Once VxAdmin is configured, review the election definition and proof ballots.

First, in the Definition tab, review the Election Metadata.

Then review each contest's data by selecting a contest button. Carefully review the contest to ensure all of the candidates are included, their party labels are correct (if applicable), and their names are spelled correctly.

After each contest's information has been reviewed, take some time to review the ballot samples.

All ballot samples are found in the Ballots tab. The list may be sorted by Precinct or Style using the buttons to the right of Sort number of ballots by:.

To proof or print a ballot, select View Ballotto the left of the ballot to review or use the Print All button to print a copy of each ballot.

The ballot preview will display the ballot, exactly as it will print, for easy proofing and printing. You can toggle between Absentee and Precinct ballots as well as Print or Save the Ballot as PDF.

The All Contests Ballot

One ballot in this view provides a look at all contests across all ballot styles on one ballot. For example, if a county has five county commission districts, this ballot will show each contest on one ballot. It should only be used for display or ballot proofing. It's Precinct and Ballot Styles are listed as All in the list of ballots.

Edit Election Definition

If you find any errors while proofing the definition or ballots, you have one of two options.

If you imported directly from SEMS, you should make changes directly in SEMS, re-export the SEMS files, and then re-configure VxAdmin with the new SEMS files. It's necessary to make edits in SEMS first so that the two systems match when you send files to SEMS at the end of an election.

If you imported a VotingWorks-provided definition file, please reach out to VotingWorks for help editing the election definition.

For each election, you will configure VxAdmin by loading your election definition file. VxAdmin is compatible with multiple types of election definition files including Mississippi’s State Election Management System (SEMS) format.

Download SEMS Files

Before creating an election, you'll need to download two files from SEMS (be sure to complete the SEMS Generate Ballot Styles step first):

1. On the SEMS home page, select Election Management under Elections

2. In the Election Management view, select Ballot Styles on the left-hand navigation

3. In the Ballot Styles view, select Ballot Styles in the top toolbar, then select Export and then Election Details.

4. In the Export Election Details file dialog, select Browse and point to the USB drive to save the file. Select Export to save the file to the V: drive. The main SEMS file should be named COUNTYID_DATE.txt and the candidate mapping SEMS file should be named COUNTYID_CANDMAP_DATE.txt.

Load Election Files

When VxAdmin is not configured, the screen will display Configure VxAdmin.

SEMS files can be loaded to define an election in a self-service fashion. Due to frequent irregularities in SEMS data, however, many customers prefer that VotingWorks check and convert their SEMS files into a VotingWorks election definition file.

Option 1: From SEMS Files

You must have the two election details files exported from SEMS saved to a USB drive. Insert the USB drive into the VxAdmin laptop's USB hub. In the top-right of the screen, the text should change from No USB to Eject USB .

Select Convert from SEMS files to open the SEMS file conversion page. Then select SEMS main file.

Next, select the main SEMS file which should be named COUNTYID_DATE.txt. Select Open. ✓ Loaded SEMS main file will display when loaded.

Next, select SEMS candidate mapping file to open the SEMS candidate mapping file. Select the SEMS Candidate Mapping file which should be named COUNTYID_CANDMAP_DATE.txt. Select Open.

Once complete, the Definition tab will display all of the details of your election.

Option 2: From VotingWorks Election Definition File

Save the election definition file provided by VotingWorks to a USB drive. Insert the USB drive into the VxAdmin laptop's USB hub. In the top-right of the screen, the text should change from No USB to Eject USB.

Select Select Existing Election Definition File.Select the file from the USB drive and select Open.

Once complete, the Definition tab will display all of the details of your election.

Remove Election

If you need to change an election definition or reset VxScan for the next election, you must remove the election definition.

Select the Definition tab and scroll to the bottom. Select the red Remove Election button.

After confirming that you want to remove the election definition and results data, you will return to the initial VxAdmin configuration screen. From there you can re-configure VxAdmin and load a new election definition file by repeating the steps above.

This guide walks you through the complete process to set up, test, and operate on election day.

System Overview

VotingWorks consists of two subsystems:

1. Central System: all the equipment necessary for use at election central for on-demand ballot printing, election programming, central batch ballot scanning, and results tabulation.

2. Precinct System: all equipment necessary for use at the precinct to scan hand-marked ballots and provide an accessible ballot marking device for voters unable to hand mark paper ballots.

Central System

VotingWorks Central System includes two products:

1. VxAdmin: the main tool for local election administrators, which programs elections, prints ballots, and tabulates results on election night.

2. VxCentralScan: a central scanner used for rapidly scanning absentee ballots on election night.

Precinct System

VotingWorks Precinct System consists of two portable, self-contained products:

1. VxMark: an accessible ballot marking device and attached printer that produces a voter-verifiable paper ballot.

2. VxScan: a voter-facing precinct scanner that scans paper ballots and notifies voters of ballot issues for second-chance voting.

Voters at the precinct vote on hand-marked paper ballots with the ability to vote on a VxMark if requested. After marking ballots, all voters scan their ballots using VxScan.

Paper Ballots

All votes cast using VotingWorks are on paper ballots for security and post-election auditing.

There are two types of VotingWorks paper ballots:

• Hand-marked paper ballot

  • All absentee voters will receive a hand-marked paper ballot that is printed on-demand. Absentee ballots are scanned by election administrators using a high-speed central scanner (VxCentralScan).

  • Most in-precinct voters will receive a hand-marked paper ballot that is printed in-bulk or on-demand. Precinct ballots are scanned by voters using a precinct scanner (VxScan).

• Machine-marked paper ballot (via ballot marking device)

  • In-precinct voters may request to use the accessible ballot marking device (VxMark), which prints a voter verifiable paper ballot. Machine-marked precinct ballots are scanned by voters using the same precinct scanner (VxScan).

Overview

Smartcards are used to configure and operate equipment. It's the same technology as the chip in your credit card, but is instead used to enable election administrators and poll workers to configure and operate the equipment. There are three types of cards: System Administrator, Election Manager, and Poll Worker Cards.

System Administrator Cards

System Administrator Cards allow an election administrator to create/load an election definition, proof sample ballots, create smartcards, and remove the election definition from VxAdmin. This card is also used to perform software updates on all machines.

System Administrator Cards should only need to be used at the very beginning and very end of an election. Keep this card in a secure location when not in use and from election to election.

Election Manager Cards

Election Manager Cards allow election administrators to use central system devices and configure precinct system devices. Election Managers are responsible for:

• printing ballots

• preparing L&A materials

• centrally scanning ballots

• configuring precinct equipment

• tallying CVRs

• printing and saving results

Election Manager Cards should only be used by election administrators and should be kept secure at all times.

Poll Worker Cards

Poll Worker Cards allow poll workers to manage election day precinct tasks, including:

• Opening the polls

• Activating voter sessions on VxMark

• Closing the polls

• Printing precinct tally reports

Every precinct will need at least one Poll Worker Card in order to operate the polls.

Creating Cards

For each election, you will create Election Manager and Poll Worker Cards specifically for that election. Smartcards can be created quickly and easily with VxAdmin, in the Smartcards tab.

You will use the HID Omnikey Card Reader provided with VxAdmin to program a card. Simply insert the card of your choice and select the correct button for the card.

When creating an Election Manager card, the screen will provide you with a unique PIN for that card. Keep the PIN secure. When creating a Poll Worker card, the screen will simply confirm the card is created.

To create an additional System Administrator Card or reset the PIN, select Create System Administrator Cards from the Election Cards screen. If a PIN already exists, a Reset Card PIN button will appear. If the card is not programmed a PIN will be generated.

