NCOA - - Canvass. 1. fill out forms the 2 forms from Lorton Data and fax them to Lorton you will not need to send data This will be done by the State

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Dominick Owen
6 years ago
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1 NCOA - - Canvass 1. fill out forms the 2 forms from Lorton Data and fax them to Lorton you will not need to send data This will be done by the State 2. Set Up Canvass ( I will send an to give you that date when it is ready Than you will do this step until than just wait.. ) THE CANVASS DATE IS:???? Start Canvass State highlight your desired district(s), put in start date of the canvass, type of canvass, select language(s). Start Canvass 5/14/2012 1

2 Processing your printed NCOA Information returned from the NCOA Vendor A 1. NCOA says that voter has moved within town ED Voter change Select the address to the correct address ( make sure to check the mailing address ) Reason = (2) P s Print ED Notice ( This notice must be sent to all within town moves ) Default Print option is later. * * PLEASE REMEMBER THE PRINT LATER OPTION IS NOT WORKING PROPERLY _ PRINT NOW AFTER EACH TRANSACTION. select language Notice sent ( change this date to reflect the date you will be mailing the ED 683 s ) Correct any other incorrect data, but DO NOT ADD any data to blank fields. Action = 2. NCOA says that voter has added a PO Box to their mailing address. Voter change Select On Voter Residence area you need to swipe off the zip 4 # s (those are the last 4 numbers) Add PO Box information address to the mailing address area as below Fill in Line Street Number Street Name Unit or Apt number (if there is one ) Line Mailing Town Mail State Zip zip4 ( the zip 4 is always the PO box preceded by zero s to = 4 digits ) Line PO Box xxx ( fill in number of PO Box ) 5/14/2012 2

3 - Reason = (2) P s Print ED Notice ( This notice must be Default Print option is later, select language Notice sent ( change this date to reflect the date you will be mailing the ED 683 s ) Correct any other incorrect data, but DO NOT ADD any data to blank fields. Action = sent to all within town moves ) * * * The ED 683 will not have the mailing address on it all of these forms will have the residence address but by making labels you will have the PO address or hand write on envelope NO NEED TO DO THIS BECAUSE YOU ARE PRINTING AFTER EACH TRANSACTION After you have completed your input of the ED-683 s *** Remember this is not working Properly Print Now after each Transaction. A Printing ED 683 S System Show Reminders (place dot in the area) Click on the button to the left of there are xx ED 683 S to print Warning: Do Not push Yes until printing is complete Fold & Stuff ( don t forget the pre-paid postage return envelope ) B Print a canvass history report list with a summary. ( This is very important...you want to capture all names of voters you are sending ED-683 forms to save this ) History Report State highlight your desired district(s), Input Canvass Start Date Select options Within Town Print ED ( make sure that All is also selected & Include Summary ( Hold on to this to verify the initial numbers and names ) 5/14/2012 3

4 2. NCOA says that Voter has moved out of town - CVR Voter Last Name ( input ) Put the dot in the proper person Select Make NO changes ( go to last screen ) Reason = (1) P Print CVR Notice CVR Registrar s Names ( Moved out of Town )... At this point, enter the names of the Registrars as you want them to appear on CVR forms ( this only has to be done for the 1 st CVR ) Default Print option is later, * * * * * PRINT NOW After each transaction - do not print in a group your dates will be screwed up. * * REMEMBER THIS IS NOT WORKING PROPERLY - YOU WILL WANT TO PRINT NOW AFTER EACH TRANSACTION History section: ( it should be correct already ) Moved should say Out of Town, ( this is what you suspect that has happened ) Notice sent ( change this date to reflect the date you will be mailing the CVR s ) DO NOT ADD any data to blank fields. Print Letter Print Than start back with inputting the last name again For those of you who use the key board instead of the mouse > > > Key Shortcuts Last Name (1) Enter x 1 Put the dot in the proper person (2) Enter x 2 (1) P Put the dot in Print Now (using the mouse) (3) Enter x 3 (4) Tab x 4 Enter Than using the mouse Print Than start back with inputting the last name again 5/14/2012 4

