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 smart cards needed to operate the system are included and stored in an orange case.

VxAdmin Setup

1. Unbox and Set Up Printer:

   • remove the printer and power cord from the case

   • plug the power cord into the back of the printer

2. Set Up VxAdmin laptop:

• remove and document seals as necessary,

• open the case by lifting the latches on the front

• 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

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 sealing the eyelets highlighted below.

This guide walks you through the complete process to set up, test, and operate the voting system. If you have questions, please don't hesitate to reach out to the VotingWorks team by emailing 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 aggregation, adjudication, and reporting.

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 Drive.

Confirm you want to format the USB drive by selecting

Unlocking

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

Both machines will be locked after starting up. To unlock the machine, insert your election manager or system administrator card into the smart card reader. Enter the PIN and remove your card.

Locking

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

VxAdmin

VxCentralScan

The VxAdmin diagnostics interface displays information about the currently configured election, if any, the current battery level and charging status, and the disk space available to the application. For large elections, the disk space should be monitored to ensure that you are not surpassing system storage limits.

The printer status indicates whether the printer is ready to print, in sleep mode, or jammed, in addition to the toner level. You can print a test page with Print Test Page to verify the printer is working as expected. After printing the test page, you'll be asked to indicate whether the print was successful or failed. The results of the most recent test are displayed on the diagnostics page. You can repeat the test as many times as needed.

The list of ballot styles loaded as part of the election definition is also listed. The ballot style information lists all information about the ballot such as contests, allowable number of candidates, tabulation method, associated precincts, and more. As part of pre-election preparation, election officials should review this list of configured ballot styles and compare to the associated PDFs for each style to confirm the election definition configuration is accurate.

The readiness report can be used as a record of system diagnostic verification. Select Save Readiness Report to save a copy to a USB drive.

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

If you don't already have a USB drive inserted, insert a USB drive. Then select Save to save the election package.

VxAdmin will save an election package to the USB drive. Once the file is saved, select Eject USB. VxAdmin will confirm once it is safe to remove the USB drive.

Remove CVRs from VxAdmin

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

Do we need to install toner?

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

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

Your printer is not fully configured. Configure the printer 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." Navigate through the following options on the printer LCD screen:

Saving CVRs

The cast vote records contain the images and the interpretation for each ballot cast and is used to tally votes in VxAdmin. The cast vote record saves continuously to the USB drive throughout the day and again at the close of polls. If another copy is needed, however, it can also be saved by selecting CVRs and Logs from the side menu and selecting Save CVRs.

The Pause Continuous CVR Export

To replace a paper roll or print a test page, navigate to the Printer tab in the election manager menu and select Load Paper or Print Test Page.

If loading a new paper roll, the screen will walk you through removing the paper roll holder and loading a new paper roll. Select Print Test Page to print a test page and confirm the paper was loaded properly.

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

To mark results as official, select

Because all VotingWorks machines are not connected to any kind of network, the internal clocks may drift slightly. Over time, this can lead to report timestamps being out of date or authentication failures. As a result, a system administrator or election manager should check the date and time of each machine during pre-election setup or logic and accuracy testing and update the time if necessary.

The Set Date and Time button is in the Settings menu on VxAdmin and VxCentralScan and on the main election manager and system administrator menus in VxScan and VxMarkScan. On VxScan, the button is in the More tab.

Update the date and time and select

VxAdmin generates files that may be used in most typical post-election audit processes.

For a ballot polling risk-limiting audit, no files are needed from the voting system.

For a traditional or batch comparison risk-limiting audit use the instructions, selecting the correct filter based on the units (precinct, scanner, batch, etc.) you're auditing.

For a ballot comparison risk-limiting audit or an image audit, cast vote records (CVRs) and image files can be pulled from the VxCentralScan and VxScan(s). Full file exports from VxAdmin will be available in a future software release. An imprinter can also be attached to a VxCentralScan to print a unique identifier on ballots scanned and the unique identifier can be found in the CVR. This allows for easier ballot retrieval and matching between CVRs, images, and ballots.

VxMarkScan Log Files

VxMarkScan does not retain any type of ballot or voter data so the only files to retain after an election are the logs. Logs are saved in the /logs folder on the USB drive. To save logs, insert a USB drive, then insert an election manager or system administrator card, and select Save Logs.

To remove the election definition from VxMarkScan, select Unconfigure Machine from the election manager or system administrator menu and confirm by selecting

The VxCentralScan diagnostics interface displays information about the currently configured election, if any, the current battery level and charging status, and the disk space available to the application. For large elections, the disk space should be monitored to ensure that you are not exceeding system storage limits. The uninterruptible power supply test asks the user to confirm that the scanner's uninterruptible power supply is connected and fully charged.

The scanner status indicates whether the scanner is connected or not. Select Perform Test Scan and insert a blank sheet of paper as prompted. This test verifies the scanner is clean and ballot images are clear. If the test fails, you'll be prompted to clean the scanner. The test will also fail if the sheet is not blank.

The readiness report can be used as a record of system diagnostic verification. Select Save Readiness Report to save a copy to a USB drive.

