A Quick Guide to the Procedures for Operating

the Voting Equipment in Your Precinct

Michigan Department of State

Bureau of Elections

Opening the Polls

Step 1.  Verify that the tabulator serial number and the tabulator seal number agree with the Clerk’s Preparation Certificate (front of Poll Book). Do not remove the tabulator seal.

Step 2.  Unlock the lid (top) of the ballot container and verify that all three compartments are empty: Auxiliary Compartment (left side), Write-in Compartment (center), Main Compartment (right side). Close and lock the lid and verify that the Auxiliary Compartment access door (side bottom) is closed and locked (side top).

Step 3.  Unlock and remove the metal ballot entry plate. Store the metal plate in the storage slot.  Make certain that the lock mechanism is in the open position so the ballot path is not blocked.

Step 4.  Unlock and open the front door (top front) of the ballot container and slide the AccuVote tabulator into position on top of the ballot container using the guide rails.

Step 5.  Position the tabulator near an electrical outlet. In selecting a suitable location keep in mind that the secrecy of the ballots must be ensured. Remove the power cord from the storage compartment (top, rear of ballot container) connect the power cord to the back of the tabulator, feed the end of the cord through the power cord chute at the back of the container, and plug it into the outlet.

Step 6.  Unlock and remove the printer compartment door (top of tabulator). Using the on/off switch, turn the tabulator on; a Zero Report will automatically print out. Proof the ballot by comparing all offices, candidates, proposals (if any) and voting instructions printed on the Zero Report against an official ballot and an instruction ballot. Close attention must be paid to the spelling of candidates’ names. Also, all totals must be zero at this time.

Exception: It is acceptable for the order of the candidate names on the Zero Report to differ from the order of the names on the official ballot and instruction ballot. Do not remove the tape at this time.

Step 7.  Sign the bottom of the Zero Report tape on the blank lines provided. Fold the tape and store inside the printer compartment. Close and lock the printer compartment door.

Step 8.  "Need Another Printout?" will appear in the LCD display window (front of tabulator). To respond, press the "No" button (front of tabulator); no additional copies of the Zero Report are needed. Close and lock the front door (top front) of the ballot container; this secures the tabulator in position. Verify that your precinct # and a public count of 0 ( zero) appear on the LCD display window. Throughout the election, the public count will increase by 1 (one) for each ballot counted.

Step 9.  Sign the "Election Inspectors’ Preparation Certificate" (front of Poll Book).

Immediately notify the clerk of any problems.

Closing the Polls

The polls officially close at 8:00 p.m. Any voter standing in line at 8:00 p.m. must be allowed to vote.

After all ballots have been tabulated, including absentee ballots (if counted in the precinct), and ballots which required duplication, complete the following steps:

Step 1.  Compare the Public Counter total to the total number of voters who were issued a ballot according to the poll lists (Poll Book and completed Applications to Vote). The two numbers must agree. If any discrepancies exist, enter an explanation on the "Remarks" page of the Poll Book.

Step 2.  Unlock and open the front door (top front) of the ballot container.

Step 3.  Unlock and remove the printer compartment door (top of tabulator).

Step 4.  Remove the "Precinct Ender Card" from your supplies. With both the "Yes" and "No" buttons depressed, insert the ender card into the tabulator. A Totals Report will immediately print out.

Step 5.  Locate the "Ballots Cast Summary" and check the following Totals Report items: "Ballots Cast Total" (this number should equal the Public Counter total and poll list totals). Check "Write-In Ballots" (total number of ballots which contained 1 (one) or more write-in votes) to determine if write-in votes were cast.

Step 6.  Total votes cast for each office, candidate, write-in position, and "Yes" and "No" on proposals (if any) will print followed by a certification statement.  "Need Another Copy?" will appear in the LCD display window (front of tabulator); press the "Yes" button (front of tabulator) for additional copies. A minimum of 3 copies are needed for most elections. Once the necessary copies are printed, press the "No" button.  All inspectors must sign the certification statement appearing at the end of each copy.

