Transcript Absentee voting (AB) (PPT)

Absentee Voting (AB)
June 27th - August 11th
September 19th – November 3rd
Permanent Absentee Voters
 An eligible voter applies to
automatically receive
absentee ballot applications
 Applications mailed by
county 60 days prior to
election
 Completed applications are
addressed to each city
 Encourage the option
Dates and Hours
 Absentee voting opens 46 days prior to election day
 Primary: June 27 – August 11
 General: September 19 – November 3
 Extended hours
 Saturday before election 10am-3pm
 Monday before election day until 5pm
June 27th - August 11th
September 20th – November 3rd
Delegated v. Non-delegated
 Delegated – Cities process their own absentee ballot
applications, have their own absentee ballot board
 Non-delegated – Cities process in-person absentee
voters, forward completed materials and applications
to county absentee ballot board
 Both delegated and non-delegated use SVRS
June 27th - August 11th
September 20th – November 3rd
Types of Absentee Ballots
 In-person v. by mail
 Registered
 Voter is registered with current name and address
 Non-registered
 Voter is not registered or is registered with an old name or
address, or a challenged voter
 Safe at Home
 Name and address confidentiality program
 Administered by Secretary of State’s Office
 UOCAVA
 Uniformed and Overseas Citizens Absentee Voting Act
 Health Care
 Agent v. Agent delivery
 Presidential
Types of Absentee Ballots - UOCAVA
 Precinct ballot v. Federal ballot
 Federal Write-in ballot
 UOCAVA voters may submit application
online – new 2013
https://mnvotes.sos.state.mn.us/UocavaRegistration/UocavaStep1.aspx
UOCAVA Absentee Ballots 2014
 UOCAVA ballots no longer sent to city for counting
 All UOCAVA ballots counted by county
 Simplified absentee statistics worksheet for cities
 Reduced number of ballots to be duplicated for cities
 Reduced election day delivery of ballots to be
processed
Absentee Ballot Envelopes
 Absentee envelope review
 Registered Signature
 Non-registered Signature
 Registered Agent Signature
 Non-registered Agent Signature
 Outgoing (mailing)
 Return
 Secrecy
 Absentee ballot envelopes to be delivered early June
Changes to Absentee Materials
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Registered signature envelope and instructions
Non-registered signature envelope and instructions
Size of all envelopes
Recycle all old-stock
Absentee Voting Supplies
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SVRS
Absentee applications
Election day registration applications (marked AB)
Envelopes
Absentee Voting Instructions
Ballots
Postage for Return Envelopes
“I voted” stickers
DYMO Label printer, labels
 Plan ahead – pre-assemble supply of materials
Absentee Voting Process
 Voter requests ballot, completes application
 Staff enters application into SVRS, prints labels
 Voter votes, returns ballot in completed signature
envelope
 Date stamp envelope
 Accept or reject envelope
 Sort envelopes by ward/precinct
 Prepare ballots to be counted
June 27th - August 11th
September 20th – November 3rd
Processing Applications
 Voters no longer need a
reason to vote absentee
 New 2014
 Volume of voters using
absentee may increase, plan
ahead
 Faxed or emailed
applications are okay
 If election requested is not
marked, provide ballot for
the next election only
 Keep track of how
application is received
Processing Applications
 Complete ‘office use only’ section of application
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Materials issued –registered, non-registered
Application received date
Ballot Issue date
Issuers initials
Type – M=municipal, C=county, HCF=health care facility
Precinct and school district information
Processing Applications
 Voters may apply for absentee ballot online – new
2014
 Will not have signature to compare
 More information on this process during SVRS-AB
training in June
Issuing Absentee Ballots
 Enter every accepted application into SVRS
 SVRS will search voter registration records
 Existing voter records are updated with absentee
information; or
 New voter records are added with absentee
information
 Confirm voter does not have a ballot issued already
Issuing Absentee Ballots
 Labels for materials generated by SVRS
 Materials for voters
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Envelopes – registered v. non-registered, and secrecy
Instructions – registered v. non-registered
Ballot – for correct precinct and school district
Voter Registration Application (AB-EDR) – non-registered
Issuing Absentee Ballots
In-person
 Voter receives materials
 Verbally provide direction
 Same direction given to voters at the polls
 Instruct voter to complete envelope
 Act as witness
 Secure completed materials for absentee ballot board
June 27th - August 11th
September 20th – November 3rd
Issuing Absentee Ballots
In-person
 In person voting locations
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Each city hall and Hennepin County
Minimum of one voting booth
AutoMARK available
Prohibitions against campaign materials apply
June 27th - August 11th
September 20th – November 3rd
Issuing Absentee Ballots
By Mail
 Gather materials for voter
 Include return envelope
 Include postage on return envelope
 Ballots should be mailed to voters within one
business day
 Create 2 person system; 1 person gathers materials, 1
person reviews materials prior to being sent
 Secure applications
June 27th - August 11th
September 20th – November 3rd
Receiving Absentee Ballots
 In person by 5pm day before election day
 In person by agent return by 3pm on election day (individual
other than voter)
 By mail through last mail on election day
 Delivering in-person ABs:
 In person AB @ county  HC AB board  City for counting
 In person AB @ non-delegated city  HC AB board, counting
 UOCAVA AB @ county  HC AB board, counting
June 27th - August 12th
September 20th – November 4th
Receiving Absentee Ballots
 Upon receipt stamp or initial and date envelope
 Record ballot as received in SVRS, or
 Record ballot as undeliverable if USPS couldn’t deliver
ballot
 Confirm mailing address is correct
Absentee Ballot Board
June 27th - August 12th
September 20th – November 4th
Establishing Absentee Ballot Board
 Must establish ballot board by ordinance or resolution
 Must consist of a sufficient number of trained election
judges appointed as provided in M.S. 204B.19- M.S.
