California Use Procedures

user S TAT E O F C A L I F O R N I A 1.0.3 -V TABLE OF CONTENTS Opening Procedures ........................................................................................................................6 Printer Setup ..................................................................................................................................7 Poll Pad Setup ................................................................................................................................9 Poll Pad Icons .................................................................................................................................12 Processing Voters ............................................................................................................................13 Scan Barcode ................................................................................................................................14 Manual Entry ..................................................................................................................................16 Advanced Search ..........................................................................................................................19 Provisional Process ........................................................................................................................24 Vote By Mail Ballot Sent .................................................................................................................26 Vote By Mail Ballot Received .........................................................................................................27 Voted ..............................................................................................................................................28 Inactive .....................o......p.......e.......n......i...n......g....... ...p......r....o.......c......e......d.......u.......r....e......s...................29 Wrong Location .............................................................................................................................30 Curbside Voting .............................................................................................................................31 Voter Requires Assistance .............................................................................................................32 Registration Update.......................................................................................................................33 Conditional Voter Registration ......................................................................................................36 Primary Election .............................................................................................................................39 Closing Procedures ..........................................................................................................................42 Secure Poll Pad Supplies ...............................................................................................................43 Troubleshooting ...............................................................................................................................45 Charging Poll Pad ..........................................................................................................................46 iOS Update ....................................................................................................................................46 Opening Poll Pad ...........................................................................................................................47 Poll Pad Screen is Unprespronosivec .....e.......s.....s......i...n.......g...... ...v......o......t....e......r.....s..............................47 Barcode Not Scanning ..................................................................................................................47 Voter Not Found ............................................................................................................................48 Printer Not Printing ........................................................................................................................48 Lost Printer Bluetooth Connection ................................................................................................48 Advanced Functions .......................................................................................................................51 Main Menu Key ..............................................................................................................................52 Ballot Inventory ..............................................................................................................................53 Contact Support Text/Video Messages ........................................................................................55 Election Worker Sign In/Sign Out ..................................................................................................59 Add/Edit Election Worker ..............................................................................................................61 Precinct Finder ...............................................................................................................................65 Status Report ............c......l...o......s......i...n......g....... ...p......r....o.......c......e......d.......u.......r....e......s........................67 Summary Report ............................................................................................................................68 Training Materials ..........................................................................................................................69 Voter Wait Time .............................................................................................................................70 Multi Language ..............................................................................................................................72 Lead Judge Scenarios ....................................................................................................................73 Cancel Voter Check-in ..................................................................................................................74 Spoil Ballot .....................................................................................................................................76 Mark Voter Absentee .....................................................................................................................77 Reprint Receipt ..............................................................................................................................78 Admin Operations ...........................................................................................................................79 Importing Voter File .......................................................................................................................80 Importing Help Files .......................................................................................................................82 Training Mode ...........h......e.......l...p...... ...d.......e......s......k.........................................................................84 Export Voter History.......................................................................................................................86 Audit Logging ................................................................................................................................87 QR Code and Voter File Import ......................................................................................................89 Accessibility .....................................................................................................................................92 Speak Text .....................................................................................................................................93 Voice Over ...........................................................................................S..t..a..t.e.. .o..f. .C...a..l.if..o..r.n..i.a.. .|. .P..o..l.l. .P..a9d4 Guide 3 Multi Language ..............................................................................................................................95 meet the ➊1 Green Case ➋2 Poll Pad ➌3 Poll Pad Base (stand arm & printer cords are located under base) ➍4 Lightning to USB Cable & USB Power Adapter ➎5 (2) Stylus ➏6 ID Tray ➐7 Printer ➑8 Screen Cloth State of California | Poll Pad Guide 5 6 Poll Pad Guide | State of California OPENING PROCEDURES | PRINTER SETUP ❶ LOCATE PRINTER Open the transport case and remove printer, adapter, and power cord. ❷ CONNECT TO POWER ADAPTER Connect the power cord to the power adapter. NOTE: Ensure secure connection. ❸ CONNECT TO PRINTER Plug the connector into the back of the printer. NOTE: Ensure secure connection. State of California | Poll Pad Guide 7 OPENING PROCEDURES | PRINTER SETUP ❹ PLUG PRINTER INTO OUTLET Plug the printer into a wall outlet. NOTE: Make sure your check-in table is close to the wall outlet or you have an extension cord available. ❺ TURN PRINTER ON The ON/OFF switch is located on the left side of the printer. If you do not see a green power light on the front panel, check the power cord connections and make sure the outlet has power. ❻ STAND ARM To attach the stand arm to the Poll Pad shell, press the buttons on the side of the arm and place in circular opening. Release buttons and rotate the arm until it clicks. 8 Poll Pad Guide | State of California OPENING PROCEDURES | POLL PAD SETUP ❼ CONNECT ARM TO BASE Place stand arm into Poll Pad base. Once attached, rotate Poll Pad making sure the camera is on top, oriented in a landscape position. ❽ ATTACH PHOTO ID TRAY Attach the ID tray to the Poll Pad using the mounting clip. Once attached, insert stylus into the holding slot. Adjust the Poll Pad to a suitable angle. ❾ POWER ON POLL PAD Press the power button on the top left edge of the unit until you see the Apple icon, then release. The Poll Pad will power on, and the Poll Pad application will launch automatically. NOTE: Poll Pad will automatically power on if connected to AC power. State of California | Poll Pad Guide 9 OPENING PROCEDURES | POLL PAD SETUP ❼10 APPLICATION LAUNCHES Press the application icon at the bottom of the screen. When the application launches, you will be directed to your county’s homepage. ❼11 HOME SCREEN CHECKLIST • Name of jurisdiction • Election name and date • IMPORTANT: Verify polling place location is correct • Checkin Count = 0 • Battery life is close to full (90% or greater) ❾12 CONNECT & TEST PRINT A green printer icon on the Poll Pad means you are connected to the printer. Press the green printer icon and press Print Test Receipt and a sample receipt will print. 10 Poll Pad Guide | State of California OPENING PROCEDURES | POLL PAD SETUP ❾13 GET STARTED At the bottom of the home screen, press GET STARTED. ❼14 READY TO PROCESS VOTERS You are now ready to begin processing voters. State of California | Poll Pad Guide 11 OPENING PROCEDURES | POLL PAD ICONS PRINTER ICONS & COLORS Poll Pad is paired with the printer. A receipt will print out for checked-in voters and those who are in the wrong precinct. Poll Pad recognizes the printer and is currently in the process of pairing with the device. Poll Pad is not paired with the printer. Select the printer icon, followed by Pair and Connect. MULTI-PEER ICONS & COLORS Poll Pad is currently connected and synchronizing with the other precinct Poll Pads. The number inside of the blue circle indicates the number of 2 precinct units the Poll Pad is connected to. Poll Pad recognizes the presence of other precinct Poll Pads but is not connected to or synchronizing with these units. The Poll Pad is currently disconnected and not synchronizing with the other precinct Poll Pads. Poll Pad will continue to work and check in voters. Contact your Election Authority. CLOUD SYNC ICONS & COLORS Poll Pad is currently connected to and synchronizing with the central election database. Poll Pad is in the process of connecting to the central election database. The Poll Pad is currently disconnected and not synchronizing with the other precinct Poll Pads. Poll Pad will continue to work and check in voters. Contact your Election Authority. 12 Poll Pad Guide | State of California State of California | Poll Pad Guide 13 PROCESSING VOTERS | SEARCH BY SCAN BARCODE ❶ VERIFY VOTER'S INFO Ask the voter to provide an acceptable form of ID. After verifying that the voter's ID is valid, start the check-in process by pressing SCAN BARCODE. ❷ SCAN BARCODE A live image of the tray displays on-screen. Place the barcode facing the camera onto the tray. NOTE: If the camera is unable to scan the barcode the Poll Pad will display "Barcode Not Found." If this occurs, find the voter using the manual search method. ❸ VOTER CONFIRMATION Once the barcode is recognized, the screen displays the voter’s information. Optional: Press SPEAK to play audio of voter’s information through Poll Pad speakers. If all information is correct, press ACCEPT. 