Step 7.  All valid write-in votes are tallied on the Write-in Tally page (back of Poll Book). Remove all ballots from the Write-in Compartment (center) and the Main Compartment (right side).  Visually inspect each ballot removed from the Write-in Compartment and the Main Compartment for the presence of valid or in-valid write-in votes; these ballot will require additional processing. Refer to "Write-In Votes" (Validity Standards)" in the "What Ifs" section of this guide.

Step 8.  If "Print Summary Totals?" displays -- press the "No" button.   "Move Ballot Deflector?" will display -- press the "No" button.  "Ready to Turn Unit Off?" will display -- press the "Yes" button.  Using the On/Off switch, turn the tabulator off.

Step 9.  Complete the Statement of Votes. Prepare each copy as follows:

• Attach a signed Totals Report to each copy of the Statement of Votes.
• Enter the total write-in votes cast for each office and candidate by transferring this information from the Write-in Tally page (back of Poll Book).
• Enter or attach the language of any proposals which appeared on the ballot.
• Record the number on the seal used to secure the approved ballot container in which all ballots used in the election and all un-used ballots have been placed. (Include special envelopes containing all Spoiled, Defective and Duplicated ballots.)
• Return each completed Statement of Votes as follows: #3 Envelope - 1 Statement of Votes with first (longest) Totals Report attached, #1 and #2 Envelopes - 1 Statement of Votes each with second and third copies of Totals Report attached.

What Ifs

The following "What If" scenarios and recommended actions represent exceptions to the general procedures which are carried out at the polls on election day. It is important to note that regardless of the situation, the polls must remain open for voting.

Power Outage

Unlock Auxiliary Compartment (side top). Continue issuing ballots; voted ballots are deposited into Auxiliary Compartment by an election inspector. Ballots deposited into Auxiliary Compartment are not removed and tabulated until after 8:00 p.m.

Ballot Jam

Read error message and compare Public Counter total to voter number (voter’s line # in Poll Book) to determine if ballot was counted. If counted (voter number and Public Counter agree) pull ballot through tabulator and out bottom; deposit ballot in the Main Compartment (right side) with other counted ballots (exception: if ballot contains write-in votes, deposit in Write-in Compartment (center)). If not counted (voter number is one less than Public Counter) pull ballot out of tabulator by pulling toward you.

Spoiled Ballot

Read error message and explain to voter. Instruct voter to inspect his/her ballot to verify problem. Offer voter a new ballot. Write "Spoiled" on original ballot and in remarks column next to voter’s name in Poll Book. Record new ballot # to original Application to Vote and original Poll Book entry. The voter places spoiled ballot in special envelope. If voter is unwilling to re-vote and insists that ballot be processed as is, the error must be overridden. Unlock and open front door (top front) of ballot container. With the "Yes" button depressed, ask voter to insert ballot into tabulator. The ballot will be accepted and Public Counter will increment; only properly cast votes will count. Close and lock front door.

Defective Ballot

Read error message and explain to voter. Apologize to voter for inconvenience and offer voter a new ballot. Write "Defective" on original ballot and in remarks column in Poll Book. Ask voter to place ballot into special envelope. Issue a new ballot following spoiled ballot procedure. If voter is unwilling to re-vote, open Auxiliary Compartment (top side). Write "Defective" on ballot and deposit in Auxiliary Compartment.

Assure voter that his/her votes will be counted. (The ballot will be duplicated after 8:00 p.m.)

