VoterCentral
Contents
1. SHOWAOE Print Administrator of Election Name on the Bottom of the Wallet Card if set to Y SHOWBITMAP If printing laser wallet cards you can set this to Y to print a bitmap of the TN seal SHOWCOMMUNITY Set to Y to display the community on the main Voter Center Screen above the Precinct and Ward SHOWCONGRESS If set to Y then prints congress on signature list SHOWHOUSE If set to Y then prints state house on signature list SHOWPRECINCT If set to Y then prints precinct on signature list SHOWSPECIAL Prints Special Field on the Wallet Card if set to Y SHOWSSN Prints SSN on the Bottom of the Wallet Card if set to Y SHOWTEMPMILADDR If set to N then mailing address will used instead of temporary address SHOWWORKERSSN If set to N then SSN will not print on payroll 19 STDHEIGHT The standard wallet card page height SWITCHPOSITION Switches position and ssn on payroll sheet if set to Y TABLETPENWIDTH This is an adjustment for tablet users that adjusts how thick the signature shows up as TABLETRATIO Set to Y to activate the tablet ratio TRACKBALLOTS If set to Y then will ask for a ballot number and record ballot number every time a vote is added UPDATEPAY If set to Y then will update for all the workers whenever the default pay is changed for that position UPPERRIGHT Set this to ST HOUSE ST_SENATE or CONGRESS to print them on a semi printed application USECDRTOOLS If you are ru2. Special message line 5 on selected wallet cards WALLETMSG6 Special message line 6 on selected wallet cards WALLETMSG7 Special message line 7 on selected wallet cards WALLETMSG8 Special message line 8 on selected wallet cards WALLETMSG9 Special message line 9 on selected wallet cards WALLETMSG10 Special message line 10 on selected wallet cards WALLETMSG11 Special message line 11 on selected wallet cards WALLETMSG12 Special message line 12 on selected wallet cards WLOCATIONOFFSET Additional offset for precinct location on type W wallet cards WORKER Default worker letter used If RTF Is before the letter name that means it is a rich text letter WVADJUST Vertical position of the wallet card 21 XOFFSET The horizontal offset of the wallet card YOFESET The vertical offset of the wallet card Your User Name ARCHIVECOLOR If set this will be the color the Archive is displayed in Your User Name COLORTHEME There are two available setting for this either Classic or New Classic will set the Voter Center to red and blue like the classic Mote was 22 USERS 7 VoterCentral User Setup oE User Name MICHELLE User Type ADMIN Computer Default Printer Brother MFC 420CN Printer CDR 1 0 0 g PR1 Reg Card Printer Okidata OL 1200 Type LASER sw PR3 Wallet Card Printer Okidata OL 1200 Type LASER Adress Label Printer NDAVIDXPEpsonLG S70ESCP2 r Typ
3. 0 0 1 0 1 etc are actually the SCSI address of the cd recorder so in most cases you will probably need to call us if you need this option set When setting your printers up you will need to also set the type of printer The type will be laser for all laser printers or for dot matrix you have a choice of IBM or Epson emulation modes If you choose the wrong printer type you will know it as soon as you try to print something because it will look like garbage coming off the printer and in most cases you will have to turn the printer off to reset it Whenever you edit the printers it is a good idea to go ahead and click on the computer name tool button as well This will ensure that the correct printers are associated with the correct computer The last option on the screen is the floppy drive in most every case this will be A 24 Elections VoterCentral Elections Anfo m 7 Highest Level Election 2007 11 05PMR Status T Y MN IN Federal State roca Description ANOTHER ELECTION Important Dates Election Date 11 05 2007 15 Date Early voting Starts joan 6 2007 s Date Early Voting Ends 10 31 2007 13 MV Primary Archived V Active Qualification Lists Note values in each list should be separated by commas Districts Precincts Wards School Districts Senate Districts House Districts Congressional Districts Special List sal Feel pal Fea Fad Pea Pall Pd Top Prey Next
4. Bottom Print Browse Eat Add Restore Delete Save Cercei Help ext The Basics You can get the the Elections screen from the Main Screen by either left clicking the Election button or by going to File gt Elections under the File menu This is the area of VoterCentral where you manage your elections Note that only an administrator has the right to change or add an election The Fields At the top of the screen you can find the general information about the election this includes the election name description status highest level if it is a primary and if its active or archived The name consists of the date of the 25 election followed by the type of election s taking place The status is the state transfer status of the election T Transferred N Not ready to transfer and Y Ready to transfer When the administrator first adds an election the status will be N and will remain N until the election is closed at which time the status will change to a Y then once the transfer is complete the administrator has sent the election information to the state with vcPrep it will change to T The highest level of the election will be whichever part of the election is the highest for example if you are running a municipal county general and presidential election all at once the highest level would be Federal because of the presidential election The primary check box is checked only if the election is a primary The ar
5. State 12 The date early voting starts and ends should fill in automatically however it is always a good idea to double check that the dates are correct 13 Left click Save to save the new election 7 VoterCentral Elections Pale x Last Election Election 2007 11 05 Type PMR Title ANOTHER ELECTION Date of Election 15 First Election Type G P M R O Second Election Type G PMRIO Third Election Type GPMRIO Fourth Election Type G PMIRIO Title of Election Highest Level of Election F Federal S State L Local Date Early Voting Starts 15 Date Early voting Ends 15 Save Cancel Exit 14 You will be taken back to the elections screen at which time you may edit the election and add qualifications if desired If you have questions on qualifications see below Using the Wizard 1 Gather the information concerning the election to be entered 2 Log into VoterCentral as VOTEADMIN remember to use the voteadmin password as well 29 3 Go to the elections screen by either left clicking on the Elections button or by going to File gt Elections under the File menu 4 Click on the Add button Left click on YES when asked if you want to use the election wizard This will bring up the screen shown in Figure E 3 7 VoterCentral Add New Election TEX Last Election Election Tyne Title 2007 11 05 PMR ANOTHER ELECTION Begin by answering the questi