VxAdmin & VxCentralScan

While in storage, the VxAdmin should be stored in its case with seals through each of the eyelets to the right and left of the carrying handle on the case. Reseal and document as required each time the case is opened and repacked for storage.

VxScan

In Storage: The scanner should be sealed with seals through each of the eyelets to the right and left of the carrying handle on the case.

During Voting: A seal should be placed through the hole in the security bolt to keep the poll worker door closed and the scanner latched to the ballot box.

During Voting: A seal should be placed through the hasp in the auxiliary bin door when it is not in use.

During Voting: A seal should be placed through the hasp in the front ballot door.

VxMarkScan

In Storage: A sticker seal should be placed between the top and bottom of the case.

During Voting: A seal should be placed through the eyelets holding the ballot box in place.

Voting system maintenance is an ongoing process that is a part of every election. General maintenance procedures are described in Setup Inspection and supplies in the Supply List.

The following maintenance manuals are provided for long-term system maintenance reference and are targeted at a system administrator whose role and training requirements are defined in Smart Cards and User Roles. Maintenance tasks that need to be performed by a VotingWorks technician are specifically identified in each voting system component maintenance manual. Maintenance performed by users (system administrators) do not require any specific facility, furnishing, fixture, or utility and are able to be performed in election offices and storage facilities. Maintenance performed by VotingWorks may require transport to a VotingWorks facility.

In addition to regular election maintenance tasks, they include additional long-term maintenance tasks, provide manufacturer documentation, and make recommendations for spare parts and service. The Approved Parts List is a more formal and complete extension of the Supply List.

In the event any voting system component has a catastrophic failure for any reason, users should replace the device with a backup unit or contact VotingWorks for a replacement unit.

VxAdmin is programmed to intuitively explain problems to an election official.

*Error messages with an asterisk next to them correspond to unexpected error states where the cause is not immediately known. VotingWorks will likely ask for logs after the election to identify the cause and improve the product for future elections.

Navigate to the Tally screen by selecting Tally from the side menu. Select Load CVRs to load the cast vote records.

One at a time, insert the USB drive(s) containing CVR exports from VxScan and VxCentralScan. A dialog box will pop up and show you all CVR exports on the USB drive. Select Load next to the export (official ballots, correct number of ballots, correct time) you'd like to load.

After loading the CVR export, confirm that the timestamp, CVR count, and precinct(s) are as expected. Load CVR exports from all of your scanners, VxScan and VxCentralScan.

The diagnostics interface is used to test hardware before or between elections and monitor the status of the machine. It is accessible from both the election manager and system administrator menus.

The VxScan diagnostics screen shows information about how the machine is configured, how much storage is left on the device, and the current status of the scanner and printer. Prior to each election, walk through each test to verify each component is in working order. During normal operations, if one of the components fails, VxScan will display an error message on screen.

Select Perform Test Scan and insert a blank sheet of paper as prompted. This test verifies the scanner is clean and ballot images are clear. If the test fails, you'll be prompted to clean the scanner. The test will also fail if the sheet is not blank.

Select Print Test Page to ensure the paper roll is installed properly. If the paper roll was installed backwards, nothing will print. After the test print completes, you must indicate whether the print was successful or not.

Select Test Sound to verify the speaker is working properly.

Select Test Uninterruptible Power Supply to confirm that the UPS is connected and fully charged.

The most recent test result for each piece of hardware is shown on the diagnostics screen and included in the readiness report.

The readiness report can be used as a record of system diagnostic verification. Select Save Readiness Report to save a copy to a USB drive.

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 prevent ballots from being cast at VxScan:

• Insert a poll worker card and select Menu

• Select Pause Voting

• Select Reprint Voting Paused Report to print more reports as necessary

• Remove the poll worker card

Voting is now paused. To resume voting:

• Insert a poll worker card and select Resume Voting

One copy of the voting resumed report will print. If additional reports are needed, select Reprint Voting Resumed Report to print more. The voting resumed report and the voting paused report should have the same ballots scanned count.

• Remove the poll worker card

The polls are now open. Below are examples of the voting paused report and voting resumed report.

Printing Previous Reports

If additional copies of a report need to be printed at any time, insert a poll worker card and select Menu to access the poll worker menu. Select Print xxx Report to print additional copies.

Additional reports can only be printed as long as no ballots have been scanned since the original report was printed.

For each election, you will configure VxAdmin by loading an election package provided by VotingWorks or downloaded from VxDesign. The can be found in the technical data package.

Load Election Package

When VxAdmin is not configured, the screen will prompt you to Insert a USB drive containing an election package. After inserting the USB drive, VxAdmin will automatically list the election package(s) available. Select the file name of the correct election package to configure VxAdmin. If the file is not automatically listed, select Select Other File... and manually select the file from the USB drive.

Once configured, the election screen will display the title and date of your election as well as the date and time VxAdmin was configured.

Remove Election

If you need to change an election package or reset VxAdmin for the next election, you must unconfigure the machine.

Select Election from the side menu and select Unconfigure Machine.

After confirming by selecting Delete All Election Data , you will return to the initial VxAdmin Election screen. VxAdmin can be reconfigured by loading a new election package by repeating the steps above.

