November 1, 2011 (Special Edition for Electronic Poll Book Users)

Electronic Poll Book - Helpful Hints:  The following is offered to assist those who will be utilizing the Electronic Poll Book (EPB) at the November 8, 2011 election.  Jurisdictions that are combining their precincts must combine precincts using the Global Geography module in the QVF and export their precincts out of QVF Electronic Poll Book using the "Combined Precincts" selection from the drop down menu.  For detailed instructions regarding combining precincts in the QVF, please refer to the Chapter 3, beginning on Page 39 of the QVF Desktop Reference Manual found at the following link:  http://michigan.gov/documents/sos/Chapter_3_Election_Administration_Module_192465_7.pdf.

 

Included are a number of suggested shortcuts and options, reminders and "Frequently Asked Questions."   We have also prepared an abbreviated "Opening the Polls Checklist" and a "Closing the Polls Checklist" which should be helpful to your election inspectors. These checklists can be found on the Information for Election Administrators page at http://www.michigan.gov/sos/0,4670,7-127-1633_11976---,00.html.  Please also see the Electronic Pollbook Page at http://www.michigan.gov/sos/0,4670,7-127-1633_11976_60889---,00.html We hope that you find this information helpful.

 

Suggested Shortcuts and Options

 

1.  Downloading the EPB from QVF:

 

• Since the same EPB file will be loaded onto all laptops that will be used at the polls on Election Day, it is faster to download the EPB file one time and save it on your desktop computer.  Once saved on your desktop computer, you can simply download the saved file to each laptop.
• Plug in your flash drive and sign in to the privacy zone.
• Drag the EPB file to each of the flash drives that will be used on Election Day.

 

2.  Signing On:

 

• QVF encryption password:  A default QVF encryption password is provided for you and must be changed.  Write down the changed encryption password and store it in a secure location as the Bureau of Elections does not have the ability to retrieve the encryption password that you set.  The password must include both upper and lower case letters, as well as numbers; it must be at least 8 characters long.
• EPB log-on name:  The initial EPB log-on name is provided by default.  The log-on name is not case sensitive. The log-on name cannot be changed.
• EPB password:  The initial EPB password is provided by default.  The log-on password is case sensitive and must be in all CAPS the first time only.  Change the password immediately.  The password must include both upper and lower case as well as numbers; it must and be at least 8 characters long.

 

3.  Options Menu (File>Options):

 

The EPB Options allow you to customize the EPB to meet your specific needs.  You may:

 

• Turn on/off the recording of AV ballots.  ("Uncheck" the option if the AV ballots will be processed by absent voter counting board.)
• Set EPB to Auto Advance.  If a precinct has multiple ballot styles we recommend that you set Auto Advance to "Yes, using ballot styles."
• Set lockouts By Precinct or By Ballot style.  If a precinct has multiple ballot styles we recommend that you set Lockout to "By Ballot style."
• Set EPB to "Confirm ballot issued." 

 

4.  Using the Flash Drive:

 

• The VSafe100 program is used to set up the encryption (privacy zone) for the flash drive.
• Never delete the VSafe100 program from the flash drive.  If you delete the VSafe 100 program by mistake, contact the QVF Help Desk.
• Every time the flash drive is unplugged from a computer it automatically signs itself out of the privacy zone.  When you plug the flash drive in again, you have to sign back into the privacy zone of the flash drive using the VSafe100 program.
• Do not start up the EPB software before first making sure that you are signed into the privacy zone of the flash drive using the VSafe100 program on the flash drive.

 

5.      Miscellaneous:

 

• To locate the EPB User Manual on the Bureau of Elections Web Site, click on the following link: (Link no lnoger available). It It is recommended that you bookmark this link for later use.
• On the EPB "Ballot Summary," B (Number of AV envelopes received by board) is only filled in if the AV ballots are counted in the precinct.
• AV activity is only displayed in the EPB if the QVF AV Module is used to track the issuance and return of AV ballots.  If the AV Module is not used, it will be necessary to provide each precinct with a paper List of Absent Voters to be used to verify that each voter applying for a ballot at the polls was not already issued an AV ballot.

