State of Connecticut ivs voting System (Rev. 9/01/2007)

(
Rev. 9/01/2007)

1. 
   SET UP EQUIPMENT
   

2. 
   HOW TO USE THE SYSTEM
   

3. 
   FIELD EQUIPMENT REGISTRATION
   

4. 
   PREVIEW AND PRACTICE
   

5. 
   BACKGROUND
   

6. 
   NOTE TO MODERATORS
   

7. 
   EQUIPMENT INVENTORY
   

8. 
   OPERATION
   

9. 
   COMMON ISSUES
   

10. 
    TROUBLESHOOTING
    

11. 
    IVS LOG SHEET
    

INTRODUCTION

This system, called the Accessible Voting System (AVS), is an interactive telephone voting system. The voting system is designed to accommodate persons who cannot mark a “traditional” ballot without assistance. The AVS allows a voter to listen to the ballot over the telephone in the accessible voting booth in the voter’s polling place and to make ballot selections using the telephone keypad. When the voter has made and verified the ballot selections, the voter hangs up and the marked ballot is returned to the voter through a facsimile machine located in the polling place.

In addition to the Federal requirement, the Attorney General of Connecticut has issued an opinion which requires that the Vote-by-Phone System be used in all elections and primaries held in Connecticut regardless of whether such event is a Federal, State or Municipal election or primary.

Finally, this equipment must be used in conjunction with all existing State and Federal Laws regarding polling place accessibility. The room in which the Vote-by-Phone System is used must be accessible and meet all of the State and Federal requirements regarding access. All doorways, hallways and entrances leading to and from the location must be accessible.

You should have already received your Ameriphone XL-50 telephone and Panasonic KX-FL511 Fax and Copier. Please follow these steps to set up the equipment properly:

1. 
   Unpack all hardware and cords
   
   1. 
      On telephone, the DIAL must be set to T (tone) – DIAL switch is located on the right hand side of the Ameriphone telephone.
      

2. 
   The Fax handset should always be on the hook.
   

2. 
   Connect the Cords to Fax and Telephone
   
   1. 
      Connect the BLACK Power Cord to fax – fax will automatically turn on.
      

2. 
   Connect WHITE Power Cord to Telephone
   

3. 
   Connect the Inbound / Regular telephone line to LINE on the back of the fax.
   

4. 
   Connect the cord from the EXT socket on the fax to the LINE socket on the back of the phone. A phone cord should have been provided for this connection when the phone was received.
   

3. 
   Setting Fax Mode
   
   1. 
      On the fax press the [+] or [-] buttons repeatedly until the display reads “=Fax Only”.
      
   2. 
      Press the [SET] button.
      
   3. 
      Press the [MENU] button.
      
      • 
        Confirm that the AUTO ANSWER light is ON.
        

4. 
   Programming Numbers into Memory for the Ameriphone telephone (Optional)
   
   1. 
      Lift telephone handset and listen for a dial tone.
      
   2. 
      Press the PROG key.
      

3. 
   Enter a phone number as you would dial it.
   
4. 
   Press memory button M1to store this number, and hang up.
   
5. 
   The number is now stored into the memory button you selected (M1).
   
6. 
   Select M1 to verify that the number dials correctly.
   

5. 
   Using headphones – (Note: the headphones must be mono – if stereo headphones are used, the audio will only be heard in one ear.)
   
   1. 
      Plug headphones into the Audio slot – audio slot is located on the right hand side of the telephone.
      

6. 
   Volume vs Amplify
   

You can adjust the volume of your voting session by simply sliding the VOL control. This gives you up to 18 db more volume.

If you need the volume to be louder, follow the direction below:

1. 
   Press the blue AMPLIFY button as shown below to turn the incoming voice amplifier on or off. When AMPLIFY is on, the AMPLIFY indicator comes on.
   

2. 
   Adjust the volume while on a call by moving the VOL slide control as shown below. With AMPLIFY on, incoming volume will be up to 48 db louder.
   

2. 
   HOW THE AVS SYSTEM WORKS
   

AVS is a Vote-by-Phone voting system for accessible voting. The AVS is simple and easy to use. The voter goes to the poll and signs in as usual. An election official escorts the voter to a designated telephone. The election official dials into the system, enters a password and ballot access ID# then hands the phone to the voter and leaves the voting location to allow the voter to vote privately and independently.