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. The following functions may be useful as tests are conducted and are referenced in the L&A Testing Checklist.

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 vs. Official Ballot Mode

VxScan, VxCentralScan, and VxMarkScan can be placed into test ballot mode to only accept test ballots. VxScan and VxCentralScan default to test mode after configuration.

In VxScan, insert an election manager card and select the correct mode.

In VxCentralScan, insert an election manager card, select Settings from the side menu, and select the correct mode.

In VxMarkScan, insert an election manager card and select the correct mode.

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

Enter the Ballot Style, Precinct, and Voting Method of the ballots being added and select Enter Tallies. This step will be repeated for any additional ballot styles, precincts, and voting methods.

Start by entering the manual tally ballot count. By default, the manual tally ballot count is the same for all contests but can be overridden on a per-contest basis.

Then enter vote tallies for the first contest, entering undervotes and overvotes in addition to votes cast for each candidate or option. If a vote is for a write-in candidate, select Add Write-In Candidate to enter the name found on the ballot and add a tally. Select Save & Next to proceed to the next contest and repeat steps for all contests. Select Finish after entering vote tallies for the last contest.

After VxScan is plugged in, the screen will show that polls are closed:

To open the polls:

• Insert the poll worker card into the card reader

• Select Open Polls

• One copy of the polls opened report will print

• Tear to remove the report

• Select Reprint Polls Opened Report to print more reports as necessary

• Remove the poll worker card

The polls are now open. The number of ballots scanned should be zero. Verify the precinct name and election date are correct in the bottom left corner.

Below is an example of the polls opened report. All totals should be zero.

Checklists are provided to help users walk through all of the steps to prepare, conduct, and complete an election.

New Hampshire specific checklists can be found here: New Hampshire Checklists

VotingWorks applications provide additional system security by allowing you to confirm the software is the same as the certified version. The feature is available on all machines for all authenticated user. On VxAdmin and VxCentralScan, the Signed Hash Validation button is in the Settings menu. On VxMarkScan and VxScan, the Signed Hash Validation button is on the main menu for each user type. For an election manager on VxScan, navigate to the More tab. After selecting the button, the machine will generate the hash and display it in the form of a QR code.

Navigate to on your phone and scan the QR code. The site will validate the QR code data and verify the software is the same as the certified version.

Pack up VxScan through the following steps:

1. Pack up the scanner:

• Insert the poll worker card and select Power Down to turn VxScan off. VxScan has shutdown properly once the screen is off and presents no content.

Before you configure VxScan, set up the machine with the guide.

To configure VxScan, you must do two things in VxAdmin:

1. to a USB drive

Open Polls on VxMarkScan

After VxMarkScan is turned on, the screen will show Polls Closed:

Verify the election name, election date, and precinct are correct in the bottom left corner.

VotingWorks recommends that someone cleans the scanner and calibrates double sheet detection before every election.

Scanner Cleaning

The scanner must be clean to accurately detect marks on ballots. In order to clean the scanner:

• Open the poll worker door

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

Tallying and Saving Results

• Set up VxAdmin

Retaining Election Files

VotingWorks recommends retaining a backup of the CVRs and the logs on VxCentralScan. If the CVRs were not saved on election night, select Save CVRs from the Scan Ballots page. To save logs, navigate to the Settings page and select Save Logs.

• Confirm VxCentralScan is in official ballot mode and says No ballots have been scanned

In preparation for an election or in response to issues, the diagnostics interface can help verify VxMarkScan is functioning as expected or pinpoint problems that do arise. Both election managers and system administrators can access the diagnostic interface.

The diagnostics screen shows information about how the machine is configured, how much storage is left on the device, and the current status of the hardware. There are tests for the accessible controller, front headphone input, PAT device input, uninterruptible power supply, and printer-scanner

For each component test, simply select Test xxx and follow the instructions on the screen. The results of the most recent test are displayed on the diagnostics screen.

Voters have a number of options to change the VxMarkScan interface to suit their individual needs.

Ballot Language

To change the language from English to another language select English at the top of the screen. Additional language buttons will display, select the preferred language and then select Done.

For reference information on VxMarkScan, see the following links:

• Hardware Overview -

• Software Functionality -

Equipment Storage

The voting equipment, when stored in cases, is resistant to light dust and small water splashes, but should not be exposed to heavy dust or rain without additional protection.

Environment Protection Requirements

• Insert the poll worker card

• Select Close Polls

• One copy of the polls closed report will print

• Tear to remove the report

Retaining Election Files

After certification of an election and before configuring a new election, all election files and data should be saved and the 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 )

• VxMarkScan log file (if applicable - see )

All election data should be retained for at least 22 months in the following storage conditions:

• Temperature: 5C-40C (41F-104F)

• Relative humidity: 5% to 85%, non-condensing

All VotingWorks paper records and USB drives are specified to last at least 22 months when stored in these conditions.

VxAdmin

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

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

• Then select Export Report CSV

Next select Settings from the side menu and Save Logs. 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:

• Insert election manager card

• Select CVRs and Logs from the side menu

• Insert a USB drive

• Select

Removing Election Files

In VxAdmin, log in with a system administrator card, select Election from the side menu and select Unconfigure Machine.