14 Poll Pad Guide | State of California PROCESSING VOTERS | SEARCH BY SCAN BARCODE ❹ VOTER SIGNATURE Rotate the Poll Pad to the voter to complete their oath and capture signature. Optional: Press LISTEN TO OATH to play audio of oath through Poll Pad speakers. Once complete, rotate back and press DONE SIGNING. ❺ ELECTION WORKER CONFIRMATION The ELECTION WORKER CONFIRMATION screen displays. The election worker verifies and confirms that all information is correct. If correct, press SUBMIT. ❻ PROCESSED VOTER Good job! You successfully processed the voter. Follow polling place protocol to direct voter to next polling station. State of California | Poll Pad Guide 15 PROCESSING VOTERS | SEARCH BY MANUAL ENTRY ❶ SEARCH BY NAME Press MANUAL ENTRY to locate the voter by using their first and last name. ❷ ENTER VOTER'S NAME Use the on-screen keyboard to enter the first three (3) letters of the voter’s last and first name, then press Search. To narrow search results, use House Number and Street Name fields in combination with First Name and Last Name fields. ❸ SELECT VOTER'S RECORD Records matching the search criteria display on- screen. Locate the voter's record and verify it does not contain any exceptions, then select the voter by touching their record. 16 Poll Pad Guide | State of California PROCESSING VOTERS | SEARCH BY MANUAL ENTRY ❹ VOTER CONFIRMATION The voter’s information is displayed on-screen. Optional: Press SPEAK to play audio of voter’s information through Poll Pad speakers. Verify the information is correct. If so, press ACCEPT. ❺ VOTER SIGNATURE Rotate the Poll Pad to the voter to complete their oath and capture signature. Optional: Press LISTEN TO OATH to play audio of oath through Poll Pad speakers. Once complete, rotate back and press DONE SIGNING. ❻ ELECTION WORKER CONFIRMATION The ELECTION WORKER CONFIRMATION screen displays. The election worker verifies and confirms that all information is correct. If correct, press SUBMIT. State of California | Poll Pad Guide 17 PROCESSING VOTERS | SEARCH BY MANUAL ENTRY ❼ PROCESSED VOTER Good job! You successfully processed the voter. Follow polling place protocol to direct voter to next polling station. 18 Poll Pad Guide | State of California PROCESSING VOTERS | ADVANCED SEARCH ❶ VOTER NOT FOUND If Scan Barcode and Manual Entry have been used and the voter cannot be found, a pop-up displays: No Records Found. Press Ok to go back to VOTER LOOKUP. ❷ ADVANCED SEARCH From the VOTER LOOKUP screen, press the ADVANCED SEARCH button. NOTE: ADVANCED SEARCH options can be combined along with voter’s name and address entry fields when searching for a voter’s record. ❸ SEARCH BY Look up the voter by using DOB (DATE OF BIRTH),ADDRESS, LICENSE NUMBER, VOTER ID, LOCATION CODE, or STATUS. Press DONE on the keyboard, then Search. If voter is found using ADVANCED SEARCH, follow same protocol as scan barcode/manual entry to process voter. State of California | Poll Pad Guide 19 PROCESSING VOTERS | ADVANCED SEARCH ❶ DOB ADVANCED SEARCH Press the ADVANCED SEARCH button. The ADVANCED SEARCH option bar will display. Press DOB. ❷ ENTER DATE OF BIRTH Enter the voter’s Date of Birth. Press Done, then press Search. ❸ SELECT VOTER RECORD Voter records matching the DOB will display. Select the correct voter’s record to proceed. 20 Poll Pad Guide | State of California PROCESSING VOTERS | ADVANCED SEARCH ❶ ADDRESS ADVANCED SEARCH Press ADDRESS on the ADVANCED SEARCH option bar. The STREET NAME* field will display. Begin entering the voter’s address street name. Matching entries will display in a list below. Select the correct address. ❷ ENTER ADDRESS The entire address will populate in the STREET NAME* field. Press Search. ❸ SELECT VOTER RECORD The matching voter record will display. Press the voter’s record to proceed. State of California | Poll Pad Guide 21 PROCESSING VOTERS | ADVANCED SEARCH ● VOTER ID ADVANCED SEARCH Press VOTER ID on the ADVANCED SEARCH option bar. Enter the voter’s Voter ID number in the VOTER ID field. Press Done, then Search. Select the voter’s record to proceed. ● LOCATION CODE ADVANCED SEARCH Press LOCATION CODE on the ADVANCED SEARCH option bar. Enter the precinct in the GROUP field and the split in the SUBGROUP field. ● LOCATION CODE ADVANCED SEARCH Press Search. Voter records matching the criteria will display below. Select the correct voter’s record to proceed. 22 Poll Pad Guide | State of California PROCESSING VOTERS | ADVANCED SEARCH ● STATUS ADVANCED SEARCH Press STATUS on the ADVANCED SEARCH option bar. Select a STATUS and/or ABSENTEE STATUS. Press Search. ● STATUS ADVANCED SEARCH Voter records matching the criteria will display below. Select the correct voter’s record to proceed. State of California | Poll Pad Guide 23 PROCESSING VOTERS | PROVISIONAL PROCESS ❶ LOOK UP VOTER Look up the voter’s record using either the SCAN BARCODE or MANUAL ENTRY instructions. The election worker will confirm all information on the screen. If the voter fails to meet requirements to be processed, they must vote a special ballot. Press Provisional. ❷ PROCESS AS PROVISIONAL Select a reason from the drop-down and, if available, enter voter’s phone number. Phone number is NOT a required field. When finished, press APPLY. ❸ VOTER CONFIRMATION A new screen will display with a PROVISIONAL red banner. The election worker will confirm all information on the screen. Optional: Press SPEAK to play audio of voter’s information through Poll Pad speakers. Press ACCEPT to continue voter checkin. 24 Poll Pad Guide | State of California PROCESSING VOTERS | PROVISIONAL PROCESS ❹ SIGNATURE CONFIRMATION Rotate the Poll Pad to the voter to complete their oath and capture signature. Optional: Press LISTEN TO OATH to play audio of oath through Poll Pad speakers. Once complete, rotate back and press DONE SIGNING. ❺ ELECTION WORKER CONFIRMATION The ELECTION WORKER CONFIRMATION screen displays. The election worker verifies and confirms that all information is correct. If correct, initial in provided field and press SUBMIT. ❻ PROCESSED VOTER Good job! You successfully processed the voter. Follow polling place protocol to direct voter to next polling station. State of California | Poll Pad Guide 25 PROCESSING VOTERS | VOTE BY MAIL BALLOT SENT ❶ LOOK UP VOTER Look up the voter's record using either SCAN BARCODE or MANUAL ENTRY instructions. ❷ LOCATE VOTER'S RECORD Records matching the search criteria display on- screen. The voter's record contains a status that reads VBM Ballot Sent. Press voter record. ❸ FOLLOW PROMPT A prompt will display with instructions on how to process the voter. Select the appropriate button option to proceed. 26 Poll Pad Guide | State of California PROCESSING VOTERS | VOTE BY MAIL BALLOT RECEIVED ❶ LOOK UP VOTER Look up the voter's record using either SCAN BARCODE or MANUAL ENTRY instructions. ❷ LOCATE VOTER'S RECORD Records matching the search criteria display on- screen. The voter's record contains a status that reads VBM Ballot Received. Press voter record. ❸ FOLLOW PROMPT A prompt will display with instructions on how to process the voter. Select the appropriate button option to proceed. State of California | Poll Pad Guide 27 PROCESSING VOTERS | VOTED ❶ LOOK UP VOTER Look up the voter's record using either SCAN BARCODE or MANUAL ENTRY instructions. ❷ LOCATE VOTER'S RECORD Records matching the search criteria display on- screen. The voter's record contains a status that reads Voted. Press voter record. ❸ FOLLOW PROMPT A prompt will display with instructions on how to process the voter. Select the appropriate button option to proceed. 