personal cell phones to communicate with the election office regarding
> troubleshooting problems and to clarify voter registration issues.
>
> [Example]{.underline}
>
> Boone County, Missouri, supplies poll workers with cell phones, pagers
> and networked lap tops for processing change of addresses on Election
> Day.

6.  Ensure access to the list of inactive voters. Provide a list of
    inactive voters at every polling place so that the voter might be
    activated and the vote file updated when appropriate.

> [Example]{.underline}
>
> Miami-Dade County, Florida, provides every polling place with a lap
> top computer containing the full voter list.

## Issuing Provisional Ballots

1.  Include questions that will help you investigate the voter's
    eligibility in the application process for provisional ballots. Such
    questions would include asking where or how they registered: at the
    DMV? By mail?

> [Example]{.underline}
>
> The Missouri provisional envelope leaves space for the voter to
> explain why he or she believes they're eligible to vote. Boone County,
> MO, provides a supplemental checklist for the voter to select the
> location where they registered.

2.  Use information from provisional ballot application process to
    register voters who weren't registered. Alternatively, attach
    application to the provisional ballot envelope.

> [Example]{.underline}
>
> Two sample letters to voters from Marshall County, Iowa: [Not Counted
> and
> Why](../71_Marshall%20County%20Iowa's%20Provisional%20Ballot%20Information.doc)
> and [Good News Letter](../72_Good%20News%20Letter.doc)[.]{.underline}
> The "Not Counted and Why" letter advises voters that for those ballots
> not counted, the provisional envelope has been designed to serve as a
> registration application and that the voter is now eligible to vote in
> future elections.

3.  Ensure secrecy of the provisional ballot. For paper-based systems,
    consider developing a two-envelope system: voters place the
    provisional ballot in one envelope -- a secrecy envelope -- that is
    placed within the envelope that has the application and processing
    information printed on one side.

4.  Put a window or hole-punch in the provisional ballot envelope to
    make it easy to check and make sure the voter has put the ballot
    inside.

> [Example]{.underline}
>
> Hamilton County, Ohio.

5.  Simplify the process for pollworkers. For example, print the
    information on one side of the envelope -- pollworkers often forget
    to turn things over. Provide procedural flow charts.

[Example]{.underline}

Los Angeles County, has a 3-piece provisional ballot envelope:

-   [Provisional Ballot
    (front)](../73_Provisional%20FRONT%20Envelope.doc)

-   [Provisional Ballot (back)](../74_Provisional%20BACK%20Envelope.doc)

-   [Provisional Ballot (slip)](../76_Provisional%20SLIP.doc)

6.  Promote pollworker accountability. Remind pollworkers they are
    responsible for making sure that the provisional ballot envelope is
    filled out properly.

7.  Ensure provisional ballots cast by voters voting after polling hours
    because of a court order are kept separate from other provisional
    ballots.

> [Example]{.underline}
>
> Virginia's provisional envelope includes a check box for the
> pollworker to check indicating that the provisional is due to the poll
> have to be kept open.

8.  Alert your pollworkers that some voters might refuse to vote
    electronically; educate pollworkers on the policy of how to handle
    such voters.

> [Example]{.underline}
>
> The Maryland State Board of Elections issued a policy for the March
> 2004 Primary stating that paper provisional ballots were not to be
> provided to voters who were properly listed in the precinct register
> and wished to avoid voting on DREs.

## Processing Provisional Ballots

1.  Keep the provisional ballot process public. Count the number of
    provisional ballots issued Election Night so you can report the next
    morning. Develop procedures for tracking and accounting for ballots
    issued, spoiled and those not voted/returned by voter.

> [Example]{.underline}
>
> Marshall County, Iowa, uses a spreadsheet to track provisional ballots
> cast: This serves to: (1) produce the state-required list that must be
> posted in county offices for challenge review, (2) track types of
> provisional ballots cast and counted/not counted designation, (3)
> produce follow up/"free-access" communications with voters, and (4)
> help identify precincts where pollworkers did not properly implement
> procedures or where a large number of voters were not registered.

2.  Protect the security and secrecy of provisional ballots. Ensure all
    provisional ballots are securely stored at the polling place and
    while in transit. Consider conducting the research regarding voter
    eligibility by using a photocopy of information on provisional
    ballot envelope to protect ballots.

3.  Develop method to verify that voters who claim to have registered at
    the motor vehicle agency did so.

> [Example]{.underline}
>
> In Iowa, pollworkers fills out a worksheet that includes information
> from the driver's license to track disposition of registration. The
> Iowa Department of Transportation has responsibility for verifying
> these registration applications voter's disposition of registration
> during the canvass period.