5 NO NEED TO DO THIS BECAUSE YOU ARE PRINTING AFTER EACH TRANSACTION After you have completed input of all the CVR s ( recommended to do these in small groups - - due to printer burping ) A. Print CVR S System Show Reminders ( place dot in the area ) Click on the button to the left of there are xx CVR S to print ( click on the symbol of the finger with the string attached ) Yes Warning: Do Not push Yes until printing is complete Fold & Stuff (don t forget to include a postage paid envelope for the return ) IMPORTANT!: If the voter has a different mailing address than the residence address, it will not show on the CVR, which by law must print the residence address. You will have to do these by hand. Or make labels from the diskettes that are returned from vendor. MPORTANT!: Part A of the CVR no longer prints. You will have the electronic record and the canvass list as your office record. This way you will only have to fold a two-part CVR to mail. ( Now labeled A & B ) The English & Spanish forms will print on 2 pages, unless you use the workaround procedure. B Print a canvass history report list with a summary. ( This is very Important to do... you want to capture all names of voters you are sending CVR forms to save this ) History Report highlight your desired district(s), State Input Canvass Start Date Select options Out of Town CVR ( make sure that All is also selected & Include Summary Print ( Hold on to this to verify the initial numbers and names this will change ) 5/14/2012 5

6 3. If the ED 683 S are returned A. If returned by voter - who has checked I confirm that I live at the above address - do nothing on the computer. ( You have already changed their record ) B. If returned undeliverable by Post Office Voter - print CVR Make NO changes ( go to last screen ) Reason = (1) P Print CVR Notice Default Print option is later, ( you will want to print this NOW, so you do not forget ) select language * * don t forget work around for Spanish * * Moved should say Out of Town, ( this is what you suspect that has happened ) Notice sent ( change this date to reflect the date you will be mailing these CVR s ) DO NOT ADD any data to blank fields. Fold & Stuff ( don t forget to include a postage paid envelope for the return ) C. If returned by voter and checked, I live at the following address ( if it is in town than change the address again ) Voter the address to the correct address ( make sure to check the second screen for mailing address ) Reason = ED 683 returned by voter ( This will not print any change letter ) 5/14/2012 6

7 * * * ( If you wish to send a notice of change to the voter to confirm their new polling place ) Previous Select Print option: now or later & language Moved should say In Town D. If returned by voter and checked, I live at the following address,but it is Out of town status to Off Reason = Canvass Moved Out Add Voter Canvass History screen: ( special instructions enter the following 1. Moved : In Town 2. Notice Sent : ( enter date ) 3. Returned : By Voter 4. Return Date : ( today s date ) ) E. If ED-683 is not returned, do nothing on the computer. 5/14/2012 7

8 4. As the CVR s are being returned to your office. A. If returned undeliverable by Post Office Voter Status to Inactive ( These people do not have to wait the 30 days you already know they are not going to get the notice ) Reason = CVR returned by PO B. CVR returned by the voter: ( Reason is ALWAYS CVR Returned by Voter no matter what voter says ) 1. Voter says Yes, I moved out of town Voter, status to Off Reason = CVR returned by Voter 5/14/2012 8

9 2. Voter says I moved within town Voter Last Name the address to the correct address ( make sure to check the second screen for mailing address ) Reason = CVR returned by Voter ( no change letter is generated ) * * * ( If you wish to send a notice of change to the voter to confirm their new polling place ) Previous Select Print option : now or later & language Do not change the Moved field ( this reflects the orginal action taken and is used in counting the CVR s ) 3. Voter says either did not move or temporarily absent Voter Make NO changes to record Reason = CVR returned by Voter Do not change the Moved field ( this reflects the orginal action taken and is used in counting the CVR s ) 5/14/2012 9

10 5. UNRETURNED CVR S After 30 days have expired A. Print a report to see all of these. History Report State highlight your desired district(s), Input Canvass Start Date Select options Out of Town & Only those more than 30 days old Print B. the status of all these people to inactive Voter ( or ID # if faster ) status to Inactive Reason = CVR No Reply ( DO NOT USE NOTICE-NO-REPLY ) ( Make sure the return date is blank & action = Inactive ) C. When you have finished moving all to inactive - - Print a final Canvass History Report with a summary for both ED 683 s & CVR s ( do them separately ) History Report highlight your desired district(s), State Input Canvass Start Date Select options Within Town ED 683 Out of Town CVR ( make sure that All is also selected Print & Include Summary ) 5/14/

11 6. Making Corrections After Canvass is finished or if you have made an error. To fix any incorrect canvass histories Maintain Voter History History Select Make changes ( you can change within the line or insert or delete a line same as election history ) However, you can not insert ( add ) a line if there are already 3 lines there - - You must delete the oldest line. You must Update after changes are made, so that the new info will remain - - this will return you to the main menu 5/14/

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.