Ballots Requiring Duplication

Ballot duplications are not made until after 8:00 p.m. A ballot must be duplicated if it falls into one of the following three categories:

• Defective and voter is un-willing to re-vote
• During a power outage ballot was voted using a marking tool that tabulator does not recognize or voter attempted to correct ballot by crossing out or erasing markings
• If absent voter ballots are being processed, an absent voter ballot voted using a marking tool that tabulator does not recognize or that voter attempted to correct by crossing out or erasing. Complete the following steps:

Step 1.  Remove all ballots from Auxiliary Compartment (left side). Separate ballots marked "Defective" from other ballots. Attempt to tabulate each ballot in "other" category. Some ballots may be accepted by tabulator and will not require duplication. This will apply to properly voted ballots placed into Auxiliary Compartment during power outage.

Verify all error messages. If condition described in error message actually exists (ballot is un-voted (blank), over voted or cross-over voted) error must be overridden. Unlock and open front door (top front) of ballot container. With the "Yes" button depressed, insert ballot into tabulator. The ballot will be accepted; only properly cast votes will count. If condition described in error message does not exist but resulted from an improper marking tool being used or an attempt by the voter to correct the ballot by crossing out or erasing markings, the ballot must be duplicated along with any "Defective" ballots.

Step 2.  Count out a number of unused ballots equal to number of ballots to be duplicated. At top of first ballot to be duplicated write "1" and at top of replacement ballot write "Dup 1."  Follow same numbering system for remaining ballots, e.g.: "2" - "Dup 2," "3" - "Dup 3."

Step 3.  Use a reader-checker process with 2 inspectors of differing political party preference. One inspector calls votes from original ballot as second inspector records votes to duplicate ballot. Always double check your work. Following the "Standards for Valid and Invalid Ballot Markings" record all "valid" ballot markings to duplicate even if original ballot is over voted and/or cross-over voted, or marks appear in write-in positions where no names are written in.

Step 4.  Tabulate each duplicate; follow override procedures described above as necessary to process over voted or cross-over voted ballots.

Write-In Votes (Validity Standards)

The following validity standards and procedures must be adhered to for each office in which a write-in vote is cast.

Step 1. Determine if the write-in vote is valid. To be valid the voter must have: A) written in, or affixed by means of a sticker, in the blank space provided for this purpose, the name of a "Declared" write-in candidate for that office, and B) cast the vote by making a mark in the corresponding oval.

Note: While a write-in vote cast for an individual who is not a Declared write-in candidate for that office, including a candidate whose name is already printed on the ballot for the same office, is invalid, it may require additional special handling; refer to "Special Handling" instructions below.

If standard A and B above are met, the write-in vote is valid; proceed to Step 2. If standard A above is met but standard B is not, the write-in vote is invalid; return the ballot with those which did not contain a write-in vote.

Exception:  If one or more additional offices contain a write-in vote, this same procedure, beginning with Step 1 above, must be repeated for each office involved.

Step 2. Determine if the valid write-in vote caused an over vote. An over vote results when the number of valid write-in votes cast, combined with the votes cast for candidates whose names are printed on the ballot, exceed the total number of votes allowed for the office.

Step 3. If the election is a partisan primary, also determine if the partisan section of the ballot is cross-over voted. A cross-over vote results when valid votes are cast within the partisan section of the ballot in more than one party column.

If the valid write-in vote caused an over vote or is affected by a cross-over vote, do not tally the vote on the Write-in Tally page in the Poll Book; return the ballot with those which did not contain a write-in vote. If one or more additional offices contain a writein vote, these same procedures, beginning with Step 1 above, must be repeated for each office involved.

If the valid write-in vote did not cause an over vote and is not affected by a cross-over vote, tally the vote on the Write-in Tally page in the Poll Book. If one or more additional offices contain a write-in vote, these same procedures, beginning with Step 1 above, must be repeated for each office involved.

Remember, only valid write-in votes that meet the above standards are tallied on the Write-In Tally page in the Poll Book; the total valid write-in votes are then transferred to the Statement of Votes. A candidate’s name must be recorded as entered by the voter; a separate record is made for each variation used by voters, e.g.: Bob Smith, Trustee, 3 votes - Robert Smith, Trustee, 2 - Mr. Smith, Trustee, 6 votes.