6. and add qualifications if desired If you have questions on qualifications see below All about Qualifications Do have to set qualifications No Do need to set qualifications No Should set qualifications That is really the question and the answer is maybe really depends on the election running and how well trained your election workers are What are qualifications Qualifications are restrictions placed on an election so that only voters living in the right area are allowed to vote Why put qualifications on an election Placing qualifications on an election just helps the workers to more easily identify which voters can and which voters cannot vote in the election If make a mistake on the qualifications will eligible voters be prevented from voting The signature list also called the polling list ignores the qualifications completely so any voter voting on election day would have no problem at all During the early voting period the system will only warn the worker that the election is restricted and that the voter does not reside in the right area If the workers have been well trained they should be able to go ahead and vote the voter however it could confuse some workers and a problem could arise from that confusion Thusly great care should always be used when setting the qualifications Remember qualifications encompass the total election so only make qualifications that will fit the requirements of the total electi
7. election Caution does need to be used when setting these qualifications because they are all encompassing covering all the different types within an election Though an unqualified voter may still vote the warning it generates will discourage most workers from proceeding so it is vital to make sure the qualifications are correct There are many different fields to set the qualifications on however they all work on the same principle separate all values with commas or click the button and place a check next to the value desired then left click OK to continue Once the qualifications are saved only voters that meet the qualifications will have a green light to vote For example if the qualifications set are Precinct 1 District A and a voter lives in Precinct 2 26 District A they will not meet the qualifications However If a voter lives in District A Precinct 1 then they do meet the qualifications The Button Bar Find Elections can be looked up by election date or by election description If there are two elections defined with the same description a browse screen will appear for selection Top This displays the first election in the database Previous This displays the previous election in the database Next This displays the next election in the database Bottom This displays the last record in the election file Print This will generate a simple report containing the elections definitions and wi
8. keep up with the nursing homes within your county You can put the name address phone etc of all the nursing homes in your county The nursing home ID is three character field that can later be used in voters nursing home id field so that some of the reports are easier to run The special report button in the bottom right of the screen will print a voter list of all voters residing in the nursing home currently displayed on the screen 37 Motor Voter Forms This screens helps you to keep track of the motor voter forms The date at the bottom of the screen should coincide with the ending date of the six months report The duplicates rejections and originated fields may all be increased by just left clicking on the buttons next to the fields These totals are the totals used for the six months report All the other information on the screen comes from the state and the state forms that are used and should not be changed unless changed by the state The special report button in the bottom right of the screen will print a voter list of all voters who registered with the form currently displayed on the screen 38 Commissioners From the commissioners screen you can keep up to date with your commissioners this includes adding editing and printing lists and labels When you add a commissioner you first left click on the Add button then type the information directly into the grid fields when you left double click on a fie
9. 22424499 0024445 32244 4354 ana 41 Machine SCltupS voste corde vro ie ries derde de dret 42 Introduction A Brief Message Welcome to VoterCentral from all of us here at Embry Consulting Our goal is to make running VoterCentral as easy as is possible As always changes are constantly taking place based on the requests of the counties and the state so please forgive us if any of the information contained within this manual is slightly different from what is in VoterCentral As always if you have any questions about anything just give us a call at 731 677 2173 or 1 800 969 9051 The Basic Controls Overview When you see a direction such as ReportsMenu gt Lists gt Voter List this means left click once on ReportsMenu so that a menu drops down then position the mouse over Lists so that the next menu is displayed then left click once on Voter List to assess the menu item All buttons are activated by left clicking once All menu items are also assessed by left clicking once Most of the screens will have a Top Bottom Prev Next and Browse button In every case the following rules apply e The order changes in some cases based upon the last search done i e If you last looked up a voter by name then clicking on Prev will take you to the previous voter in the alphabet Top Go to the first record in the file Bottom Go to the last record in the file Prev Go to the previous record in the file Next Go to the next record in the fi
