This guide walks you through the complete process to set up, test, and operate the voting system on election day. If you have questions, please don't hesitate to reach out to the VotingWorks team by emailing [email protected] or calling (510) 426-9991.

System Overview

VotingWorks consists of two subsystems:

1. Central System: all equipment necessary for, election programming, central batch ballot scanning, results tabulation, and reporting.

2. Precinct System: all equipment necessary for use at the precinct to scan hand-marked paper ballots.

Central System

VotingWorks Central System includes two components:

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

2. VxCentralScan (optional): a central scanner used for rapidly scanning absentee or vote by mail ballots.

Precinct System

The VotingWorks Precinct System is based around VxScan, which is a voter-facing precinct scanner that scans paper ballots and notifies voters of ballot issues for second-chance voting. All of the scanning components come in a tamper evident suitcase and the ballot box collapses.

Paper Ballots

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

All absentee or vote by mail voters will receive a paper ballot to hand mark. Absentee ballots may be scanned by election administrators using a high-speed central scanner (VxCentralScan) or the precinct scanner (VxScan).

Most in-precinct voters will receive a paper ballot that is printed by a print vendor to hand mark. Precinct ballots are scanned by voters using a precinct scanner (VxScan).

Hardware Overview

VxAdmin is a commercial off-the-shelf (COTS) laptop pre-installed with VotingWorks software and an optional 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

2. Setup VxAdmin laptop:

• remove and document seals as necessary,

• 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

VxAdmin hardware setup is complete.

Packing Up VxAdmin

To pack up the VxAdmin, simply place all of the components back into the case as displayed above. Secure the case as required by placing at least one seal through the eyelets highlighted below.

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. Testing rules vary by jurisdiction and/or state. The following functions may be useful as tests are conducted.

VxAdmin Tally Report

Before starting the testing process, using an Election Manager Card, confirm VxAdmin does not have CVRs loaded. Select Reports from the side menu and select Full Election Tally Report to print a "zero" report.

Test Ballot v. Official Ballot Mode

VxScan and VxCentralScan can be placed into Test Ballot Mode to only accept test ballots. If official ballots are used for testing, Official Ballot Mode should be used. VxScan and VxCentralScan default to test mode after configuration.

In VxScan, insert an Election Manager Card, select Configuration from the side menu, and select the correct mode.

In VxCentralScan, insert an Election Manager Card, select Settings from the side menu, and select Toggle to Official Ballot Mode.

Unlocking

VxAdmin and VxCentralScan require users to use a smart card and a PIN to log in. Both machines have a smartcard reader slot in the lower left hand side of the laptop.

Both machines will display Machine Locked when turned on. To unlock the machine, insert your Election Manager or System Administrator Card into the smartcard reader. Enter the smartcard PIN and remove your card.

Locking

Lock the machine by selecting Lock Machinein the upper right hand corner of the screen. Each machine should be locked when not in use.

VxAdmin

VxCentralScan

Before using a USB drive, whether it's brand new or has been used in a previous election, it should be formatted.

In VxAdmin, select Settings from the side menu and select Format USB.

Confirm you want to format the USB drive by selecting Format USB and confirming by selecting Format USB again. Formatting the USB drive will delete all files on the USB drive.

VxAdmin will then confirm your USB drive is ready for use. Repeat this step for all other USB drives.

A few functions in VxScan are limited to System Administrators and only appear in a menu with use of a System Administrator Card.

Reset Polls to Paused - use the Reset Polls to Paused function to reopen the polls. This function is most often used as a result of a poll worker error.

Set Date & Time - use Set Date & Time to change the date and time.

Reboot to BIOS - this function is reserved for VotingWorks support staff to boot the machine into the BIOS setup screen for firmware configuration.

Power Down - select to turn off the VxScan.

Unconfigure Machine - select Unconfigure Machine to delete all data and the election configuration.

Save Log File - select Save Log File to save the full log of VxScan activity to the /logs folder on the inserted USB drive.