In VxScan, log in with an election manager card and select Unconfigure Machine.

Overview

Smart cards 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

System administrator cards allow an election administrator to load an election definition, program smart cards, and remove the election definition from VxAdmin.

System administrator cards are typically only 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

Election manager cards allow election administrators to use central system devices and configure precinct system devices. Election managers are responsible for:

• configuring and unconfiguring precinct equipment

• preparing machines for pre-election testing

• preventative maintenance tasks

• general equipment troubleshooting

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

• pausing or resuming voting

• closing the polls

• printing precinct tally reports

Every precinct will need at least one poll worker card in order to operate the polls.

Programming Cards

For each election, you will create election manager and poll worker cards specifically for that election. Smart cards can be created quickly and easily with VxAdmin by logging in with a system administrator card and selecting Smart Cards from the side menu.

You will use the smart card 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 or system administrator card, the screen will show you 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.

Modifying and Unprogramming Cards

If you insert an already programmed card, you will be presented with options to modify the card.

Unprogram Card will remove the election configuration from the card, after which it can be programmed for a new election. System administrator cards cannot be unprogrammed.

Reset Card PIN will reset the card PIN. The old PIN will no longer be valid. Note the new PIN and keep it secure. The PIN can only be reset on cards that match the current election.

VotingWorks recommends completing the following setup inspection procedures before, during, or after logic and accuracy testing for each election. All readiness inspection tasks can be completed by an election manager.

Software Inspection

All users can use Signed Hash Validation on each device to verify that the software is certified VotingWorks software and has not been tampered with. The software on each device should not change between elections except in cases of VotingWorks-managed upgrades.

Equipment Cleaning & Calibration

All devices with a scanner (VxScan, VxCentralScan, and VxMarkScan) should be cleaned and VxScan double sheet detection should be calibrated.

Equipment Readiness Inspection

Election managers can use each device's diagnostic interface to confirm the machine is ready for an election. The diagnostic interfaces and the exportable readiness reports are documented for each device in , , , and . For each device:

• Verify configuration information matches election

• Verify storage capacity is greater than 90%

• On the central system only, verify battery level is greater than 90%

• On the central system only, verify device is charging when connected to power

Successfully completing all tests and producing a complete readiness report also confirms that all necessary cabling is functioning.

Physical and Digital Storage Location Zero Checks

Election managers should confirm that the VxScan and VxMarkScan ballot boxes are physically empty and that relevant digital storage locations are clear:

• VxAdmin - Reports > Ballot Count on the election manager screen should be 0

• VxScan - Sheets Scanned on the election manager screen should be 0

• VxCentralScan - "No ballots have been scanned" should be displayed on the election manager screen

• VxMarkScan - Ballots Printed on the election manager screen should be 0

USB Drive Inspection

USB drives should be properly formatted and free of data from previous elections before pre-election testing. While it is possible to inspect the USB drives manually on most computers, VotingWorks recommends simply using the feature on VxAdmin to ensure all drives are formatted and clear.

USB drives and the device's internal hard disk are the only voting device storage locations that hold election information that can change during the election. USB drive inspection and the aforementioned storage capacity check as part of ensure all storage locations are inspected pre-election.

Consumables Inspection

All required consumable levels should be checked:

• VxAdmin

  • Toner level is greater than 10% (included in readiness report)

  • Paper is loaded, sufficient for printing your expected number of reports

• VxCentralScan

Backup Power Inspection

All backup power supplies (also known as UPSs for uninterruptible power supplies) must be fully charged. When fully charged, backup power supplies will allow powering devices for approximately four hours without power. Even when fully charged, however, backup power supplies should be connected to a standard 120V wall outlet to avoid draining the battery unnecessary.

To confirm that the charge is full before an election, check the LED display. On the GoldenMate 1000VA/600W, tap the power button to illuminate (or hide) the display. On the APC BN1500M2, press any button to illuminate the display. Refer to the user manual provided with your UPS for more information if needed.

Factory Seal Inspection

While most seals are applied during the course of an election, some seals are applied when the device is first manufactured. These factory seals are intended to be permanent except in cases where VotingWorks performs a repair. The presence of each factory seal should be confirmed before each election as a check against hardware tampering.

VxAdmin and VxCentralScan have one factory seal that wraps around the right side of the laptop. VxScan has three factory seals: bottom left panel, bottom right panel, top panel. VxMarkScan has one behind the touchscreen.

All seals should start with VX- and should appear whole and free of defects.

