1 Message from the Electoral Commissioner The Elector Recording
Contents
1. Special delivery instructions NOTE These iteris to be returned as parcel No 5 PPS label for top of box Connect power Attaching Security Cable r i Teeth 43 4 Ky a Red mark to indicate correct side Red mark to indicate corect side Yv 0 I 4 1 g Attach to table leg by wrapping cable around leg and placing lock through security cable loop Enter code 0419 ensuring that red mark is on correct side j Push lock into lapiop slot Push barrel back in Change combination to lock in place uy E Pull back barel to open lock teeth J a REMOVING Red mark to indicate correct side Pull back barrel to open lock teeth Pull lock back to remove lock from netbook Enter code 0419 ensuring that red mark is on correct side se a nt a om B rel a gz f Netbook Security Slot Netbooks labelled WAEC OR if Netbook Security Slot Netbooks labelled VEC must allign with netbook siot Align secunty lock teeth to security slot of K netbook Unwrap cable from around table leg and place back in netbook box To navigate and record Issuing Officers need only use the following buttons to operate an ERS netbook All other function keys and the mouse are disabled Navigation Keys Tab to move to the next search field or the elector list Enter to accept the details on screen2. Place this form in the top of the box above the cables when completed Press F9 to log off When your personal login screen appears press the power button when Shut down appears press Enter Write the netbook ID no WAEC or VEC on PP51 and PP91 Close the screen disconnect all cables and repack the netbook in the original carton for return to WAEC Seal box and complete PP51 Only complete PP70 if in a rare instance you have been instructed by IT Help Desk to open the envelope District Polling Place Netbook ID Mo 3 Box Number Seal Numbers x This box only contains Hetbook Computers each with a security leash and power cable Extension cords 15 metre and power board 4 plug PP78 Issuing Officer Computer Access Register PPS1 Netbook Report PPTO ERS back up envelope E opened cies Lia ase aaa Record seals on PP51 then affix PP51 over the top of PP12 on the top of the lid of the box Signature of Witness Polling Official Action 1 Seal top of box with plastic seals then record seal numbers on this form z Place ihis label ower the top of Pack 12 Elector Recording System ERS Computer Equipment 3 Retum box to Retuming Officer 11 Issuing votes Check eligibility Ask every elector the three compulsory questions Question 1 Have you already cast an early vote for this election or already voted today lf YES the elector is not entitled to vote again
3. Spoilt or Discarded Ballot Paper envelopes PP36 Declaration Vote Issuing Officers Instructions for Absent and Provisional Votes PP38 List of Streets Maps of Regions and Districts Declaration for Absent Vote envelopes PP25 Declaration for Provisional Vote envelopes PP26 Duplicate declaration votes file PP84 Declaration by an elector who has applied for but not received an Early Ballot paper by post PP35 Netbook Report PP91 Ballot Box declaration votes
4. Down Arrow to move down the list of electors Up Arrow to move up the list of electors Four function keys F2 to search F4 for help F8 to show end of day reports F9 to log off POWER BUTTON F2 NEW SEARCH Electronic Roll System Login F9 REPORTS TAB TO PROCEED TO NEXT TEXT BOX AND TO ELECTOR LIST EIGER k 4 JU ae ENTER CONFIRMS ENTRY ARROW KEYS TO NAVIGATE UP AND DOWN SEARCH LISTINGS ae Usernames and Passwords Manager records individual s name then provides Username and Password Manager writes staff name on form PP78 then provides the tear off slip containing login details CORE EERE EERE EEE Ee EERE EERE EEE EEE EE EEE ETOH EERE REE EEE E EEE EEE EER EH Issuing Officer to keep secure Turn the Netbook on and Login 1 Press Power Button in centre of display screen to turn netbook on 2 At the first login screen type in the generic password press Enter 3 At second login screen type in your username press tab then type in your password press tab press Enter 4 Check user type at the top left of screen to ensure you are logged in the correct issuing officer ordinary absent or early If not advise your Manager to check the login issued to you Role District Current User F2 F4 FS F9 ABSENT ALB absent New Search Help Reports Search Elector PRESS TAB TO NAVIGATE AND SELECT ELECTOR Surname Given Name Street Name Su