VxCentralScan Backup Files

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

To remove files from VxCentralScan, select Settings from the side menu and select Unconfigure Machine.

Pause or Resume Voting

The Pause Voting action in the poll worker screen is generally used by jurisdictions conducting early voting over multiple days or during an emergency situation. To pause voting and not allow ballots to be received by VxScan:

Remove CVRs from VxAdmin

When L&A is complete, select Tally from the side menu, then select Remove CVRs to clear VxAdmin of CVRs to prepare for election day. Confirm by selecting Remove CVRs in the popup confirmation screen. Then select Remove Manual Tallies to remove the manual tallies. Confirm by selecting

Ballots with a write-in bubble filled in or a mark on the write-in line must be adjudicated in VxAdmin after CVRs have been uploaded. To start the write-in adjudication process, log in with an Election Manager Card and select Write-ins from the side menu.

If a contest had write-in votes cast, an Adjudicate x button will appear to the right of the contest. The number indicates how many votes there are to adjudicate. Select Adjudicate x to the right of the contest to start the adjudication process.

For each election, you will configure VxAdmin by loading an election package. VxAdmin is generally compatible with state election file data or a file format provided by VotingWorks. State specific instructions are provided separately.

Opening Polls on VxScan

After VxScan is plugged in, the Polls Closed screen will show.

Save Election Package

To configure VxScan and VxCentralScan you must first save the election package from VxAdmin to a USB drive. Select Election from the side menu in VxAdmin and select

VxAdmin

Using a System Administrator or Election Manager Card in VxAdmin, select Settings from the side menu. The current date and time is shown under Current Date and Time. The time is automatically updated for Daylight Savings Time. Select Set Date and Time to change.

HP Printer FAQ

Do we need to install toner?

New printers come with toner installed by default. The display will alert you when the toner level becomes low, at which point please follow to replace it.

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

Central Scanning

• Set up VxCentralScan

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

  • If not, switch the scanner to Official Ballot Mode or select Delete All Batches from the Scanned Batches menu

• Scan ballots in batches of ~fifty (50)

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

• Adjudicate ballots

• Scan adjudicated ballots

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

• Save CVRs to USB drive

• Save Backup to USB drive (in Settings menu)

• Secure system as required

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

To mark as official, select Reports from the side menu and select Mark Election Results as Official.

Confirm by selecting Mark Election Results as Official.

All references to unofficial results in VxAdmin will be changed to official. You can print an official tally by selecting Reports from the side menu and selecting Full Election Tally Report.

Pack up VxScan through the following steps:

1. Pack up the scanner:

• insert the Poll Worker Card snd select Power Down to turn VxScan off

• remove the power cord from VxScan

• remove the power cord from the outlet

• insert the power cord into it's storage space

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

1. Pack up the ballot box:

• unseal and/or unlock the ballot box

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

• pull the locking arm down

• push the top down

CVRs and Logs

Save CVRs - the VxScan Cast Vote Record (CVR) contains the images and the data for each ballot cast and is used to accumulate totals in VxAdmin. This file saves continuously to the USB drive throughout the day and again at the close of polls. However, if that fails or another copy is needed, it can also be saved by selecting CVRs and Logs from the side menu and selecting Save CVRs.

Save Log File - the VxScan Log file includes the system logs.

System Settings

Disable Double Sheet Detection - use to disable the ultrasonic sensor on VxScan in the event it fails and improperly rejects single sheets as multiple sheets. If VxScan stops taking ballots or repeatedly displays the Ballot Not Counted - Multiple Sheets detected error message, contact customer support. This system setting should only be used if advised by VotingWorks support staff.

Set Time & Date - use to change the system date and time. The time is automatically updated for Daylight Savings Time. Select Set Date and Time to change.

Mute Sounds - use Mute Sounds to mute the VxScan system sounds.