Unprogramming Cards

If a card has already been programmed, when you insert the card into the card reader, a prompt to Unprogram Card will be displayed. Select the Unprogram Card button to clear the card.

Hardware Overview

VxAdmin is a commercial off-the-shelf (COTS) laptop pre-installed with VotingWorks software and an HP printer. All USB drives, cords, adapters, and programmable smartcards needed to operate the system are included and stored in an orange case.

VxAdmin Setup

VxAdmin can be set up through the following steps:

1. Unbox and Setup Printer:

   • remove the printer and power cord from the case

   • plug the power cord into the back of the printer

   • plug the power cord into an outlet

   • press the power button to turn the printer on

   • load paper into the paper tray

2. Setup VxAdmin laptop:

• open the case by lifting the latches on the front

• prepare the components:

  • remove the laptop

  • pull the power cord (a) out and plug into the laptop and an outlet

  • pull the USB hub (b) out and plug into the laptop

  • pull the card reader (c) out and plug into the USB hub (b)

  • pull the printer cord (d) out and plug into the printer

  • turn the laptop on

VxAdmin hardware setup is complete.

To print, view, or save ballots, use an Election Manager card to access VxAdmin. All ballot styles are found in the Ballots tab.

Print or Save a Ballot

Select three options before printing a ballot:

• Official or TestorSample

• Absentee or Precinct

• Number of copies

Once selected, simply click Print [Number] [Mode] [Type] Ballot(s) to print your desired ballot(s). VxAdmin prints 1 Official Absentee ballot by default. To save a PDF, select Save Ballot as PDF.

Official vs. Test vs. Sample Ballots

Official Ballot

Official ballots should only be printed for marking by voters. These ballots are titled Official Ballot in the top-left ballot corner and will be tabulated when VxScan or VxCentralScan is in Live mode.

The number of official ballots printed can be found under the Reports tab by selecting Printed Ballots Report. The report can be reviewed on screen or printed.

Test Ballot

A test ballot should be used for testing purposes. Test ballots appear the same as an official ballot but are titled Test Ballot in the top-left ballot corner.

Test ballots will not be tabulated by default and are only read by the VxScan or VxCentralScan when in Test mode.

Sample Ballot

Absentee vs. Precinct Ballots

An absentee ballot should be used for absentee voting and a precinct ballot should be used for all precinct voters, including affidavit, curbside, and emergency voters. Absentee and precinct ballots are the same with the exception of a label printed in the top-left corner and on every page footer for absentee ballots. With a color printer, the label is printed as white text on purple background. With a black-and-white printer, the label is printed as white text on grey background.

To prepare for an election, complete the following steps:

Hardware Overview

VxCentralScan is a commercial off-the-shelf (COTS) laptop pre-installed with VxCentralScan software pre-installed and a Fujitsu scanner stored in tan cases.

VxCentralScan Setup

VxCentralScan can be set up through the following steps:

1. Unbox and Setup Scanner:

   • remove the scanner and power cord from the case

   • attach and pull out the paper feed guide tray (a)

   • pull out the paper holder tray (b)

   • plug the USB cord (c) into the back of the scanner and into the laptop

   • plug the power cord (d) into the back of the scanner and into an outlet

   • press the power button (e) to turn the scanner on

2. Setup VxCentralScan laptop:

• open the case by lifting the latches on front

• prepare the components:

  • remove the laptop

  • pull the power cord (a) out and plug into the laptop and an outlet

  • pull the USB hub (b) out and plug into the laptop

  • pull the card reader (c) out and plug into the USB hub (b)

  • pull the scanner cord (d) out and plug into the scanner

  • turn the laptop on

VxCentralScan hardware setup is complete.

Unlocking

VxAdmin and VxCentralScan require users to use an Election Manager Card and a security code to login. Both machines have a smartcard reader as shown below.

Both machines will display Machine Locked when turned on. To unlock the machine, insert your Election Manager Card into the attached card reader.

Enter the card security code and remove your Election Manager Card.

Locking

Any time a machine will be left unattended, be sure to lock the machine by selecting Lock Machinein the upper right hand corner of the screen.

VxAdmin

VxCentralScan

Save Ballot Package

To configure VxCentralScan and VxScan you must first save the ballot package from VxAdmin to a USB drive. Navigate to the Ballots tab in VxAdmin and select Save Ballot Package.

You will be prompted to insert a USB drive. Once you insert a USB drive, the screen updates and prompts you to save the ballot package. Select Save.

VxAdmin will generate the ballot package of all ballot styles, saving it automatically on the USB drive. You don't need to worry about the exact file location, but if you do want to look for it later, the file will be saved inside the ballot-packages folder.

Once the file is saved, VxAdmin prompts you to eject the USB drive. Select Eject USB.

After a few seconds, it is safe to remove the USB drive.

Save Ballot Package

Load Ballot Package

Once you have the ballot package saved to a USB drive, you can load the file to VxCentralScan.

When turned on and authenticated, the VxCentralScan laptop will display the Load Election Configuration screen, prompting you to insert a USB drive. Insert the USB drive with the ballot package saved from VxAdmin. After a few seconds, VxCentralScan will display all ballot packages found on the USB drive. Selectthe correct ballot package.

As the package loads, the screen will read Uploading ballot package # of # and VxCentralScan will load each ballot style in the ballot package. When loading is complete, VxCentralScan prompts you to eject the USB drive. Select Eject USB and remove the USB drive.

VxCentralScan is now configured and in Test Mode. The screen will show No ballots have been scanned and election summary information (name, date, county, etc.) will be shown at the bottom of the screen.

VxCentralScan is now ready for scanning. To learn how to scan ballots with VxCentralScan, please reference our central scanning guide.

Remove Election

To remove a ballot package and reset VxCentralScan:

1. Select Admin from the main scanner screen

2. Select Delete Election Data from VxCentralScan.

Confirm by selecting Yes, Delete Election Data.

And one more time, by selectingI am sure. Delete all election data.

You can now re-configure VxCentralScan with a different ballot package.

If reusing a USB drive from a previous election, follow these steps to reformat the drive. Reformatting clears all data from the drive.

Using a System Administrator card in VxAdmin, select Settings.

Make sure the USB drive is plugged into VxAdmin and select Format USB Drive.

Select Format USB drive to format the drive and clear all data.

Logic & accuracy testing (L&A) is meant to ensure that every component of the voting system is operating as expected and has been configured properly for a specific election.

To perform logic & accuracy testing, you will need all the election equipment that you will or might use in the upcoming election, including peripherals like printers and scanners.

Turn the VxMark on. VxMark is Not Configured will be displayed on the screen.

Insert your Election Manager Card into the card reader and select Load Election Definition.

When complete, the Election Manager Actions screen will be displayed. Select the precinct drop-down menu and select the precinct the VxMark will be used in.

Your VxMark is now configured. The VxMark will be in Testing Mode. In Testing Mode, the VxMark will operate exactly as it does in Live Election Mode except:

• All ballots printed will be test ballots that cannot be tabulated alongside live ballots

• The starting screen and the Election Manager Actions screen will indicate Testing Mode in an orange box

Remove the Election Manager Card and your VxMark is ready for L&A testing.

Remove Election

To remove a ballot package and reset VxMark:

1. Insert an Election Manager Card

2. Select Unconfigure Machine.

You can now re-configure VxMark with a different ballot package.

VxAdmin has a demo election definition built in to provide election administrators an election that is more practice and demonstration friendly. Use the demo election to:

• practice various Election Manager functions

• provide poll workers with a training election

• provide voters an opportunity to try the equipment before Election Day.

To configure VxAdmin with the demo election, select Load Demo Election Definition from the Configure VxAdmin screen.