# Checklist for HAVA Implementation

## Identification for New Voters\*

> Voters who register to vote for the first time by mail, and who have
> not previously voted in a federal election in the state, must provide
> either a copy of certain identification documents when they register
> or show such identification (i.e. photo identification, utility bill,
> bank statement, paycheck or other government document) the first time
> they vote in a federal election held after January 1, 2004. Voters not
> meeting these requirements can vote a provisional ballot. These
> requirements do not apply to individuals who are entitled to vote
> absentee under various federal laws such as the Uniformed and Overseas
> Citizens Absentee Voting Act and the Voting Accessibility for the
> Elderly and Handicapped Act. These requirements also will not apply to
> anyone who provides either a driver's license number or the last 4
> digits of a social security number if the state is able to match that
> information with an existing state identification record bearing the
> same number, name and date of birth as provided in the registration
> application.
>
> HAVA requires that the federal mail-in registration form include
> check-off boxes for citizenship and being 18 years of age by Election
> Day. If neither the "yes" box nor the "no" box is checked, the State
> is required to notify the applicant of the incomplete form with
> sufficient time to allow completion of the form. This subsection is
> "subject to state law," so the state may choose to honor the
> affirmation of citizenship and age that goes with the signing of the
> registration form and register a person who did not check the "yes"
> box. (If a "no" box" is checked, the application should be rejected).
> HAVA does not require states to redesign their state voter
> registration forms to include check-off boxes.
>
> ***Checklist:***

-   Distribute new state registration forms that may include space to
    provide Driver's License and/or last four digits of the Social
    Security number.

-   Clarify policy for what is considered a mail-in registration and
    establish policy to process.

> [Example]{.underline}
>
> North Carolina's [State Election Information Management System (SEIMS)
> HAVA Policies and Procedures](../77_SEIMS%20Procedures.doc) is a clear
> statewide definition for what constitute a "mail-in" voter.

-   Develop policy and procedures for processing "incomplete" voter
    registration forms.

-   Develop policy and procedures for processing "First Time Mail-in"
    voters on Election Day who need to present identification.

> [Example]{.underline}
>
> North Carolina's [State Election Information Management System (SEIMS)
> HAVA Policies and Procedures](../77_SEIMS%20Procedures.doc) compares
> voter-provided drivers license information with motor vehicle records
> and exempts first-time mail-in registrants from having to show ID at
> the polls on Election Day.

## Provisional Voting\*

> Voters who declare they are registered and eligible to vote in the
> jurisdiction in which they desire to vote, but whose names do not
> appear on the registration list, must be permitted to cast a
> provisional ballot. If the election official is able to verify that
> the individual is a registered and eligible voter, the provisional
> ballot can be counted under applicable state law. The state must
> establish a free access system (such as a toll-free telephone number
> or Internet website) where the voter can discover whether the vote was
> counted, and if not, the reason why. In addition, voters who vote in a
> federal election after the established time for polls to close, due to
> a court order or other order requiring the polls to remain open for
> extended hours, must vote by provisional ballot.
>
> ***Checklist:***

-   Design pollworker and voter-friendly provisional envelopes that may
    include information designed to enable you to register the
    individual if they were not registered by Election Day.

-   Set up a "free-access" system that is voter-friendly.

-   Develop provisional voting flowchart for pollworkers.

> [Example]{.underline}
>
> Model [Provisional
> Ballots](../79_Provisional%20Voter%20Flow%20Chart.pdf) voting
> flowchart from Johnson County, Kansas

-   Develop pollworker procedures for issuing.

-   Develop staff procedures for counting.

## Voter Information\*

> After January 1, 2004, voting information must be posted at every
> polling place on election day, including: a) a sample of the ballot
> used for that election, b) instructions on how to vote, including how
> to cast a vote and how to cast a provisional ballot, c) instructions
> for mail-in registrants and first-time voters (see other sections), d)
> general information on voting rights under applicable federal and
> state laws, including information on the right of an individual to
> cast a provisional ballot, e) instructions on how to contact the
> appropriate officials if these rights have been violated, and f)
> general information on federal and state laws prohibiting fraud and
> misrepresentation.
>
> ***Checklist:***

-   Develop voter-friendly HAVA / Voter Rights Sign.

## Complaint Procedures\*

> ***Checklist:***

-   Develop complaint procedures (coordinate with your state election
    official).

-   Develop notice to voters of how to access complaint procedures and
    means for voters to provide feedback.