204B.22
 May consist of deputy auditors or clerks trained in
processing and counting absentee ballots
 Party balance
 Does not apply to appointed staff
Absentee Ballot Board Process
 Two or more members of different major political
parties shall review returned ballot envelopes and
accept or reject them
 Party balance does not apply for trained staff
 Clerk does not pre-examine
June 27th - August 12th
September 20th – November 4th
Absentee Ballot Board Process
 Accept/reject within 5 days of receipt if received more
than 14 days before the election
 Accept/reject within 3 days of receipt if received less
than 14 days before the election
 Record accepted/rejected on ballot envelope, initial
 Record accepted/rejected in SVRS
 If rejected, indicate reason rejected
Accepting Absentee Ballots
Must accept if:
 Name and address match application
 Voter signed envelope
 Driver’s license, MN ID, or last 4 digits of SSN match application
 If DL, MN ID or SSN do not match, compare signature to application
 Voter is registered or completed AB-EDR
 AB-EDR can be removed at this point, placed in AB precinct kit
envelope
 Witness provided address and signature
 And, completed proof of residence for non-registered voters
 Voter has not already voted
If these requirements are not met ballot must be rejected.
Accepting Absentee Ballots
 Secure all accepted absentee ballots until ballot
board may begin counting process
 5pm - 7th day before election – new 2014
August 5th and October 28th
Rejecting Absentee Ballots
 If rejected at least 5 days before election
 Envelope remains sealed
 Provide replacement ballot – “Replacement Ballot” on envelope
 Include letter stating reason for rejection
 If rejected within 5 days of the election
 Envelope remains sealed
 Attempt to notify voter of rejected ballot by phone or email
 Document attempts made
 Late ballots
 Written rejection notice sent by county 6-10 weeks after election
if voter didn’t otherwise vote
Rejecting Absentee Ballots
Absentee Ballot Board Process
More information:
 OSS Guides
 City Clerk Guide
 School District Clerk Guide
 OSS website
 Absentee Ballot Board Guidelines
 Accepted envelope examples
 Rejected envelope examples
 Notice of Rejection and Replacement example
http://www.sos.state.mn.us/index.aspx?page=618\
Counting Absentee Ballots
August 5th - August 12th
October 28th – November 4th
Balancing Accepted Ballots
 Multiple options in SVRS
 Additional reports available in SVRS with new release May 29
Marking Absentee on Roster
 Rosters automatically marked “AB” for registered
voters if ballot accepted in SVRS prior to the printing
of rosters
 County will generate rosters as late as possible
 Manual marking of all “AB” in rosters for registered
voters if ballot is accepted after printing of rosters
 Coordinate with polling place for ballots accepted on
election day
Marking Absentee on Roster
 Reports available in SVRS
 Accepted Absentee Ballots for Registered Voters
 Used to manually mark “AB” on pre-registered roster
 Absentee Election Day Registrants for Polling Place
 Used at new registration table on election day
Marking Absentee on Roster
 Must be able to contact polling locations on election
day
 If cell service is bad, have alternative phone numbers for
polling place available, or
 Suggest election judges contact your office at specific
times
 Marking of ‘AB’ on rosters in the polling place is a
priority for election judges on election day
Preparing Absentee Ballots
to be Counted
 Starting at 5pm - 7 days before election – new 2014
 August 5 and October 28
 Review absentee ballot board instructions
August 5th - August 12th
October 28th – November 4th
Counting Absentee Ballots
Central Count (DS850)
 4 central count locations:
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Hennepin County
Bloomington
Maple Grove
Plymouth
August 5th - August 12th
October 28th – November 4th
Counting Absentee Ballots
 Specific times and locations assigned to each
jurisdiction
 Schedule will be sent later
 Wednesday or Thursday; and
 Saturday or Sunday; and
 Monday and/or Tuesday
August 5th - August 12th
October 28th – November 4th
Counting Absentee Ballots
 What to bring?