Special Handling

If a write-in vote is cast for an individual who is not a Declared write-in candidate for that office, including a candidate whose name is already printed on the ballot for the same office, it is invalid and is not tallied in the Poll Book. If the invalid write-in vote is the only vote cast for the office, additional special handling is not required; return the ballot with those which did not contain a write-in vote. However, if in addition to the invalid write-in vote the voter cast one or more votes for the same candidate(s) and/or other candidates on the ballot for the same office, or, if at a general election, cast a "Straight Party" vote by making a mark in the oval at the top of the same party column that the write-in vote appears in, any additional vote(s) for the same office may be valid; proceed to Step 1 below.

Step 1. Determine if the office is over voted. Do not consider any invalid write-in votes when making this determination. An over vote results when the number of valid votes cast for an office, minus any invalid write-in votes, exceed the total number of votes allowed for the office.

Step 2. If the election is a partisan primary, also determine if the partisan section of the ballot is cross-over voted. Do not consider any invalid write-in votes when making this determination. A cross-over vote results when valid votes, minus any invalid write-in votes, are cast within the partisan section of the ballot in more than one party column. If the office is over voted or the votes cast for the office are affected by a cross-over vote, the votes are invalid; return the ballot with those which did not contain a write-in vote.

Exception:  If one or more additional offices on the same ballot contain a write-in vote, these same procedures, beginning with Step 1 ["Write-In Votes" (Validity Standards)] above, must be repeated for each office involved. If the office is not over voted and the votes cast for the office are not affected by a cross-over vote, the votes cast for the candidate(s) under the office must be manually added to the total vote received by the candidate(s); the Totals Tapes must be corrected.  Complete the following procedures:

Procedures for Correcting Vote Total(s)

• Do not duplicate or re-tabulate the ballot. Instead, the Totals Tape must be manually corrected. To make the correction, locate on the Totals Tape the name of any candidate who is entitled to the additional vote; then in ink, next to the name of each candidate involved, write "+1" and the new corrected vote total. All copies of the Totals Tape must be corrected in this manner.

• If one or more additional offices on the same ballot contain a write-in vote, these same procedures, beginning with Step 1 above, must be repeated for each office involved. If not, return the ballot with those which did not contain a write-in vote.

• If one or more additional offices on the same ballot contain a write-in vote, these same procedures, beginning with Step 1 ["Write-In Votes" (Validity Standards)] above, must be repeated for each office involved. If no additional offices on the same ballot contain a write-in vote, return the ballot with those which did not contain a write-in vote.

Determing the Validity of AccuVote Ballot Markings

On occasion, it will be the responsibility of boards of election inspectors to rule on the validity of ballot markings. Such rulings will be necessary when absent voter ballots are being processed and when the board is required to duplicate defective ballots. The following Standards are provided to assist election inspectors determine the validity of votes cast on AccuVote ballots. It merits emphasis that the proper way to indicate a vote on an optical scan ballot is to make a mark within the "target area" designated for casting a vote. Thus, any markings that are inconsistent with this standard are not counted as votes regardless of what appears to be the "voter’s intent."

• Valid AccuVote Ballot Markings Standard: There is a mark within the "target area" designated for casting a vote and it is "clearly evident that the intent of the voter was to cast a vote."

• Invalid AccuVote Ballot Markings Standard: A mark does not appear within the "target area" designated for  asting a vote.

As a final responsibility, all ballots used in the election must be placed under proper security. Under the Rules for Electronic Voting Systems all ballots must be sealed into an approved ballot container where they will remain for 30 days after official canvas and certification of the election results. The security period may be extended if a recount is in progress, a defect in the ballot or tabulator is being investigated, if ordered by the court, or if  rescribed by the Secretary of State.

Note: A ballot bag is not an approved ballot container. If instructed by your clerk, ballots may be sealed into a ballot bag, however, the bag must then be sealed into an approved ballot container as demonstrated above.