Prepare VxScan

• unseal and document the interior panel seal as required

• open the interior panel

• insert the Poll Worker Card

Close the Polls

• select Yes, Close the Polls

• insert a piece of thermal paper into the back of the printer (one copy of the Polls Closed Report will print)

• select Print Additional Polls Closed Report to print more reports as necessary

• remove the Poll Worker Card from VxScan

• remove the USB drive from the port and secure as required

The polls are now closed.

Below is an example of the Polls Closed Report.

VxAdmin

• While in storage, the VxAdmin should be stored in its case with numbered pull tight seals through each of the eyelets to the right and left of the carrying handle on the case. These will be removed and tracked when the case is opened for use and new ones should be applied and tracked when packed up for storage.

• A tamper evident seal should be placed around the laptop over the micro SD card slot to cover the exposed port and add another layer of tamper evidence to the inner of the laptop in the process.

• RJ45/ethernet lockable port blockers should be placed on the exposed RJ45/ethernet ports.

VxCentralScan

• While in storage, the VxCentralScan laptop should be stored in its case with numbered pull tight seals through each of the eyelets to the right and left of the carrying handle on the case. These will be removed and tracked when the case is opened for use and new ones should be applied and tracked when packed up for storage.

• A tamper evident tape seal should be placed around the laptop over the micro SD card slot to cover the exposed port and add another layer of tamper evidence to the inner of the laptop in the process.

• RJ45/ethernet lockable port blockers should be placed on the exposed RJ45/ethernet ports.

VxScan

• While in storage, the VxScan should be stored in its case with numbered pull tight seals through each of the eyelets to the right and left of the carrying handle on the case. These will be removed and tracked when the case is opened for use and new ones should be applied and tracked when packed up for storage.

• After the VxScan is latched in place during set up, there is a hasp where a pull tight seal can be applied after the user attaches the VxScan to the top of the ballot box. Users should track the numbers on the pull tight seals and removal/application of these seals to maintain chain of custody.

• A pull tight seal can also be used on the hasp for the auxiliary ballot bin. Users should track the numbers on the pull tight seals and removal/application of these seals to maintain chain of custody.

Ballot Box

• When the ballot box is set up for voting, the user should apply a numbered pull tight seal to the hasp toward the back of the white sliding ballot bin door. There is also a lock that can be used for additional security. Users should track the numbers on the pull tight seals to maintain chain of custody.

Tallying CVRs

All tabulation functionality in VxAdmin is available by selecting Tally from the side menu. Insert a USB drive and select Load CVRs to load the Cast Vote Records.

To tally results, each USB drive from the precincts and VxCentralScan must be loaded. One at a time, insert the USB drive(s). A dialog box will pop up and show you each CVR file saved on the USB drive. Select Load next to the file (official ballots, 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.

Hardware Overview

VxScan's scanner comes in a tamper-evident case and the ballot box is collapsed.

The following details which section(s) refer to VVSG TDP documentation requirements.

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 provide election administrators and poll workers a secure means to configure and operate the equipment. There are three user roles and cards: System Administrator, Election Manager, and Poll Worker.

System Administrator Cards

System Administrator Cards allow an election administrator to load an election definition, program 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 in between elections.

Election Manager Cards

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

• preparing machines for L&A

• centrally scanning ballots

• configuring precinct equipment

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

• 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, by logging in with a System Administrator Card and selecting Smartcards from the side menu.

You will use the smartcard reader in the lower lefthand side of your VxAdmin laptop 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 Smartcards screen.

From the System Administrator Cards screen, insert a System Administrator Card into the card reader.

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.

Full Election Tally Report

To review results, select Reports from the side menu and select Full Election Tally Report. A preview will appear. Select Print Report to print the report, Export Report as PDF to save the election tally report to a USB drive as a .pdf file, or Export Report CSV to save the election tally report to a USB drive as a .csv file. Files will save to the reports/ folder on the USB drive.

