Section 4 Issuing Ballots

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Double click on flowchart to enlargeFlowchart for Issuing Mail BallotFlowchart for Replacing/2nd Mail BallotFlowchart for Issuing In Person Ballots

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Issuing Ballots

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Now, it’s time to issue the voter’s ballot!

Select the appropriate issue method below and proceed to the following pages:

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1. Search result. This voter is Unaffiliated with a Preference.

2. Ballot screen. Follow the In Person Ballot Issuance Flowchart and/or Grid.

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Issuing an In Person-Paper BallotBallot Style Selection is NOT Mail Ballot PartyPreference related.Any existing Preference information is removed,regardless of what In Person ballot style is issued.

Issue an In Person-Paper Ballot:

1. Click on the In Person-Paper button in the Issue a Ballot section.

2. When issuing an In Person Paper or DRE ballot, the Ballot Style Selection popup displays all ballot styles the voter is eligible to vote. Select the requested ballot style.

[Wait for the ballot label to generate]

3. Print the ballot label or Exit the label screen (per your county’s business process). If a label was printed, affix the ballot label to the signature card or complete the signature card with the ballot information, as seen on the Ballot Details screen.

4. If using Ballot-On-Demand, select the Ballot button at the bottom of the Ballot Details screen. [The message in the top left corner should read: Ballot successfully sent to printer]

5. Click the Close button.

Labels may not always appear in the forefront, but are sometimes hidden behind the application window or bottom task bar.

Need to REPRINT a label or ballot? To reprint a ballot label, click on the Label button.To reprint the voter’s ballot, click on the Ballot button. You will receive a pop-up “The ballot was already sent to the BOD. Are you sure you want to reprint this ballot?” Clickthe Reprint Ballot button.

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Issuing an In Person-Paper Ballot - continuedIn-Person Paper ballots must be voted at the VSPC location.DO NOT package an in-person paper ballot like you would a mail ballot.

In Person-Paper ballots are either dropped in a ballot box or sent through an optical scanner at the VSPC location (per your county’s business practice).

The ACTIVE BALLOT is always the top ballot line:

6. Ensure the voter’s record shows the voter has cast their In Person-Paper Ballot. Here are some indicators:

Already Voted appears in the upper left corner.

The top ballot line is highlighted green.

The ballot is in the Voted Stage and there is a date in the Voted/Received column.

[Hover over the Issue Ballot buttons. Notice they are no longer available]

7. Retrieve the paper ballot from the printer (or ballot stock), and confirm it is the correct ballot by cross-checking with the ballot label/signature card.

8. Give the voter the ballot and direct the voter to the voting booths.

ReminderAlways use [ Logout to log out of webSCORE and end the session. Exiting the screen does not end the session.

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Issuing an In Person-DRE Ballot

Issue an In Person-DRE Ballot:

1. Click on the In Person-DRE button in the Issue a Ballot section.

[Wait for the ballot label to generate]

2. Print the ballot label or Exit (per your county’s business process). If a label is printed, affix the ballot label to the signature card or complete the signature card with the ballot information, as seen on the Ballot Details screen.

3. [If using the ST-100 to create the voter access card] Insert the voter access card into the ST-100, and click the VC Programmer button to create the card.

[A success message will not appear in the upper left corner but the card should be successfully created]

4. Click the Close button.

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Issuing an In Person-DRE Ballot - continued

6. Ensure the voter’s record shows the voter has cast their In Person-DRE Ballot. Here are some indicators:

Already Voted appears in the upper left corner.

The ballot line is highlighted in green.

The ballot is in the Voted Stage and there is a Voted/Received date.

*Hover over the Issue Ballot buttons with your mouse. Notice they are no longer available.

7. Direct the voter to the DRE voting machines.

ReminderAlways use [ Logout to log out of webSCORE and end the session. Exiting the screen does not end the session.

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Mail Ballot Labels: State Created Flex Labels for Primary ElectionREMINDER – Do not forget to select the State Dymo 30256 from the VSPC Mail Ballot Label Drop-down.If you do not do this the label will be the smaller label and will not show Packet information.System configuration > County Configuration > County Parameters > Drop-down at bottom of screen

New State Dymo Shipping 30256 (Dymo Roll) New State Avery 5163 (Sheet Labels)

The Ballot Style field is the Packet/Ballot Style.The Packet Inventory field is displayed for packets only.It contains the Packet content’s Ballot Styles with thecorresponding absentee sequence numbers.

The fields on each of the new labels are:

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Issuing a Mail BallotIn the following example the voter is Unaffiliated and will be issued a Packet.On the Ballot Details screen, for packets only, the mail ballot Packet Content field dynamically displays.

Issue a Mail Ballot:

1. Click on the Mail Ballot button in the Issue a Ballot section.

2. The Ballot Detail popup will display. Click on the Label button.

[Wait for the ballot label to generate]

3. Print the mail ballot label and affix the label to the mail ballot package.

4. Click the Close button.

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Undeliverable and ID RequiredIf the Mail Ballot was Undeliverable, the voter is still eligible to vote in person or receive a mail ballot because the original mail ballot was undeliverable.

ID Required voters are not required to show ID at the issuance of a mail ballot, but are required to return ID when s/he returns the voted ballot.

Undeliverable and ID Required:

If the Mail Ballot was Undeliverable, the ballot line will be highlighted red. Verify the address(es) on record are correct before issuing the ballot.

1. Click on the Mail Ballot button in the Issue a Ballot section.

2. If the voter is “ID Required”, an ID Required window will open.

Select Yes if the voter provides identification, and the ID Required flag will be removed from the voter’s record. Select No if identification is not provided, and the voter will remain ID Required.

3. Ballot Details popup will display. Click on the Label button.Print the mail ballot label and affix the label to the mail ballot package.

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Print Mail Ballot – BOD and Dominion MBPThe exported file(s) are based on the same requirements as SCORE Classic Issue Ballot screen.

1. To print the ballot Select the Ballot button at the bottom of the Ballot Details screen. This will generate a BOD file for printing.

The message in the top left corner should read: Ballot successfully sent to printer.

2. Click the Close button.

Retrieve the paper ballot from the printer and confirm it is the correct ballot by cross-checking with the ballot label.

Package the mail ballot with a secrecy sleeve, return envelope and outgoing envelope.

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Viewing Validated Ballot Details

On the Ballot Details screen, for packets only, the mail ballot Packet Content field dynamically displays.

If you pull up a voter’s record and the mail ballot has been validated, webSCORE will not allow you to issue another ballot.

You can open the Ballot Details screen by clicking anywhere on the active ballot line. This screen displays the ballot status as either Accepted or Rejected with the Rejected Status reason.

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You have completed Section 4: Issuing Ballots.

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