 Two staff members or judges with accepted ballots ready
to be scanned
 Absentee Statistics Worksheet
 Extra absentee precinct kit envelopes
 Envelope(s) and/or extra seals to transport counted
ballots back to clerk’s office
August 5th - August 12th
October 28th – November 4th
Counting Absentee Ballots
 What to expect?
 Scheduled times
 County staff
 Assist with DS850
 Ballots run/scanned by precinct
 Verify # to be counted with # scanned
 City staff
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Duplicate ballots as needed
Troubleshoot if statistics are off
Seal scanned ballots in envelope
Transport materials back to clerk’s office
August 5th - August 12th
October 28th – November 4th
Counting Absentee Ballots
 Cities must designate absentee “troubleshooter”
 Available during absentee processing and counting
 Knowledge of process
 Knowledge of materials, location
 Troubleshooter will help ensure central count
locations are able to stay on schedule
 County will contact cities if schedule is running behind
Absentee Results
August 12th and November 4th
Absentee Results: On Election Night
 Results sticks from each DS850 are brought to county
 At 8pm absentee results are loaded onto county server
 At 8pm precincts begin transmitting results from each
polling place
 Once county has both sets of results (AB and polling
place) results are loaded onto OSS website
 No results are posted without both sets of #s
August 12th and November 4th
Absentee Results
 Each jurisdiction’s AB results will be posted to FTP site
 Results posted on election night
 Print AB results, keep with polling place results
 Send AB results to school districts
 Other items on FTP site
 Write-in images
 Abstract of results
August 12th and November 4th
Other Absentee Activities
Health Care Facility (HCF) Voting
 Health care facilities governed by M.S. 144.50:
 Hospital
 Residential treatment center
 Nursing home
www.health.state.mn.us
 Clerk MUST conduct absentee voting outreach for
residents of HCF
July 23rd – August 11th
October 15th – November 3rd
Health Care Facility Voting
 20 days preceding each election
 July 23 and October 15
 Two judges of different major political parties
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Additional 1 hour training
Travel together
Take absentee applications to residents
Issue ballots to residents
Assist patients with voting
Return voted ballots to clerk
July 23rd – August 11th
October 15th – November 3rd
Health Care Facility Voting
 Coordinate with HCF prior to pre-registration cut-off
 Pre-register voters for fewer non-registered residents
 Receive applications prior to visit
 Prepare materials beforehand
 Receive list of employees to be vouchers
 Sent to county no less than 20 days before election
July 23rd – August 11th
October 15th – November 3rd
Agent Delivery Absentee Voting
 Picking up and returning ballot on behalf of another
voter
 Begins 7 days before election day
 August 5 and October 28
 Voter must complete:
 Absentee ballot application; and
 Request for Agent Delivery of Absentee Ballot application
August 5th - August 12th
October 28th – November 4th
Agent Delivery Absentee Voting
 Who is eligible?
 Any voter who
 Has difficulty getting to the polls because of
incapacitating health reasons
 Is disabled
 Is a patient of a health care facility
 Is a resident of an assisted living facility
 Is a resident of a battered women’s shelter
August 5th - August 12th
October 28th – November 4th
Agent Delivery
 Who can be an agent?
 Must have pre-existing relationship with voter
 Can’t be candidate
 Can’t deliver ballots to more than three people per election
 Must apply by 2pm on election day
 Voted ballots must be returned by 3pm on election day
 Specific envelopes for agent delivery process
August 5th - August 12th
October 28th – November 4th
Agent Delivery Process
Agent Delivery Process
 Request for
Agent
Delivery form
Agent Delivery Process
 Agent Delivery Log
Absentee Ballots Returned by Agent
 For returning/dropping off a ballot – different than
agent delivery
 Return by Agent:
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Anytime during absentee period
Any person other than voter
May return up to 3 ballots
Must be over 18
 Log agent’s name, address; agent must show ID and
provide signature
June 27th - August 12th
September 20th – November 4th
Checking Absentee Ballot Status
 Voters can view
status of absentee
ballot
 Link from
Secretary of
State’s website
https://mnvotes.sos.state.mn.us/AbsenteeBallotStatus.aspx