Do we need to install toner?

New printers come with toner pre-installed, see the #vxadmin-supply-list for replacement options. To install a new toner cartridge, follow HP's instructions.

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:

1. Setup

2. Printer Maintenance

3. Print Quality Tools

4. Cleaning Page

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

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

It's possible the paper you are using is not compatible with the printer. When toner doesn't print properly to a page, it can end up on the rollers where it will cause streaks on later pages. Try printing another cleaning page or try a different type of compatible paper.

If you continue to have issues, the toner cartridge may be defective and may need to be replaced.

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.

To configure VxScan, VxCentralScan, and VxMark 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, you'll be prompted to insert a USB drive. After inserting a USB drive, you will be prompted you to save the election package. Select Save.

VxAdmin will save an election package to the USB drive.

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

After a few seconds, VxAdmin will confirm the USB ejection and that it is safe to remove the USB drive.

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

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 Setup Printer:

   • remove the printer and power cord from the case

   • plug the power cord into the back of the printer

   • plug the power cord into an outlet

   • press the power button to turn the printer on

   • load paper into the lower paper tray

2. Setup 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 printer cord (C) out and plug into the USB hub and the printer

• turn the laptop on

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 help@vx.support 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, write-in adjudication, and reporting.

2. Precinct System: all equipment necessary for use at the precinct to scan hand-marked ballots and provide an accessible ballot marking device for voters who need or prefer assistance marking a ballot.

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

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

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

2. VxMark: an accessible ballot marking device with a printer that produces a voter-verifiable paper ballot.

Voters at the precinct vote on hand-marked paper ballots and cast their ballot into VxScan, with the option to vote and cast one's ballot on VxMark if requested.

Paper Ballots

All votes cast using VotingWorks equipment are on paper ballots for security and post-election auditing. There are two types of VotingWorks paper ballots:

• Hand-marked paper ballot

  • All absentee voters will receive a hand-marked paper ballot that is printed by a print vendor. Absentee ballots are scanned by election administrators using a high-speed central scanner (VxCentralScan) or the precinct scanner (VxScan).

  • Most in-precinct voters will receive a hand-marked paper ballot that is printed by a third-party printer to hand mark. Precinct ballots are scanned by voters using a precinct scanner (VxScan).

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

  • In-precinct voters may request to use the accessible ballot marking device (VxMark), which prints a voter verifiable paper ballot and deposits it into the attached ballot box. Election administrators or poll workers later scan the machine-marked paper ballot at the precinct scanner (VxScan) or the high-speed central scanner (VxCentralScan).

Before you configure VxScan, you must set up the machine. Follow the steps in the VxScan Setup guide.

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

1. Save the election package to a USB drive

2. Create an election manager card

Loading The Election Package

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

After you insert the USB drive, VxScan will automatically begin loading all ballot styles for the election. After the election package is done loading, the election manager menu will be displayed and VxScan will be in test ballot mode.

Jurisdictions with more than one precinct must select the precinct for the device.

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 L&A Overview instructions to understand which mode to use during L&A testing.

Removing Election Configuration

There are two ways to remove the election configuration and all scanned ballot data on VxScan.

Removing Election Configuration - Election Manager

• Insert an election manager card

• Select Unconfigure Machine

• Confirm by selecting Delete All Election Data.

You can now configure VxScan with a different election package.

Removing Election Configuration - System Administrator

• Insert a system administrator card

• Select Unconfigure Machine

• Confirm by selecting Delete All Election Data.

You can now configure VxScan with a different election package.

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

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.

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.

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.

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

• open the access door

• open the scanner

Once the scanner is open, you can use cleaning fluid and a microfiber or lint-free cloth to clean the scanner. Dampen the cloth and rub with moderate force on the scanning glass and the rollers:

• clean upper glass

• clean lower glass

• clean upper rollers

• clean lower rollers

After cleaning, simply close the following:

• close scanner

• close access door

• close poll worker door

Double Sheet Detection

In order to prevent voters attempting to scan two ballots at once, VxScan has a double sheet detection feature. To manage double sheet detection, navigate to the Scanner tab of the election manager menu.