28 Poll Pad Guide | State of California PROCESSING VOTERS | INACTIVE ❶ LOOK UP VOTER Look up the voter's record using either SCAN BARCODE or MANUAL ENTRY instructions. ❷ LOCATE VOTER'S RECORD Records matching the search criteria display on- screen. The voter's record contains a status that reads Inactive. Press voter record. ❸ FOLLOW PROMPT A prompt will display with instructions on how to process the voter. Select the appropriate button option to proceed. State of California | Poll Pad Guide 29 PROCESSING VOTERS | WRONG LOCATION ❶ LOOK UP VOTER Look up the voter's record using either SCAN BARCODE or MANUAL ENTRY instructions. ❷ LOCATE VOTER'S RECORD If the voter is at the wrong polling location, their record will be highlighted in gray and contain a status that reads Wrong Location. Press voter record. ❸ PROVIDE DIRECTIONS The Wrong Location screen displays stating, “[Voter’s Name] is in the Wrong Location”. Correct polling place name and address are displayed. Use the buttons on the right to provided voter with correct polling place information. Press GO BACK then START OVER on the following screen. Note: A map will display if using Wi-Fi connectivity at polling place. 30 Poll Pad Guide | State of California PROCESSING VOTERS | CURBSIDE VOTING ❶ CURBSIDE VOTING If a voter must vote curbside, a Curbside checkbox is found on the ELECTION WORKER CONFIRMATION screen. Press the Curbside checkbox. Continue voter checkin. ❷ PROCESSED VOTER Good job! You successfully processed the voter. Follow polling place protocol to direct voter to next polling station. State of California | Poll Pad Guide 31 PROCESSING VOTERS | VOTER REQUIRES ASSISTANCE ❶ VOTER ASSISTANCE If a voter requires assistance, an Assistance Required checkbox is found on the ELECTION WORKER CONFIRMATION screen. Press the Assistance Required checkbox. ❷ ASSISTANT SIGNATURE A pop-up will instruct the assistant to sign in the box below. Once signed, the election worker presses CONTINUE. The election worker then verifies the voter’s information and ballot style. Optional: Press LISTEN TO OATH to play audio of oath through Poll Pad speakers. If all is correct, press CONTINUE. NOTE: The signature pop-up is an optional feature. ❸ PROCESSED VOTER Good job! You successfully processed the voter. Follow polling place protocol to direct voter to next polling station. 32 Poll Pad Guide | State of California PROCESSING VOTERS | REGISTRATION UPDATE ❶ LOOK UP VOTER Look up the voter’s record using either the SCAN BARCODE or MANUAL ENTRY instructions. The election worker confirms all information on the screen. If the voter’s name or address information needs to be updated, press Update Registration. ❷ ELECTION DAY REGISTRATION The voter’s information will automatically populate. Update the voter’s information if needed. Press Scan to scan voter’s ID using the camera. Press Next. * Indicates a required field. ❸ VOTER ADDRESS AND MAILING ADDRESS The voter’s address will automatically populate. Update the voter’s address if needed. Select the appropriate answer for Same Mailing Address. If applicable, enter voter’s Mailing Address. Press Next. * Indicates a required field. State of California | Poll Pad Guide 33 PROCESSING VOTERS | REGISTRATION UPDATE ❹ RESIDENCY VERIFICATION Select the voter’s identification type and proof of residence document using the drop-down menus. Press Next. ❺ PREVIOUS VOTER INFORMATION If the voter has updates to their previous registration, such as name or address change, enter their previous information. Press Next. NOTE: If there are no registration updates, skip form by pressing Next. ❻ CONFIRM AND SIGN The election worker verifies and confirms that all information is correct. If correct, sign in provided field and press Submit. 34 Poll Pad Guide | State of California PROCESSING VOTERS | REGISTRATION UPDATE ❼ CONTINUE PROCESS A pop-up will display: Updated [Voter’s name]. Press Accept. Continue with voter check-in process on following screen. State of California | Poll Pad Guide 35 PROCESSING VOTERS | CONDITIONAL VOTER REGISTRATION ❶ VOTER REGISTRATION If a voter needs to be added or cannot be found using either lookup method, the voter registration process will need to be completed. Press Register Voter from the MENU screen, or REGISTER on the LOOKUP screen to begin the registration process. ❷ ELIGIBILITY VERIFICATION The Eligibility Verification screen will display to begin the steps for voter registration. Ask the voter the presented questions. Answer the questions. Press Next. ❸ VOTER REGISTRATION Enter the voter’s information. Press Scan to scan voter’s ID using the camera. Press Next. * Indicates a required field. 36 Poll Pad Guide | State of California PROCESSING VOTERS | CONDITIONAL VOTER REGISTRATION ❹ VOTER ADDRESS Enter the voter’s address information. Entering the street name will display matching address information, choose correct address from list. Select the appropriate answer for Same Mailing Address. Press Next. If applicable, enter voter’s Mailing Address. Press Next. * Indicates a required field. ❺ RESIDENCY VERIFICATION Select the voter’s identification type and proof of residence document using the drop-down menus. Press Next. ❻ PREVIOUS VOTER INFORMATION If the voter has updates to their previous registration, such as name or address change, enter their previous information. Press Next. NOTE: If there are no registration updates, skip form by pressing Next. State of California | Poll Pad Guide 37 PROCESSING VOTERS | CONDITIONAL VOTER REGISTRATION ❼ CONFIRM AND SIGN The election worker verifies and confirms that all information is correct. If correct, sign in provided field and press Submit. Primary Election ❽ CONTINUE PROCESS A pop-up will display: Added [Voter’s name]. Press Accept. Continue with voter check-in process on following screen. 38 Poll Pad Guide | State of California Primary Election State of California | Poll Pad Guide 39 PROCESSING VOTERS | PRIMARY ELECTION ❶ LOOK UP VOTER Look up the voter's record using either the SCAN BARCODE or MANUAL ENTRY instructions. ❷ VOTER CONFIRMATION The voter’s information is displayed on-screen. Optional: Press SPEAK to play audio of voter’s information through Poll Pad speakers. Verify the information is correct. If so, press ACCEPT. ❸ PARTY SELECTION Rotate screen to voter for party selection. If applicable, have the voter select a Ballot Language. Press NEXT. Then have the voter select a party from the PARTY SELECTION screen. Once a party has been selected, have voter press ACCEPT. 