From the Ballots tab, you can view the contests and candidates on the demo election. Follow all other VxSuite procedures to use this election for practice and demonstration purposes.

VxScan is programmed to intuitively explain to a voter or poll worker problems that may occur with a ballot or the VxScan. The following is a list of potential error messages and the actions a voter or a poll worker should take to remedy the error.

*Note: VxScan will notify the poll worker that the ballot bag is full at 700 voters. However, the ballot bag may be emptied or replaced earlier by inserting a Poll Worker Card and selecting Replace Ballot Bag. Once the ballot bag has been emptied or replaced, select Yes, Resume Voting and remove the Poll Worker Card.

To configure VxScan, you must do two things:

Loading The Ballot Package

An unconfigured machine will prompt you to insert a USB drive with the election's ballot package.

After you insert the USB drive, VxScan will automatically begin loading all ballot styles for the election.

If the USB drive contains multiple ballot packages, VxScan will use the most recent.

After the ballot package is done loading, the Polls Closed screen will display in Testing Mode.

Setting Precinct

Once configured, VxScan will be setup for All Precincts, which means that it will accept and tabulate ballots from all precincts. If you are using VxScan to service a vote center or otherwise have more than one precinct's voters casting ballots at a single location, then you may want to leave VxScan set to All Precincts.

In most cases, you will set VxScan to only accept ballots for one precinct. In order to do so, you will need the Election Manager Card configured for the current election. To select the precinct, insert the Election Manager Card into the card reader and select the precinct dropdown to open a list of all precincts.

Select a precinct in the dropdown list.

Your chosen precinct will appear on the precinct button and in the lower left-hand corner of the screen.

Setting Mode

Use the toggle button to switch between Testing Mode and Live Election Mode. You will want to put the machine in Testing Mode before Logic and Accuracy Testing and return it to Live Election Mode after Logic and Accuracy Testing and before Election Day.

Calibrating the Scanner

Before each election you must calibrate the VxScan's sensors to ensure the scanner accurately identifies marks. It may be easiest to incorporate calibration into Logic and Accuracy Testing. Calibration requires a sheet of blank paper of the same type as your ballots.

Select Calibrate Scanner on the admin screen to start the calibration process.

VxScan will prompt you to insert a blank piece of paper. Insert a piece of blank paper. The scanner will grip the paper and an option to Calibrate will appear. Select Calibrate and VxScan will slowly process the piece of paper.

After calibration is complete, retrieve the blank piece of paper from inside the ballot bag. If you are calibrating during Logic and Accuracy Testing, you may choose to leave the paper in until you retrieve all testing materials and confirm the ballot bag is empty at the end of testing.

Remove Election

To remove a ballot package and reset VxScan:

1. Insert an Election Manager Card

2. Select Delete All Election Data from VxScan.

Confirm your selection by selecting Yes, Delete All.

You can now re-configure VxScan with a different ballot package.

VxAdmin

Using a System Administrator card in VxAdmin, select Settings.

The time VxAdmin is set to is displayed under current date and time. The time is automatically updated for Daylight Savings Time. If the date or time needs to be updated, select the button with the date and time. Update the date and time and select Save.

VxCentralScan

In VxCentralScan, the current date and time is shown in the Admin Actions screen. The time is automatically updated for Daylight Savings Time.

If the date or time needs to be updated, select Update Date and Time. Update the date and time and select Save.

This checklist is for jurisdictions who are using the VotingWorks central system (VxAdmin and VxCentralScan) without the precinct system (VxMark or VxScan). It only needs to be run once per election. If you are using any precinct equipment, skip to the next section. Links after each section point to articles with more details on the individual steps.

VxAdmin - Part 1

• Connect VxAdmin to its printer

• Ensure the printer has plenty of paper

• Turn on VxAdmin and printer

• Confirm that VxAdmin is configured for the appropriate election

• Print the following reports and ballot packages

  • Using the Reports tab, print an Unofficial Full Election Tally Report as the Zero Report

  • Using the L&A tab, select List Precinct L&A Packages. Print the L&A Packages for all precincts, or for a specific precinct.

  • Using the L&A tab, select Print Full Test Deck Tally Report to print the expected results after scanning all test ballots.

• Remove the following from each L&A Package:

  • Precinct Tally Report (expected results of the precinct)

  • Pre-voted VxMark test ballots

  • All but two blank hand-marked test ballots from one ballot style (one remains blank, one is hand-marked by an election administrator to replace a pre-voted hand-marked test ballot)

  • All but one overvoted hand-marked test ballot

• Ensure the following items remain for each precinct and ballot style:

  • Pre-voted hand-marked test ballots

  • Two blank hand-marked test ballots from one ballot style (one remains blank, one is hand-marked by an election administrator to replace a pre-voted hand-marked test ballot)

  • One overvoted hand-marked test ballot

• Confirm that you also have the following materials for the overall election:

  • Zero Report (Unofficial Full Election Tally Report)

  • Full Test Deck Tally Report (expected results of all precincts)

VxCentralScan

Repeat the following for each VxCentralScan station:

• Connect VxCentralScan laptop to its scanner

• Turn on the VxCentralScan laptop and the scanner

• Confirm that VxCentralScan is configured for the appropriate election

• Toggle to Test Mode

• Scan the pre-voted hand-marked test ballots

• Scan the blank ballot

  • Confirm it shows up as blank

  • Choose Cast Ballot As Is

• Scan the overvoted ballot

  • Confirm it shows up as overvote

  • Choose Cast Ballot As Is

• Verify the count of scanned ballots

• Save Results to USB drive

VxAdmin - Part 2

Repeat the following for each VxCentralScan USB drive:

• Insert USB drive with the CVR files

• Select Import CVR Files in the Tally tab

• Load the CVR file from the given VxCentralScan

• Confirm that the CVR count in VxAdmin matches the number of ballots in the test deck

• Print Unofficial Full Election Tally Report

• Compare to the Test Ballot Deck Tally - the totals on the Test Ballot Deck Tally should be divided by 4 and then should match your scanning results (the Test Ballot Deck Tally report is programmed for the Full System)

• Clear CVR files

Cleanup

• Confirm that there are no CVR files left in VxAdmin Tally tab

• Toggle VxCentralScan to Live Mode (in Admin tab)

• Shut down VxAdmin

• Shut down VxCentralScan

• Backup Machine Testing

  • • VxScan and VxMark should be configured for "All Precincts"

    • Scan full test deck rather than precinct-specific test decks

    • Tally results should match the test deck tally - do not load CVRs to VxAdmin

Information about power, the printer, and accessible controller can be viewed in the System Diagnostics screen of the VxMark. To navigate to the System Diagnostics screen, insert a Poll Worker Card and select View Other Actions.

Next, select System Diagnostics.

The following information will be displayed on the screen. It provides details on each component of the VxMark, allowing for easy troubleshooting.

Printer Status

If the diagnostics show warnings about the printer, such as the need to replace the toner cartridge, the status will need to be refreshed after corrections have been made to the printer. Select Refresh Printer Status to see the updated status.

Accessible Controller Troubleshooting

If an accessible controller is not functioning properly, there are two ways to troubleshoot. The first is a quick reset.

Insert a Poll Worker card into the VxMark and select Reset Accessible Controller.

If the reset does not remedy the problem, go to the System Diagnostics screen by selecting System Diagnostics.

Then select Start Accessible Controller Test and follow the prompts on the screen using the accessible controller to navigate.

This checklist needs to be run only once for the entire jurisdiction. Its purpose is to print materials used for later stages of L&A.