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

Tally Report Builder

The tally report builder enables custom reports. These reports can be filtered or reported by precinct, district, ballot style, and more. To create a custom tally report, select Reports from the side menu.

1. Select Add Filter

2. Select Ballot Style, Batch, Precinct, or Scanner

1. Specify any specific ballot style(s), batch(es), precinct(s), or scanner(s)

2. Select Add Filter to add an additional filter as needed

3. Select how you'd like the report organized

Ballot Count Reports

Ballot count reports show the number of ballots cast. The ballot count report builder enables you to generate custom reports by precinct, district, ballot style, and more. An example of the Precinct Ballot Count Report is on the right.

Ballot counts are recorded by type. Manual are counts recorded in the Manual Tally process, BMD are ballots from the VotingWorks ballot marking device, and HMPB are ballots hand marked by a voter and processed via VxScan or VxCentralScan.

Write-In Adjudication Report

The write-in adjudication report presents how all write-ins were adjudicated and the count of votes for write-in candidates.

To print the report, select Unofficial Write-In Adjudication Report. An example of the Write-In Adjudication Report is on the right.

VotingWorks equipment uses commercial off-the-shelf (COTS) components when possible. The printers, scanners, and laptops are items that can be purchased online or at an electronics store. COTS equipment tends to be more reliable, affordable, and transparent than customized hardware. Details about each component are below.

HP Printers

VxAdmin prints reports with the HP m4001dn printer.

Toner

New printers come with toner pre-installed, see the for replacement options. To install a new toner cartridge, follow .

Feeder Tray

The primary, bottom input tray (Tray 2) has a paper capacity of 150 to 250 pieces of paper, depending on the thickness of the paper. If you are reloading paper often for large printing jobs, a can be purchased for a 400 to 550 capacity. Follow to install the feeder.

Scanners

Fujitsu Scanners

VxCentralScan comes with the scanner, capable of scanning almost one ballot per second. We recommend using the scanner with the stacker (a.k.a output tray) down and fully extended, the stopper flipped up, and the detachable paper chute attached and fully extended:

For more detailed instructions on how to set up the scanner, consult the product .

Clean the fi-8170 before each election and after every 5,000 sheets scanned to maintain peak scanning accuracy. VotingWorks provides a alongside the fi-7160. The kit contains a copy of the and the cleaning fluid, cloths, and swabs.

VotingWorks also supports the larger fi-7600 scanner. The operator's guide can be found .

VxScan Kiosk Scanner

VxScan uses the document scanner as its scanning unit. Unlike the Fujitsu scanners used for central scanning, the Custom scanner is installed into VotingWorks equipment and should never be removed.

The Custom Scanner A4 should be cleaned prior to every election. VotingWorks recommends cleaning during Logic and Accuracy testing. To clean the scanner, follow the step by step instructions included in the Specifically, apply a small amount of isopropyl alcohol to a microfiber cloth and gently wipe the two pieces of glass exposed when the scanner is opened. This procedure can also be safely performed at the polling place in the case of a scanner malfunction.

Laptops

VotingWorks uses laptops with an integrated card reader for central system laptops.

Ballot Printing in Bulk (From External Printer)

When using a third party printer, VotingWorks recommends printing ballots on paper between 28# Bond (105 GSM) - 65# Cover (177 GSM) for the best voter experience. The commonly available paper weights in this range are:

• 28# Bond (105 GSM)

• 32# Bond (120 GSM)

• 100# Text (140 GSM)

• 40# Bond (150 GSM)

• 90# Index (162 GSM)

• 65# Cover (177 GSM)

If printing ballots, in addition to the paper specifications above, be sure to do the following:

• print at 100% scale (don’t adjust)

• ensure that all ballots print properly with completely black timing marks (boxes bordering the ballot) and QR codes with no visual imperfections

Thermal paper for Tally Reports

VotingWorks delivers a starter pack of thick custom thermal paper with every VxScan. Currently, this paper can only be ordered directly from VotingWorks for $1.50 / sheet. Use this to order more.