40 Poll Pad Guide | State of California PROCESSING VOTERS | PRIMARY ELECTION ❹ SIGNATURE CONFIRMATION Rotate the Poll Pad to the voter to complete their oath and capture signature. Optional: Press LISTEN TO OATH to play audio of oath through Poll Pad speakers. Once complete, rotate back and press DONE SIGNING. ❺ ELECTION WORKER CONFIRMATION The ELECTION WORKER CONFIRMATION screen displays. The election worker verifies and confirms that all information is correct. If correct, press SUBMIT. ❻ PROCESSED VOTER Good job! You successfully processed the voter. Follow polling place protocol to direct voter to next polling station. State of California | Poll Pad Guide 41 42 Poll Pad Guide | State of California CLOSING PROCEDURES | SECURE POLL PAD SUPPLIES ❶ POWER OFF & UNPLUG PRINTER Power off the printer and unplug from outlet. Disconnect printer cable from adapter box and printer. NOTE: Keep Poll Pad powered on. ❷ FOLD STAND ARM After disconnecting hardware from the Poll Pad, place components back in carrying case. Once the stand arm has been removed from the Poll Pad and stand base, fold the stand arm backwards to fit in the case. NOTE: Keep Poll Pad powered on. ❸ POWER OFF POLL PAD Turn off Poll Pad by holding the power button and the home button (pictured) simultaneously until the screen goes black. Place Poll Pad in the carrying case. State of California | Poll Pad Guide 43 CLOSING PROCEDURES | SECURE POLL PAD SUPPLIES ❹ PACK POLL PAD CASE Disassemble the Poll Pad and return the supplies to the Poll Pad case. Close the lid and secure. 2 9 ❶ Green Case ❷ Poll Pad 3 4 1 ❸ Poll Pad Base 7 ❹ Stand Arm 8 6 5 ❺ Power Cube and Cord ❻(2) Stylus ❼ Photo ID Tray ❽ Poll Pad Screen Cloth ❾ Printer and Cords ❺ RETURN SUPPLIES Return Poll Pad case to the election's office on election night, along with other precinct supplies. NOTE: To ensure accuracy, remember to place the Poll Pad supplies in the appropriate case/tote. 44 Poll Pad Guide | State of California TROUBLESHOOTING State of California | Poll Pad Guide 45 TROUBLESHOOTING CHARGING POLL PAD ❶ Plug USB end of power cable into power cube. ❷ Plug power cube into an AC wall outlet. ❸ Plug power cable into lightning connector on Poll Pad. ❹ Wait about five minutes for the Poll Pad to charge. ❺ With sufficient power, Poll Pad will auto power on. ❻ Resume normal operations. NOTE: To confirm your unit is charging, verify battery icon is green and lightning bolt is displayed. POLL PAD CHARGING ICON If the battery indicator is not green or a charge icon does not appear, verify the following: ❶ Power cable is connected to the Poll Pad. ❷ Power cube is plugged into the surge protector. ❸ Surge protector is plugged into a wall outlet. ❹ Power switch on the surge protector is set to the on position. iOS SOFTWARE UPDATE DO NOT perform a software update on the Poll Pad. In the unlikely event that an iOS update prompt displays on the device, perform the following steps: ❶ From the list of on-screen options, select Close. ❷ Press the Home button and verify Poll Pad app remains open. 46 Poll Pad Guide | State of California TROUBLESHOOTING OPENING POLL PAD ❶ If application does not automatically launch when powered on, touch the Poll Pad app at the bottom of the Home screen. ❷ Verify the correct home page displays. POLL PAD SCREEN IS UNRESPONSIVE If the Poll Pad screen is unresponsive, perform the following steps: ❶ Unplug unit from power source. ❷ Hold down the Sleep/Wake and Home buttons simultaneously. ❸ Release both buttons once the Apple logo displays on- screen. ❹ After application launches, return to previous activity. BARCODE NOT SCANNING ❶ Not lined up properly: Place ID bar code within the frame on the Poll Pad screen. ❷ Lighting glare: Adjust the ID or move the stand and resume. ❸ Barcode is damaged: Use manual lookup procedure. State of California | Poll Pad Guide 47 TROUBLESHOOTING VOTER NOT FOUND ❶ Record does not match the Registration record (example: Bill/William). ❷ Check that names are typed correctly. Use fewer letters of the Voter’s name, or search by First or Last name only. Still having trouble? Refer voter to the Specialist within the polling place or call the Election office. NOT PRINTING / STOPS PRINTING ❶ Make sure the printer is turned on. Connected ❷ Confirm the printer is plugged into outlet and cords are securely connected. ❸ Verify paper is installed correctly. ❹ Confirm connection with Poll Pad (green icon). Not Connected CHANGING PAPER ❶ Open printer. ❷ Reload paper with the paper flap toward you, feeding from the bottom/underneath roll. ❸ Close and Print Test Receipt. 48 Poll Pad Guide | State of California TROUBLESHOOTING LOST PRINTER CONNECTION Printer icon will turn red if printer has lost connection to Poll Pad. Press the printer icon, a status box will display, Printer Status: Not Connected. ❶ Close and reopen Poll Pad app, by double clicking the Home button and swiping the app up or by navigating to Exit Application on the MENU screen. PRINTER BLUETOOTH CONNECTION If previous troubleshooting steps do not reestablish printer connection, check Bluetooth settings. ❶ Navigate to the Home screen and select the Settings app. Note: If Poll Pad is in guided access mode you will need to end guided access mode in order to access home screen. PRINTER BLUETOOTH CONNECTION ❷ Select Bluetooth from the left, verify Bluetooth toggle switch is on. Turn on if toggle switch is off. ❸ Check the status of the Star Micronics printer. If Not Connected, press on Star Micronics to attempt reestablishing bluetooth connection to printer. State of California | Poll Pad Guide 49 TROUBLESHOOTING PRINTER BLUETOOTH CONNECTION ❹ On the back of the printer, PRESS and HOLD the “Pair” button for approximately six (6) seconds. The green LED will flash. Release the Pair button; the LED will continue to flash green, then change to flashing blue. ❺ From the Bluetooth settings, select the Star Micronics printer. The light will change to solid blue when connection is successful. PRINTER BLUETOOTH CONNECTION ❻ In the Bluetooth settings the Star Micronics printer will now display Connected. ❼ Open the Poll Pad app and verify printer icon is green. Complete a Test Print to ensure printer is working. 50 Poll Pad Guide | State of California State of California | Poll Pad Guide 51 POLL PAD | MAIN MENU KEY Home - Access to the Get Started screen. Register Voter - Access to election day registration process. Election Workers - Access to election worker sing-in/sign out and add/edit tool. Contact Support - Access to video and/or text messaging communications. Ballot Inventory - Access to ballot increasing or decreasing ballot inventory. Tools and Settings - Password-protected access to pre-election, post-election, and tools. Training Materials - Access to election day help guides. Absentee Scanner - Used to scan absentee status updates. Voters - Access to voter lookup screen. Summary Report - Password-protected (optional) access to localized reports. Status Report - Access to polling place information. Precinct Finder - Access to polling place locater for a voter’s address. 