Setup Inspection Checklist

The setup inspection procedures described above are intended to be completed before, during, or after logic and accuracy testing for each election in addition to the jurisdiction-specific logic and accuracy testing which validates the election configuration, the ballots, and full system operation. The steps below may be completed in a variety of orders depending on your logic and accuracy procedures:

• Complete on all devices to verify that only certified software is installed

• Calibrate on VxScan for the upcoming election's ballot paper weight

• Clean scanners for each VxScan, VxCentralScan, and VxMarkScan

• Complete an for each device

VxAdmin - Part 1

• Set up VxAdmin

• Log in with election manager card

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

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

VxScan

• Set up VxScan

• Log in with election manager card

• If your jurisdiction requires testing with official ballots, toggle mode to Official Ballot Mode

• Select More from the side menu and verify the date and time by selecting

VxAdmin - Part 2

• Log in with the election manager card

• Select Tally from the side menu and load CVRs from the USB drive(s)

• Verify counts match expected test ballot results

• Select Remove CVRs

VxMarkScan Setup

Part of the Precinct System, VxMarkScan is an accessible ballot marking device that gives voters the ability to mark their choices and print their ballot from a touchscreen.

VxMarkScan can be set up through the following steps:

Set up the stand:

• With the legs facing up, raise a leg until it snaps in place

• Continue until all legs are raised

• Flip the stand up right

• Snap the support bar in place on the back two legs

• Add power block holder to the back center on the top of the stand

• Insert power block into the holder so cords lay out each side

Set up the ballot marking device:

• Using two people, lift and place the ballot marking device on the stand by aligning the stand bars with the bottom

• Plug in the power cord connector to the back of the ballot marking device

• Plug the power cord into the UPS battery backup

• Push the printer-scanner cover release button in

• Open the printer-scanner cover

• Slide the ballot bin into place

• Close the printer-scanner cover

• Document and seal the ballot bin (loop on right side) as required

• Place the privacy shield pegs in the holes on each side of the ballot marking device

• Plug the headphones into the front headphone jack

• Push the power button to turn VxMarkScan on

The VxMarkScan is set up.

Cleaning VxMarkScan

The scanner should be cleaned for every election with scanner cleaning solution (see ) and a lint-free or microfiber cloth.

• Press printer cover button to open printer cover

• Open scanner by lifting the metal piece above the green sticker

• Apply cleaning solution to cloth and wipe the inside of the scanner with moderate force

  • Clean scanner glass

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 a reports/ folder on the USB drive.

Tally Report Builder

The tally report builder allows you to create custom reports. These reports can be filtered or reported by precinct, district, ballot style, and more. To navigate to the tally report builder, select Tally Report Builder from the Reports screen.

To create a filtered and/or grouped report:

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

4. Select

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 Voting Method Ballot Count Report is on the right.

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.

Example Reports

Before you configure VxMarkScan, you must set up the machine. Follow VxMarkScan Hardware Setup steps.

To configure VxMarkScan, you must do two things in VxAdmin:

1. Save the election package to a USB drive.

2. .

Inserting Smart Cards & USB Drives

The smart card reader is beneath the accessible controller. The USB port is accessible at the ballot box attachment point. The ballot box must be removed to insert a USB drive. Seal and document the ballot box as required.

Loading The Election Package

An unconfigured machine will prompt you to insert an election manager card to log in and then a USB drive with the election package saved from VxAdmin to configure.

After the USB drive is inserted, VxMarkScan will automatically begin loading all ballot styles for the election. After the election package is done loading, the election manager menu screen will appear and VxMarkScan will be in test ballot mode.

Setting Ballot Mode

Use the toggle button to switch between Test Ballot Mode and Official Ballot Mode. The machine must be in official ballot mode on election day. Review the instructions to understand which mode to use during logic and accuracy testing.

Remove Election Data & Configuration

To remove election configuration (and all data) from VxMarkScan:

• Log in with an election manager card

• Select Unconfigure Machine

• Confirm by selecting Delete All Election Data

You can now re-configure VxMarkScan with a different election package.

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. VxCentralScan can also be used to quickly verify a test deck and re-tabulate an out-of-balance precinct.

Follow the VxCentralScan Hardware Setupinstructions to prepare the system for use.

Scan Ballot Batches

Before scanning the first ballot batch, confirm that VxCentralScan displays No ballots have been scanned. If not, select Delete All Batches to clear the scanned ballot data.

Load a stack of ballots into the feeder tray of the scanner. VotingWorks recommends loading no more than 30 ballot sheets at time for Ricoh model fi-8170 and 100 ballot sheets for Fujitsu model fi-7600. 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 Sheet Count will increase as each ballot is scanned. 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 ballot, overvoted or undervoted 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.

Overvoted, Blank, and Undervoted Ballots

If the scanner stops, remove the last ballot sheet scanned from the scanner output tray and confirm it matches the ballot sheet displayed onscreen. Once removed, follow review requirements. If the ballot needs to be reviewed by someone not operating the scanner or needs to be duplicated to be tabulated properly, select Confirm Ballot Removed. If the ballot should be tabulated as-is, meaning that overvoted contests will be ignored but any other valid votes will be counted, select Tabulate Ballot. After making a selection, the scanner will resume scanning ballots in the batch.

The scanner will present overvotes, blank ballots, and undervotes in that order. In other words, an overvoted ballot may also have undervoted contests not highlighted. Depending on the adjudication settings for the current election, VxCentralScan may not stop for every adjudication reason.

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 for duplication.

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 further adjudication and reporting.

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. Once the USB drive is ejected, remove the USB drive.

If using multiple VxCentralScan stations, repeat saving CVRs for each one.