Off the shelf, thinner thermal paper may also be used (please note it lacks printed directions about which side to insert face up) like this:

Marking Utensils

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

Seal & Port Blocker Requirements

The VxScan, ballot box, and VxAdmin and VxCentralScan cases should be secured with tamper evident numbered pull-tight seals like this: or

VxAdmin and VxCentralScan micro SD slots should be secured with transfer tamper evident sticker seals like this: VxAdmin and VxCentralScan laptop ports should be blocked with port blockers like this:

VxScan cleaning supplies

To clean the scanner, we recommend cloth cleaning sheets like this:

And standard isopropyl alcohol 70%+, like this: You can also use a microfiber cloth with isopropyl alcohol for direct cleaning, like this:

Toner Cartridges

The HP printers for the VxAdmin (if purchased) use toner cartridge 58. HP offers two sizes:

• - regular size, prints approximately 3000 pages

• - high yield, prints approximately 10000 pages

USB Drive Recommendations and Compatibility

USB drives can be ordered directly from VotingWorks via the . must be used.

Larger capacity drives may be necessary when scanning large volumes (over 10,000) of ballots on VxCentralScan.

Casting Ballots

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

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 issues, the ballot will go into the ballot box and the screen will show that the ballot has been counted. Notice the Ballots Scanned count goes up.

After a few seconds, VxScan will return to the Insert Your Ballot 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 depending on state law or rule.

Overvoted Ballots

If the scanner recognizes 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 should select Return Ballot and VxScan will return the ballot to the voter to place in the auxiliary ballot bin. If a state allows an overvote to be cast, an additional selection of Cast Ballot as Is will appear. All valid votes will be counted in other contests but the overvoted contest will be excluded.

Blank Ballots

If a state requires notification to the voter that a ballot has no selections marked (blank), the voter will be promoted to review their ballot.

The voter may have circled or underlined the names of their choices instead of filling in the bubbles. Or 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.

Undervotes

If a state requires notification to the voter that a specific contest has no selections marked (undervote), the voter will be promoted to review their ballot.

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. Votes for all contests with valid votes will be counted.

Multiple Corrections

If a voter has both undervotes and overvotes on their ballot and the state requires review of both, the Review Your Ballot screen will appear. Select View contests to see each contest that was undervoted or overvoted.

If the voter would like to correct their errors, 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. Votes for all contests with valid votes will be counted.

Adjusting Color and Size

Simple changes to the screens color and size can be very helpful for voters with low vision. Selecting Color/Size in the upper right hand corner of the screen provides the voter with different options.

Select Color to change the background and/or text color and select Text Size to change the text size.

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

To configure VxScan, you must do two things:

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.

To prepare for an election, complete the following steps:

Retain Previous Election Files

VxScan

• set up VxScan (with or without ballot box)

Hardware Overview

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

Two models of Fujitsu scanners are supported: fi-8170 and fi-7600. The smaller fi-8170 (shown above) can scan batches of up to 30 ballots. The larger fi-7600 (shown below) enables larger batches of up to 100 ballots.

On election night, you will need (laptop and printer). if scanning ballots centrally, you'll also need the (laptop and scanner) and the .

and Saving Results

Save Election Package

To configure VxCentralScan, you must first

VxAdmin is configured with an election package (see Configure VxAdmin), which specifies the details of the election as well as various settings for the system. This page documents the format of the election package.

Overview

An election package is a ZIP file containing a number of JSON files:

• election.json - The election definition (contests, ballot styles, etc.)

• systemSettings.json - Settings for the various machines

• metadata.json - Documents the election package version

There may also be a few other files present that are not used in v3.1:

• appStrings.json, vxElectionStrings.json - Translations of voter-facing content

• audioClips.jsonl, audioIds.json - Audio recordings of voter-facing content

Election Definition (election.json)

The election definition utilizes a customized version of the NIST Ballot Definition Common Data Format (CDF), which is specified here:

• PDF:

• Web-friendly UML:

The VotingWorks election definition format (vxCDF) modifies NIST CDF in a few ways:

• It uses only a subset of the objects and fields defined in NIST CDF

• It extends the format with some additional fields to support data that is not included in NIST CDF

For documentation of the fields used in vxCDF, refer to the schema: .