5. The following on Netbook Report PP91 by pressing P7 e netbook ID number WAEC or VEC e Total Votes Issued on Netbook e Total Votes Not Sent to Server Log Off Press AgJ Packing of netbook Issuing Officer Collect all contents to be placed in box PP51 Place netbook s and equipment back in box in correct order Check fasten and record Manager Forms PP51 completed correctly Correct packaging of materials in box e place Netbook Report PP91 face up on top of power cable s Record security seals and fasten lid record on PP51 _ Place PP51 over PP12 on the lid of the box Secure Secure netbooks in preparation for return to Returning Officer SECTION TWO ERS User Guide Check the contents of your netbook box against Elector Recording System ERS Computer Equipment PP12 Keep all box components shown below to repack at the end of polling What s in the box PPiz bg Electoral Commireon LID Polling Place Location Numbers SECOND NETBOOK TRAY PPTA Issuing Officer Campufer Access Register PPS Pare 5 Raim of Elector Reconing Sysiem ERS Egupmani lated z PPT0 ERS Back up E SEPARATION SHEET __ PPTO ERS Backup Enwine PPS Malbook Aapat Smal roll of gaffa tape for caidas FIRST NETBOOK TRAY NOTE any of the items listed above are missing please advise the IT Helpdesk immediate Dispatch to Returning Officer BOX Delivery Address
6. by post Form PST Pres ter Issuing Orne Votes manual vote Issuna an noe gon Form PP42 Here s how you mark your ballot paper A3 poster Form PP64 Computer Users Account of Ballot Papers Received and issued Form PP74 ERS Operators Guide Name Card PP20 Polling Official ctw plastic card hoider GENERAL STATIONERY Notepad Blank paper AG Pad Post it Notes Yellow T mm x 7 mm Pencil sharpener Pencils with string attached pack 6 Pen ball point black ink Thimbelletes pack of 10 mixed sizes 1 District ballot papers pads of 50 with numbered tabs 8 Declaration by an elector who has applied for but not 2 Region ballot papers pads of 50 received an Early Vote by post PP35 3 Guide for Electronic Recording System PP74 9 Netbook Report PP91 4 Netbook 10 Process for Issuing Ordinary Votes manual vote issuing PP37 5 Have you moved recently card PP21 l 1i A f Ballot P Recei 6 Elector Information Report pad PP34 Computer Users Account of Ballot Papers Received and Issued PP64 7 Spoilt or Discarded Ballot Paper envelopes PP36 14 Materials bg Ele ren Cmmi Pack 13 hn Senter OOP a Gesiors Ensoknant anne ten RR E oY ee R ERS Absent Vote Issuing Officer Deen pitas a Bee ia Role ENVELOPES FORMS MANUALS NAME CARDS ABSENT Enesiopes TIE Squall or Deora d Saint Paper aior Mamer MA rary hias
7. ERS User Manual Message from the Electoral Commissioner The Elector Recording System ERS is based upon many years of development by the Western Australian Electoral Commission WAEC in using computers netbooks in polling places It links to a central roll and allows faster issuing of votes by issuing officers less paperwork for voters and faster end of day processing This election will increase the reach of the ERS to provide faster voting to more electors lt is however important that you still ask the three questions and follow the instructions in your manuals carefully Warwick Gately AM ELECTORAL COMMISSIONER 2013 State General Election ph WESTERN AUSTRALIAN Electoral Commission How to use this manual The Elector Recording System ERS is an electronic roll look up and record system with live access to a central copy of the electoral roll at the WAEC Issuing Officers are still required to check elector eligibility to vote and to issue ballot papers in the same way as electors who are manually recorded on a printed roll This manual only covers the operation of ERS Before you read this manual you must have read the relevant Ordinary Issuing Officer Declaration Vote Issuing Officer or Early Vote Issuing Officer manual You should have also watched the staff training DVD attached to the front of your manual which contains a short film covering the set up and use of ERS This manual is in three sectio