52 Poll Pad Guide | State of California POLL PAD | BALLOT INVENTORY ❶ LOCATE BALLOT INVENTORY Navigate to the main MENU, then press Ballot Inventory. ❷ INVENTORY REPORT On the INVENTORY REPORT screen, use the Ballot Style Filter drop-down to select a ballot. The selected ballot INVENTORY REPORT will display. ❸ ADJUSTMENTS Press Adjustment Type, choose the type of adjustment from the list. Press Ballot Style, choose the ballot style being adjusted from the list. NOTE: Adjustment types can be customized in ePulse. State of California | Poll Pad Guide 53 POLL PAD | BALLOT INVENTORY ❹ ADJUST BALLOT COUNT Use the Subtract or Add button to enter the amount of ballots being adjusted, or enter a number manually using the Ballot Count field. Optional: Add notes in the Adjustment Notes field. Press Save. ❺ CONFIRM A pop-up will display, Confirm, Are you sure you want to increase/decrease your inventory by [number] ballots? Press OK. 54 Poll Pad Guide | State of California CONTACT SUPPORT | TEXT MESSAGE OUTGOING ❶ CONTACT SUPPORT Navigate to the main MENU, then press Contact Support. ❷ TEXT MESSAGING Use the text module on the right side to create and send a text message to the Command Center. NOTE: To expand the module to full screen, press the arrows next to the New Message field. ❸ SEND A NEW MESSAGE Press New Message field to create a new text message. The keyboard will automatically display. Enter a new message, then press Send. State of California | Poll Pad Guide 55 CONTACT SUPPORT | TEXT MESSAGE INCOMING ❶ NEW INCOMING MESSAGE An incoming text message notification will appear as a yellow banner at the top of the screen and a red number badge will appear on the envelope icon. ❷ MESSAGE NOTIFICATION To view new messages, press the envelope icon in the Poll Pad tool bar. A pop-up will display the new message. Press Quick Reply to send a message from the pop-up. Press JOIN CHAT to view full message thread. Press MARK ALL AS READ to clear all notifications. ❸ VIEW MESSAGE The Contact Support screen will display message thread when selecting JOIN CHAT. Press New Message field to create a new text message. Press HOME to exit Contact Support. 56 Poll Pad Guide | State of California CONTACT SUPPORT | VIDEO CHAT OUTGOING ❶ LOCATE CONTACT SUPPORT Navigate to the main MENU, then press Contact Support. ❷ START VIDEO CHAT Use the video module on the left side to start a video message to the Command Center. Press Click to Start. ❸ VIDEO CHAT The video chat will start and connect to the Command Center. To exit, press HOME. Video Chat icons: Reverse Camera Expand to full screen End Chat Return to Messages Mute Chat (when in full-screen view) State of California | Poll Pad Guide 57 CONTACT SUPPORT | VIDEO CHAT INCOMING ❶ NEW INCOMING VIDEO CHAT A pop-up will display “Incoming Call from Command Center” on-screen when a new video chat has been requested. To start video chat, press Accept. ❷ VIDEO CHAT The video chat will start and connect to the Command Center. To exit, press HOME. Video Chat icons: Reverse Camera Expand to full screen End Chat Return to Messages Mute Chat (when in full-screen view) 58 Poll Pad Guide | State of California ELECTION WORKERS | SIGN IN ❶ ELECTION WORKERS Navigate to the main MENU, then press Election Worker. NOTE: Election Worker menu may be password protected. ❷ FIND ELECTION WORKER Have the election worker find and select their name from the list on the left. ❸ ELECTION WORKER SIGN IN Election worker will need to read the oath presented and sign their name. Press SIGN IN. State of California | Poll Pad Guide 59 ELECTION WORKERS | SIGN OUT ❶ ELECTION WORKERS Navigate to the main MENU, then press Election Workers. NOTE: Election Worker menu may be password protected. ❷ FIND ELECTION WORKER Have the election worker find and select their name from the list on the left. ❸ ELECTION WORKER SIGN OUT Election worker will sign their name. Press SIGN OUT. 60 Poll Pad Guide | State of California ELECTION WORKERS | ADD ELECTION WORKER ❶ ADD ELECTION WORKER Navigate to the main MENU, then press Election Workers. Press ADD ELECTION WORKER. NOTE: Election Worker menu may be password protected. ❷ PERSONAL INFO Enter election worker personal information. Press SCAN to capture election worker informa- tion from a driver’s license. Press NEXT. * Indicates required field ❸ ADDRESS INFO Enter election worker address information. Enter Mailing Address if necessary. Press NEXT. State of California | Poll Pad Guide 61 ELECTION WORKERS | ADD ELECTION WORKER ❹ ROLE AND PARTY INFO Select election worker Role and Party from drop- down menus. Enter additional information in the Type Note filed. Press CREATE. NOTE: If you do not require your election workers to declare a party, they should select Unaffiliated. ❺ SUCCESS A success pop-up will display, Election Worker Created. Press Ok. ❻ ELECTION WORKER ADDED Election worker will now be listed in left pane column. 62 Poll Pad Guide | State of California ELECTION WORKERS | EDIT ELECTION WORKER ❶ EDIT ELECTION WORKER Navigate to the main MENU, then press Election Workers. Select the election worker’s name from list. Press EDIT INFO NOTE: Election Worker menu may be password protected. ❷ PERSONAL INFO The election worker’s personal information will be populated. If needed, update the election worker’s information. Press SCAN to capture election worker information from a driver’s license. Press NEXT. * Indicates required field ❸ ADDRESS INFO Enter or update the election worker’s address information. Enter Mailing Address if necessary. Press NEXT. State of California | Poll Pad Guide 63 ELECTION WORKERS | EDIT ELECTION WORKER ❹ NOTES Enter any relative notes in the Type Notes field. Select the Mark for Correction checkbox. Press SAVE. ❺ SUCCESS A success pop-up will display, Election Worker Edited. Press OK. ❻ ELECTION WORKER EDITED Election worker’s record will now display updated information. Proceed with election worker sign in. 64 Poll Pad Guide | State of California POLL PAD | PRECINCT FINDER ❶ LOCATE PRECINCT FINDER Navigate to the main MENU, then press Precinct Finder. Precinct Finder helps direct a voter to their correct polling location determined by the voter’s address. ❷ ENTER ADDRESS Enter the voter’s residential address. Once the house number and first 3 characters of street name are entered, the address will auto- populate. Select the correct address from the populated drop-down list. Select transportation method from the drop-down list. Press SEARCH. ❸ DIRECTIONS Direction steps and map will display on- screen. Select delivery method for directions to destination