2. 
   FIELD EQUIPMENT REGISTRATION
   

Field Equipment Registration is the process of registering EVERY precinct’s caller ID into the system, which is essential for a successful election. There is no spreadsheet to keep, no phone numbers to enter, this application greatly simplifies the workload of gathering caller ID

1. 
   Each Precinct will call a toll free number provided to them by IVS from the telephone line they will be using on Election Day.
   
2. 
   If that line DOES NOT have caller ID, the system will automatically play a recording “This phone does not appear to generate caller ID information. Please use a different phone line or contact your state election officials”.
   
3. 
   If the line DOES have caller ID the system will play the recording “Please enter a ballot access code for your precinct, followed by the pound key. Press the pound key again when you are finished”. Note: The ballot access code will be forwarded to you before the election. A unique number will be assigned to each polling place in your town.
   
4. 
   After you have successful entered all the ballot access codes for that precinct and press the pound key, the system will play the recording “Thank you for registering this line. Please wait, and your ballot access codes and caller ID information will be faxed to you. If you do not receive this fax within 10 minutes, please contact your state election officials”.
   
5. 
   Election Official hangs up the phone and waits for the fax and they are READY for Election Day.
   

1. 
   Two weeks prior to Election Day, IVS will provide the state with a daily report of all precincts that are ready for the Election and the precincts that are not ready for the Election.
   
2. 
   The State can monitor this list daily until they have all the precincts successfully registered. Registration should be completed not later than 5 days before the election.
   

This system, called the Accessible Voting System (AVS), is an interactive telephone voting system. The voting system is designed to accommodate persons who cannot mark a “traditional” ballot without assistance. The AVS allows a voter to listen to the ballot over the telephone in the accessible voting booth in the voter’s polling place and to make ballot selections using the telephone keypad. When the voter has made and verified the ballot selections, the voter hangs up and the marked ballot is returned to the voter through a facsimile machine located in the polling place.

The AVS is composed of a telephone and a facsimile machine. These components were purchased with state election funds and now belong to your community. This equipment must be used as part of the AVS on election days but may also be used by your community at other times as long as that use does not render the equipment inoperable or unavailable for elections.

In addition to the Federal requirement, the Attorney General of Connecticut has issued an opinion which requires that the Vote-by-Phone System be used in all elections and primaries held in Connecticut regardless of whether such event is a Federal, State or Municipal election or primary.

In order to preserve the privacy of the vote of voters who use the AVS, some minimum number of voters should use the AVS if there is any use of the AVS on Election Day. In other words, Moderators should take steps to ensure that more than a single voter uses the system if the system is used.

We recommend that the election officials present and eligible to vote at the polling place vote use the AVS system so that the ballots cannot be linked to a voter or voters using the system.

Finally, the AVS system should be positioned in the polling place to ensure the most privacy available. Therefore, the system should not be placed in the middle of the room or near the entrance of the polls where other voters will be walking around the location as an individual attempts to vote.

7. EQUIPMENT INVENTORY

All of the equipment required to operate the Accessible Voting System from your polling place includes:

• 
  a Panasonic KX-FL511 Facsimile/Copier Machine (Fax Machine);
  
• 
  an Ameriphone XL-50 accessible telephone;
  
• 
  a binaural mono headset;
  
• 
  A telephone cord extension; and
  
• 
  An extension power cord;
  

You may receive additional equipment such as Tables, Power Surge Protectors and Adaptors should the need arise.

8. OPERATION

PRE-ELECTION TESTING
The AVS should be set from Practice and Preview to Election Mode by Noon on the day before the election.
Testing can be conducted at any time before the election begins. Any test ballots should be marked as such or destroyed.
CALLING TO VOTE

1. 
   Voter CHECKS-IN to vote and notifies Election Official of intent to use the Accessible Voting System (AVS). Voter can request assistance from any individual of their choice to vote even when they are using the AVS.
   
2. 
   Election Official escorts the voter to the AVS location.
   
3. 
   Election Official creates a record that a voter will be using the AVS system (without using the voter’s name or any other identifying information). (Use enclosed log sheet).
   
4. 
   Election Official ensures that the AVS (facsimile machine) has paper.
   
5. 
   Election Official dials the AVS telephone line.
   
6. 
   Election Official enters Election Official ID # ____ when prompted by the AVS. (Election Official ID Numbers will be sent to each town separately.)
   
7. 
   Election Official enters Ballot Access ID # ____when prompted by the AVS. (Ballot Access ID Numbers will be sent to each town separately.)
   