## Disability Access\*

> In addition to requiring and paying for one accessible voting system
> in every polling place by January 1, 2006, HAVA allocates \$100
> million to make polling places physically accessible.
>
> ***Checklist:***

-   Work with local accessibility advocates to survey your polling
    places to ensure accessibility.

```{=html}
<!-- -->
```
-   Work with your state election official to coordinate application for
    federal "Election Assistance for Individuals with Disabilities"
    (EAID) funds.

-   Work with your state election official to coordinate the allocation
    of federal "Election Assistance for Individuals with Disabilities"
    (EAID) funds.

-   Be innovative and creative and give tools to your pollworkers to
    improve accessibility of polling places. Examples include providing
    a wooden door wedge to prop open a heavy door, providing duck tape
    which can go over a door knob lock so the knob does not have to be
    turned, laminate handicapped access parking signs so that
    pollworkers can affix them to stakes in parking lots on Election
    Day.

## General Resource

> A [HAVA Requirements and
> Compliance](../80_HAVA%20Requirements%20California.doc) checklist is
> being developed by the California Association of Clerks and Election
> Officials (CACEO).
>
> ------------------------------------------
>
> \* Verbiage copied from:
>
> [U.S. Department of Justice Press Release
> (12/31/03)](http://www.usdoj.gov/opa/pr/2003/December/03_crt_728.htm)
> website
>
> [League of Women
> Voters](http://www.lwv.org/where/promoting/votingrights_hava_recom.html)
> website

# RESOURCES

**National Institute of Standards and Technology (NIST) Documents**

1)  NIST Security Checklists from NIST website.

> 2\) [NBS Special Publication 500-158 "Accuracy, Integrity and Security
> in Computerized Vote
> Tallying"](http://www.itl.nist.gov/lab/specpubs/500-158.htm) (August
> 1998)
>
> 3\) [NBS Special Publication 500-30 "Effective Use of Computing
> Technology in Vote Tallying"](../84_NBS_SP_500-30.pdf) (April 1978)

**Election Assistance Commission (EAC)/ Federal Election Commission
(FEC) Documents**

1.  ["Usability Testing of Voting
    Systems"](../11_Usability%20Testing%20of%20Voting%20Systems.pdf)
    (written for voting system manufacturers and for election officials
    who may be procuring new voting systems), October 2003.

2.  ["Developing a User-Centered Voting
    System"](../12_Developing%20a%20User_Centered%20Voting%20System.pdf)
    (written for voting system developers who want to enhance their user
    interface design process to ensure system usability), October 2003.

3.  [["Procuring a User-Centered Voting
    System"]{.underline}](../13_Procuring%20a%20User_Centered%20Voting%20System.pdf)
    (written for election officials who seek a voting system best suited
    to their constituents' needs and preferences), October 2003.

**Publications from Government and Non-Governmental Organizations**

1)  The State of Georgia 's Office of Secretary of State Elections
    Division and Kennesaw State University Center for Election Systems
    has developed a [Georgia Election Official Certification Program
    (GEOC)](../83_Georgia%20Election%20Official%20Certification%20Program%20(GEOC).doc).

2)  ["Recommendations of the Brennan Center for Justice and the
    Leadership Conference on Civil Rights for Improving Reliability of
    Direct Recording Electronic Voting
    System"](../14_Voting%20Systems%20Final%20Recommendations%20Brennan%20Center.pdf),
    July 2004.

3)  CALTECH/MIT[,]{.underline} ["Immediate Steps to Avoid Lost Votes in
    the 2004 Presidential Election: Recommendations for the Election
    Assistance
    Commission,"](../23_Immediate%20Steps%20to%20Avoid%20Lost%20Votes%20in%20the%202004%20Presidential%20Election%20Recommendations%20for%20the%20Election%20Assistance%20Commission.pdf)
    Voting Technology Project, July 2004.

# Acknowledgements

The Election Assistance Commission would like to thank the following for
their guidance and feedback:

[Participants of June 9-10 Working Sessions]{.underline}

Richard Bauer, St. Louis County Board of Elections, Missouri

Craig Burkhardt, National Institute of Standards and Technology

Charlotte Cleary, Elections Consultant

Allan Eustis, National Institute of Standards and Technology

George Gonzales, New York City Board of Elections, New York

Sara Harris, Montgomery County Board of Elections, Maryland

Linda Lindberg, Arlington County Board of Elections, Virginia

Dianna Long, Montgomery County Board of Elections, Maryland

Kate McGregor, Florida Department of State

Wendy Noren, Boone County Board of Elections, Missouri

Peter Quinn, Monroe County Board of Elections, New York

Tony Reissig, Hamilton County Board of Elections, Ohio

Connie Schmidt, Johnson County Board of Elections, Kansas

Hans Von Spakovsky, U.S. Department of Justice

Lance Ward, Retired. Oklahoma Elections

Beth Weimer, Prince William County Board of Elections, Virginia

Dawn Williams, Marshall County Board of Elections, Iowa

[Board of Advisors and Standards Board Members Who Provided
Feedback]{.underline}