 

 

Reminders

 

• You must load anti-virus software on each EPB laptop and update it regularly.  Any commercially available anti-virus product is acceptable.
• After you load EPB for the election, do not connect to the Internet.
• Every user in the precinct must have a separate User Name and Password.
• Plug your laptop into an electrical outlet at the precinct.  The laptop's battery will only last a couple of hours.
• Bar code scanners and magnetic strip readers are ONLY designed to work on standard and enhanced Drive Licenses.  Please do not attempt to scan Personal ID cards.
• The EPB laptops provided by the State do not include print drivers. If you plan to use the EPB laptop to print reports you must download a printer drive if you have not done so already.  Please test the printing of reports prior to Election Day! 

 

 

Frequently Asked Questions

 

1. Is there a way to set up all the election inspector's User Names and Passwords in QVF before we upload on to the flash drive?  That way every time we upload the EPB that information will be there. 

 

Answer:  No, not at the current time.  You must set up User Names and Passwords on each laptop. 

 

2. Do I have to extract the EPB information from QVF after 4:00 p.m. on the Monday before the election to get the most up to date AV information? 

 

Answer:  This is advisable, but not required.  We suggest that you practice downloading the EPB if you are going to wait until Monday evening so you will know long it will take.  The alternative is to print out a List of Absent Voters to send to the polls so that the name of each voter applying for a ballot can be checked against the list to make certain that he or she has not already been issued an AV ballot.

 

3. Is there a way to update AV activity on the flash drive and not have to install the EPB on the laptop after 4:00 p.m. on Monday?

 

Answer:  No, not at this time. 

 

4. Do I have to print the Poll Book reports in the precinct? 

 

Answer:  You don't have to print reports in the precinct.  The reports can be printed by a local Receiving Board.  If the use of a Receiving Board is authorized by your legislative body (Township Board or City Council) the Receiving Board can receive the EPB flash drive in a sealed container, remove the drive after verifying the seal and printout the needed reports.  They then insert the reports into the Poll Book.  A Receiving Board Checklist which can be downloaded and used for this purpose is posted on the Department of State's web site. 

 

5. If I want to print reports in the precinct, how do I download print drivers?  The laptops have no CD/DVD drive. 

 

Answer:  You can download printer drivers using the Internet.  Do this well before Election Day when you will not be permitted to connect to the Internet.  Connect the laptop to the Internet; go to your printer vendor's website; follow the instructions to download the proper print driver.

 

6. Do I need to use a particular type of printer with the laptops? 

 

Answer:  No.  Most printers will work with the laptops as long as the proper print drive is installed.

 

7. Are we permitted to connect the laptops to the Internet? 

 

Answer:  Yes.  You may connect the laptops to the Internet until you are ready to load the EPB for the election.  After you load the EPB, you may NOT connect the laptop to the Internet or to any other network.

 

8.  How do I access a wireless network with the laptop? 

 

Answer:  There is a button to the left of the "On/Off" switch on the laptop.  If the button is orange, wireless connectivity is disabled.  If you press the button, it will turn blue.  When the button is blue, wireless connectivity is enabled. 

 

9. My EPB computer allows the duplicate entry of ballot numbers.  How do I prevent this? 

 

Answer:  Set the lockout feature on the "File/Options" menu.

 

10. Do I have to have a hardcopy precinct list and poll book at each precinct if I use the EPB? 

 

Answer:  Under the terms of your User Agreement, you are required to have a hardcopy QVF List and a hardcopy List of Voters, Ballot Summary and Remarks Section available for immediate delivery to the precinct in the event of a system failure.   

 

11. The EPB allows me to issue a ballot to a voter who has already returned an AV ballot.  Why is this permitted?

 

Answer:  Under rare circumstances, a voter who has already returned an AV ballot may be permitted to vote in the precinct.  It's a good practice for election inspectors to contact the local clerk before issuing a ballot to a voter who, according to the EPB, has already returned and AV ballot.

 

Questions?  Please contact the QVF Help Desk at: 1-800-310-5697.