from the available buttons on the right. To print driving direction steps, press PRINT LOCATION. State of California | Poll Pad Guide 65 POLL PAD | PRECINCT FINDER ❹ TEXT LOCATION A Send Text pop-up will display, “Enter the voter’s phone number and a text message will be sent to the voter with the address to the correct location.” Enter voter’s phone number in the field, then press Done. ❺ EMAIL LOCATION A Send Email pop-up will display, “Enter the voter’s email address and a message will be sent to the voter with the address to the correct location.” Enter voter’s email address in field, then press Done. 66 Poll Pad Guide | State of California POLL PAD | STATUS REPORT ❶ LOCATE STATUS REPORT Navigate to the main MENU, then press Status Report. ❷ STATUS REPORT The STATUS REPORT screen displays the following information: • Account • Precincts • Polling Place name and address • Ballots • Processed voters • Number of devices connected to Pollpad unit State of California | Poll Pad Guide 67 POLL PAD | SUMMARY REPORT ❶ LOCATE SUMMARY REPORT To access Summary Report on Poll Pad, press MENU then Summary Report. ❷ SUMMARY REPORT SUMMARY REPORT data can be filtered by type using the headers across the top of the screen. Headers: • SUMMARY • CHECK-INS • ABSENTEE • PROVISIONAL • ALL VOTERS • REGISTRATIONS ❸ CONFIGURE SUMMARY REPORT Use the CONFIGURE button at the bottom of the screen to sort and print the desired information. 68 Poll Pad Guide | State of California POLL PAD | TRAINING MATERIALS ❶ LOCATE TRAINING MATERIALS To access Training Materials on Poll Pad, press MENU then Training Materials. Note: Training Materials are originally uploaded in ePulse under Account Settings > Help Menu. ❷ HELP SECTION HELP FILES will be found in the left panel. Select a HELP FILE to view contents. ❸ HELP CONTENT View selected HELP CONTENT. State of California | Poll Pad Guide 69 POLL PAD | VOTER WAIT TIME ❶ PRINT TOKEN The Voter Wait Time feature on Poll Pad can help calculate the average wait time for voters. The information is then synced to ePulse. Press the counterclockwise clock icon. Press PRINT TOKEN. ❷ TICKET PRINTS A ticket will print with a QR code and instructions: “Please hand this ticket to the last voter in line. Once returned, scan to calculate wait time.” ❸ SCAN TOKEN When the voter with the ticket arrives to the checkin table press the counterclockwise clock icon. Press SCAN TOKEN. The rear camera will launch. Place the ticket on the ID tray to scan QR code. 70 Poll Pad Guide | State of California POLL PAD | VOTER WAIT TIME ❹ SUCCESS A Success pop-up will display. Press OK. ❺ SAVE NEW TIME To set a new average wait time press the counterclockwise clock icon, then press SAVE NEW TIME. A Confirm pop-up will display. Press Save. ❻ SUCCESS A pop-up will display, Success New Wait Time Added. Press OK. State of California | Poll Pad Guide 71 POLL PAD | MULTI LANGUAGE ❶ DEFAULT LANGUAGE DISPLAY English is the default language of the Poll Pad application. Multiple languages can be enabled and configured in ePulse. ❷ CHANGE LANGUAGE If a voter does not speak or read English, press the chat bubble with a globe icon. Choose a language from the list. ❸ ALTERNATIVE LANGUAGE Information on-screen will now display in the chosen language. To change the language back, press the icon and choose English. 72 Poll Pad Guide | State of California 40 Poll Pad Guide | Los Angeles County LEAD JUDGE LEAD JUDGE SCENARIOS SCENARIOS 40 Poll Pad Guide | Los Angeles County State of California | Poll Pad Guide 73 LEAD JUDGE SCENARIOS | CANCEL VOTER CHECK-IN ❶ LOOK UP VOTER Look up the voter checkin record that need to be canceled by MANUAL ENTRY instructions. P r e s s t h e S e t t i n g s i c o n n e x t t o t h e v o t e r ’ s n a m e . ❷ ENTER PASSWORD Enter the Extra Functions Password (password will be provided by the election authority). ❸ CANCEL THE CHECK-IN T h e E x t r a F u n c t i o n s m e n u w i l l d i s p l a y i n p l a c e o f voter’s record. P r e s s C A N C E L V O T E R C H E C K I N . 74 Poll Pad Guide | State of California LEAD JUDGE SCENARIOS | CANCEL VOTER CHECK-IN ❹ ELECTION WORKER NAME & REASON The Election Judge Authority canceling the voter c h e c k - i n s h o u l d e n t e r t h e i r n a m e . F r o m t h e d r o p - d o w n m e n u , s e l e c t t h e r e a s o n f o r c a n c e l i n g t h e check-in. If you choose Other for reason, you must type details in the box provided to proceed. Press NEXT. ❺ REVIEW, SIGN & SUBMIT Election Judge must sign using their FULL NAME t h e n p r e s s S U B M I T . ❻ C H E C K - I N C A N C E L E D Voter will be removed from check-in count. Voted status will be removed. State of California | Poll Pad Guide 75 LEAD JUDGE SCENARIOS | SPOIL BALLOT ❶ LOOK UP VOTER Lookup the voter's record using MANUAL ENTRY instructions. Press the Settings icon next to the voter’s name and enter the password. ❷ SELECT SPOIL BALLOT The Extra Functions menu will display in place of voter’s record. Press SPOIL BALLOT. ❸ SELECT SPOIL REASON A new screen will appear, select reason for spoiling ballot. Press SPOIL BALLOT to complete the process. NOTE: During primary elections, select party of re- issued ballot. 76 Poll Pad Guide | State of California LEAD JUDGE SCENARIOS | MARK VOTER ABSENTEE ❶ LOOK UP VOTER Lookup the voter’s record using MANUAL ENTRY instructions. Press the Settings icon next to the voter’s name and enter the password. ❷ MARK VOTER ABSENTEE The Extra Functions menu will display in place of voter’s record. Press Mark Voter Absentee. Select VBM Ballot Received or VBM Ballot Sent. ❸ CONFIRM A pop-up will display, press OK. The Voter is now marked either VBM Ballot Received or VBM Ballot Sent. Press START OVER. State of California | Poll Pad Guide 77 LEAD JUDGE SCENARIOS | REPRINT RECEIPTS ❶ LOOK UP VOTER Lookup the voter’s record using MANUAL ENTRY instructions. Press the Settings icon next to the voter’s name and enter the password. ❷ REPRINT VOTER RECEIPT The Extra Functions menu will display in place of voter’s record. Select REPRINT VOTER RECEIPTS. ❸ CONFIRM A pop-up will display “Printing... Please Wait”. A duplicate receipt will automatically print. NOTE: Printed receipt will be marked “DUPLICATE”. 