Select Calibrate Double Sheet Detection to begin calibration. Follow the instructions on screen. You will need two sheets of blank paper that have the same paper weight as the ballots for the election.

The Disable Double Sheet Detection feature is used to disable the ultrasonic sensor in the event that 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 setting should only be used if advised by the VotingWorks support team.

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.

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 feature is used to disable continuous cast vote record export in the case that a USB drive fails or is unavailable. When continuous export is paused, VxScan can be used without an inserted USB drive and CVRs must be manually exported from the election manager menu after polls are closed. If you experience USB drive issues, contact customer support. This setting should only be used if advised by the VotingWorks support team.

Saving Logs

The logs contain information about the regular operation of the hardware and software and also any error messages. Both election managers and system administrators can export logs by selecting Save Logs .

Setting Date & Time

The time on VxScan should stay mostly accurate, including automatically adjusting for daylight savings time, but can drift slightly over time. Both election managers and system administrators can update the time by selecting Set Date and Time.

Muting Sounds

VxScan makes sounds every time a ballot is accepted or rejected. Sounds can be muted and unmuted by an election manager.

Resetting Polls to Paused

If polls have been closed accidentally by a poll worker, a system administrator may reset the polls to a paused, after which a poll worker can resume voting.

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 Format USB Drive. 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.

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

• centrally scanning ballots

• managing cast vote records

• adjudicating write-ins

• entering manual tallies

• printing and saving results

Election manager cards should only be used by election administrators and should be kept secure at all times.

Poll Worker Cards

Poll worker cards allow poll workers to manage election day precinct tasks, including:

• opening the polls

• 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.

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.

To replace or add a printer paper roll:

• open the poll worker door

• open the access door

• push the green button on the right side of the paper roll case

• remove the paper roll holder

• place one end of the paper roll on the paper roll holder

• snap the other end of the paper roll onto the paper roll holder

• pull a small amount of paper up and over the tear bar

• snap the paper roll holder back into VxScan

• remove excess paper by pulling toward you and tearing

• close the access door

• close the poll worker door

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 VxMark) 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 VxAdmin Diagnostics, VxScan Diagnostics, VxMark Diagnostics, and VxCentralScan Diagnostics. 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

• perform all available hardware diagnostic tests

• export a readiness report to a USB drive

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

In addition to the readiness report, election managers should validate that vote counters are zero:

• VxAdmin - Reports > Ballot Count

• VxScan - Sheets Scanned

• VxCentralScan - No ballots have been scanned.

• VxMark - Ballots Printed

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 USB Formatting feature on VxAdmin to ensure all drives are formatted and clear.

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

• VxScan

  • thermal paper roll is loaded (included in readiness report)

• VxMark

  • thermal ballot paper supply is sufficient for expected number of voters

  • headphone ear cover supply is sufficient for expected number of voters

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 Anker Solix C300, 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. VxMark has one behind the touchscreen.

All seals should have an identifier beginning 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 Signed Hash Validation on all devices to verify that only certified software is installed

• Calibrate #double-sheet-detection on VxScan for the upcoming election's ballot paper weight

• Clean scanners for each VxScan, VxCentralScan, and VxMark

• Complete an #equipment-readiness-inspection for each device

• Format all USB drives as part of the #usb-drive-inspection

• Confirm backup power supplies are at full charge

• Confirm factory seals are present 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 Set Date and Time

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

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

• remove the election manager card

• insert the poll worker card

• select Open Polls

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

• tear to remove the report

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

• remove the poll worker card

• run test ballots through the scanner as required

• insert poll worker card

• select Close Polls

• one copy of the polls closed report will print

• tear to remove the report

• verify results match expected test ballot results

• remove the poll worker card

• log in with the election manager card

• if you were testing in official mode, select Test Ballot Mode

• select Official Ballot Mode

• verify Sheets Scanned count is 0

• remove the USB drive

• insert a new USB drive

• select More and select Power Down

• unplug the power cord from VxScan and the outlet

• insert the power cord into it's storage location

• clean the scanning unit

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

VxAdmin - 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

• confirm there are no CVRs on VxAdmin

• pack up VxAdmin

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

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

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.

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.

