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

If you have any questions, please don't hesitate to reach out to the VotingWorks team by emailing help@vx.support or calling (510) 426-9991.

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).

To prepare for an election, complete the following steps:

• Verify the previous election's files were retained and removed

• Configure VxAdmin

• Review definition & proof ballots

• Create Election Manager & Poll Worker Cards

• Save Ballot Package - if ballots or sample ballots will be printed by a vendor or external printer

• Print ballots

• Format USB Drives (if not new)

• Configure VxScans

• Configure VxMarks

• Configure VxCentralScan

• Prepare for Logic and Accuracy Testing

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.

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.

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.

To have official ballots printed by a vendor, use the .pdfs found in the ballot package.

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

A sample ballot should be used for proofing, display, or demonstration use. Sample ballots will not be read by VxScan. Sample ballots are also available as .pdfs in the ballot package. The .pdfs can be used to print them on larger paper.

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.

If printing ballots outside of VxAdmin, please review the Ballot Printing Specifications page for important instructions.

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

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.

Save Ballot Package

To configure VxCentralScan, you must first save the ballot package from VxAdmin to a USB drive.

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.

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.

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.

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.

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.

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.

Configuring VxMark requires an Election Manager Card - see Smartcards for information on how to program Election Manager Cards for your election.

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.

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.

Before you configure VxScan, you must setup the machine. Follow the steps in the .

To configure VxScan, you must do two things:

1. to a USB drive.

2. .

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.