10. ERE ADMIN 2007 05 31 12 57 The main screen is the place to get to every other place in VoterCentral At the top of the screen you will notice the menus File ReportsMenu Voting Tools StepByStep Centers and HelpMenu When you left click once on the menu title the menu will drop down displaying all the menu options Beneath the menus you will notice the tool bar We ve added the most used items onto the tool bar these include Elections this is where you setup and modify your elections Administrators Only Streets this is where you view or adjust your street file Voters this is the Voter Center Reports this is a wizard for the most commonly used daily reports Vote this is the ballot center the hub of where the voting takes place Transfer this is the area for making 10 CD floppies or files from the voter and other data Worker this is the new worker center Petitions this is the candidate center Help this is the help menu and Exit when its time to go home The center of the screen directly under the VoterCentral title you can find the version number for the VoterCentral you are currently running At the very bottom of the screen you should see the status bar The status bar contains information such as the user name you are currently logged in as and the county you are in The next status panel contains the rights the current user has in most cases this will be OFFICE and final
11. K Set to N if you do not want the multiple elections box to show up when there is more than one election falling in the same early voting period NEXTELECTION This default is used to keep track of the next election in other words the election that is currently being worked on or the NEXT one to be held NOADDRESSOK if set to Y then Address OK Y N will print on signature list NOCANCELLATION If set to Y then cancellation not asked for NOREPLACE If set to Y the replacement check box will remain unchecked under the wallet card screen NOXPRIOR If set to Y then doesn t print prior address on registration card NXOFFSET The horizontal offset of the name on the wallet card NYOFFSET The vertical offset of the name on the wallet card PAPERABS If set to Y then paper will be marked for all absentee ballots PAPERNURSE If set to Y then paper will be marked on all nursing home voters PETDUPLEX If set to Y then duplex petition printing is enabled PETITIONFONT Font used on candidate petitions PETITIONVN If set to Y then candidates voter number will print on petition PR1LABELCONDENSED If set to N then PR1 labels are not printed in condensed mode PRiILABELNAMEFIRST If Y then the Name will appear before the address on a PR1 Label otherwise the address will appear first PREPRINTEDAPP Set to Y this uses a special application PREVIEWWORKERLETTER If set to Y then you will have an opportunity to previe
12. VoterCentral Voter Registration System User s Manual created by Embry Consulting Table of Contents IntroduCctiOh icciicciiiiii 4 A Brief MessaQe ciiciciiiciciiciciiciceeri 4 The Basic Controls Overview 4 LOGGING M2222202 22020 NE 420 RS Sede Re ec aeeecounst 5 BROWSING rosse dedicar ree daa iaaa aa dat da blan 5 PINUNO satonat nid Rene D 7 MAIN SCREEN 17 22 24 2225 1206224 5 d dj aea a d a 004 aa eha ae aaia Ee abr dn Setup and Defaults ccecccececee 12 WSCES yea ee ee 23 ElECHONS encausan an tates 25 THE EEEE E tD E ee neers 25 The Fieldsi ienr eee ence 26 The Button Bar cecec c ccccacaaacasnis 27 Different Types of Elections 28 Steps to Adding an Election 28 Wie tbl face Scns ets a A ee 28 Using the WIZard ccccceccsccecesceeceeeeeeeees 29 All about Qualifications ccccececececeeeeeeeeeeeneeees 31 DISMISS 44448540 48 2 34 0 E ERES 32 Pre MO Siua 26 00 VEE De RS ae 33 Wards eose 2201024022206006 2 0254440084 34 ComMmmunities cecccococccoooccooees 35 TAD COSS 26220444 VOA Ee SSDT 04 R 36 Nursing HOMES cccccceccccccoccooocoocoeeees 37 Motor Voter FOrMsS coccoccoecoes 38 COMMISSIONELG cccccccccccccccccccccceccees 39 FEIOS NO P A1 EE 9 AE a a 40 BallO0lS v22
13. a check mark is in Include Archives then ballots from people in the archive will be included Field Descriptions Voter Nbr The voter number of the voter assigned the current ballot State ID The State ID number of the voter assigned the current ballot Last Name The last name of the voter assigned the current ballot First Name The First name of the voter assigned the current ballot Title The Title of the the voter assigned the current ballot Ballot Nbr The Number of the current ballot Date Sent The date the ballot was sent to the voter Date Recv The date the ballot was received back from the voter Party If the election is a primary D Democrat Ballot R Republican Ballot If this field is blank or contains a G the ballot is a General Ballot Ballot Status The status of the ballot V voted S spoiled lssued U Unused T Test 41 Machine Setups Machine Setups Area Description This area was designed to allow machine setups to be placed on applications printed in VoterCentral All records are organized by election To change elections manually enter the new election into the election box or click on the speed button next to the election box and select one from the list 42
14. chived active check boxes displays the current status of the election Note that in this case active does not mean an election currently happening instead it refers to elections that will show up on history reports Only really old elections should ever show up as archived The next grouping on the screen contains all the important dates associated with the election The election date unlike the other two dates cannot be changed once anything has been associated with the election For example if an election is entered then a petition is printed for that election then the administrator tries to come back and change the election date they will not be allowed to do it The reason for this is because of the new relationship between each of the databases If there is ever a situation where for whatever reason the election date is changed after you have began adding workers candidates etc then call us and we ll get it changed for you If on the other hand there has not been anything associated with the election then the administrator will be able to change the date as they see fit The early voting start and early voting end dates can be changed by the administrator at any time In fact these dates are only used in one place in the system that being the pop up reminder when two elections fall within the same early voting period if the default MULTIELECTIONCHECK is not set to N In some cases administrators may want to set qualifications for a given