To complete adjudication, navigate to the Adjudication tab. The system settings for your election determine which contests are flagged for adjudication. Depending on those settings, adjudication may include:

• Write-Ins - contests with a vote for a write-in which must be transcribed

• Marginal Marks - contests with ambiguous marks that may or may not represent voter intent

• Overvotes - contests with more votes than the maximum allowed

• Undervotes - contests with fewer votes than the maximum allowed

Once CVRs have been loaded, the adjudication process can begin. Log in with an election manager card and select Adjudication from the side menu.

If a contest has any ballots cast requiring adjudication, 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 every ballot requiring adjudication, the contest area will be highlighted. Select Zoom Out to see the entire ballot. Select Back, Skip, or Save & Next to navigate across ballots.

For write-ins, the dropdown will display buttons for each of the official candidates on the ballot. If the voter wrote in an official candidate, simply select the correct one to award the vote to that candidate. If the voter wrote in a candidate not on the ballot, type in the name of the candidate. Previously entered names will show up as you type. If the entered name is not allowed under state law or is a stray mark, empty space, or any other invalid entry, select Invalid.

If a write-in is for an official candidate and the system also detects a mark for the official candidate, the following message will appear to prevent double votes:

For marginal marks, determine whether the mark is an intentional mark or not given your jurisdiction's guidelines. If the mark is deemed unintentional, click Dismiss. If the mark is deemed intentional, check the box of the corresponding candidate.

After finishing adjudication for a contest, select Finish to return to the contest menu, or select Close to return to the contest menu at any time.

Proceed through all contests until adjudication is complete.

Before you configure VxCentralScan, you must set up the machine. Follow the steps in the VxCentralScan Hardware Setup.

To configure VxCentralScan, you must do two things in VxAdmin:

1. Save the election package to a USB drive.

2. .

Load Election Package

Once the election package is saved to a USB drive, you can load the file to VxCentralScan.

and turn on the VxCentralScan laptop.

Use an election manager card to unlock the machine. Insert the USB drive with the election package. The election package will automatically load.

VxCentralScan is now configured and in test mode. The screen will show No ballots have been scanned and election summary information (name, date, jurisdiction, etc.) will be shown in the bottom left corner of the screen.

VxCentralScan is now ready for scanning.

Remove Election

To remove an election package and reset VxCentralScan:

• Insert an Election Manager Card

• Select Settings from the side menu

• Select Unconfigure Machine

• Confirm by selecting

You can now reconfigure VxCentralScan with a different election package.

Hardware Setup

Set up the stand:

• With the legs facing up, raise a leg until it snaps in place

• Continue until all legs are raised

• Flip the stand up right

• Snap the support bar in place on the back two legs

• Add power block holder to the back center on the top of the stand

• Insert power block into the holder so cords lay out each side

Set up the ballot marking device:

• Place the ballot marking device on the stand, aligning the stand bars with the bottom

• Plug in the power cord connector to the back of the ballot marking device

• Plug the power cord into the UPS battery backup

• Push the printer-scanner cover release button in

Open Polls, Activate Voting Session, and Close Polls

To open the polls:

• Insert the poll worker card into the card reader beneath the accessible controller

• Select Open Polls

• Confirm by selecting Open Polls again

• Remove the poll worker card

To activate a voting session:

• Insert the poll worker card

• Select the voter's precinct (if in All Precincts mode)

• Select the voter's ballot style

• When prompted, feed one sheet of paper into the front input tray

To close the polls:

• Remove ballot bin seal

• Remove ballots inside (secure for central tabulation on VxCentralScan)

• Insert the poll worker card

• Select Close Polls

Hardware Tear Down

Pack up the ballot marking device:

• Push the power button to turn off

• Unplug and store the headphones

• Remove and store the privacy shield

• Push the printer-scanner release button to open the cover

• Lift the ballot bin to remove

Pack up the stand:

• Remove the support bar

• Flip the stand over

• With the legs facing up, pull a leg toward you and fold in

• Continue until all legs are folded down

To prepare for an election, complete the following steps:

Retain Previous Election Files

VxAdmin

• Log in with election manager card

Pack up VxMarkScan through the following steps:

1. Pack up the ballot marking device:

• Push the power button to turn off. VxMarkScan has shutdown properly once the screen is off and presents no content.

• Unplug and store the headphones

Activating a Voting Session

If a voter chooses to use VxMarkScan:

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, in which case the voter should simply re-insert their ballot. VxScan will then scan the ballot by pulling it in while showing 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 that the Sheets 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 hold the ballot. There could be any of the following issues with the ballot depending on state law or rule.

Overvoted Ballots

A ballot is considered overvoted 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. 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 and then confirm by selecting Cast Ballot again. All votes will be counted in correctly voted contests but the overvoted contest will be ignored.

Blank Ballots

If a state requires notification to the voter that a ballot has no selections marked, the voter will be prompted 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 highlighter. 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 and then confirm by selecting Cast Ballot again. The Sheets Scanned count will increase but no votes will be counted from a blank ballot.

