Optical Scan Ballot

January Prior to Primary Election Establish Election Precincts Establish Election Precincts Absentee precincts Absentee precincts Mail ballot precincts Mail ballot precincts April 1 Confirm Printing Agreement with Printer Printer needs time to order ballot paper stock. Printer needs time to order ballot paper stock.

Election Systems & Software Contact regarding: Contact regarding: Memory Pacs (if applicable) Memory Pacs (if applicable) Maintenance on Scanner Maintenance on Scanner

February Prior to Primary Candidate Filing ES&S in conjunction with the Secretary of State has developed the uniformed ballot format. ES&S in conjunction with the Secretary of State has developed the uniformed ballot format.

March Prior to Primary Election Check turnout in a year where similar offices appeared on the ballot. Check turnout in a year where similar offices appeared on the ballot. What has the increase in registered voters been since similar election? What has the increase in registered voters been since similar election? Remember test deck & sample ballots. Remember test deck & sample ballots. County Commissioners authorize suitable number of ballots. County Commissioners authorize suitable number of ballots.

March 6 th thru March 17th Candidates filing with Secretary of State will be updated and may be viewed throughout the filing period on the Secretary of State’s website. Candidates filing with Secretary of State will be updated and may be viewed throughout the filing period on the Secretary of State’s website.

March 17th - Last day of filing Secretary of State will mail counties a sample ballot. Secretary of State will mail counties a sample ballot. Sample ballot will provide format and text (except candidate names) that shall appear on the ballot. Sample ballot will provide format and text (except candidate names) that shall appear on the ballot. A listing of offices and the order in which they should appear on the ballot will accompany the sample ballot. A listing of offices and the order in which they should appear on the ballot will accompany the sample ballot.

Counties to Provide to ES&S The following information can be faxed: The following information can be faxed: Immediately forward the list of federal, statewide, judicial and legislative candidates along with your respective county candidates and issues to ES&S. the number and names of precincts the number and names of precincts the number of registered voters by precinct the number of registered voters by precinct specify ballot style to be used for absentee precinct(s) (if applicable). specify ballot style to be used for absentee precinct(s) (if applicable). instruct ES&S where the files for printing should be sent instruct ES&S where the files for printing should be sent

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

Ballot Format Modifications Modification of the format may be necessary depending on county candidates and issues. Modification of the format may be necessary depending on county candidates and issues. Other than inserting the office title of a county office not on the sample ballot - modification of the ballot should be approved by the Secretary of State. Other than inserting the office title of a county office not on the sample ballot - modification of the ballot should be approved by the Secretary of State.

Ballot Rotation ES&S will use the Minnesota algorithm in rotating candidates on optical scan ballots. ES&S will use the Minnesota algorithm in rotating candidates on optical scan ballots. Number of registered voters by precinct is required. Number of registered voters by precinct is required.

Ballot Proofing ES&S will prepare a proof for each ballot style. ES&S will prepare a proof for each ballot style. Proofs are ed and checked by the County Clerk. Proofs are ed and checked by the County Clerk.

ES&S Ballot Approval County Clerk has the sole responsibility for approving the ballot files to be used by the printer in the printing of ballots. County Clerk has the sole responsibility for approving the ballot files to be used by the printer in the printing of ballots. ES&S will the approved files to the designated printer. ES&S will the approved files to the designated printer.

Printer County provides printer with: County provides printer with: Sample ballot. Sample ballot. Number of Precincts Number of Precincts Number of ballots required for each precinct. Number of ballots required for each precinct. Instructions to forward Secretary of State a specified number of ballots from one precinct for use in preparing a test deck. Instructions to forward Secretary of State a specified number of ballots from one precinct for use in preparing a test deck.

Ballot Approval Printer will provide a proof, prior to printing, of each ballot style. Printer will provide a proof, prior to printing, of each ballot style. County will sign-off on proofs for printing of ballots. County will sign-off on proofs for printing of ballots.

Printing Absentee Ballots Depending on time constraints, printer may only initially print absentee ballots in order to facilitate timely absentee voting. Depending on time constraints, printer may only initially print absentee ballots in order to facilitate timely absentee voting. Goal is to allow 45 days ballot transit time Goal is to allow 45 days ballot transit time

ES&S Test Deck ES&S provides chip/memory pacs or e- mails program for scanner(s) ES&S provides chip/memory pacs or e- mails program for scanner(s) ES&S provides test ballots for each precinct. ES&S provides test ballots for each precinct.