15. e EPSON r PR1 Label Printer NDAVIDXPEpsonLG 570ESCP2 Type EPSON r Verification Card Printer NDAVIDXP Epson L 570 ESCP2 Type EPSON Worker Card Printer Okidata OL 1200 Type EPSON ow Voting Application Printer Okidata OL 1200 Type LASER gt Computer Name MICHELLEXP yo Floppy amp Find Browsel Edit Help The users screen is used primarily to setup the printers Used by each user Notice that there are several printers to set on this screen including the registration card printer PR1 the wallet card printer PR3 the address label printer verification card printer worker card printer and voting application printer In all instances the printers first need to be set up on the computer on which you are working you may need to see your hardware man for this All printers are associated first with the computer name then with the user name thusly you can have two users on the same computer with different printer setups If you need to temporarily use a different computer there should be no need to set up the printers if another user is set up on that computer You may notice that the user name and user type cannot be edited that is 23 because they are there simply to show you which user you are currently setting up The CDR field is used only by people using the CDR Tools to burn CDs generally that will be anyone not running Windows XP TM This option can be slightly cryptic the numbers 1
16. ected Upon changing the streets you will be given the opportunity to change the voters The special report button in the bottom right of the screen will print a voter list of all voters residing in the district currently displayed on the screen 32 Precincts You can access the precinct file by going under File gt Precinct Mainly this file is used to keep track of your precincts and provides the precinct lists that appear on the many selection screens The Precinct may be numeric or alphanumeric or a mixture of both up to 4 characters long The precinct name may be anything up to 30 characters long The location name may be anything up to 40 characters long The Transfers In and Out are the motor voter transfers into and out of the precinct since the date shown at the top of the transfer box The transfers in and out are updated automatically by the system when a voter moves and a motor voter form is filed thusly editing is disabled on the precinct screen You need to be aware that changes made in the precinct file will not directly change the voter file street file or the community file If you have a situation where a precinct needs to be renamed the precinct itself not the name of the precinct you must first rename the precinct on the precinct screen then change all the streets communities that are affected Upon changing the streets you will be given the opportunity to change the voters The special report button in t
17. etween dot matrix labels in the Ballot Center Set to N for No and Y for Yes GOODBEEP Set to Y to hear a beep when a good vote is entered in Record Votes INACTIVECOLOR If set this will be the color used to fill the inactive box under the Voter Center when an inactive voter is displayed Please note that you should use the color picker to select a color otherwise the computer may not recognize the color you type in INCLUDEALTERNATES If set to N then alternates will not appear on the worker worksheet INCLUDEEARLY If set to N then early workers will not appear on the worker worksheet IGNORECITY If set to N this will display only streets within a certain city if the system is unable to precinct a voter and the street file must be opened LABELSAMPLELINES If set to Y this will ask to print sample lines for labels if printing to a dot matrix LASERSSNOFFSET Horizontal offset of the ssn on the laser wallet cards LASERSSNYOFFSET Vertical offset of the ssn on the laser wallet cards LOCKVC Only used if set to Y This will LOCK the Voter Center so that users cannot manually edit precincting information MACHINE Set this to Y to print a machine label at the bottom of an application MACHINENUMONAPP Set this to Y to print VOTING MACHINE on the top right of an application MAILWALLET Prints Mailing Address on the Wallet Card if set to Y MARGIN Set this to set a margin for letters MULTIELECTIONCHEC
18. ey are as follows General G For most purposes this will be a county wide election that is not specifically a primary This can include any county state or federal general election Primary P Any primary election Municipal M Any local city election Referendum R Any referendum Other O This covers anything the other four don t cover Steps to Adding an Election Manually _ os Gather the information concerning the election to be entered Log into VoterCentral as VOTEADMIN remember to use the voteadmin password as well Go to the elections screen by either left clicking on the Elections button or by going to File gt Elections under the File menu Click on the Add button Left click on NO when asked if you want to use the election wizard This will bring up the screen shown in Figure E 2 28 6 The last election will be displayed at the top of the screen 7 Enter the date the election will be held 8 Enter the first election type See the section Different Types of Elections above for an explanation of types 9 Continue adding the second third and fourth election types if necessary 10 In 40 letters including spaces or less describe the election will appear on some reports This is just a good descriptive title for your benefit 11 Enter the highest level for the election For example if it is a local mayor race but also a state senate race then you would enter S for