• Turn on VxAdmin and printer (model m404dn)

• Confirm printer has plenty of ballot weight paper

• Confirm VxAdmin is configured for the appropriate election

• Print the following reports and ballot packages

  • Using the Reports tab, print an Unofficial Full Election Tally Report as the Zero Report

  • Using the L&A tab, select List Precinct L&A Packages. Print the L&A Packages for all precincts, or for a specific precinct.

  • Using the L&A tab, select Print Full Test Deck Tally Report to print the expected results after scanning all test ballots.

• Organize precinct-specific materials by precinct. Each L&A Package should have printed:

  • Precinct Tally Report (expected results of the precinct)

  • Pre-voted VxMark test ballots

  • Pre-voted hand-marked test ballots

  • Two blank hand-marked test ballots (one remains blank, one is hand-marked by an election administrator to replace a pre-voted hand-marked test ballot)

  • One overvoted hand-marked test ballot

• Confirm that you also have the following materials for the overall election:

  • Zero Report (Unofficial Full Election Tally Report)

  • Full Test Deck Tally Report (expected results of all precincts)

Gather Precinct Materials

• Election Manager (EM) Card (enough for everyone testing)

• Poll Worker Card(s) (all that will be used on Election Day)

• USB drive

• Seals

• Blank white piece of paper - same thickness as ballots

• L&A Package

Set Up Equipment

• Insert USB drive into VxScan

  • Remove ballot bag

  • Open enclosure

  • Insert USB drive

  • Close enclosure

  • Insert ballot bag (optional)

Using Equipment

Part 1: VxScan - Opening

• Insert a new USB drive

• Confirm Election, Election ID, Date, Time, and Precinct (EM Card)

• Select Calibrate Scanner and insert a blank sheet of paper (EM Card)

• Confirm VxScan is in Testing Mode (EM Card)

• Open polls (Poll Worker Card)

Part 2: VxMark - Opening and Marking Ballots

• Confirm printer has plenty of paper

• Confirm Election, Election ID, Date, Time, and Precinct

• Confirm VxMark is in Testing Mode

• Open polls and print Open Polls Report from VxScan to serve as the Zero Report (Poll Worker Card)

• Confirm Opened Polls Report is all zeros

• Confirm all expected ballot styles show up as options at top of screen

• Confirm all Poll Worker Cards work

• For one of the ballot styles selected at random, confirm that the entire ballot can be filled out and printed using only the audio track over headphones and the accessible controller (do not scan this ballot)

Part 3: VxScan - Casting Votes and Closing

• Scan all ballots from the precinct's L&A Package

  • Pre-voted VxMark test ballots (do not scan your own test votes from VxMark)

  • Pre-voted hand-marked test ballots

  • The blank ballot

    • Confirm it is rejected & select Cast Ballot as Is

  • The overvoted ballot

    • Confirm it is rejected & select Cast Ballot as Is

• Close polls (Poll Worker Card)

• Switch to Live Election Mode (EM Card)

Part 4: VxMark - Closing

• Print Polls Closed Report (Poll Worker Card)

• Confirm Polls Closed Report matches Test Deck Tally

• Switch to Live Election Mode(EM Card)

Part 5: VxScan - Removing Results

• Remove ballot bag

• Remove ballots from ballot bag

• Set aside blank piece of paper - you will not need this later

• Set aside blank and overvoted ballots - you will not need this later

• Set aside test deck ballots - you will need this later

• Open metal enclosure

• Remove USB drive and set aside

Pack Up and Seal Equipment

• Verify neither VxScan nor VxMark has an orange testing banner on the screen

• Insert tested USB drive into VxScan

• Close metal enclosure

• Close Ballot Bag Main Opening

• Seal Ballot Bag Main Opening

• Place Ballot Bag into VxScan

• Seal Ballot Bag in place

  • Flap side 1

  • Flap side 2

• Zip ballot entry flap and top

• Seal ballot entry flap and top together

• Seal VxMark

Seal Tracking

The following should be repeated for each USB drive and CVR file saved from VxScan and VxCentralScan.

Load CVRs

First select the Tally tab and then select Load CVR Files.

Once you insert a USB drive with CVRs, you should automatically see the CVR files you may load. Select Load next to the file you want.

When loaded, confirm that the presented file name, count and precinct(s) are as expected. You may also review the ballot count by precinct and view any unofficial tally reports in the Reports tab.

Print Tally Report

Once reviewed, go to the Reports tab and select Unofficial Full Election Tally Report.

A preview of the report will be on screen. Select Print Report to print the report or Save Report as PDF to save the election tally to a USB drive.

Compare Results

Compare the expected test deck results report to the tally report. These reports should match exactly unless only using VxCentralScan and the hand-marked test ballots. If desired, you may also manually tally the test deck ballots and check that manual tally against the scanned results.

• Recombine L&A Package test ballots from each precinct into one batch of ballots (you may also print new test ballots - if that is easier)

• Connect VxCentralScan laptop to its scanner

• Turn on the VxCentralScan laptop and the scanner

• Confirm that VxCentralScan is configured for the appropriate election

• Click Toggle to Test Mode from the Admin menu (if applicable)

• Scan the test ballots from each precinct

• Scan a blank ballot

  • Confirm it shows up as blank

  • Select Tabulate As Is

  • Select Yes, tabulate ballot as is

• Scan the overvoted ballot

  • Confirm it shows up as an overvote

  • Select Tabulate As Is

  • Select Yes, tabulate ballot as is

• Save CVRs to a USB drive

• Select Toggle to Live Election Mode in the Admin menu

• Confirm all expected contests appear in the correct order

• Confirm all candidate names appear and are spelled correctly

• Confirm each candidate / choice can be selected and deselected

• Confirm the review screen lists all contests

• At the review screen, for each contest

  • select Change, leave blank, select Review, confirming the contest is left blank

  • select Change, choose a write-in (if appropriate), select Review, confirm the write-in appears

  • select Change, attempt to select more than the max number of choices, confirm you cannot

  • select Change, make a selection, select Review

• Select I'm Ready to Print My Ballot, and confirm the ballot prints

• Confirm the printed ballot includes the selections made on screen (write down the selections from your review screen on this checklist to make this easier)

You've already printed test decks, scanned them, and saved their results as CVR files. In this final step, we combine all the CVR files from VxScan and VxCentralScan to confirm the results are correct.

For every USB drive:

• Insert USB drive with the CVR file

• Select Load CVR Files under the Tally tab

• Load the CVR file

• Eject USB drive

After all files are loaded:

• Print the Unofficial Full Election Tally

• Confirm that the tallies match

• Remove CVR files

Print Zero Report

Before starting the testing process, confirm VxAdmin does not have CVRs loaded. Go to the Reports tab and review the ballot counts. They should all be zero. To print a confirmed zero report, select Unofficial Full Election Tally.

Print L&A Package

To print the remaining test materials, select the L&A tab and then select List Precinct L&A Packages.

Print Packages for All Precinctsor for a specific precinct.

Each L&A Package will print:

• Precinct Tally Report (expected results of the precinct)

• Pre-voted VxMark test ballots

• Pre-voted hand-marked test ballots

• Two blank hand-marked test ballots (one remains blank, one is hand-marked by an election administrator to replace a pre-voted hand-marked test ballot)

• One overvoted hand-marked test ballot

Print Full Test Deck Tally Report

The Full Test Deck Tally Report is the results we expect after scanning all test decks through all systems (VxScan and VxCentralScan). To print the Full Test Deck Tally Report, go to the L&A tab and select Print Full Test Deck Tally Report.

After printing, you can set aside the results report until test deck tabulation.

Last Steps

Verify all of the items above printed for each precinct.