78 Poll Pad Guide | State of California State of California | Poll Pad Guide 79 ADMIN OPERATIONS | IMPORTING VOTER FILE ❶ TOOLS AND SETTINGS Navigate to the main MENU, press Tools and Settings. ❷ ENTER PASSWORD A pop-up will display, Enter Password. (Password provided by election authority). Press Done. ❸ IMPORT VOTER FILE From the left panel, press PRE ELECTION, then IMPORT VOTER FILE. A new screen will display, press IMPORT NEW ELECTION VOTER FILE. 80 Poll Pad Guide | State of California ADMIN OPERATIONS | IMPORTING VOTER FILE ❹ DOWNLOAD VOTERS A pop-up will display, Download Voters? Download initial voter data from ePulse? Press Yes. ❺ FILES DOWNLOAD Progress bars of the election voter file will display on-screen. Wait for all files to finish downloading. ❻ SUCCESS When complete, a Success pop-up will display. Verify the number of Total Voters Imported and press Ok. State of California | Poll Pad Guide 81 ADMIN OPERATIONS | IMPORTING HELP FILES ❶ TOOLS AND SETTINGS Navigate to the main MENU, press Tools and Settings. ❷ ENTER PASSWORD A pop-up will display, Enter Password. (Password provided by election authority). Press Done. ❸ DOWNLOAD HELP FILES Press TOOLS, then press Extra Files Downloader. Press DOWNLOAD HELP FILES. NOTE: Downloading new files will erase current ones. 82 Poll Pad Guide | State of California ADMIN OPERATIONS | IMPORTING HELP FILES ❹ REPLACE HELP FILES A pop-up will display, Replace Help Files? Press OK. ❺ SUCCESS A pop-up will display, Success Help Files Downloaded. Press OK. ❻ TRAINING MATERIALS The downloaded HELP FILES will now be available to view within the Training Materials menu. State of California | Poll Pad Guide 83 ADMIN OPERATIONS | TRAINING MODE ❶ TOOLS AND SETTINGS Navigate to the main MENU, press Tools and Settings. Enter password when prompted. ❷ TURN TRAINING MODE ON Press PRE ELECTION, then press Training. Toggle on Training Mode. NOTE: A purple banner will appear at the top of the Poll Pad screen indicating Training Mode is on. ❸ RESET TRAINING MODE At the conclusion of each training session, press Reset at the top right corner of the screen to reset the Poll Pad for the next training class. 84 Poll Pad Guide | State of California ADMIN OPERATIONS | TRAINING MODE ❹ TURN TRAINING MODE OFF Navigate to the Tools and Settings menu. Press PRE ELECTION, then press Training. Toggle off Training Mode. ❺ RESET DEMO DATABASE A pop-up will display, Reset Demo Database? You are exiting training mode. Do you want to reset the demo database? Press Yes. NOTE: When Training Mode is toggled off, the purple banner will disappear. ❻ SUCCESS A pop-up will display, Success! Demo Database Reset. Press OK. State of California | Poll Pad Guide 85 ADMIN OPERATIONS | EXPORT VOTER HISTORY ❶ TOOLS AND SETTINGS Navigate to the main MENU, press Tools and Settings. Enter password when prompted. ❷ EXPORT VOTER HISTORY Press POST ELECTION, then press Export Voter History. A new screen will display, press EXPORT VOTER HISTORY. ❸ SUCCESS A pop-up will display, Success RECORDS UP: and will list the voter history records. Press OK. 86 Poll Pad Guide | State of California ADMIN OPERATIONS | AUDIT LOGGING ❶ TOOLS AND SETTINGS To access the device specific Audit Logs contained in the Poll Pad, navigate to the main MENU, then press Tools and Settings. Enter password when prompted. ❷ ENTER PASSWORD Enter the Menu Password (password will be provided by Election Authority.) Press Done. ❸ LOG VIEWER Press TOOLS, then press Log Viewer. Audit Logs will be displayed on the right . Logs are divided into several options: System, User, Error, Authorization, Pollprint. 87 Poll Pad Guide | State of California ADMIN OPERATIONS | AUDIT LOGGING ❹ UPLOAD ALL LOGS To sync Audit Logs to ePulse press UPLOAD ALL LOGS at the bottom of the screen. NOTE: Poll Pad must be connected to Wi-Fi to successfully upload Audit Logs. ❺ SUCCESS A pop-up will display, Success Successfully synced log files with ePulse. Press OK. 88 Poll Pad Guide | State of California ADMIN OPERATIONS | QR CODE AND VOTER FILE IMPORT When a Poll Pad application has been updated from Meraki’s MDM network, it will need to re-establish secure server communication with ePulse by scanning a QR code. ❶ GENERATE QR CODE • Navigate to ACCOUNT SETTINGS > GENERAL • Click SECURITY KEYS • Under QR CODE, click GENERATE CODE ePulse will generate a code to be scanned by the Poll Pad. The code can be scanned from the computer screen, or printed off and scanned. Note: QR codes expire after 24 hours. Repeat steps 1 -3 to generate a new code as needed. State of California | Poll Pad Guide 89 ADMIN OPERATIONS | QR CODE AND VOTER FILE IMPORT ❷ SCAN QR CODE On each Poll Pad: Scan Authorization Code: Press RESCAN, use camera to scan QR code, then press COMPLETE. Poll Pad will authenticate and retrieve settings. When authentication is complete, a green Settings Imported success screen will display. Press Ok. ❸ IMPORT NEW VOTER FILE The Poll Pad screen will display a purple banner at the top. A pop-up will display, New Voter File Available, A new voter file is available. Tap Import Voter File to continue. Press Import Voter File. ❹ IMPORT VOTER FILE A pop-up will display, Import Voter File? You cannot undo this operation. All unsynced checkins and changes to the database will be reset. Press Import. 90 Poll Pad Guide | State of California ADMIN OPERATIONS | QR CODE AND VOTER FILE IMPORT ❺ DOWNLOAD VOTERS A pop-up will display, Download Voters? Download initial voter data from ePulse? Press Yes. ❻ SUCCESS A pop-up will display, Success Total Voters Imported: Press OK. State of California | Poll Pad Guide 91 ACCESSIBILITY ACCESSIBILITY 92 Poll Pad Guide | State of California ACCESSIBILITY | SPEAK TEXT ❶ SPEAK TEXT Poll Pad is configured to meet the needs of visually impaired voters. Poll Pad can speak the voter’s information on-screen. Press SPEAK on the Voter Confirmation screen to play spoken audio of the voter’s information through the Poll Pad speakers. ❷ SPEAK OATH Press LISTEN TO OATH on the Signature Confirmation screen to play spoken audio of oath through Poll Pad speakers. State of California | Poll Pad Guide 93 ACCESSIBILITY | VOICE OVER ❶ ENABLE VOICE OVER VoiceOver is an Apple iPad OS Accessibility feature that can be enabled in the Settings application under Accessibility. VoiceOver speaks whatever is selected on-screen and uses simple gestures for navigation. It is important to read and understand how to use VoiceOver before enabling. ❷ SELECT ITEM A black box appears around selected text or button being read. Tap once on text or button to read, double-tap to select or advance. 94 Poll Pad Guide | State of California ACCESSIBILITY | MULTI LANGUAGE ❶ CHANGE LANGUAGE Poll Pad can be configured to display multiple language translations. To switch between languages, press the Globe Speak Bubble icon then choose a language. The text on-screen will switch to translated language text. Note: Multiple language translations are produced by county. ❷ BALLOT LANGUAGE If ballots are available in multiple languages, the Ballot Language screen will display regardless of text language chosen. The voter follows on-screen instructions and chooses a ballot language. ❸ TRANSLATED OATH The voter’s oath on the Signature of Confirmation screen can also be displayed in multiple languages. Optional: Press LISTEN TO OATH to play audio of oath through Poll Pad speakers. State of California | Poll Pad Guide 95 POLL PAD GUIDE | STATE OF CALIFORNIA