SOS Test Deck Secretary of State provides a test deck with predetermined results for one precinct. Secretary of State provides a test deck with predetermined results for one precinct. Secretary of State instructs clerk to create a similar test deck for each precinct. Secretary of State instructs clerk to create a similar test deck for each precinct.

Precinct Testing Clerk marks ballots for each precinct and tabulates. Clerk marks ballots for each precinct and tabulates. Individual precinct testing is done upon receipt of chip/memory pac(s) or ed program. Individual precinct testing is done upon receipt of chip/memory pac(s) or ed program.

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

Public Logic and Accuracy Test Done after the pre-testing of the tabulation equipment Done after the pre-testing of the tabulation equipment Using the Test Deck provided by the Secretary of State Using the Test Deck provided by the Secretary of State Notify political party representatives, candidates and public that they may attend Notify political party representatives, candidates and public that they may attend On election night before tabulation and after tabulation On election night before tabulation and after tabulation

General Election July Begin communication with ES&S and Printer for General Election Begin communication with ES&S and Printer for General Election Counties may send Memory PACs back to ES&S after the deadline to file for a recount or a contest of election has expired. Counties may send Memory PACs back to ES&S after the deadline to file for a recount or a contest of election has expired.

Printing Agreement Confirm Printing Agreement with Printer Confirm Printing Agreement with Printer Printer needs time to order ballot paper stock. Printer needs time to order ballot paper stock.

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

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

Ballot Format Modifications Modification of the format may be necessary depending on county candidates and issues. Modification of the format may be necessary depending on county candidates and issues. Modification of the ballot should be approved by the Secretary of State. Modification of the ballot should be approved by the Secretary of State.

Ballot Printing The same process followed in the primary election should be followed in the printing of the general election ballot. The same process followed in the primary election should be followed in the printing of the general election ballot. Note: In addition to proofing candidate names, text on statewide measures should be proofed with text on sample ballot. Note: In addition to proofing candidate names, text on statewide measures should be proofed with text on sample ballot.

Counting Center Establish and follow procedures Establish and follow procedures Receiving Board Receiving Board Log In Board Log In Board Ballot Preparation Board Ballot Preparation Board Duplication Board Duplication Board Scanner Operator Scanner Operator Write-in Board Write-in Board

Receiving Board Receive the sealed ballot container Receive the sealed ballot container Record Record Precinct Precinct Time Received Time Received Seal Number Seal Number Name of Individual Delivering Name of Individual Delivering Name of Individual Receiving Name of Individual Receiving

Log In & Ballot Preparation Boards Log In Board Log In Board Record Precinct Record Precinct Break Seal and Remove Ballots Break Seal and Remove Ballots Preparation Board Preparation Board Prepare ballots for scanning Prepare ballots for scanning

Scanner Operator Record precinct and time received Record precinct and time received Check that Only the Following Sort Switches are Selected: Check that Only the Following Sort Switches are Selected: BLANK BALLOT (always) BLANK BALLOT (always) WRITE-IN (only if a write-in is declared) WRITE-IN (only if a write-in is declared)

Scanner Operator (cont.) Options for processing duplicate ballots Options for processing duplicate ballots (be sure to turn off Blank Ballot Switch) 1. Proceed with the scanning of all precincts. All duplicate ballots will go back to the scanner for a second pass at one time. 2. Wait until ballots are returned from duplication board to finish processing precinct.

Scanner Operator (cont.) Record the time all ballots (including duplicate ballots – under option 1) have been processed. Record the time all ballots (including duplicate ballots – under option 1) have been processed. Record the total number of ballots counted, by precinct, under options 1 and two. Record the total number of ballots counted, by precinct, under options 1 and two.

Duplication Board Duplicate Duplicate Damaged ballots Damaged ballots Ballots marked with a non-detectable marker Ballots marked with a non-detectable marker Identify original and duplicate ballot with precinct and identifying number Identify original and duplicate ballot with precinct and identifying number Return the new reproduced ballot to scanning operator Return the new reproduced ballot to scanning operator

Write-in Board Record the number of write-in votes for declared candidates Record the number of write-in votes for declared candidates For each individual For each individual By precinct By precinct Place the write-in ballots, which have been processed, into the ballot container Place the write-in ballots, which have been processed, into the ballot container

Tabulation Complete All ballots should be sealed in precinct container. All ballots should be sealed in precinct container. Election night reporting thru the Internet Election night reporting thru the Internet