There are two main pieces of equipment that you will set up at your polling place:

• VxScan: a scanner where voters will cast their ballots and precinct results will be tabulated

• VxMark: an accessible ballot-marking device (a.k.a. voting machine) where voters can vote on a touchscreen and print their ballot. The VxMark's connected printer will also be used to print polls open and polls closed reports

Use the following guides to set up the equipment before you open polls:

Use the following guide when you want to open polls to allow voting to begin:

Before scanning each test deck, confirm that the election information in the footer is correct.

Toggle Test Mode

All test deck scanning must be performed in test mode. If VxCentralScan is not already in test mode, change the mode. To change mode, select Adminat the top right of the screen.

Select Toggle to Test Mode. Changing modes zeros out all existing scans in the previous mode.

Once in test mode, confirm the Machine is in Testing Mode is shown at the top of the screen and No ballots have been scanned is displayed.

Scan Test Deck

Before scanning, take at least one ballot from the test deck and flip it upside down, then replace on the stack. Next, take at least one ballot from the test deck and flip it back to front, then replace on the stack.

Load the stack of ballots into the feeder tray of the scanner. VotingWorks recommends loading no more than 50 ballot sheets at at time.

From VxCentralScan, select Scan New Batch. Ballots feed through the scanner automatically and the number of ballots scanned will increase as each ballot is scanned under Ballot Count. A timestamp will appear under the Finished At header when a batch is done scanning. Repeat the scanning process until all ballots are scanned.

Once finished scanning, confirm that the ballot count listed onscreen matches the number of ballot sheets in the test deck.

Save Cast Vote Records

To save the Cast Vote Record (CVR) of scanned results, select Save CVRs in the top right.

A prompt will appear prompting you to insert a USB drive. Once you do, the USB drive is detected in a few seconds, and saving can be done automatically by selecting Save. Once the CVR file has been saved to the USB drive, select Eject USB. When complete, the CVRs Saved screen will prompt you to close and eject the USB drive.

Remove CVR Files from VxAdmin

To finish L&A, select Remove CVR Files to clear VxAdmin of CVRs in preparation for election day. Confirm by selecting Remove CVR Files in the popup confirmation screen.

Toggle VxCentralScan to Live Mode

After you have removed CVR files from VxAdmin, you'll also need to change VxCentralScan from Test mode to Live mode. To change modes, select Admin and then Toggle to Live Mode.

Toggle VxMark to Live Mode

Insert the Election Manager Card into VxMark to show the Admin Screen, and select Live Election Mode.

Remove the Election Manager Card, and confirm that the VxMark is in live mode by ensuring there is no orange Test Mode banner and Polls Closed is displayed.

Toggle VxScan to Live Mode

Insert the Election Manager Card into VxScan to show the Administrator Settings Screen, and select Live Election Mode.

Remove the Election Manager Card, and confirm that the VxScan is in live mode by ensuring there is no orange Test Mode banner and Polls Closed is displayed.

Equipment Setup

• • Remove and document seal

  • Open top

  • Plug power cable into power backup

  • Plug power backup into outlet

  • Turn power backup on

  • Lift screen upright

  • Open ballot entry flap

  • Attach ballot entry tray

• • Set up printer

    • Remove printer from case

    • Plug power cable into printer and outlet

    • Turn on

  • Remove and document VxMark seal

  • Open all four latches

  • Plug power cord into outlet

  • Connect printer cable to printer

  • Set accessible controller to side

  • Plug headphones into accessible controller

  • Turn on (screen shows "Polls Closed")

  • Set up privacy shield

• Insert Poll Worker Card into VxScan

• Select Open Polls for [Precinct Name]

• Insert Poll Worker Card into VxMark

• Select Print Tally Report - 2 copies will print

• Verify precinct name, date, time and totals are zero

• Retain and/or display the Tally Report as instructed by your election administrator

Helping a voter vote at VxMark

• Insert Poll Worker Card

• Select the appropriate ballot style

• Remove Poll Worker Card

• Instruct voter they can begin voting by selecting Start Voting or alternately, provide the voter with headphones and the accessible control for audio instructions

• Allow voter to vote privately

• After the voter prints their ballot, assist and instruct them to:

  • Review their printed ballot (if able)

  • Insert their ballot into VxScan

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. Let them know their options which, depending on the issue, may include casting their ballot despite issues, adding marks to their ballot, or receiving a new ballot

• Insert Poll Worker Card into VxScan

• Select Close Polls for [Precinct Name]

• Insert Poll Worker Card into VxMark

• Select Print Tally Report - 2 copies will print, each 2 pages

• Retain and/or display the Tally Report as instructed by your election administrator

Packing Up Equipment

• • Turn off

  • Lower screen

  • Unplug power cord and place in lid pocket

  • Remove ballot entry tray and place inside outer bag

  • Close ballot entry flap

  • Close top

  • Seal ballot entry flap and top zippers together

  • Document seal number

• • Pack up printer

    • Turn off printer

    • Disconnect printer cable

    • Disconnect power cord from outlet and printer

    • Place printer into case

    • Place power cord into case

  • Privacy shield: return to case lid, foam facing you

  • Turn off VxMark

  • Power adapter: return to case, back-left

  • Printer cable: return to case, middle-right

  • Headphones: return to pouch, place atop screen

  • Accessible controller: return to case, front-left

  • All cables: neatly within case

  • Close all four latches

  • Seal container

  • Document seal number

You can find this checklist and guides for the equipment online at https://docs.voting.works/vxsuite/poll-worker-guides

Hardware Overview

VxScan is in a tamper-evident blue container that may be rolled like a suitcase. Inside is an additional tamper-evident blue container used to store scanned ballots.

VxScan Setup

The VxScan should be set up on its own table and the table should be located somewhere between the privacy booths and the exit to the polling place. VxScan can be set up through the following steps:

1. Open the container:

   • break the seal and record the seal number in the Equipment Seals Log

   • unzip the top compartment

2. Plug VxScan into the power backup:

• remove the power cord from the lid pocket

• plug it into a white outlet in back of the power backup

• plug the power backup into an outlet

• turn power backup on

3. Prepare the scanner:

• lift the screen up so it is facing forward

• open the front flap and secure it to the velcro at the bottom of the container

• attach the tray by inserting the posts until you feel the magnets snap in place

4. Ensure ballot bag is sealed into the scanner with one seal on each latch.

VxScan hardware setup is complete.

Pack up VxScan through the following steps:

1. Pack up all components:

   • turn the power off

   • lower the screen

   • unplug power cord and place in lid pocket

   • remove feeder tray and place on top of ballot container

2. Seal the container and record the seal number:

• close ballot entry flap

• close top

• seal ballot entry flap and top zippers together

• document seal number

Record the seal number on the Equipment Seals Log and store or return the equipment according to your election administrator's directions.

Hardware Overview

VxMark is in a self-contained black case and the HP printer is inside a gray rolling case.

VxMark Setup

The VxMark should be set up on a different table than the VxScan, in a place that provides a voter using the device privacy to vote and print a ballot. VxMark can be set up through the following steps:

1. Unbox and setup printer:

   • remove the printer and power cord from the case

   • place the printer on the side of the table closest to the VxScan's location

   • plug the power cord into the back of the printer

   • plug the power cord into an outlet

   • press the power button to turn the printer on

   • load paper into the paper tray

2. Setup VxMark:

• open the case by lifting the latches on the sides and front

• prepare the components:

  • pull the accessible controller (a) out from the front-left compartment and set it to the left of the case

  • remove the headphones (b) from the travel pouch on top of the screen and plug them into the accessible controller (a)

  • pull the power cord (c) out from the back-left compartment and plug it into an outlet

  • pull the printer cable (d) from the mid-right compartment and connect it to the back of the printer

  • do not remove the card reader (e) from the front-right compartment, no action is required

• turn the VxMark on: the power button is located to the middle-right of the screen, next to the printer cord. Run your finger along the side of the screen and press the power button firmly for 1 second and then release. The card reader and accessible controller will light up within 3-5 seconds.