Toggle VxScan to Official Ballot Mode

If you used test ballot mode to conduct your L&A be sure to put VxScan into official ballot mode. Insert the election manager card into VxScan and select Official Ballot Mode.

If you used Official Ballot Mode to conduct your L&A, simply toggle to Test Ballot Mode and back to Official Ballot Mode to reset VxScan for election day.

Remove the election manager card and confirm that the VxScan is in official ballot mode by checking that there is no orange Test Ballot Mode banner, Polls Closed is displayed, and the Sheets Scanned count is 0.

Toggle VxCentralScan to Official Ballot Mode

If you used test ballot mode to conduct your L&A be sure sure to put VxCentralScan into official ballot mode. Insert an election manager card, select Settings from the side menu and then tap Official Ballot Mode.

If you used Official Ballot Mode to conduct your L&A, simply toggle to Test Ballot Mode and back to Official Ballot Mode to reset VxCentralScan for election day.

Toggle VxMark to Official Ballot Mode

If you used test ballot mode to conduct your L&A be sure to put VxMark into official ballot mode. To change modes, insert your election manager card and select Official Ballot Mode.

If you used Official Ballot Mode to conduct your L&A, simply toggle to Test Ballot Mode and back to Official Ballot Mode to reset VxMark for election day.

VxScan has three primary components: the scanner in a hard case, the collapsible ballot box, and an uninterruptible power supply.

VxScan Setup

VxScan can be set up through the following steps:

1. Set up the ballot box:

   • release the straps on each side

   • secure the straps on the underside of the lid

• pull the box open, gently push the purple hooks down with your foot

• close the lid, pushing until you hear a click

• seal the ballot box as required

2. Set up the scanner:

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

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

• open the poll worker door (upper left corner)

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

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

• remove the power cord from it's storage place

• plug the power cord into the back of the scanner and then into an outlet or power backup

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

• turn the power backup on

• seal and document the ballot box door as required

Auxiliary Bin

VxScan has an auxiliary bin that can be used to for holding voted ballots when necessary. Most often this would be used in an emergency when the tabulator is not accepting ballots.

To open the auxiliary bin, push the handle down and pull the bin towards you. Stop at the mid-way point. Seal the auxiliary bin when in use.

To verify the bin is empty or to remove the ballots from the auxiliary bin, push the handle down and pull the bin all the way towards you.

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.

• insert the poll worker card

• select Close Polls

• one copy of the polls closed report will print

• tear to remove the report

• select Reprint Polls Closed Report to print more reports as necessary

• remove the poll worker card

• unseal and document the poll worker door seal as required

• open the poll worker door

• remove the USB drive from the poll worker door and secure as required

The polls are now closed. Below is an example of the polls closed report.

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 Generate Report

5. Print or export the report as a .pdf or .csv file (if needed)

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.

Ballot counts are recorded by type. Manual are counts recorded in the Manual Tally process, BMD are ballots from the VotingWorks ballot marking device (VxMark), 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.

Example Reports

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.

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

• once the screen is off, remove the power cord from VxScan

• remove the power cord from the UPS or outlet

• wrap the power cord in it's storage space

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

• close the poll worker door

• close the case lid and latch

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

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

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

• press the latch on the lid to release the lid and lift the lid over to the side

• fully collapse the ballot by gently using your foot to lift the bottom purple hooks

• remove the straps from the underside of the lid and tighten them around the side

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 total ballots cast. By default, the total ballots cast 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.

Ballots with a write-in bubble filled in or marks on the write-in line must be adjudicated in VxAdmin after CVRs have been loaded. 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.

The adjudication process is the identification of what the voter wrote in the write-in space. The contest area will be highlighted for each ballot. Select Zoom Out to see the entire ballot or a larger view of the written vote. Select Previous or Next to move to or go back to a write-in.

The screen 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, select Add new write-in candidate to enter the name. Once recorded, a button is created for that name and can be selected if written in on another ballot. Select Mark write-in as undervote to mark a name not allowed under state law or rule, a stray mark, an empty space, or any other invalid entry as invalid.

If the 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:

After finishing adjudication for all write-ins in a contest, select Finish to return to the contest menu or select Close to return to the contest menu at any time.

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 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.