8. burb 5 Once logged in read Use of Roll Conditions before proceeding Search for an Elector and Mark off the Roll After you have asked the 3 compulsory questions see page 12 Press F2 to search Enter the first 3 to 5 letters of the surname press tab then 3 letters of the first given name press Enter Press tab to move to the list of names returned in the search Press Down Arrow to move down and Up Arrow to move up until the correct elector details are surrounded by a blue box on the screen Press Enter to select that elector Note Type in the full surname and given names for common names to reduce the number of electors shown A suburb or street name is rarely needed may only be required for a very common name such as John Smith Confirm the elector name shown on the screen is correct ETE BT eh E E TH ph Press tab until the Select button is green press Enter to record S ss sssssssss elector as having been issued ballot papers LCM DUC TOE MAERED OFF R Note If it is not the correct elector tab to Cancel and press Enter to return to the search screen The screen message will tell you that the elector has been successfully marked off Press Enter to close and start a new search screen Note Last elector marked off will appear at the bottom right of the next search screen lf you mark off an elector in error follow the same process above selecting Unmark instead of recor
9. d Other screen messages lf an elector has already voted or been issued a postal vote you will receive a screen message with instructions on what to tell the elector and how to proceed Read and follow the instructions Troubleshooting e Netbook fails to turn on check power connections and setup before contacting the IT Helpdesk e Netbook display is blank press the computer s power switch e Power failure if there is a power failure the netbook will continue to operate on battery Polling Place Manager in consultation with the IT Helpdesk determines if there is a need to revert to manually issuing votes Elector Recording System ERS Computer Equipment PP12 box contains an envelope labelled ERS Back up PP70 DO NOT OPEN Only open envelope if instructed to by the IT help desk Phone 08 9214 0419 10 End of Polling Procedures Press F8 to display reports Write the two numbers in the report against the corresponding field on the Netbook Report PP91 District Current User ABSENT ALB absent WESTERN ALF HA Af bg Electoral Commission End of Day Report This summarises all of the elector transactions recorded on this computer Please write these figures on PP91 District Total votes issued on this computer ee Netbook Report REPORTS PAGE IN ERS AFTER CLOSE OF POLL Total Votes Issued on this Netbook Total Votes Not Sent to Server Signature of Computer Issuing Officer Date
10. ee a Prat Tona PPS Dai Dabe Atmont ard Promises Walker Gore Tom POEL ipin arinena foe trat tes hw che Dianina Gr Peeeied Kotor Ferm PPI Dederiar hy at HOA who has aepibed fx bal ost monin oe ee i ed Fone PISS Checlesedior Vols kanig Oliver bakat for Aami Waters haat orce Aer Prices betas Bork Fons PPS Aged of Prosistcnnl Coia F Feed a est Fina PSG Ament of Abaso Halol aoea Received sot kamand District ballot papers pads of 10 with numbered tabs Region ballot papers pads of 50 Account of Absent Declaration Ballot Papers Received and Issued Legislative Assembly PP56 and Legislative Council PP57 Account of Provisional Declaration Ballot Papers Received and Issued PP46 Declaration vote envelopes for ERS ballot papers PP90 Guide for Elector Recording System PP74 Netbook Have you moved recently card PP21 Certificate of Attendance at a Polling Place PP75 Electoral Enrolment forms and envelopes 15 Search Elector After login District 10 11 12 13 14 ALB Check user type is ABSENT if not ask your Manager to check the allocated Username and Password Current User absent 10 district envelopes for each electoral district use the blank envelopes to write in the district and region if you have used all 10 for a district oF ow A S ia pe w ai A Elector Information Report pad PP34
11. lf NO then proceed with the next question Question 2 What is your full name Type in the first 3 5 letters of both the surname and given name of the elector In the case of common names like John Smith type in the full name and ask the elector for his her street name and enter that as well Question 3 Where do you live This question checks if the person has moved permanently from their enrolled address If the elector has moved permanently and has changed district more than three months ago he or she is not eligible to vote and should be provided forms to update their enrolment On rare occasions you will find two electors with the same name living at the same address Select the first name if it is not already marked off Ordinary Issuing Officers Issue the Legislative Assembly and Legislative Council ballot papers for elector to complete and place into ordinary ballot boxes Locate correct ballot papers and district envelope then ask elector to complete ballot papers and place them inside envelope before placing envelope into declaration ballot box Where two officers are working as a team on a netbook the computer operator marks the elector off the roll and states the district name and the region name for the second officer to obtain the correct white district ballot paper pink region ballot paper for the elector and corresponding white PP90 envelope The elector is then given the ballot papers and envelope and directed to com