• remove the privacy screen from the case top (behind the foam)

• set up the privacy screen

• store the empty headphone pouch behind the privacy screen

VxMark hardware setup is complete.

Closing Polls on VxScan

To close the polls on VxScan, a poll worker must insert their Poll Worker Card into the card reader. The card must be facing away from the screen. Select Close Polls for [Precinct Name].

A Close Polls Report is saved to the Poll Worker Card which includes the number of ballots scanned and the tabulated results of those ballots. Take the Poll Worker Card to VxMark to print.

Printing the Close Polls Report

To print the report, insert the Poll Worker Card into a VxMark and select Print Tally Report.

Two copies of the report will now print from the VxMark's printer in the following format:

Opening Polls on VxScan

After VxScan is initially turned on, it will show the Polls Closed screen.

To open the polls, a poll worker must insert their Poll Worker Card into the card reader behind the screen. The front of the Poll Worker Card must be facing away from the screen. To open the polls, select Open Polls for [Precinct Name].

The Polls Opened Report will save to the Poll Worker card. Remove the Poll Worker card from VxScan and go to the VxMark to print the report.

Printing the Polls Opened Report

To print the report, insert the Poll Worker card into the VxMark's card reader. Select Open Polls and Print Reportto open the polls and print the Polls Opened Report. The Polls Opened Report also serves as the precincts Zero Report.

Two copies of the report will print from the VxMark's printer. All contest totals should be zero. Below is an example of the Polls Opened Report:

Casting Ballots

VxScan is ready to accept a new ballot whenever it displays Insert Your Ballot Below.

A voter can then push their ballot onto the tray and into the scanner. When a ballot is properly inserted, the scanner will grip the ballot. If a ballot is inserted at an angle, the scanner may push the ballot back into the voter's hands without scanning, the voter should simply re-insert their ballot. VxScan will then scan the ballot by pulling it in and show the following screen.

If the ballot has no errors, the ballot will go into the ballot box and the screen will show that the ballot has been counted.

After a few seconds, VxScan will return to the Insert Your Ballot Below screen in preparation for the next voter.

If the ballot was not counted because of an issue, the scanner will push the ballot back toward the voter but maintain a grip on it. There could be any of the following issues with the ballot.

Overvoted Ballots

The scanner recognized more than the allowed number of votes for a particular race. For example, a voter marked two candidates in a race where they must make a single choice. The voter may have not noticed they made two marks for a single race. More commonly, the voter may have made accidental marks on another bubble. VxScan will warn the voter and indicate which races have too many votes.

If the voter would like to correct their error, they should select Return Ballot and VxScan will return the ballot to the voter. Depending on the applicable laws and regulations, they may void or spoil the problematic ballot and mark their votes on a new ballot.

The voter could also choose to cast their overvoted ballot despite errors. When they do this, their votes are counted in contests for which their ballot has no errors and their votes are not counted in contests for which their ballot has errors. For example, if a ballot has too many votes for mayor but is otherwise acceptable, none of the votes for mayor will be counted but the rest of the ballot will be counted normally. The voter should select Cast Ballot As Is and then confirm by selecting Yes, Cast Ballot As Is.

After a ballot is cast and VxScan is done processing it, the screen will return to the Insert Your Ballot Below screen and VxScan is ready to accept another ballot.

Undervoted Ballots

The scanner recognized less than the allowed number of votes for a particular race. The voter may have intentionally skipped a race or not. While a voter does not have to vote in each contest, VxScan will warn the voter and indicate which races do not have votes.

If the voter would like to count the ballot as is, they should select Cast Ballot As Is and then confirm by selecting Yes, Cast Ballot As Is. If the voter would like to vote in the contests they skipped, they should select Return Ballot and VxScan will return the ballot to the voter.

Blank Ballots

The scanner did not recognize any choices marked in the bubbles of the ballot. The voter may have circled or underlined the names of their choices instead of filling in the bubbles. Also, the voter may have used a writing utensil whose marks are ignored by the scanner, like a red-ink pen. VxScan will warn the voter that their ballot appears blank.

If the voter would like to correct their error, they should select Return Ballot and VxScan will return the ballot to the voter. If the voter would like to count the ballot as is, they should select Cast Ballot As Is and then confirm by selecting Yes, Cast Ballot As Is. No votes will count on a blank ballot.

Using VxMark

Activating a Ballot Style

If a voter chooses to use the VxMark, you'll need to use your Poll Worker Card to select their ballot. Insert the Poll Worker Card as instructed on the screen.

Then select the ballot style under the Choose Ballot Style heading.

Select the desired ballot style, and the screen changes to indicate that the VxMark has been activated with that ballot style.

Remove the Poll Worker Card and let the voter know they can begin voting by selecting Start Voting.

Voting Instructions

The voter will be presented with one contest at a time. They will make a selection by selecting the candidate of their choice.

The voter moves to the next contest by selecting Next.The voter can skip a contest by selecting Next without making a selection. To return to a previous contest, they should select Back.

After working through all contests, a Review Your Votes screen appears that allows the voter to change any vote by selecting Change.

When done reviewing, the voter selects I'm Ready to Print My Ballot. The ballot should begin printing. Once it's done printing, the screen will display instructions for the voter to verify and scan their ballot.

The voter may select the Done button if they wish, but it's not required. The screen will automatically refresh to the starting point after a few seconds.

The voter should take their printed ballot and review it one final time (as able). They should then be directed to VxScan to scan their ballot.

At the end of the voting period, use the following guides to close the polls, print the results, and pack up the equipment:

VxCentralScan is a central scanning solution that allows you to quickly scan large batches of ballots. If you are using VxScan at your precincts, then you'll use VxCentralScan to scan absentee and affidavit ballots. If you are not using VxScan at your precincts, then you'll use VxCentralScan to scan all ballots.

Scan Ballot Batches

Before scanning the first ballot batch, confirm that VxCentralScan displays No ballots have been scanned. If not, go to the Admin menu and select Delete Ballot Data to clear the scanner.

Load a stack of ballots into the feeder tray of the scanner. VotingWorks recommends loading no more than 50 ballot sheets at time. The ballots need to be in a neat stack, unfolded and lying flat, but ballots can be in any orientation (e.g. upside down or backwards is fine).

Select Scan New Batch. Ballots feed through the scanner automatically and the number of ballots scanned will increase as each ballot is scanned under Ballot Count. A timestamp will appear under the Finished At header when a batch is done scanning.

Once the batch finishes scanning, remove it from the output tray on the scanner and place the next stack of ballots in the feeder tray. Repeat the scanning process until all ballots are scanned.

Adjudicate Ballots

VxCentralScan will stop scanning and present a review screen if scanning cannot be completed due to a blank sheet, overvoted contest, scan mode mismatch, or an otherwise unreadable ballot sheet. The review screen will display an image of the scanned ballot sheet, the reason why scanning was stopped, and confirm that this ballot sheet has not been tabulated yet.

Blank & Overvoted Ballots

Original Ballot Scan

If scanning an original voter-marked ballot, remove the last ballot sheet scanned from the scanner output tray and confirm it matches the ballot sheet displayed onscreen. Once removed, select Remove to Adjudicate and confirm that the Ballot has been removed. Once confirmed, the scanner will resume scanning ballots in the batch.

The example below shows an Overvote detected that is being removed for Resolution Board processing.