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 )

• VxMark log file (if applicable - see )

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

• Insert election manager card

• Select CVRs and Logs from the side menu

• Insert a USB drive

• Select Save CVRs

• SelectSave Logs

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.

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.

On election night, you will need VxAdmin (laptop and printer). If scanning ballots centrally, you'll also need the VxCentralScan (laptop and scanner) and the Election Night Checklist - VxCS.

Tallying and Saving Results

• set up VxAdmin

• log in with election manager card

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

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

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

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

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

• select Reports from the side menu and review, print, or save an Unofficial Full Election Tally Report for the results

• select Reports from the side menu, review, print, or save a Write-in Adjudication Report

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

• Mark Election Results as Official in VxAdmin

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

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

• save other official results exports as required

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

• secure USB drive(s) as required

To prepare for an election, complete the following steps:

Retain Previous Election Files

VxAdmin

• log in with election manager card

• select Reports from the side menu

• select Full Election Tally Report

• select Export Report PDF

• select Export Report CSV

• select Settings from the side menu

• select Save Logs

VxScan

• setup the VxScan, without the ballot box

• log in with election manager card

• select CVRs and Logs from the side menu

• insert a USB drive

• select Save CVRs

• selectSave Logs

Remove Previous Election Files

VxAdmin

• log in with system administrator card

• select Election from the side menu

• select Unconfigure Machine

VxScan

• log in with election manager card

• select Unconfigure Machine

Configure VxAdmin

• set up VxAdmin

• log in with system administrator card

• insert USB drive containing the election package

• select the file name of the correct election package

• verify the title and date of election are correct

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

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

Create Election Manager & Poll Worker Cards

• log in with system administrator card

• select Smart Cards from the side menu

• insert card to program into the card reader

• select the correct button for the card you are programming

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

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

• securely store all cards

Format USB Drives

• log in with system administrator card

• select Settings from the side menu and select Format USB

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

• repeat for all USB drives you need to format

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

Save Election Package

• log in with system administrator card

• select Election from the side menu in VxAdmin

• select Save Election Package

• insert USB drive when prompted

• select Save

• select Eject USB

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

Configure VxScan

• log in with election manager card

• insert USB drive with the election package from VxAdmin

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

• verify the title and date of election are correct

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.

VxMark

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.

Central Scanning

• set up VxCentralScan

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

  • if not, toggle the scanner to official ballot mode or select Delete All Batches from the Scan Ballots screen

• scan ballots in batches of approximately 30

• 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 (displayed on Scan Ballots screen)

• save CVRs to USB drive

• secure system in a secure climate-controlled environment

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

• Only open and use indoors; do not use outdoors.

• Use only on stable horizontal surfaces, not on inclines or moving surfaces.

• Do not use in hot ambient temperatures greater than 95F, near open flames, or near other heat sources.

• Do not use in cold ambient temperatures less than 50F, or near snow or ice.

• Do not use near sources of liquid spray, precipitation, smoke, or construction dust.

• Keep out of direct sunlight during operation.

Auxiliary Power Requirements

As possible, operate VxScan, VxMark, and VxCentralScan with power from a UPS battery backup in case of power outages.

Electrical Service Requirements

• If electrical service is required, the end user should contact VotingWorks instead of attempting any electrical service.

• Only trained technicians should perform any electrical service on systems that require opening up external panels.

• Disconnect all power and wait at least 30 seconds before any electrical servicing.

Equipment Transportation

When transporting equipment make sure all latches and straps are secured. And secure the containers in a manner where they will not move in transport. Do not stack the units.

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 the following ballot specifications:

• Width: 8.5"

• Length: 11", 14", 17", 19", 22"

• Weight: 105-177gsm

• Coating: uncoated

• Opacity: >90%

• Color: white or any pastel color >70 brightness (to ensure it binarizes to white when scanned)

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.

Seals

Cases should be secured with 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.

Scanner Cleaning Supplies

The scanners for VxScan, VxCentralScan, and VxMark 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.

VxAdmin Supply List

VotingWorks recommends having a backup toner cartridge and extra reams of paper on hand for all elections.

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

VxMark Supply List

VotingWorks recommends cleaning the scanner for each election. VotingWorks also recommends keeping scanner cleaning supplies readily available on election day.