8. 
   NOTE: For Primary Elections, the Election Official will select the appropriate ballot (Republican or Democrat) for the voter when prompted by the AVS.
   
9. 
   Election Official, when prompted by the AVS, hands the phone to the voter and instructs the voter to press any key to begin the voting process.
   
10. 
    Election Official should then leave the voting area unless the voter specifically asks for additional assistance.
    

NOTE: Election Official, prior to leaving the voting booth, should ask the voter if the voter will require assistance in getting the marked ballot from the AVS to the Ballot Box.

BALLOTING
The voter navigates the audio ballot by pressing the 2-4-5-6-8 keys on the telephone.

• 
  Press 4 and 6 to go back and forth one Candidate at a time.
  
• 
  Press 2 and 8 to go back and forth one Contest at a time.
  
• 
  Press 5 to select/deselect a Candidate.
  

You may wish to Laminate this Quick Reference Sheet.

WRITE IN A NAME
When the voter chooses to write-in a candidate, record alphabetic data entry according to the following rules (where the alphabet consists of the letters “a” through “z” plus a space): Alphabet characters are added one letter at a time by navigating through the keys below.

1. 
   Pressing the five (5) key adds the “current letter” of the alphabet to the candidate’s name
   
2. 
   Pressing the “star” ( * ) key deletes the last letter added to the candidate’s name
   
3. 
   Pressing the four (4) key makes the previous letter of the alphabet the “current letter”
   
4. 
   Pressing the six ( 6 ) key makes the next letter of the alphabet the “current letter”
   
5. 
   Pressing the two (2) key moves the “current letter” backward in the alphabet by five letters
   
6. 
   Pressing the eight ( 8 ) key moves the “current letter” forward in the alphabet by five letters
   
7. 
   Pressing the “number” ( # ) key submits the selected letters as the write-in candidate’s name
   

You may wish to Laminate this Quick Reference Sheet.

END OF BALLOT

1. When the balloting is complete, the voter presses ## to end the call.

2. The fax machine will print out a cover sheet, ballot, and ending page.
3. The voter should place the cover sheet, ballot, and ending page into a ballot box (or auxiliary bin if using the LHS optical scan voting equipment).
4. At this point, any sighted voters who use the machine throughout the day should verify the accuracy of the printed ballot.
5. The ballot box will contain all cover sheets, ballots and ending pages that were deposited throughout the day.
6. At the end of the election, the moderator shall unplug the fax machine and telephone from the wall outlets to prevent additional votes from being recorded.
7. At the end of the election, all ballots, cover sheets and ending pages should be given to the Election Officials designated by the Registrars of Voters for counting.
8. The designated Election Officials shall ensure that the total amount of ballots recorded on the AVS log equals the totals contained in the ballot box.
9. The designated Election Officials of each political party (or of one political party in a primary), shall count the total votes cast for each candidate on the ballots produced by the AVS system.
10. Once the total votes cast are counted, the totals for each candidate shall be reported on the Moderator’s Return as a separate voting machine in the corresponding polling place where each AVS machine was used. The totals recorded on the AVS log should be used as the total number of individuals who have voted on the voting machine.
11. The Moderator shall continue to close the polls and produce the moderator’s returns as normally required.
12. The ballots produced by the AVS machine are NOT absentee ballots; however, they may be counted centrally or at the corresponding polling place where each AVS machine was used.

9. COMMON ISSUES
1. If the voter leaves the polling place without placing ballot into the ballot box, that ballot must be treated as a “spoiled ballot”.
2. If the voter leaves the voting booth after starting a call but not completing the call, the Election Official will receive a message upon his next call asking whether the previous ballot should be spoiled. The correct answer is YES. Voters must be aware that their vote will not be valid unless and until they press ## to end the call.
3. If the fax machine tries to print the cover sheet and ballot but cannot do so because of a paper jam, no ink, etc., the problem must be fixed and the voter must vote again so that the cover sheet and ballot successfully print out. No votes are registered until they are counted from the paper ballots placed into the ballot boxes!
4. If the fax machine does not have paper loaded, the machine will store the cover sheet and ballot in its memory until the paper is loaded and will then print out. When the no paper message is displayed on the fax machine, load paper into the fax machine and the ballot should print successfully. If the ballot does not print out after paper is loaded into the fax machine, the voter may have to vote again.
5. If the phone / fax system fails to operate for any reason during an election, Election Officials should be prepared to offer any disabled voter a paper ballot and offer any assistance the voter requires to complete the ballot.
6. The fax machine does not fax back the completed ballot. Ensure that the “Line” in the back of the fax machine is plugged into the wall and that the “EXT” line in the back of the fax machine is plug into the telephone.
7. Privacy of the voter must be ensured at all times. Once the voting session has been initiated by the poll worker, that individual should leave the voting area. Only if the voter asks for assistance, should the poll worker return to the voting area. Once voting is complete and the voted ballot is faxed back to the voter, the poll worker should ensure that no assistance is needed by the voter to place the voted ballot into the auxiliary bin of the optical scan voting unit or ballot box.

