Mail Ballot Management Undeliverable Mail Ballots

Transcription

1 Office of the Minnesota Secretary of State Elections Division Mail Ballot Management Undeliverable Mail Ballots Minnesota Rule , subpart 7 stipulates the treatment of mail ballot envelopes returned by USPS as undeliverable. The following document provides a general outline of how to record and process undeliverable mail ballots in SVRS in accordance with Minnesota Rules. Use this document in conjunction with the following SVRS user documents: Update or Add Voter Records, NCOA Manual Process-In State, NCOA Manual Process-Out of State, and Mail Ballot Records: Ballot Updates, Replacement Ballots and Record Updates/Corrections, which provide step-by step instructions for voter record and mail ballot record changes. Please note: When the term correct, update or update ballot is used below, it indicates the appropriate button to click in the SVRS Voter Registration or Absentee Ballot module when making changes to a voter registration record or mail ballot (MB) record. When *notice* is used below, it indicates a notice that is not generated in SVRS. A notice template is included at the end of this document. When correcting/updating a voter record that is linked to an active mail ballot record in SVRS, the following warning will display: This voter has the following Active AB/MB record(s): ###### in [County Name]. Continue with the correction/update. When the Return Label Indicates No Forwarding Address I. Correct voter record to Challenged status II. Update ballot mark initially-issued ballot as Undeliverable in MB record Temporarily Away verified at same address I. Update Ballot mark initially-issued ballot as Undeliverable II. (OPTIONAL) Send forwardable notice informing voter of returned mail ballot and how they may apply for an absentee ballot Address is same address, but typo exists I. Correct address typo in voter record II. Correct address typo in MB record III. Reprint ballot labels and reissue ballot Moved in state, same county, still in a mail voting precinct I. Update voter record with new address III. Add a replacement ballot to MB record IV. Correct MB record with new address V. Print replacement ballot labels and issue ballot II. Update Ballot mark initially-issued ballot as Undeliverable III. Send *notice* on how voter may apply for an absentee ballot

2 IV. Office of the Minnesota Secretary of State Elections Division Complete manual NCOA update after election is complete and EDRs are processed (if needed) Moved in state, same county, no longer in a mail voting precinct I. Update voter record with new address IV. Voter will appear on roster in the new precinct II. Update Ballot mark initially-issued ballot as Undeliverable IV. Send nonforwardable *notice* on how to register / vote at poll place (similar to late notice) V. Complete manual NCOA update after election is complete and EDRs are processed (if needed) Moved in state, different county, but still in a mail voting precinct V. New county updates voter record with new address VI. New county adds MB record and issues ballot V. New county sends *notice* on how voter may apply for an absentee ballot VI. New county completes manual NCOA update after election is complete and EDRs are processed (if needed) Moved in state, different county, no longer in a mail voting precinct V. New county updates voter record with new address VI. Voter will appear on roster in the new precinct V. New county sends nonforwardable *notice* on how to register / vote at poll place (similar to late notice)

3 VI. Office of the Minnesota Secretary of State Elections Division New county completes manual NCOA update after election is complete and EDRs are processed (if needed) Forwarding Address is PO Box Dependent upon county s internal procedure, county may: I. Send *notice* to PO box informing voter of returned mail ballot and enclosing a VRA or instructions for how to register online OR- II. Treat as if envelope has No Forwarding Address I. Send *notice* to PO box informing voter of returned mail ballot and how to register on election day or apply for an absentee ballot OR- II. Treat as if envelope has No Forwarding Address Moved Out of State I. Process manual NCOA. (System will automatically schedule to inactivate record in 21 days) III. If voter calls to cancel COA inactivation (i.e. voter is still a MN resident), then voter would need to apply for an absentee ballot to receive a ballot while they are out of state since mail ballot is nonforwardable.

4 NOTICE OF UNDELIVERABLE BALLOT [DATE] [VOTER NAME] [ADDRESS] [CITY, MN, ZIP CODE] Dear [VOTER NAME], Your mail ballot for the [DATE and ELECTION NAME e.g. 11/4/2014 State General Election] was returned as undeliverable by the post office and included notification that you have moved. Your new address is also located in a mail ballot precinct. As the deadline to pre-register to vote has closed, a new mail ballot cannot be sent to you at your current address. To vote in this election, you may: Vote by absentee ballot in-person or by mail before Election Day. o To receive an absentee ballot by mail, complete and submit the Absentee Ballot Application enclosed or apply online at: o To vote by absentee ballot in person, visit our office located at: ADDRESS -OR- Vote in-person at our office at ADDRESS on Election Day. If you have any questions, please contact the [County/City Name] election office by phone at [Phone #] or by at [ Address]. Sincerely, [County/City Name] Elections

5 NOTICE OF UNDELIVERABLE BALLOT [DATE] [VOTER NAME] [ADDRESS] [CITY, MN, ZIP CODE] Dear [VOTER NAME], Your mail ballot for the [DATE and ELECTION NAME e.g. 11/4/2014 State General Election] was returned as undeliverable by the post office and included notification that you have moved. Your new address is located in a polling place precinct. Because you have moved, you must update your voter registration to your new residence. This can be done as part of the voting process. To vote in this election, you may: Vote at the polling place location assigned to your new precinct on Election Day o To find the location of your polling place visit o Please bring this notice with you to the polling place as proof of residency or bring one of the following: -OR- Vote by absentee ballot in-person or by mail before Election Day** o To receive an absentee ballot by mail, apply online at o To vote by absentee ballot in person, visit our office located at: ADDRESS

6 ** You will complete a voter registration application and provide proof of residency as part of the absentee voting process. If you have any questions, please contact the [County/City Name] election office by phone at [Phone #] or by at [ Address]. Sincerely, [County/City Name] Elections