Additional Information

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

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 VxMark 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 https://check.voting.works 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.

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

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 VxMark. On VxScan, the button is in the More tab.

Update the date and time and select Save.

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. Create an election manager card.

Load Election Package

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

Set up the VxCentralScan hardware 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 Delete All Election Data

You can now reconfigure VxCentralScan 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 write-in 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.

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)

   • pull out the paper holder tray (b)

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

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

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

2. Setup 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

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

  • pull the scanner cord (c) out and plug into the USB hub and the scanner

  • turn the laptop on

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 fi-819PRB and fi-760PRB 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 VxAdmin & VxCentralScan Maintenance Manual for instructions on cleaning and maintaining the Ricoh scanners.

Before you configure VxMark, you must set up the machine. Follow steps.

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

1. 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, VxMark 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 VxMark will be in test ballot mode.

Setting Ballot Mode

Remove Election Data & Configuration

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

• Log in with an election manager card

• Select Unconfigure Machine

• Confirm by selecting Delete All Election Data

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

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 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.

Open Polls on VxMark

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

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

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

• verify the number of ballots printed is zero

The polls are now open and VxMark is ready for voters.

Close Polls on VxMark

• remove ballot bin seal

• remove ballots inside (secure or tabulate as required)

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

• select Close Polls

• confirm by selecting Close Polls again

• remove the poll worker card

The polls are now closed.

Pause or Resume Voting

The Pause Voting action 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 marked by VxMark:

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

• select Pause Voting

• confirm by selecting Pause Voting again

• remove the poll worker card

Voting is now paused. When you want to resume voting:

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

• select Resume Voting

• confirm by selecting Resume Voting again

• remove the poll worker card

Voting can now continue.

VxMark Setup

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

VxMark 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:

• 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 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 VxMark on

The VxMark is set up.

Cleaning VxMark

• 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

  • clean rollers

• close scanner by pressing down on the green sticker until the scanner clicks into place

• close printer cover until it clicks into place

Activating a Voting Session

If a voter chooses to use VxMark:

• insert a poll worker card into the card reader beneath the accessible controller

• select the voter's ballot style

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

• once loaded, the screen will show that the voting session is active

• review the precinct and ballot style to ensure it was selected correctly for the voter

• remove the poll worker card

Marking a Ballot

Let the voter know they can begin voting by selecting Start Voting.

One contest will display at a time. The voter will select the candidate(s) of their choice. The voter moves to the next contest by selecting Next. The voter can skip a contest by selecting Next without making a selection. To return to a previous contest, select Back. A More button will display if there are more candidates or text than fit on a single screen.

Entering a Write-In

To enter a write-in candidate, select add write-in candidate and use the keyboard to type in the candidate's name. Select Accept when finished.

Reviewing Votes

After working through all contests, a Review Your Votes screen appears that allows the voter to change any vote by selecting Change. Once selections have been reviewed, select Print My Ballot. The ballot will print and be displayed for review. The final Review Your Votes screen is displayed to compare the official ballot selections with the screen. Select Cast My Ballot to cast the ballot.

The screen will show the ballot being cast and verify it was cast and dropped into the ballot bin.

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

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 or maintenance technician. 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.

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 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 VxMark on

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

• once loaded, the screen will show that the voting session is active

• review the ballot style and precinct to ensure it was selected correctly for the voter

• remove the poll worker card

To close the polls:

• remove ballot bin seal

• remove ballots inside (secure or tabulate as required)

• insert the poll worker card

• select Close Polls

• confirm by selecting Close Polls again

• remove the poll worker card

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

• unplug the power cord from the UPS battery backup

• unplug the power cord connector from the back of the ballot marking device

• remove and store the ballot marking device from the stand

• remove and store the power block from the holder

• remove and store the power block holder

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

VxMark Log Files

VxMark 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 VxMark, select Unconfigure Machine from the election manager or system administrator menu and confirm by selecting Delete All Election Data.