The removed ballot should be duplicated and prepared for the Resolution Board. Using a red pen, mark the removed ballot as Original and the duplicated ballot as Duplicate with both ballots numbered consecutively. For example, the first ballot removed should be marked as Original #1 and the ballot used for duplication as Duplicate #1. Place both the original and duplicate ballots in an envelope to provide to the Resolution Board.

The Resolution Board will examine the original ballot and mark the duplicate ballot in a manner consistent with the voter’s intent and applicable laws. When all original ballot batches have been scanned, a final batch containing all the duplicated ballots may be scanned to reincorporate these ballots into the tally.

Duplicate Ballot Scan

If scanning a duplicated ballot prepared by the Resolution Board, first confirm that the reason presented on screen is valid and that the duplicated ballot should be tabulated as such. VotingWorks recommends scanning all duplicated ballots as the last batch on election night.

To tabulate the duplicated ballot, select Tabulate As Is and then Yes, tabulate ballot as is. The duplicated ballot will be recorded with the condition shown on screen and the scanner will continue scanning the remaining ballots in the batch.

The example below shows a Blank Ballot duplicated by the Resolution Board that is being tabulated as a blank ballot.

Unreadable Ballots

VxCentralScan may show an Unreadable ballot screen for a properly marked ballot if it's unable to decode ballot information due to page skew, dust, or tampering of the ballot. When a ballot sheet is shown as unreadable, you can safely remove the ballot and re-scan the ballot sheet. If the ballot is unreadable on a second scan, you should remove the ballot and prepare a duplicate ballot for the Resolution Board to review.

Mode Mismatch

A mode mismatch error will appear if the scanner mode (Test or Official) does not match the ballot type (Test or Official) and the scanned sheet will not be tabulated. In these cases, you should either remove the ballot from the stack or switch scanner modes.

The example below shows a Live ballot that was scanned in Test mode.

Saving Cast Vote Records (CVRs)

When all ballot batches (including any duplicated ballots) have been scanned, you will need to save the CVRs from VxCentralScan to load into VxAdmin for tabulation.

To save, select Save CVRs in the top right.

You'll be prompted to insert a USB drive. Once recognized, select Save and then Eject USB.

You don't need to worry about filenames. The save process takes care of that.

Once you've selected Eject USB, you'll see a prompt to Close and may remove the USB drive.

If using multiple VxCentralScan stations, repeat for each one.

Save Backup

After saving the CVR, VotingWorks recommends also taking a backup of all data from the VxCentralScan station. To save a backup, navigate to the Admin menu and select Save Backup. Then navigate to the USB drive in the file dialog and save the backup .zip file. The file may take up to a few minutes to save.

Once saved, select Eject USB and remove the USB drive from VxCentralScan.

• Confirm VxCentralScan is in Live Mode and says No ballots have been scanned

  • If not, switch the scanner to Live Mode or select Delete Ballot Data from the Admin menu

• Scan ballots in batches of ~fifty (50)

• Create a pile of ballots for adjudication as rejected by the scanner

• Adjudicate ballots with the resolution board

• Scan resolution board ballots

• Write down the number ballots scanned by the scanner (on laptop screen)

• Save CVRs to USB drive

• Save Backup to USB drive (in Admin menu)

VxScan USB Retrieval

• Verify seal number from ballot slot and top zippers

• Remove and save seal from ballot slot and top zippers

• Open top zipper

• Verify and remove the ballot box flap seals

• Remove the ballot box from VxScan

• Zip the ballot box flap

• Seal and record the ballot box flap seal

• Open metal enclosure

• Remove USB drive

• Close metal enclosure

• Secure USB drive as instructed by your election administrator

• Close the top zipper

• Seal and record the top and entry flap zippers together

• Verify there are no CVRs on VxAdmin

• In the Reports tab, print an Unofficial Full Election Tally Report as the Zero Report

• In the Tally tab, load CVRs from USB drives

• If applicable, select Load External Results File to save SEMS file from other machines (e.g. TSX GEMS results)

• In the Reports tab, print an Unofficial Full Election Tally Report for the results

• Save SEMS Results file to USB drive

• Upload SEMS file to SEMS

Pack up VxMark through the following steps:

1. Unplug and store printer:

   • press the power button to turn the printer off

   • unplug the power cord from the outlet

   • unplug the power cord from the back of the printer

   • unplug the printer cable

   • place the printer in the case

   • place the power cord on top of the printer

   • zip the top closed

2. Store the components:

• remove the privacy screen and place behind the foam

• remove the headphones (b) from the accessible controller (a), place them in the travel pouch, and place them on to of the screen

• put the accessible controller (a) in the front-left compartment

• unplug the power cord (c) from the outlet and put in the back-left compartment

• put the printer cable (d) in the mid-right compartment

• press and hold for 1 second the power button to turn the VxMark off (button on the mid-right side of the screen)

3. Close the case and seal:

• secure all four latches

• seal in one of the two locations highlighted with a square in the picture below

• record the seal number

Record the seal number on the Equipment Seals Log and store or return the equipment according to your election administrator's directions.

Tallying CVRs

All tabulation functionality in VxAdmin is available within the Tally tab. Select the Tally tab and then select Load CVR Files.

To tally results, each USB drive from the precincts and VxCentralScan must be loaded. One at a time, insert the USB drives. A dialog box will pop up and show you each CVR file saved on the USB drive. Select Load next to the file (live election, correct number of ballots, correct time) you'd like to load.

When loaded, confirm that the presented file name, CVR count, and precinct(s) are as expected. Load CVR files from all of your scanners, VxScan and VxCentralScan. To review the ballot count by precinct and view any unofficial tally reports desired, go to the Reports tab.

After loading your CVR file(s), go to the Reports tab and select Unofficial Full Election Tally Report.

A preview of the report will be on screen. Select Print Report to print the report or Save Report as PDF to save the election tally to a USB drive.

The printed report should look like the image below with the election name and the VotingWorks logo.

Separating Absentee from Precinct

You can also print a tabulation report of just the precinct ballots, or just the absentee ballots under Tally Report by Voting Method.

Full Results File

A results file may also be saved that contains all of the vote totals separated by contest, candidate, precinct, and vote type in a .csv file format. This allows for custom report creation and/or additional analysis of the election data. To save the results in .csv format, go to the Reports tab and select Save Results.

The .cvs file can be opened in any spreadsheet software program and will display the following information. The ID fields (Contest, Selection, etc.) are internal identification numbers.

Save Results for SEMS

To save SEMS results, go to the Reports tab and select Save SEMS Results.

If you haven't inserted a USB drive, you will be prompted to do so. VxAdmin will create a clear filename that includes the date and ask you to confirm that you want to Save. The file will be saved to the USB drive. Eject the USB drive by selecting Eject USB, when the screen indicates it's safe to do so, select Close remove the USB drive.

Upload to SEMS

Connect the USB drive with the saved results to a computer connected to SEMS.

In SEMS, navigate to the Election Management view for the corresponding election and select Election Results in the left navigation. From the results view, select Import Results and browse to the results file on your USB drive from the subsequent import dialog. Close the import dialog once you have finished importing. Please note that the USB drive name in SEMS may be different than on your computer.

Your election results should now be presented to you in SEMS. If results are not immediately presented, select the Refresh Wizard Statusin the bottom left of the screen. You should see results after refreshing.

Appendix: Import GEMS Results

First, you will need to save your in-precinct TSX results files from GEMS to a USB drive. This does not need to be the same USB drive as the one you use for VotingWorks, but it can be.

Next, you will load the results file you got from the GEMS server into the VotingWorks tabulation screen. In the Tally tab, select Load External Results File.

Navigate the files on the USB drive to find and select the GEMS results file. It should load alongside your CVR file.

At that point, the Unofficial Full Election Tally Report will show the combined VotingWorks and GEMS results.