19. he bottom right of the screen will print a voter list of all voters residing in the precinct currently displayed on the screen 33 Wards You can access the ward file by going under File gt Ward Mainly this file is used to keep track of your wards and provides the ward lists that appear on the many selection screens The ward may be numeric or alphanumeric or a mixture of both up to 4 characters long The ward name may be anything up to 18 characters long You need to be aware that changes made in the ward file will not directly change the voter file street file or the community file If you have a situation where a ward needs to be renamed the ward itself not the name of the ward you must first rename the ward on the ward screen then change all the streets communities that are affected Upon changing the streets you will be given the opportunity to change the voters The special report button in the bottom right of the screen will print a voter list of all voters residing in the ward currently displayed on the screen 34 Communities You can access the community file by going to File gt Community On this screen you will notice a lot of information this is because some counties still precinct using the community file instead of the street file All fields on this screen are limited to 4 characters except the community which is limited to 30 characters If you use the community file for precincting then it is very important
20. ld the cursor will change and you can enter the information then left click Save When adding or editing if you know the commissioners state_id enter it and press tab then their name will be added for you 39 Felons The felon file is a little different than most of the other standard screens Because most counties get a list of felons to type in the add method was modified to make it easier to type multiple entries When the add button is clicked on the felon screen the screen is put into Add Mode In Add Mode any time the update date field is exited the felon is automatically added then the screen is cleared to enable additional input Once all entries are made the worker may press save or cancel to exit Add Mode For every felon added a search is done of the voter file If a matching SSN is found in the voter file a warning is displayed and an opportunity is given to view the file Note that an SSN must be given for all newly added felons or the record will not be saved If a SSN is not available 999 99 9999 or 000 00 0000 can be used as a filler The method of restoration displayed on the felon page is only approximate and of course can be changed by the state at any time so always be sure of the current laws of restoration before restoring rights The same applies for the certificate of restoration which can now be printed under the print button for the displayed felon In order to register a felon once their right to vote has been
21. le Browse Browse the records left clicking on a browsed record so that it is highlighted then pressing exit will display that record on the screen See the Browsing Control Subsection Below for more info on the browse screen Logging In To log in put the database alias usually already filled in the User name and the password that goes with that user name Then VoterCentral Pass EJ press OK Remember if you need to log in as a different E user i e Voteadmin always jotedata gt uses the password that goes Enter UserName with that user name MICHELLE Enter Password TT Cancel Browsing Browse Form _ DISTRICT NAME COUNTY ID gt DISTRICT 1 DISTRICT 2 DISTRICT 3 DISTRICT 4 DISTRICT 5 DISTRICT 6 DISTRICT 7 DISTRICT 8 DISTRICT 9 DISTRICT 10 DISTRICT 11 DISTRICT 12 DISTRICT 13 DISTRICT 14 Figure 1 Browse Form Figure 2 Most screens will also have an Edit Add Delete Save and Cancel button Edit Choose edit to make changes to the record on the screen Add Choose this to add a new record Delete Choose this to delete the currently displayed record Save This is only enabled when Edit Add has been chosen and allows saving the newly added record Cancel This is only enabled when Edit Add has been chosen and will cancel any changes that have been made Printing The Report Setup Dialog Some of the printing in VoterCentral actually requires a
22. ll allow previewing on the screen before print out Browse Brings up a browse screen which allows browsing the elections database To display an election just left click on it then exit the browse screen Edit Be aware that only an user with administrative privileged can perform an edit on the elections file and even then the election name and election date cannot be modified after information has been associated with the election Add See Below Restore If the current election is archived then restore will attempt to restore the election to an active state Because this involves moving all the history records for this election from the archived history back to the active history this procedure could take a few minutes Delete Delete will attempt to delete the election currently on the screen If the election has been used in defining ballots candidates workers or voting then it cannot be deleted If an election cannot be deleted an opportunity will be given to archive the election instead Save This option is only available during Edit mode Left clicking on this will 27 save any changes made Cancel This option is only available during Edit mode Left clicking on this will cancel any changes made Help This will bring up the help file fore the screen Exit This will close the screen also if in Edit mode the edit will be canceled Different Types of Elections There are five election types and th
23. log see the subsection Open File Dialog below e RIF File This is the standard Rich Text File If you choose this option you will need to left click on the folder icon next to the File Name box This will open the Open Dialog box On this screen you will need to enter a name for the RTF file in the File Name box then click OPEN Optionally you may also specify the directory to store the file in using the controls at the top of the open file dialog To see more about using the Open File Dialog see the subsection Open File Dialog below It is important to note that some word processors will not properly display this file type due to variations in the RTF format e PDF File A PDF File is the type used a lot for on line publishing and is traditionally opened with Adobe Reader TM It is important to note that you should only save small files as a PDF this is because the entire file is created in memory and really big files take a LONG TIME and use a LOT of MEMORY If you choose this option you will need to left click on the folder icon next to the File Name box This will open the Open Dialog box On this screen you will need to enter a name for the PDF file in the File Name box then click OPEN Optionally you may also specify the directory to store the file in using the controls at the top of the open file dialog To see more about using the Open File Dialog see the subsection Open File Dialog below e Setup This will open the standard Windo
