Voter Record Information Verification Process Overview. Jennifer Brunner Ohio Secretary of State

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1 Voter Record Information Verification Process Overview Jennifer Brunner Ohio Secretary of State

2 Key Components Memorandum of Understanding (MOU) BMV/SSA Voter Record Information Verification Process SOS Voter Record Information Verification Codes County Voter Registration System Enhancements Directive and Prescribed Voter Information BMV Confirmation Card/Reply Card

3 Component #1 Memorandum of Understanding (MOU) Agreement between the Ohio Secretary of State and the Bureau of Motor Vehicles outlining the roles and responsibilities of each agency for the verification of voter record information required under the 2002 Help America Vote Act (HAVA) (Please refer to document for more information)

4 Component #2 BMV/SSA Voter Record Information Verification Process Detailed process document outlining the voter record information verification procedures used by the BMV and SSA as referenced in the MOU. (Please refer to document for more information)

5 Component #3 SOS Voter Record Information Verification Codes Codes used by the SOS as part of the BMV/SSA Voter Record Information Verification Process to define match and non-match information by the BMV and SSA. These codes will be sent from BMV via electronic XML Packets to BOEs. (Please refer to document for more information)

6 Component #4 County Voter Registration System Enhancements Enhancements that voter registration vendors will be making to county voter registration systems to accommodate the new procedures outlined in the BMV/SSA Voter Record Information Verification Process. (Please refer to document and contact VR vendor for more information)

7 Component #5 Directive and Prescribed Voter Information Confirmation Card/Reply Card Directive covers the procedures Boards of Elections must follow as part of the BMV/SSA Voter Record Information Verification Process. BMV Confirmation Card/Reply Card sample provided.

8 Directive s Key Components One-Time Voter Record Information Verification Program Existing VR Info containing DL # in SWVRD will be sent to BMV for verification of relevant data. VR that contained relevant data that could not be verified will be sent to BOEs on CD-ROM with instructions. Record will be flagged in VR system Confirmation Card/Reply Card will be sent to voter.

9 Directive s Key Components Ongoing BMV/SSA Voter Record Info Verification Program New registrant info will be sent to BMV for verification of relevant data. Results of verification process will be sent to BOEs via an electronic XML packet. VR containing relevant information that could not be verified will be flagged in VR system Confirmation Card/Reply Card will be sent to voter.

10 Directive s Key Components Confirmation Notices Directive covers the procedures Boards of Elections must follow in handling a returned or non-returned Confirmation Notice as part of the BMV/SSA Voter Record Information Verification Process. Two (2) types of sample Confirmation Card/Reply Card forms are available for BOEs to choose from. SOS will pay postage and return postage for Confirmation Notices sent for One-Time Only program.

11 Directive s Key Components Program is Prospective in Nature Each confirmation notice must provide information advising the recipient that his or her registration may be cancelled four years after the postmark unless the recipient does one of the following: Returns the Notice confirming accuracy Clarifies or updates the necessary info at the BOE Votes before the 4 year period ends

12 Directive s Key Components BOEs to send receipt to SOS when One- Time Component is completed Completed means that all notices that are required to be sent as part of the One-Time process have been mailed to electors. SOS will pay postage and return postage for Confirmation Notices sent for One-Time Only program.

13 Directive s Key Components Grounds For Cancellation of a Registration The registration of an elector with a non-match of relevant information shall be cancelled if an elector fails to: Respond to a Voter Information Confirmation Notice, AND Update his or her voter registration or vote by the appropriate four-year anniversary date (that includes two federal general elections).

14 Directive s Key Components Grounds For Cancellation of a Registration The registration of an elector who may be deceased shall be cancelled if BOE is able to confirm that elector is deceased or if the elector who may be deceased fails to: Respond to a Confirmation Letter, AND Update his or her voter registration or vote by the appropriate four-year anniversary date (that includes two federal general elections).

15 Directive s Key Components Prohibitions on Cancellation of a Registration State and federal laws prohibit election officials from cancelling any voter registration solely because the elector: the voter has not voted the voter has not provide updated information has provided information on his/her voter registration that did not match the info on file with the BMV or SSA is believed to be deceased.

16 Questions Contact an SOS Elections Administrator, your assigned elections attorney, and your voter registration vendor.

Acknowledgments/Transfers/Confirmations

Acknowledgments/Transfers/Confirmations STATISTICAL REPORTING REQUIREMENTS The State Board compiles an annual report which details the impact and productivity of the NVRA. Surveys are sent to County Boards.