Chet Culver, Secretary of State, Iowa

Jim Dickson, American Association of People with Disabilities

James Elekes, U.S. Access Board

Julie Freese, Fremont County, Wyoming

James R. Harding, U.S. Access Board

David Orr, Cook County Clerk, Illinois

Sue Sautermeister, City of Ridgeland, Mississippi

[Others Who Provided Valuable Feedback]{.underline}

Kim Brace, Election Data Services, Washington, DC

Sarah Horn, Johnson County Board of Elections, Kansas

Conny McCormack, Los Angeles County Registrar-Recorder/County Clerk

Michael Winn, Travis County Board of Elections, Texas

Don Wright, General Counsel, North Carolina Board of Elections

The U.S. Election Assistance Commission wishes to express thanks to the

following panelists who participated in our public hearings conducted on

May 5th and June 3rd in 2004, and whose statements were taken into
account

in developing this report.

U.S. Election Assistance Commission

Public Hearing

May 5, 2004

Washington, DC

Public Hearing on the Use, Security and Reliability of Electronic Voting

Systems. The hearing included: Overview of Direct Recording Electronic

(DRE) Voting, Technology Panel, Vendor Panel, Election Administrator
Panel,

Research / Human Interaction Factors Panel, Advocacy Organization Panel.

Kim Brace, President, Election Data Services, Inc.; Dr. Avi Rubin, Johns

Hopkins University, Information Security Institute; Stephen Berger,

Institute of Electrical and Electronics Engineers (IEEE); Dr. Ted
Selker,

Massachusetts Institute of Technology (MIT); Dr. Brit Williams, Kennesaw

University, Georgia; Neil McClure, General Manager & Vice President,
Hart

Intercivic; Mark Radke, Director of Marketing, Diebold; Dr. Kevin Chung,

Founder and CEO, Avante; William F. Welsh, II, Board Member, Election

Systems & Software; Alfie Charles, Vice President of Business
Development,

Sequoia; Kevin Shelley, Secretary of State of California; Kathy Rogers,

Director of Elections Administration, Office of the Georgia Secretary of

State; Conny McCormack, County Clerk and Registrar, Los Angeles County,

California; Denise Lamb, Director of Elections, New Mexico; Dr. Sharon

Laskowski, National Institute of Standards and Technology (NIST); Dana

DeBeauvoir, County Clerk, Austin Texas; Alice Miller, Executive
Director,

District of Columbia Board of Elections and Ethics; Jim Dickson, Vice

President for Governmental Affairs American Association of People with

Disabilities; Kay Maxwell, President, League of Women Voters of the
U.S.;

Angela Arboleda, Civil Rights Policy Analyst, National Council of La
Raza;

Melanie Campbell, Executive Director & CEO, National Coalition on Black

Civic Participation, Inc. - Voices of the Electorate; Chellie Pingree,

President, Common Cause.

U.S. Election Assistance Commission

Public Hearing

June 3, 2004

Chicago, Illinois

Public Hearing to identify best practices, problems and transition
issues

associated with Optical Scan and Punch Card voting systems and the

successes and problems identified with the use of Provisional Voting.

Eric Fischer, Congressional Research Service; Doug Lewis, Director,

Election Center; Lance Gough, Elections Director, Chicago, Illinois;
Sharon

Turner-Buie, Director of Elections, Kansas City, Missouri; Amy
Naccarato,

State Election Director, Utah; Mary Kiffmeyer, Secretary of State,

Minnesota; Ion Sancho, Supervisor of Elections, Leon County, Florida;

Michael Clingman, Secretary, Oklahoma State Board of Elections; Paddy

McGuire, Deputy Secretary of State, Oregon; David Orr, County Clerk,
Cook

Co, Illinois; Sandy Steinbach, State Election Director, Iowa; Kelly

Anthony, Director, Missouri Disability Vote Project; Maria Valdez, Esq.,

Regional Counsel, MALDEF Chicago; Alice Tregay, Voter

Registration/Education Coordinator, Rainbow/Push Coalition.