24. ly the last panel contains the current date and time of log in Remember whenever you exit the system please always return to the main screen and use either the Exit button or the Exit menu item located under the File menu This ensures that the databases and all other services are closed in the proper fashion Setup and Defaults Setup Under File gt Setup you will find the basic county setup Only the Administrator has the right to change anything on this screen Ordinarily this will already be set for you when the system is installed however sometimes it can become necessary to adjust some of these settings 7 VoterCentral Setup mmx County COUNTY 075 Judicial District 16 Commission Name ICOUNTY ELECTION COMMISSION Address 505 NOWERE LN City NOWHERE State TN Zip 55555 Phone 655 555 5555 Default Area Code 1615 State Senate Districts State House Districts Congressional Districts 13 6 Election Officials Administrator ADMINISTRATOR Chairman CHAIRMAN Vice Chairman 7 ICE CHAIRMAN Secretary SECRETARY Commissioner COMMISSIONER Commissioner COMMISSIONER County ID 075 Figure 5 The county commission name address city and phone is what is displayed at the top of most reports within the system so if you ever move this is the place to change your address This is also the place where the Administrator s name is held which is used on several miscellaneous reports The State Senate Districts State House Dis
25. n or IBM All Inkjets or Laser Printers will use a type of Laser Most dot matrix printers will use the type Epson however there are some that will need to be assigned as an IBM Make sure that you save any changes that you made while editing The CDR box is only used on computers that do not have to built in Windows TM CD burner If you need this option set please contact our office for assistance Floppy is the drive letter your computer uses for the 3 5 floppy drive This is usually A Defaults The defaults are located under File gt Defaults and they are used to further customize your VoterCentral experience Defaults are constantly being added so that everyone has the option to set up VoterCentral to suit their own needs so it is quite impossible to keep a complete list of all the defaults We will however go over the majority of them explaining what they do and what the options are Please note that if you look for a default and cannot find it all you need to do is add it in ABSLETTER Default absentee board letter used If RTF Is before the letter name that means it is a rich text letter ASKFORAPEP Only used if set to Y If set to Y this will ask before printing a Quick In Person Application ASKWALLET If set to Y this will ask anytime a voter is added or editing if you want to print a new wallet card for them AUDIT The default audit card letter used Note that if it is preceded by RTF It is actually a rich te
26. n wallet card combo RWVADJUST Another vertical offset for wallet card portion of registration wallet cards RWXOFFSET Horizontal offset for the wallet card portion of a registration wallet card combo RWYOFFSET Vertical offset for the wallet card portion of a registration wallet card combo RXOFFSET Horizontal offset for the registration card RYOFFSET Vertical offset for the registration card SEMIPRINTEDAPP Set to Y this uses a special application SEMITOP This is a vertical offset for Semi printed applications SEMITX This is a horizontal offset for Semi printed applications SEXREQUIRED If set to N then sex will not be required when adding a new voter SIGDUPLEX If set to Y then prints signature list duplex SIGFILE If set this will allow printing the signature list to the file specified SIGLINE2 If set this will print on the signature list instead of GEN DEM ___ REP ___INIT SIGNPARTIALSSN If set to Y then prints last 4 digits of SSN on signature list SIGOMITBALLOT if set to Y will omit ballot portion of signature list SHOWSPECIAL if Y then will show special field on signature file SIGPAGEBOTTOM If set to Y then prints page number at the bottom right corner of the signature list SIGPLEN Page length of the signature list SIGSHOWMAIL If set to Y then prints mailing address on signature list SIGSPP Signatures Per Page SHOWAPP If set to Y then prints APPL ____ on signature list
27. nning XP and experience problems creating a disk with the Windows TM CD Burner then you can set this to Y and it will attempt to use the CDR Tools instead USEOLDBC This is only used if set to Y If set to Y then the Old Ballot Center will be used instead of the newer Ballot Center USEPPBC Set this to Y to print a barcode on preprinted applications USESTREETS This default is only used if it is set to N When set to N the system uses communities instead of streets to precinct a voter VERIFY The default verification card letter used Note that if it is preceded by RTF It is actually a rich text letter being used VERIFYNOSIG If set to Y and no contact date is entered on the verification card screen then a dialog will ask if you only want to print a verification card for people without signatures on file VPOSITION Vertical position of the wallet card 20 VSCANPATH This default stores the path to VcScan if available If VcScan is available and VSCANPATH is set to a valid path then pressing Ctrl v will bring up vcscan in the VoterCenter WALLETCARD This is the wallet card style that is being used WALLETMODE P stands for Pica E for Elite C for Condensed WALLETMSGt1 Special message on selected wallet cards WALLETMSG2 Special message line 2 on selected wallet cards WALLETMSG3 Special message line 3 on selected wallet cards WALLETMSG4 Special message line 4 on selected wallet cards WALLETMSG5