Pack up VxMark through the following steps:

1. 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

• unplug the power cord from the UPS battery backup

• unplug the power cord connector from the back of the ballot marking device

• remove and store the ballot marking device from the stand

• remove and store the power block from the holder

• remove and store the power block holder

1. 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

1. Pack all components into their cases

• Pack the BMD case

  • BMD (main unit)

  • Power brick

  • Headphones

• Pack the peripherals case

  • Legs

  • Power brick holder

  • Ballot box

  • Privacy shield

In preparation for an election or in response to issues, the diagnostics interface can help verify VxMark 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, 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.

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.

Retaining Election Files

VotingWorks recommends retaining a backup and logs on VxCentralScan. The backup includes the CVRs and all ballot images. If the backup file was not saved on election night, select Settings from the side menu and select Save Backup.To save logs, select Save Logs.

Removing Election Files

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

Laptop Maintenance

VxAdmin & VxCentralScan are simply COTS laptops that are sealed and installed with VotingWorks software. For additional reference information, see the following links:

• Hardware Overview -

• Software Functionality - &

• Manufacturer Datasheet

• Manufacturer User Guide

Hardware Maintenance

There is no required hardware maintenance for the laptop. The end user should never remove the bottom panel of the laptop for maintenance. The bottom panel is sealed by VotingWorks. Additionally, the BIOS is configured to enable "Cover Removal Detection" which means that removing the bottom panel will trigger a sensor and will prevent the computer from booting up without a VotingWorks managed password. As a result, any end user attempt to service their own laptop will result in making the laptop unusable until it is fixed by VotingWorks. Instead of servicing the laptop themselves, end users should report hardware issues directly to VotingWorks to resolve. Hardware issues may include, for example, a screen with defects, a battery that does not charge, or an undetected smart card reader.

VotingWorks recommends cleaning the screen and keyboard as needed. The screen can be cleaned by gently wiping with cleaning wipes such as ULINE S-12236 or equivalent. The keyboard can be cleaned by blowing the keyboard 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 VxAdmin and VxCentralScan are used for an election, they will gradually store more and more data. VxCentralScan stores ballot images and interpretations for all scanned ballots and VxAdmin stores imported cast vote records, which often include images as well. It is the responsibility of the election manager using VxAdmin and VxCentralScan to monitor data usage.

The free disk space available on VxAdmin and VxCentralScan is visible to system administrators and election managers by selecting Diagnostics from the side menu. When free disk space hits 0%, the application is no longer able to add data, whether that's in the form of a scanned ballot or imported CVRs. As long as users remain within the specified they should not hit 0%.

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 scanned ballot data is backed up from VxCentralScan to a USB drive before being cleared from the application. The application forces the user to perform the backup. VotingWorks recommends a 64GB SanDisk Ultra Flair USB 3.0 Drive (PN: SDCZ73-064G-G46) for most operations and the faster 128GB SanDisk Extreme PRO USB 3.2 Drive (PN: SDCZ880-128G-G46) for very large backups. See Retaining and Removing Files - VxCentralScanfor details.

VxAdmin Printer Maintenance

VxAdmin uses a HP LaserJet Pro 4001dn printer to print reports. The manufacturer specifications and manufacturer user guide are included in the documentation repository.

Paper Specifications

VotingWorks recommends using only the printer's Tray 2, which is the bottom, higher capacity tray. The manufacturer specifications allow for paper between 60 and 120 GSM, which roughly corresponds to between 16lb and 32lb bond paper. For higher quality reports, VotingWorks recommends paper on the thicker end of that scale such as HP Premium 32lb paper (PN: HPU1132) or equivalent. All report paper should be letter-sized. Using paper outside of the manufacturer specified weight range may result in jams and incorrect operation.

Toner Specifications

The HP LaserJet Pro 4001dn requires genuine HP toner cartridges. Both the HP 148A Black Original LaserJet Toner Cartridge and the HP 148X High Yield Black Original LaserJet Toner Cartridge are acceptable.

The printer is provided to customers with toner installed, which should last for many elections or even for the lifetime of the system. Low toner is indicated on the printer's small LED screen and also in the VxAdmin diagnostics section. When replacing the toner, refer to the manufacturer's instructions.

Diagnostics & Troubleshooting

VxAdmin features diagnostics for troubleshooting the printer. After authenticating and navigating to the Diagnostics menu, you can select Print Test Page to print a mock report. The diagnostics interface will also provide the printer status, including if paper is jammed or toner is low. For the most common issues, refer to the VxAdmin Printer FAQs. For other issues, refer directly to the manufacturer user guide.