Undervotes

If a state requires notification to the voter that a specific contest has fewer than the maximum selections marked, the voter will be prompted 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 and then confirm by selecting Cast Ballot again. All 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 list the number of contests with each issue. Select View contests to see the full list of contests that were 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 and then confirm by selecting Cast Ballot again.

Adjusting Color and Size

Simple changes to the screens color and size can be very helpful for voters with low vision and other cognitive disabilities. Selecting Settings in the upper left hand corner of the screen provides the voter with different options. Select Color to change the text and background color and select Text Size to change the text size.

Text and Background Color

Four different color options are available for users. While we provide a short description of who may benefit most from these different options, please note that the user likely knows what setting is best for them.

White text, black background - used by a person that finds white backgrounds too bright due to visual disabilities.

Gray text, dark background - used by a person needing lower contrast. For example, a person with dyslexia may find the screen quieter.

Dark text, light background - as the default this setting will be used by most people.

Black text, white background - used by a person who needs the highest contrast because of light vision or color perception disabilities or aging.

Text Size

The default text size is Medium. A user can select Small, Large, or Extra-Large based on their preferences. Select Done to save the selection.

Language

If a jurisdiction provides language options to voters, a voter may select that language by selecting English. Next, they'll select the language of their choice and select Done.

Audio Tactile Interface

VxScan also supports ballot casting over an audio-tactile interface via an accessible controller and headphones. A poll worker does the following to enable the audio tactile interface:

• Plug the accessible controller into the second USB port

• Close and seal the poll worker door (document as required)

• Plug in headphones to the accessible controller's headphone jack

Voters can navigate with the touchpad, select with the center button, and adjust the volume using the volume control button next to the headphone jack.

The specifications and supply lists below define all the materials to run an election in addition to the machines and smart cards.

Ballots

Ballots must be printed according to paper ballot specifications.

Marking Utensils

The marking utensil for hand marked ballots should be a black or blue ink pen that dries quickly. Never use markers or highlighters.

USB Drives

VotingWorks recommends the 64GB SanDisk Ultra Flair USB 3.0 drive (SDCZ73-064G-G46) as a cost-effective general purpose USB drive, but any USB drive meeting the specifications below can be used.

A faster drive may be necessary when exporting large volumes of ballots from VxCentralScan, for which the 128GB SanDisk Extreme PRO USB 3.2 drive (SDCZ880-128G-G46) is recommended.

VotingWorks recommends using a new USB drive for each election and each voting device as well as separate USBs for L&A testing.

Seals

Cases should be secured with single use tamper evident numbered seals, such as heavy-duty pull-tight seals. You may use different seals as preferred by your jurisdiction and may choose to use different types of seals, or even locks, if you confirm they fit through the seal points and properly secure the seal point. Locks shackles must be less than 5mm (3/16") in size to fit in all seal points.

Scanner Cleaning Supplies

The scanners for VxScan, VxCentralScan, and VxMarkScan can be cleaned with scanner-specific cleaning fluid, such as Ricoh Cleaner F1 (PA03950-0352) or isopropyl alcohol with a concentration of 70% or higher. The fluid should be applied to a microfiber or lint-free cloth. The recommended cleaning SKU can clean a scanner 100 times.

VxAdmin Supply List

VotingWorks recommends having a backup toner cartridge and extra reams of paper on hand for all elections. HP 148A is rated for 2,900 printed pages and HP 148X is rated for 9,500 printed pages.

VxScan Supply List

VotingWorks recommends cleaning the scanner and replacing the thermal paper roll for each VxScan for each election. VotingWorks also recommends keeping scanner cleaning supplies and extra thermal paper rolls readily available on election day.

VxCentralScan Supply List

VotingWorks recommends cleaning the scanner for each election. VotingWorks also recommends keeping scanner cleaning supplies readily available on election day. Occasionally, the rollers will need to be replaced .

VxMarkScan Supply List

VotingWorks recommends cleaning the scanner for each election. VotingWorks also recommends keeping scanner cleaning supplies readily available on election day. Headphone ear covers are single use and should be disposed after each use.

Additional Information

For part numbers not listed above or details on long-term maintenance, consult the System Maintenance section, in particular the .

Hardware Overview

VxCentralScan is a commercial off-the-shelf (COTS) laptop pre-installed with VxCentralScan software that connects to a Ricoh scanner.

Two models of Ricoh 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 can scan larger batches of up to 100 ballots.

VxCentralScan Setup

VxCentralScan can be set up through the following steps:

1. Unbox and set up scanner:

   • Remove the scanner and power cord from the case

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

2. Set up VxCentralScan laptop:

• Remove and document seal(s) as necessary

• 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

Packing Up VxCentralScan

To pack up the VxCentralScan, simply place all of the components back into the case as displayed above and package the batch document scanner. Secure the laptop case as required by sealing the eyelets highlighted below.

Imprinting

Both the fi-8170 and the fi-7600 can be used with an optional imprinter, the fi-819PRB and the fi-760PRB respectively. See the user guides for the and for assembly instructions. The scanner should be off when attaching the imprinter. After the imprinter is attached, adjust the paper guides on the imprinter to match the paper width of each batch, which is 8.5" for hand marked paper ballots or 8" for machine marked paper ballots.

