Overview
Ballots that the scanner cannot count have the votes copied to a new ballot. The E&I Board or the Tabulation Team give damaged ballots (Dups) to the Duplication Board.
Two people, the Duplication Board (Dup Board), work as a team. A “Tracking Number” is assigned to both the damaged and replacement ballots. The Dup Board may just enhance some ballots (see Enhancing Ballot Procedure).
Ballots to Duplicate
- Ballots torn in pieces.
- Ballots with missing or unreadable timing marks (black squares around ballot).
- Ballots voted on Non Official Ballots (i.e. Sample ballots, QR Code ballots, Federal Write-in Ballots, hand written).
- Ballots with identifying marks (voter’s name or signature).
- Races that have stains/marks in voting ovals but did not vote for max options.
- Ballots where voter has not marked the ballot but has provided written instructions on how to mark it.
Procedure
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Sort ballots
Ballots are sorted by Voting Precinct.
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Print a blank ballot
Print a blank ballot matching the Voting Precinct number of the damaged ballot.
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Assign a tracking number
Assign a Tracking Number to each ballot needing duplication. Vote-by-mail, UOCAVA, RAVBM ballots are coded as M.
- On each line of Duplication Log sheet enter date and team initials.
- Assign the lowest unused Dup number to each ballot (beginning with 1).
- Under Notes list any comments about the damaged ballot deemed necessary.
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VOID a damaged ballot
In the instructions area of the damaged ballot:
- Write the full Tracking Number in red ink.
- Each Dup member initial the ballot in red ink.
- Stamp VOID.
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Stamp DUPLICATE on a blank ballot
In the instructions area of the blank ballot:
- Write the full Tracking Number in red ink.
- Each Dup member initial the ballot in red ink.
- Stamp DUPLICATE.
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Duplicate votes from a damaged ballot to duplicate ballot
- One team member (Caller) reads the votes for each race from the VOID ballot.
- The other team member (Marker) marks each vote called on the DUPLICATE ballot.
- Each DUPLICATE ballot is checked for accuracy by the Caller who watches while the Marker marks the ballot.
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Store voided ballot
Put VOID ballots in Tracking Number order in box for storage. Label box:
- “Voided VBM Ballots”
- Election date
- Tracking number range in box
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Store the box of voided ballots
Store full labeled boxes of VOID ballots until certification, then give to Logistics.
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Store the duplicate ballot
Put DUPLICATE ballots in Tracking Number order in box for storage. Label box:
- Rubber band ballots in 50s, 500 total ballots in the box.
- On a Post-it write “VBM Duplicates" on a post-it and stick to front of box.
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Store the box of duplicate ballots
Store full labeled boxes of DUPLICATE ballots until the Tabulation Team requests for counting.