10. TROUBLESHOOTING
Troubleshooting Fax

When your fax is in normal mode, the display will display the date and current time or the status of an incoming fax. If your fax display indicates any other message, there is an error. Most common errors are listed below. You also have your fax Operations Instruction booklet if you need additional help.

Display Error	Symptom	Possible Solution
CHECK DOCUMENT	The document was not fed into the fax unit properly.	Re-insert paper (might have to push down on paper to slightly force into position) See diagram below on Loading Ballot Paper
FAX IN MEMORY	The unit has a document in memory.	Check paper tray to see if there is paper. Check for paper jam and follow paper jam solution to correct.
PLEASE WAIT	The unit is warming up	Wait for unit to warm up
OUT OF PAPER	Recording paper is not installed correctly or the paper has run out.	Install paper – diagram below – Loading Ballot Paper
PAPER JAM	Recorded paper jam occurred	Refer to Paper Jam diagram in this document below

Common Fax Display Error Message:

PAPER JAM INSTRUCTIONS:

THE DISPLAY WILL SHOW THE FOLLOWING:

PAPER JAMMED

1. 
   Lift open the cover [(1)], holding OPEN [(2)].
   

CAUTION: The fuser unit [(3)] gets hot. Do not touch it.

2. 
   Remove the jammed paper.
   

When the recording paper has jammed near the drum and toner unit:
Remove the jammed paper [(1)] carefully by pulling it towards you.




CAUTION: Do not touch the transfer roller [(2)].

When the recording paper has jammed near the recording paper exit:

1. 
   Remove the recording paper [(1)], and then remove the drum and toner unit [(2)] to allow the jammed paper [(3)] to pull free from the rear cabinet.
   

2. 
   Lift both green levers [(1)] forward until they stop.
   

3. 
   Remove the jammed paper [(1)] from the fuser unit by pulling it upwards carefully, and then install the drum and toner unit.
   

LOAD BALLOT PAPER INSTRUCTIONS:

1. 
   Before inserting a stack of paper, fan the paper to prevent paper jams.
   

2. 
   Pull the tension plate forward [(1)] and insert the paper, print-side down [(2)], then push the tension plate back [(3)].
   

• 
  The paper should not be over the tabs [(4)].
  
• 
  If the paper is not inserted correctly, readjust the paper, or the paper may jam.
  

Note: Please remember that the AVS prints out a ballot, cover page and ending page.


Troubleshooting Telephone

Listed below are some of the most common problems that you may run into with your telephone. You also have your telephone User’s Guide booklet if you need additional help

Symptom	Cause and Corrective Action
No dial tone	Check all phone cords connections. Check ALL connection cords from fax and telephone.
Call cannot be dialed or dials very slowly	Check the DIAL mode – right hand side of the telephone.
Phone locks up – No function at all	Unplug and reinsert your white Power Cord to reset the phone.

11. IVS LOG SHEET

Name of Election Official:

Election Date: Polling Place:
Number of Voters Using IVS Voting System (DO NOT RECORD NAME OF VOTER):

1. 
   ______
   
2. 
   ______
   
3. 
   ______
   
4. 
   ______
   
5. 
   ______
   
6. 
   ______
   
7. 
   ______
   
8. 
   ______
   
9. 
   ______
   
10. 
    ______
    
11. 
    ______
    
12. 
    ______
    
13. 
    ______
    
14. 
    ______
    
15. 
    ______
    
16. 
    ______
    
17. 
    ______
    
18. 
    ______
    
19. 
    ______
    
20. 
    ______
    
21. 
    ______
    
22. 
    ______
    
23. 
    ______
    
24. 
    ______
    
25. 
    ______
    
26. 
    ______
    
27. 
    ______
    
28. 
    ______
    
29. 
    ______
    
30. 
    ______
    

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