VxCentralScan Scanner Maintenance

VxCentralScan supports scanning with either the Ricoh fi-7600 or the Ricoh fi-8170.

fi-7600 Large Desktop Scanner

The Ricoh fi-7600 manufacturer specifications and manufacturer operator's guide and included in the documentation repository.

The scanner must be periodically cleaned to ensure the scanner is clean and ballot images are clear, before every election and after every 10,000 sheets scanned within an election. If streaks are detected in an image while scanning, the software will proactively alert the user to clean the scanner. To clean the scanner, follow the cleaning instructions in the manufacturer's consumable replacement and cleaning guide. VotingWorks recommends using Ricoh Cleaner F1 (PN: PA03950-0352) with cleaning wipes (PN: CG90000-120001) or equivalent.

The scanner's brake rollers (PN: PA03740-K010) and pick rollers (PA03740-K011) must be replaced every 250,000 sheets or every year, whichever is sooner. To replace these consumables, follow the instructions in the manufacturer's consumable replacement and cleaning guide. In order to get all consumables and cleaning supplies together, you may choose to purchase the fi-7600 ScanAid kit (PN: CG01000-288701).

fi-8170 Compact Desktop Scanner

The Ricoh fi-8170 manufacturer specifications and manufacturer operator's guide are included in the documentation repository.

The scanner must be periodically cleaned to ensure the scanner is clean and ballot images are clear, before every election and after every 5,000 sheets scanned within an election. If streaks are detected in an image while scanning, the software will proactively alert the user to clean the scanner. To clean the scanner, follow the cleaning instructions in the manufacturer's consumable replacement and cleaning guide. VotingWorks recommends using Ricoh Cleaner F1 (PN: PA03950-0352) with cleaning wipes (PN: CG90000-120001) or equivalent.

The scanner's brake rollers (PN: PA03810-0001) and pick rollers (PA03640-0002) must be replaced every 200,000 sheets or every year, whichever is sooner. To replace these consumables, follow the instructions in the manufacturer's consumable replacement and cleaning guide. In order to get all consumables and cleaning supplies together, you may choose to purchase the fi-8170 ScanAid kit (PN: CG01000-302801).

Maintenance Support & Spare Recommendations

For VxAdmin, VotingWorks recommends keeping an extra toner cartridge and an extra ream of report paper on hand at all times. For VxCentralScan, VotingWorks recommends keeping scanner cleaning materials on hand at all times. Maintenance tasks can be performed by election managers or system administrators at the central location where VxAdmin and VxCentralScan are used.

Voters have a number of options to change the VxMark 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.

Visual Settings

Text and Screen 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 their disability.

White text, black background - used by a person that finds white backgrounds too bright due to visual disabilities. May also be easier to read when room lighting causes a glare on the screen.

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 people who need 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.

Audio Settings

Audio is always defaulted to on when headphones are plugged in. Select Mute Audio to mute all sound. Select Enable Audio-Only Mode to hide the screen. Voters using only audio to navigate through the ballot may want to hide the screen for privacy. Additionally, a voter who has a T-coil neckloop may unplug the headphones and plug that device into the headphone jack.

Approved Parts List

VxScan Thermal Paper Specifications

USB Drive Specifications

Marking Devices

Marking devices for hand-marked paper ballots should be black ink pens that dry quickly, but nothing more specific is recommended. Do not use markers. Some examples of commercially available pens that meet this requirement are:

VxScan Setup

Set up the ballot box:

• release the straps on each side

• secure the straps on the underside of the lid

• pull the box open

• gently push the purple hooks down with your foot

• close the lid, pushing until you hear a click

• seal the ballot box as required

Set up the scanner:

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

• remove and document the scanner case seal(s)

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

• open the poll worker door (upper left corner)

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

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

• remove the power cord from it's storage place

• plug the power cord into the case

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

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

• turn the UPS power backup on (if applicable)

Open Polls

• insert the poll worker card

• select Open Polls

• one copy of the polls opened report will print

• tear to remove the report

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

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

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

• remove the poll worker card