Extraction and Inspection of Ballots

Overview

The Extraction and Inspection (E&I) Board processes the returned ballots for counting. All E&I members sign an oath to ensure integrity of the process.

Each E&I Board member works on a tray of ballot envelopes:

1. Removing the ballots from the envelope
2. Inspecting that the ballots will scan properly
3. Flattening the ballots for scanning.

E&I Board Members only have red ink pens and blue highlighters.

1-Card Ballot Procedure

1. Work on one tray of ballots at a time. From ballot tray, take 50 envelopes (group however to get to 50). Look on each envelope for:
   • Machine sprayed “Batch and Date Received” and “Red Mark” on edge of the envelope or “Pink Checkmark” to show the envelope has been processed.
     • Do not continue if there is no date and/or marks (do not remove ballot).
       • Put the envelope(s) with ballot inside in tray labeled “To Verify”.
2. Turn envelopes to be processed face down, to hide the voter’s name, address and signature.
3. Remove ballot from envelope.
   • Remove “stub” (1 inch perforated top of ballot) from ballot, if any.
   • Recycle “Ballot Insert” or “stub”.
4. Inspect ballot front and back.
   • Look for:
     • Remove any stickers/stickie notes covering voting ovals.
       • If you cannot remove stickers/stickie notes, send to Duplication Board.
   • Ballots to Enhance (See Enhancing Ballots Procedure):
     • Any votes in pencil.
     • Any votes in red pen.
   • Ballots to send to Duplication Board (Dups) (See Duplicating Ballots Procedure):
     Put the ballot(s)/envelope(s) in tray labeled “To Dup”.
     • Ballots torn in pieces. Send all pieces (leave in envelope).
     • Ballots with missing or unreadable timing marks (black squares around ballot).
     • Ballots with identifying marks (voters name or signature).
     • Votes on Non Official Ballots
       (sample ballots, QR code ballots, Federal write-ins, hand written).
     • 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.
       • Send with the voter instructions.
     • Ballots that are marked outside oval so the scanner will not be able to read the vote.
   • Challenge envelopes that:
     • Have no ballots inside envelope (Empty)
       • Write on top right corner of envelope in red pen “Empty”
       • Put envelope in tray labeled “To Challenge”
     • Have two ballots inside envelope (do not remove ballots)
       • Write on top right corner of envelope in red pen “Two Ballots”
       • Put envelope with ballots inside in tray labeled “To Challenge”
5. If any ballots were removed for “Dups/Challenged”, replace to 50 ballots in bundle.
   • Repeat steps 2-4 with replacements.
6. Prepare ballots for scanning:
   • Back fold at creases to flatten as much as possible. Smaller amounts (10-25) flatten better.
   • Recount the ballots, to confirm 50 cards and rubber band.
   • Put in box of ballots to be scanned. Fill cardboard box with 500 total ballots (10 bundles of 50).
   • Store full boxes on cart.
7. Collect all empty envelopes by Supervisorial District (first number of voting precinct). Put in cardboard boxes with the metal rod through envelope hole to assures the envelope is empty. Write District number on outside of box. Store on rolling cart..

2-Card Ballots Procedure

1. Work on one tray of ballots at a time. From ballot tray, take 50 envelopes (group however to get to 50). Look on each envelope for:
   • Machine sprayed “Batch and Date Received” and “Red Mark” on edge of the envelope or “Pink Checkmark” to show the envelope has been processed.
     • Do not continue if there is no date and/or marks (do not remove ballot).
       • Put the envelope(s) with ballot inside in tray labeled “To Verify”.
2. Turn envelopes to be processed face down, to hide the voter’s name, address and signature.
3. Remove ballot from envelope.
   • Remove “stub” (1 inch perforated top of ballot) from ballot, if any.
   • Recycle “Ballot Insert” or “stub”.
4. Inspect ballot front and back.
   • Look for:
     • Card A and Card B. A voter may return both Card A and Card B, OR just Card A.
       • If only Card B is returned leave ballot in envelope. Put in tray labeled “To Dup”.
     • Remove any stickers/stickie notes covering voting ovals.
       • If you cannot remove stickers/stickie notes, send to Duplication Board.
   • Ballots to Enhance (See Enhancing Ballots Procedure):
     • Any votes in pencil.
     • Any votes in red pen.
   • Ballots to send to Duplication Board (Dups) (See Duplicating Ballots Procedure):
     Put both ballot(s) or envelope(s) in tray labeled “To Dup”.
     • Card B is returned but Card A is missing from envelope (leave in envelope).
     • Ballots torn in pieces. Send all pieces (leave in envelope).
     • Ballots with missing or unreadable timing marks (black squares around ballot).
     • Ballots with identifying marks (voters name or signature).
     • Votes on Non Official Ballots
       (sample ballots, QR code ballots, Federal write-ins, hand written).
     • 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.
       • Send with the voter instructions.
     • Ballots that are marked outside oval so the scanner will not be able to read the vote.
   • Challenge envelopes that:
     • Have no ballots inside envelope (Empty)
       • Write on top right corner of envelope in red pen “Empty”
       • Put envelope in tray labeled “To Challenge”
     • Have three or more ballots inside envelope (do not remove ballots)
       • Write on top right corner of envelope in red pen “Three Ballots”
       • Put envelope with ballots inside in tray labeled “To Challenge”
     • Have duplicate ballot cards inside envelope (do not remove ballots)
       • Example: two of Card A or two of Card B
       • Write on top right corner of envelope in red pen “Same Ballots”
       • Put envelope with ballots inside in tray labeled “To Challenge”
5. If any ballots were removed for “Dups/Challenged”, replace to 50 ballots in bundle.
   • Repeat steps 2-4 with replacements.
6. Prepare ballots for scanning:
   • Back fold at creases to flatten as much as possible. Smaller amounts (10-25) flatten better.
   • Recount the ballots, to confirm 50 cards and rubber band.
   • Put in box of ballots to be scanned. Fill cardboard box with 500 total ballots (10 bundles of 50).
   • Store full boxes on cart.
7. Collect all empty envelopes by Supervisorial District (first number of voting precinct). Put in cardboard boxes with the metal rod through envelope hole to assures the envelope is empty. Write District number on outside of box. Store on rolling cart..

At end of every day

1. Combine cards bundled in 50 that do not make a full box with others to create full boxes. (10 bundles)
2. Bring all full boxes on cart ready for scanning to the Tabulation Team.
3. Collect “To Verify” envelopes and give to Megan
   • Bundle with rubberband
   • Label “To Verify” with post-it
4. Collect “To Challenge” envelopes and give to Megan
   • Bundle with rubberband
   • Label “To Challenge” with post-it
5. Collect “To Dup” ballots and put on Duplication Cart.
   • Bundle with rubberband
   • Label “To Dup” with post-it