System Settings (systemSettings.json)

The system settings uses a custom JSON format to define additional settings for the machines.

The system settings file uses the follow schema:

Retaining Election Files

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

VotingWorks recommends retaining the following files after each election:

• VxAdmin results file

• VxAdmin tally reports

• VxAdmin log file

• VxScan CVRs

• VxScan log file

• VxCentralScan backup (if applicable - see )

• VxCentralScan log file (if applicable - see )

VxAdmin

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

1. Select Reports from the side menu, select Full Election Tally Report, select Export Report PDF.

2. Then select Export Report CSV.

Next lock the machine and log in as a System Administrator. Select Settings from the side menu and Save Log File. Machine log files are saved in the /logs folder on the USB drive.

VxScan CVR Files

VxScan CVRs include the VxScan's CVRs and ballot images. The log file contains the logs. To save the VxScan files, without the ballot box and follow the following steps:

1. Insert Election Manager Card

2. Select CVRs and Logs from the side menu

3. Insert a USB drive

Removing Election Files

In VxAdmin, log in with a System Administrator Card, select Election from the side menu and select Unconfigure Machine.

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

VxCentralScan is a central scanning solution that allows you to quickly scan large batches of ballots. If you are using VxScan at your precincts, you can use VxCentralScan to scan absentee or vote by mail ballots on Election Day and mail, provisional, military ballots, or other ballots counted post-election day post-election. VxCentraScan can also be used to quickly verify a test deck and retabulate an out of balance precinct.

Follow the instructions to prepare the system for use.

VxScan Setup

Setup the hard-sided ballot box:

• open the velcro on the top and bottom of each side

• pull the box open

• using the yellow strap, lay the bottom down

• latch the bottom to the side

• pull the other yellow strap to bring the locking arm down

• pull the top up

• secure the top by pushing the locking arm back up

• check the top surface to ensure that the side panels are properly connected with the top panel

• confirm ballot box is empty

• seal or lock the ballot box door as required

• confirm the auxiliary bin is empty

• seal or lock the auxiliary bin door as required

• document seals as required

Setup the soft-sided ballot box

• place ballot box upright with wheels on the ground

• press on silver latches to unlatch and expand the box

• pull until all latches slide into place

• pull top panel from inside box

Setup the scanner:

• place the case on top of the ballot box by (1) lining up the case bracket with the bracket brace on the ballot box and (2) pushing the case back to secure in place

• latch and seal the case to the ballot box from the backside of the case

• document the latch seal

• open the interior panel and insert Poll Worker Card

• select Yes, Open the Polls

• insert a piece of thermal paper into the back of the printer

Helping a voter cast their ballot at VxScan

• instruct the voter to insert their ballot in any orientation

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

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

• unseal and document the interior panel seal as required

• open interior panel and insert Poll Worker Card

• select Yes, Close the Polls

Pack up the scanner:

• unplug the power cord from the case

• unplug the power cord from the outlet or UPS power backup

• insert the power cord into its storage place

Pack up the hard-sided ballot box:

• unseal and/or unlock the ballot box door

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

• unseal and/or unlock the auxiliary bin door

Pack up soft-sided ballot box:

• unseal and/or unlock the ballot box access panel

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

• unseal and/or unlock the auxiliary bin door

• remove all ballots from the auxiliary bin and secure for tally

Last updated October 14, 2024.

To enter tallies manually, select Tally from the side menu and select Add Manual Tallies.

Enter the Ballot Style, Precinct, and Voting Method of the ballots being added and select Add Tallies (this step will be repeated for any additional ballot styles and voting method).