28. on For example if you have an election where the voters in district A ward B are having a mayoral race and all voters in district A are having an election for a new commissioner then you may want to set a qualification on district A but not on ward B In instances where the whole county will not be voting but multiple districts precincts school districts etc will be then you can add a list of districts precincts school districts etc separated with commas and the program will check to make sure the voters fall somewhere on that list An example of this may be an election where only school districts A B C and D are voting for new board members In this situation you would enter A B C D in the School Districts qualifications list 31 Districts You can access the district file by going under File gt District Mainly this file is used to keep track of your districts and provides the district lists that appear on the many selection screens The District may be numeric or alphanumeric or a mixture of both up to 4 characters long The district name may be anything up to 18 characters long You need to be aware that changes made in the district file will not directly change the voter file street file or the community file If you have a situation where a district needs to be renamed the district itself not the name of the district you must first rename the district on the district screen then change all the streets communities that are aff
29. ons below and clicking Next to Continue What is the date the election is to be held on hf 15 What is a good descriptive Title for this election A What is the highest level of this election Highest Level C Federal C State Local Cancel Help Next Illustration 1 E 3 5 The last election will be displayed at the top of the screen 6 Enter the date the election will be held 7 In 40 letters including spaces or less describe the election will appear on some reports This is just a good descriptive title for your benefit 8 Choose the highest level for the election For example if it is a local mayor race but also a state senate race then you would choose State 9 Left click on the Next button 10 Left click on the radio button next to the first election type See the section Different Types of Elections above for an explanation of types 11 Continue adding the second third and fourth election types if necessary If not necessary then you do not have to select anything just click Next to continue If you do select something by mistake and want to undo it just click on NONE 12 The early voting start and end dates should already by entered verify the dates then left click Next to continue 13 You will be shown a confirmation screen verify the information is correct then left click on Next to save the election 14 You will be taken back to the elections screen at which time you may edit 30 the election
30. restored they first must be deleted from the felon file 40 Ballots This area is intended to help track ballots that have been sent out to voters All ballots have been organized according to election for easier tracking Upon entering the area the program automatically gets ballot tracking information for the newest defined election If the screen is blank that means no ballot tracking information has been entered for the currently selected election To change elections you can either manually type the desired election in or you can select the election from a list by clicking on the speed button next to the election box the speed button is the one with on it After you click on the speed button a screen will appear with all defined election listed in reverse order the newest at the top To select the election just click on it with you left mouse button the desired election should then be highlighted then click on the OK Note You can also double click on the election to select it You can lookup ballot information by the Ballot Number or by the voter s State Id Voter Number or Name If more than one ballot has been sent to a voter when you do a lookup by voter information another screen will appear with all the ballot entries for that voter To select the one you want click on it with the left mouse button then exit the browse Note that all lookups are preformed within the range of the currently selected election If
31. special setup within the system i e Registration cards wallet cards confirmation cards etc which we will cover in the next chapter Most of the reports however use the same printing preview controls and we will briefly go over these now When you print a report most of the time the first thing you will see is the report setup dialog see figure 3 The dialog will inform you as to which printer the report will be sent to by default as well as give you the opportunity Report Setup x to change the output preview the aeons report or adjust the printer s settings pavipxpshp LaserJet 1300 PCL 6 The following is a run down of each option and what they mean liao e Preview choosing this then eins pressing OK sends you to the P s preview screen where you can ae view the report prior to printing _ PS cty e Printer choosing this then Misi _ Sse pressing OK sends the report directly to the current printer e HTML File This is the 11 _ X cared standard file type for web pages If you choose this Figure 3 option you will need to left click on the folder icon next to the File Name box This will open the Open Dialog box On this screen you will need to enter a name for the HTML file in the File Name box then click OPEN Optionally you may also specify the directory to store the file in using the controls at the top of the open file dialog To see more about using the Open File Dia
32. that it is set up properly and with a lot of thought Once again you need to be aware that changes made in the community file will not directly change the voter file or street file If you have a situation where a community needs to be renamed you must first rename the community on the community screen then change all the streets that are affected Upon changing the streets you will be given the opportunity to change the voters The special report button in the bottom right of the screen will print a voter list of all voters residing in the community currently displayed on the screen 35 Zip Codes You can access the zip code file by going under File gt ZipCode This file is used to keep track of zip codes in your county This file only takes the standard 5 digit zip codes not the 5 4 digit zip codes You need to be aware that changes made in the zip code file will not directly change the voter file street file or the community file If a new zip code is added for the county you need to first add it here then edit the street file to reflect any need changes Upon changing the streets you will be given the opportunity to change the voters The special report button in the bottom right of the screen will print a voter list of all voters residing in the zip code currently displayed on the screen 36 Nursing Homes You can find the nursing homes under File gt Nursing Homes This section is optional however its a way to
