To prepare for an election, complete the following steps:

Retain Previous Election Files

VxAdmin

• log in with election manager card

• insert USB drive

• select Reports from the side menu

• select Full Election Tally Report

• select Export Report PDF

• select Export Report CSV

• select Reports from the side menu

• select official Write-in Adjudication Report

• select Export Report PDF

• select Settings from the side menu

• select Save Logs

• select eject USB

• remove and securely store USB drive

• lock VxAdmin

VxScan

• setup the VxScan, without the ballot box

• log in with election manager card

• select CVRs and Logs from the side menu

• insert a USB drive

• select Save CVRs

• selectSave Logs

• select eject USB

• remove and securely store USB drive

Remove Previous Election Files

VxAdmin

• log in with system administrator card

• select Election from the side menu

• select Unconfigure Machine

VxScan

• log in with election manager card

• select Unconfigure Machine

Configure VxAdmin

• set up VxAdmin

• log in with system administrator card

• insert USB drive containing the election package

• select the file name of the correct election package

• verify the title and date of election are correct

• select eject USB

• remove and securely store USB drive

• select Settings from the side menu and verify the current time and date are correct

Create Election Manager & Poll Worker Cards

• log in with system administrator card

• select Smart Cards from the side menu

• insert card to program into the card reader (unprogram if necessary)

• select the correct button for the card you are programming

• for election manager cards, record the PIN and keep it secure

• repeat for all cards you need to program

• lock VxAdmin (skip if continuing to the next section)

• securely store all cards

Format USB Drives

• log in with system administrator card

• insert a USB drive

• select Settings from the side menu and select Format USB

• confirm you want to format the USB drive by selecting Format USB

• repeat for all USB drives you need to format

• lock VxAdmin

• securely store system andministrator card

Save Election Package

• log in with election manager card

• select Election from the side menu in VxAdmin

• select Save Election Package

• insert USB drive when prompted

• select Save

• select Eject USB

• after VxAdmin confirms USB ejection, it is safe to remove the USB drive

Configure VxScan

• log in with election manager card

• insert USB drive with the election package from VxAdmin

• select the precinct the VxScan will be assigned to (if applicable)

• verify the title and date of election are correct

• remove election manager card

• repeat on each VxScan

Updated on February 3, 2025.

VxScan Setup

Set up the ballot box:

• place ballot box upright with wheels on the ground

• press the silver press buttons on each side (four total) in

• push the bars on each side into place

• pull the lid up

• rest the top on the side rail

• zip the top

• seal and document the top as required

• confirm ballot box is empty

• seal or lock the ballot box door as required

• lock the wheels

Set up the scanner:

• place the case on top of the ballot box by lining up the bottom with the opening on the ballot box and sliding the case back

• remove and document the scanner case seal(s)

• push the button to release and open each latch to open the lid of the case

• open the poll worker door (upper left corner)

• push the purple security bolt down to secure the case to the ballot box

• close the poll worker door and seal and document as required

• remove the power cord from it's storage place

• plug the power cord into the case

• plug the power cord into an outlet or UPS power backup

• plug UPS power backup into an outlet (if applicable)

• turn the UPS power backup on (if applicable)

Open Polls

• insert the poll worker card

• select Open Polls

• one copy of the polls opened report will print

• tear to remove the report

• select Reprint Polls Opened Report to print more, if needed

• verify precinct name, election date, and totals are zero

• sign, retain and/or display the polls opened report as instructed by your election administrator

• remove the poll worker card

Assisting Voters

Helping a voter cast their ballot at VxScan

• instruct the voter to insert their ballot in any orientation

• if ballot scans successfully, let the voter know their vote has been cast

• if ballot does not scan successfully, help the voter understand the issues with their ballot specified on the screen. Explain their options, which could include casting their ballot as marked, adding marks to their ballot, or receiving a new ballot

Close Polls

• insert the poll worker card

• select Close Polls

• one copy of the polls closed report will print

• tear to remove the report

• select Reprint Polls Closed Report to print more

• retain and/or display the polls closed report as instructed by your election administrator

• remove the poll worker card

• log in with the election manager card

• select CVRs and Logs from the side menu

• selectSave Logs

• remove Election Manager Card

• unseal and document the poll worker door seal as required

• open the poll worker door

• remove the USB drive and secure as required

Packing Up VxScan

Pack up the scanner:

• insert the poll worker card and select Power Down to turn VxScan off

• once the screen has turned off, remove the power cord from VxScan

• remove the power cord from the UPS or outlet

• wrap the power cord in its storage location

• push the purple release button to the left to release the case from the ballot box

• close the poll worker door

• close the case lid and latch

• seal and document the case seal(s) as required

• pull the case forward and lift the case off of the ballot box

Pack up the ballot box:

• unseal and/or unlock the ballot box door

• remove all ballots from the ballot box and seal into a secure container, recording the seal number as required

• unseal and unzip the top

• lower the top into box

• press the silver press buttons on each side (four total) in and raise the bottom bars and lower the top bars

• press box closed until sides lock

• turn off and store the UPS power backup

Last updated February 3, 2025.