12. ns SECTION ONE COCKS 16 ssaiai ect ni Sie Bek ek el neta eee alee ue eteh miele 3 SECTION TWO el te oe gl 0 6 cae ee cee re tee nner Ree Oe Ree eee eee eee err 6 SECTION THREE Ordinary ISSUING ONICOlS sieci ini a ee et eaee aes iene ease 14 Declaration Vote ISSUING Officers ccc cceeccceeeeceeeeteeeesaeeeeaeeesaeeeens 15 Early Vote in person Issuing Officers refer to your manual for specific information about ERS forms Checklist 1 Set up Manager and or Issuing Officers Manager and or Issuing Officer to open and arrange Open netbook box break seals PP12 Secure netbook to desk using security leash Code 0419 Connect power cables Use the tape provided to cover cables on exposed floor areas Arrange forms on desk JUUUUU Complete names on ssuing Officer Computer Access Register PP78 e tear off and issue to Issuing Officer on morning of polling Checklist 2 Set up Issuing Officer only Issuing Officers set up Turn on netbook will take a few minutes Secure security leash code 0419 if not already attached Receive Username and Passwords from Polling Place Manager on tear off slip PP78 Login to netbook Enter generic password on tear off slip PP 78 _ Enter your ERS Username and Password login on screen Read use of roll conditions on screen Check correct user type on top of screen Early Absent or Ordinary Checklist 3 End of Day and packaging Record
13. plete them according to the instruction on them then fold and insert the completed ballot papers in the envelope and deposit it in the declaration ballot box 12 Scenarios when Issuing Votes Different Address on Roll for Elector Check if the elector recently moved from this address The elector is entitled to a vote if he or she has lived either e atthe enrolled address or e somewhere else within the same district within the last three months Provide an Enrol to vote or update your details form lf the elector has lived permanently for more than three months outside the district and has not updated their enrolment they are no longer eligible to vote Hand the elector the Re enrolling After Moving PP21 card and briefly explain the situation Complete a Certificate of Attendance at a Polling Place PP75 and then request the elector to complete a form Note Unmark an elector is only used where you have made an error in marking off the incorrect elector Do not use it where two people claim to be the same person Address Replaced by Section 51B Silent Elector Certain electors have only their names listed on the roll silent electors Their address will read Section 51B Ask the elector the first two compulsory questions A silent elector may then answer Section 51B or Silent Elector in response to Where do you live Section 51B will be displayed on the search results screen Complete the normal
14. procedures for the issuing of ballot papers Postal voting package not received An elector may have requested a postal voting package but not received it by polling day They can choose to vote at the polling place You can mark them off the roll and issue them a vote Name is on Electoral Roll Twice Ask if two people with the same name live at that address Issue a vote against one name only on the electoral roll If only one person with that name lives at the address record the duplication in a Elector Information Report PP34 Name not on ERS roll Refer to your ssuing Officers Manual for instructions regarding the use of e Certificate of Attendance at a Polling Place e Provisional vote Declaration Vote Issuing Officers e Enrol to vote or update your details form 13 SECTION THREE ORDINARY VOTE ISSUING OFFICER Alfred Cove Bateman and Willagee only Materials After login bg Electoral Commecion Ordinary Issuing Officer Check user type is ORDINARY if not ask your ERS computer users Manager to check the allocated Username and Password ENVELOPES FORMS gt District i Current User F2 Envelope PSG Spall or Discarded Balt Paper anvelope ORDINARY ALB ordinary New Search Form PP21 Have you moved recentiy A5 laminated card Pack 5 Search Elector Form PPM Elector information Repat pad Fam PP35 Dectraon ay an aleator uno hes analea Tor tut rot s M o ya recived a7 Early Vote
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