33. tricts and Congressional Districts are all stored on this page Changing these on this screen will not effect the voter file however this is where all the auto generated selection lists obtain their information For example if you needed to edit a street and change the state senate district from 13 to 4 you would not see 4 in the selection drop down list 12 until you first added it on this screen The default area code is used primarily when adding a new voter You should keep your commissioners up to date here and under File gt Commissioners To edit anything on this screen you must first left click once on the Edit button Then make the needed changes then click on Save User Setup The User Setup screen is where all the default printers are assigned and is located under File gt Users The computer name is vitally important to the printer setup so the very first thing you will want to do when you edit the printers is to click on the tool button 4 A message dialog will pop up and display the name of the computer just click OK when it does After the first step its just a matter of going down the line and assigning the printers to do the various print jobs by selecting the printer from a drop down list Note that the printer will have to be installed on the computer before you can assign it While you re assigning the printers be sure to select the type of each printer There are only three printer types those being Laser Epso
34. w the worker letters before printing PREX This is a horizontal offset for preprinted applications PREY This is a vertical offset for preprinted applications PRINTHIST Set to Y this will print the voting history of the voter on the registration card if registration card is type X PROPOWNERLINE 8 or 9 sets line for printing City Only for property owners on a standard wallet card PROPMAX Maximum property owner count QUICKAPP Set to N to see the Windows TM printer setup when printing a quick in person application RECORDSHOW If set to Y then shows voter s record on Record Votes Screen immediately after entering their number and going to the party but before the party is entered REGCARDLDATE If set to Y then prints current date on the registration card if set to N or not set then prints voter s registration date on registration card REGISTRATIONCARD Default registration card REGHEIGHT Height of standard registration card REGLASTADX If set to Y then prints prior address on the registration card RESWALLET Prints Residence Address on the Wallet Card if set to Y 17 RNXOFFSET Horizontal offset for the name on the registration card RNYOFFSET Vertical offset for the name on the registration card RWNXOFFSET Horizontal offset for the name on the wallet card portion of a registration wallet card combo RWNYOFFSET Vertical offset for the name on the wallet card portion of a registratio
35. ws TM printer dialog where you can change the current printer adjust printer options etc The Print Preview When you preview a report you will see it displayed in the Print Preview window Using the print preview is a good way to view a report prior to printing The print preview dialog has a control bar up at the top of the screen that allows you to flip through the pages of a report print it or exit out without printing anything To see an explanation of the print preview control bar please see figure 4 below Poe a aaeeea ftom K UA This displays the amount of pages in the report You P f 25 a age fil can enter a page number in here and hit TAB on your keyboard to go directly to that page Use this button to save to a file Use this button to stretch the image Go to the first page Go to the previous page Go to the next page Go to the last page wi a gt 1 gt N gt N em Print the report l cose Close the Preview Figure 4 MAIN SCREEN Ea VoterCentral v1 3 62 Copyright 2004 2005 2006 2007 by Embry Consul Se x File ReportsMienu Voting Tools StepByStep Centers HelpMenu Hf R u k e m Elections Streets Voters Reports Vote Transfer Workers Petitions Help Exit lL olejelojo mumm sa VoterCentral Version 1 3 52 Voter Registration System Copyright 2004 2005 2006 2007 by Embry Consulting All Rights Reserved You are logged in as user MICHELLE for county NOWH
36. xt letter being used AUTOREFRESH Set to N if you don t want the totals at the top of the Voting Reports screen to refresh every time you change elections or enter the screen BARCODEAPP Set this to Y to print the voter s barcode on the application BLOCKWORKER If set to Y this will block workers that do not have office privileges from voting people under the ballot center CERTNOTARY If set to N then the notary portion of the candidate certificate will not be printed CHECKBOARD If set to Y or not set then will check the Absentee Board to see if a worker is already used otherwise will only check other precincts CHECKPURGESSN Ssn will be checked against the archive when adding a new voter unless this is set to N CONFIRM The default confirmation card letter used Note that if it is preceded by RTF It is actually a rich text letter being used DUPESSNTAG Only used if set to Y If set to Y this will display a note in the status bar if a duplicate ssn is on file ERASEADX Set to Y this will erase the Precincting info if no street match is found EXACTSTREET Only used if no street match is found when precincting a voter If set to Y this will only match exact streets if set to N this will match any street starting with the same first letter Useful if you re not sure how the street 14 was entered FAILSAFEAPP If set to Y then election day failsafe applications will be printed FFLABELS Form feed b
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