On election night, the USB drives will need to be retrieved from the precinct scanners and the ballot boxes secured. The USB drives will be used to tally the results from the precincts.

Open VxScan

VxScan will be returned to election administrators sealed.

Complete the following steps to open VxScan:

• verify seal number from ballot slot and top zippers

• remove and save seal from ballot slot and top zippers

• open top zipper

Remove & Seal Ballot Bag

Next, complete the following steps to remove and seal the ballot bag:

• verify and remove the ballot box flap seals

• remove the ballot box from VxScan

• zip the ballot box flap closed

• seal and record the ballot box flap seal

Remove USB Drive

With the ballot bag removed, you can now open the scanner compartment by lifting the latches on each side.

Find the USB drive in the center and pull it out.

After you have removed the USB drive, make sure you close the metal enclosure and seal VxScan.

When you are ready to certify election results, you can mark VxAdmin results as Official to print official results.

To mark as official, navigate to the Reports tab and select Unofficial Full Election Tally Report.

Then select Mark Tally Results as Official.

Confirm by selecting Mark Tally Results as Official.

All references in VxAdmin to unofficial results will be changed to official. Note that you can no longer load any additional CVRs at this point, unless you clear all results and start over. You can print an official tally by going to the Reports tab and selecting Official Full Election Tally Report.

To print, click Print Report in the subsequent screen. Official will be displayed at the top of the screen and on the report.

VotingWorks equipment uses commercial off-the-shelf (COTS) components whenever possible. The printers, scanners, and laptops onto which we install our software are usually items that anyone could buy online or at an electronics store. COTS equipment tends to be more reliable, affordable, and transparent than highly customized hardware. On this page, you'll find more information about the components we use and links to documentation about each component.

HP Printers

VxAdmin and VxMark print ballots with HP LaserJet Pro Printers. They are business printers that reliably and quickly print ballots with a low cost-per-ballot and low energy requirements. VxMark is paired with the HP m404n printer while VxAdmin is paired with the HP m404dn printer. The two are nearly identical black and white printers, the only difference being that the latter can print double-sided.

VxAdmin can also be used to print in color with the HP m454dn printer, but due to the increased cost of toner and its bulkier size we normally recommend using the HP m404dn.

Toner

Feeder Tray

Scanners

Fujitsu Scanners

VxScan Kiosk Scanner

Laptops and Tablets

VotingWorks equipment uses standard laptops and tablets. Below is a list of devices currently in use in our products and links to documentation if you would like to learn more:

Hardware Dimensions

Retaining Election Files

After certification of an election and before configuring a new election, all election files and data should be saved and configuration files removed from the previous election.

VotingWorks recommends retaining the following files after each election:

• VxAdmin results file

• VxAdmin tally reports

• VxAdmin log

• VxCentralScan backup files

• VxScan backup files

VxAdmin

To save the recommended VxAdmin files, follow these steps when logged in as an Election Manager:

1. In the Reports tab, select Save Results

2. In the Reports tab, select Official Full Election Tally Report, select Save Report as PDF

Next, login as a System Administrator, select Log, and Save Log File.

VxCentralScan Backup Files

VxCentralScan backup files are saved on election night. This file includes the CVRs, logs, and ballot images. If the backup file was not saved on election night, simply go to the Admin menu and select Save Backup.

VxScan CVR Files

2. Insert a USB drive

3. Select Save Backup

Removing Election Files

Each VotingWorks component has a red button to remove election files.

In VxAdmin, login with a System Administrator Card and go to the Definition tab, select Remove Election.

In VxCentralScan, go to the Admin screen, select Delete Election Data from VxCentralScan.

In VxScan, insert an Election Manager Card and select Delete All Election Data from VxScan.

In VxMark, insert an Election Manager Card and select Unconfigure Machine.

You may receive properly post-marked absentee ballots for five days after election day that need to be counted. To add these ballots to unofficial results:

1. Scan late-received ballots on VxCentralScan, preserving the election-night scans

2. Save the CVRs, including both election-night and late-received.

3. Load the new CVR file in VxAdmin

4. Print tally report

5. Save SEMS results

6. Upload results to SEMS

VotingWorks recommends scanning and tabulating all late-received ballots at once though you may process late-received ballots multiple times by repeating these steps.

Scan Late-Received Ballots

Save CVRs

Load CVRs

In VxAdmin, load the new CVR file. Select Load CVR Files.

Select Load for the CVR file you want to load.

Save Results

HP Printer FAQ

Do we need to install toner?

The printer displays "Select Language" and won't print. What do I do?

The first time a printer is used or if it is ever reset, it must be configured by responding to the on-screen prompts. You can simply press the "OK" button repeatedly, selecting all the defaults, until it says "Ready."

How do I fix streaks, lines, or otherwise poor print quality?

Print a "Cleaning Page." In order to do so, navigate through the following options on the printer LCD screen:

1. Setup

2. Printer Maintenance

3. Print Quality Tools

4. Cleaning Page

Printing the cleaning page will usually clear the printer's rollers of stray ink that is causing print issues.

What if printing a "Cleaning Page" helps, but the issue keeps coming back?

If you are using a recommended paper, the toner cartridge may be defective and may need to be replaced.

Ballot Printing in Bulk (From External Printer)

When using a third party printer, VotingWorks recommends printing ballots on paper between 38# Bond (140 GSM) - 65# Cover (177 GSM) for the best voter experience. The commonly available paper weights in this range are:

• 38# Bond (140 GSM)

• 100# Text (140 GSM)

• 40# Bond (150 GSM)

• 60# Cover (162 GSM)

• 90# Index (162 GSM)

• 120# Text (177 GSM)

• 65# Cover (177 GSM)

Ballot Printing On-Demand (In-House)

The following alternative common off-the-shelf paper weights are suitable for absentee ballot or ballot-marking device ballot printing on-demand:

• 32# Bond (120 GSM)
• 28# Bond (105 GSM)

Note: printing of paper heavier than 32# Bond (120 GSM) requires use of either the HP454dn printer or Tray 1 on the HP404dn or HP404n printers.

If printing ballots on another computer or printer with the ballot package .pdfs, your Adobe settings must be set to "actual size" under page sizing. Any alteration of page size may effect scanning and tabulation.

Marking Utensils

There is no specific recommendation for a marking utensil but it should be an ink pen that dries quickly. No markers.

Toner Cartridges

The HP printers for both VxMark and VxAdmin use toner cartridge 58. HP offers two sizes:

USB Drive Recommendations and Compatibility

While our system does not require a particular type of USB drive, some USB drives will not work because of how they are formatted. Drives must be in a FAT format.

There are a handful of USB drive models that we have tested and recommend to customers. We selected them because they work with our system, have reputable manufacturers, and can be bought at a reasonable price. You don't need more than 8GB in size, but for most of our recommended models the minimum you can buy is 16GB.

Highly Recommended USB Drives:

Other Recommended USB Drives:

You can try USB drives that are not on this list, but you must test each model with our equipment before you use it in an election.

Voting Instruction Posters

Processing Late Ballots

• In VxCentralScan, scan late absentee and affidavit ballots

• Create a pile of ballots for adjudication as rejected from the scanner

• Adjudicate ballots as needed with the resolution board

• Scan resolution board ballots

• Save CVRs to USB drive – this should be the combined CVRs of all ballots, election night + late

• Load the new set of CVRs

• If applicable, load the SEMS file from other machines (e.g. TSX GEMS results) in the Tally tab by selecting Load External Results File

• Print an Unofficial Full Election Tally Report from the Reports tab

• Save SEMS Results file to USB drive

• Upload SEMS Results file to SEMS

• Mark Tally Results as Official in SEMS and VxAdmin