After the imprinter is attached, adjust the paper guides on the imprinter to match the paper width of each batch, which is 8.5" for hand marked paper ballots or 8" for machine marked paper ballots. This adjustment is necessary to ensure that imprinting is done outside of the ballot marking area on each ballot.

Scanner Maintenance

Clean the scanner before every election. The rollers should be replaced occasionally depending on scanning volume. Consult for instructions on cleaning and maintaining the Ricoh scanners.

For reference information on VxScan, see the following links:

• Hardware Overview -

• Software Functionality -

Hardware Maintenance

Review the warnings and cautions listed below first. Then below that, find specific recommendations about scanner cleaning, printer paper, and other maintenance.

Warnings

1. The user should never try to perform complex repairs on VxScan.

2. The top and bottom panel are sealed. The screen and the speaker are sealed under the top panel, and the computer and USB hub are sealed under the bottom left panel. The seals and panels should not be removed by end users. Only VotingWorks should perform repairs that require removing panels.

3. Users are expected to keep the scanner clean, the printer paper loaded, and the screen and USB ports clean.

Scanner Cleaning

The scanner should be cleaned for every election before pre-election testing and again after pre-election testing. For instructions, see in the user manual. VotingWorks recommends using Ricoh Cleaner F1 (PN: PA03950-0352) with cleaning wipes (PN: CG90000-120001) or equivalent. Other scanner-specific cleaning fluids or greater than 70% isopropyl alcohol can be used for the cleaning fluid. A microfiber or lint-free cloth can be used for the wipe. You may also blow out paper dust from the scanner with compressed air after wiping.

If the software detects streaks in a scanned ballot, the user will be alerted and prompted to clean the scanner. To identify streaks proactively, an election manager or system administrator can perform a test scan in the diagnostics interface. For instructions, see the article.

If the scanner is not used for an election, then the scanner should still be cleaned after approximately 15,000 scans or every 6 months, whichever comes first. After 100,000 scans, it is recommended that the scanner rollers are inspected and cleaned using wipes and alcohol as mentioned above, if they were not cleaned previously.

Printer Paper Management

VxScan features a full letter-width report printer. In order for VxScan to print reports, it must be properly loaded with a thermal paper roll. Polls cannot be opened or closed without the paper installed. The thermal paper rolls are provided by VotingWorks. While it is possible to use thermal rolls from another vendor that meet the requirements specified in the , it is not recommend.

The thermal paper rolls are 78' in length. The amount of paper used will depend on the number of reports printed and the number of contests appearing on the report. 78' is enough for an entire election, including pre-election testing, in almost all cases. VotingWorks recommends replacing the thermal paper roll once for each election. Customers may choose to re-use rolls between elections but, in doing so, greatly increase the risk of running out of paper in the middle of an election. In those situations, an unprepared poll worker may have to replace paper or wait for an election administrator.

Replacing the paper roll is generally performed by an election manager, but may also be performed by a system administrator, a technician, or in rare cases a poll worker. The application guides the user through the paper loading flow. For additional instructions, see the article in the user manual.

When the scanner is not in use between elections, the thermal paper roll should be left loaded in the scanner to protect the thermal printer head.

Other Maintenance Tasks

VotingWorks recommends cleaning the screen and USB ports as needed. The screen can be cleaned by gently wiping with cleaning wipes such as ULINE S-12236 or equivalent. The USB ports can be cleaned by blowing them with air in a can, such as ULINE S-6771 or equivalent, from a distance of at least one foot. Read all manufacturer safety instructions before using air in a can.

Software Maintenance

There are no required steps for maintaining the software or firmware. The software is installed by VotingWorks and cannot be modified. The underlying databases for all applications are self-maintaining and do not need to be tuned by end users.

Data Maintenance

As VxScan is used for an election, it will gradually be storing more and more ballot data. As long as users remain within the specified they should not exceed the data limits on VxScan. The free disk space available on VxScan is visible to system administrators and election managers by selecting Diagnostics from the side menu.

When the machine is unconfigured or ballot data is cleared, disk space will be recovered. The free disk space may not appear to return to 100% but old files will eventually be replaced by new files and the disk space will be re-used.

VotingWorks recommends that all cast vote records are backed up to a USB drive before being cleared from the application. As ballots are scanned, cast vote records are automatically backed up to the attached USB drive. If an additional backup is required, an election manager can separately save CVRs.

Maintenance Support & Spare Recommendations

VotingWorks recommends having scanner cleaning supplies immediately available at all times. If streaking is detected in the scanned images, the scanner will have to be cleaned to continue scanning. In order to avoid delays in voting, scanning cleaning supplies should be at all voting locations.

VotingWorks recommends having extra thermal paper rolls easily available at all times. If thermal paper runs out, the polls cannot be opened or closed until paper is reloaded. Pre-election testing typically prevents paper issues, but it may still occur when election managers do not load new rolls for each election. Extra thermal paper rolls should either be available at every voting location or transportable to voting locations within a reasonable time window.

VxCentralScan is programmed to intuitively explain problems to an election official.