On election night, you will need VxAdmin (laptop and printer).

Tallying and Saving Results

• set up VxAdmin

• log in with election manager card

• select Tally from the side menu and verify there are no CVRs or manual tallies on VxAdmin

• select Reports from the side menu, print an Unofficial Full Election Tally Report as the Zero Report

• print additional reports as required

• select Tally from the side menu, load CVRs from USB drive(s) - verify counts

• adjudicate write-ins by selecting Write-Ins from the side menu

• add manual tallies (select Tally from the side menu and then Manual Tallies) (when applicable)

• select Reports from the side menu and review, print, and export a Full Election Tally Report for the results

• select Reports from the side menu, review, print, and export an Unnoficial Write-in Adjudication Report

• verify all steps above are fully completed and reports reflect all ballots and adjudication

• Mark Election Results as Official in VxAdmin

• select Reports from the side menu, print and export an Official Full Election Tally Report for the results

• print additional reports as required

• select Reports from the side menu, print and export an official Write-in Adjudication Report

• print additional reports as required

• select Settings from the side menu

• select Save Logs

• eject and remove the USB drive

• turn off the VxAdmin by pressing and holding the power button for a second and releasing

• pack up VxAdmin, seal and document as required, and store in a secure climate-controlled environment

• secure USB drive(s) as required

Last updated February 3, 2025.

VxScan

• set up VxScan

• log in with election manager card

• insert a formatted USB drive

• select More from the side menu and verify the date and time by selecting Set Date and Time

• select Printer from the side menu and follow instructions to load a new roll of thermal paper and print a test report

• select Scanner from the side menu, select Calibrate Double Sheet Detection and follow instructions to calibrate the scanner

• remove the election manager card

• insert the poll worker card

• select Open Polls

• one copy of the polls opened report will print (this is your Zero Report)

• tear to remove the report

• print additional reports as required

• verify precinct name, election date, and totals are zero

• remove the poll worker card

• run test ballots through the scanner as required

• insert poll worker card

• select Close Polls

• one copy of the polls closed report will print

• tear to remove the report

• verify results match expected test ballot results

• print additional reports as required

• remove the poll worker card

• log in with the election manager card

• select CVRs and Logs from side menu

• select Save Logs

• select Configuration from side menu

• select Official Ballot Mode

• verify Sheets Scanned count is 0

• remove the USB drive

• insert a new USB drive

• select More and select Power Down

• unplug the power cord from VxScan and the outlet

• insert the power cord into it's storage location

• clean the scanning unit

• close, seal, and document the VxScan case as required

VxAdmin

• set up VxAdmin

• log in with the election manager card

• select Tally from the side menu and verify there are no CVRs

• select Reports from the side menu, print a Full Election Tally Report as the Zero Report

• print additional reports as required

• insert the USB drive used for texting your VxScan

• select Tally from the side menu and select Load CVRs

• select Write-Ins from the side menu, adjudicate write-ins

• select Tally from the side menu, then select Manual Tallies and add Manual Tallies (when applicable)

• select Reports from the side menu, print a Full Election Tally Report as the Results Report

• select Reports from the side menu, print a Unofficial Write-In Adjudication Report

• verify results match expected test ballot results

• select Reports from the side menu, export a Full Election Tally Report as a .pdf and .csv

• select Reports from the side menu, export an Unofficial Write-In Adjudication Report as a .pdf

• select Reports from the side menu, print a Full Election Tally Report as the Results Report

• select Settings from the side menu

• select Save Logs

• select Tally from the side menu

• select Remove CVRs

• select Remove Manual Tallies

• alternatively, if you marked results as official, select Clear All Results and confirm by selecting Remove All Data

• verify there are no CVRs on VxAdmin

• power down the VxAdmin

• remove and secure the USB drive as required

• pack up VxAdmin

• close, seal, and document the VxAdmin case as required

Last updated February 3, 2025.