Maintaining Voter List Integrity: Efficient Process Overview
Discover the systematic approach to maintaining the voter list integrity in North Carolina post-general elections. From new registrations to NCOA confirmations, learn about the process steps and timelines involved in keeping the voter rolls up-to-date and accurate.
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Post-General Election List Maintenance POLICY AND PROCESS Amanda Penny Veronica Degraffenreid
List Maintenance: The Premise The strongest safeguard to ensure the integrity of North Carolina s elections process is a sound system that ensures that only eligible and qualified voters are on the state s voter rolls.
List Maintenance Process Systematic In this state, we have a continuous, systematic and interconnected voter update and removal program to maintain county voter registration lists. Interconnected Continuous
How Do We Maintain the Voter Lists? New Voters Voter Changes Cancellations Death Felony Duplicates Monthly Reports Daily Semi- annual Biennial Following each General Election NCOA
NCOA NO-CONTACT MAILING CONFIRMATION MAILING
No-contact Mailing vs. NCOA Which first, and why?
Send your no- contact mailings on December 17, 2012. 1st
Task 1: Remove Temporary Voters 2nd Task 2: Remove Expired Absentee Requests Early housekeeping tasks performed right after the start of the new year. Task 3: Remove Inactive Voters
Send your NCOA Mailings on January 16, 2013. 3rd
No-Contact Mailing Factors What is the No-Contact list? A list of all active voters with no recorded contact with the CBE since the registration cut- off for the general election next proceeding the last general election through the current date (must have registered before the voter registration deadline for the previous general election.) What is considered a contact? Application to change registration Voter History Contact that is recorded manually Change of address Absentee request from voter Provisional voting, even if ballot not counted Service as poll worker Running for office
No-Contact Mailing contd What is recorded automatically on the contact tab ? ID letter mailing Absentee or Provisional request that is not counted
Prepare for No-Contact List Verify the following: Be sure to enable the Print Voters without Geocode System Format Option is set. Make sure a polling place with a zero precinct exists with the default set for voter cards.
Setup No-Contact List How to Generate the No-Contact List? Run within VoterView Admin Tasks Select LIST MAINTENANCE Job Tasks Generate No-Contact List Click Run Click Check Status (to verify completion of the task) Click Print (this will view the report of the last run; save the report to a file so the list is not lost) REVIEW the no-contact report If there are voters with whom there should be contact, add a contact record to the voter record and repeat the above steps to remove them from the list.
Create No-Contact Mailing How to Create the No-Contact Mailing? Run within VoterView Admin Tasks Select LIST MAINTENANCE Job Tasks Create No-Contact Mailing Click Run This creates the no-contact mailing. Once this step is run, it cannot be undone so the review in the previous step is important. Click Check Status (to verify completion of the task) Create the no-contact mailing: VERIFICATION Other Tasks Create Verification Cards Create and print/export voter cards After the cards have printed and are ready to be mailed, be sure to run the status updates.
Task 1: Remove Temporary Voters Task 2: Remove Expired Absentee Requests Task 3: Remove Inactive Voters
Remove Temporary Voters What does Remove Temporary Voters do? Removes all voters with a status of Temporary who meet one of the following conditions: Registered within the specified dates and have no absentee request rule defined, Changed their status TO temporary between the specified dates and have no absentee request rule defined, or Has an absentee request rule that is no longer valid for the current year or moving forward.
Remove TemporaryVoters contd The absentee request rule can be found on the Other Info tab of the Voter Information screen. Whether the rule is still valid is based on the request type, date received, and extension year. This task should be run at the beginning of each calendar year due to bullet #3. The dates entered will normally be the previous year, but you may enter a wider range to handle removing temporary voters whose absentee request rule was changed to None manually.
Remove Temporary Voters (contd) How to Remove Temporary Voters? Run within VoterView Admin Tasks Select VOTER REGISTRATION Job Tasks Remove Temporary Voters Enter a Begin Date and End Date These dates should define the previous election cycle. (Example: 01/01/2011 to 12/31/2012). Click Run
Remove Inactive Voters What does Remove Inactive Voters do? Removes all voters who have been inactive since the list maintenance cut- off of 2 general federal elections through the current date that have no voter history for an election since then and have no contact record with a contact date since then. How to remove inactive voters? Run within VoterView Admin Tasks Select LIST MAINTENANCE Job Tasks Remove Inactive Voters The Remove Cutoff Date will populate (08/03/2010) Click Run Click CheckStatus(to verify completion of the task) Click Print Reminder, never run this task until all voter histories for the previous presidential election have been completed.
Remove Expired Absentee Requests What does Remove Expired Absentee Requests do? Removes any absentee request rules on non-temporary voters if the rule is no longer valid for the current year or moving forward. Temporary Voters were not previously registered but sent FPCA or FWAB to vote and register. How to Remove Expired Absentee Requests? Run within VoterView Admin Tasks Select ABSENTEE Job Tasks Remove Expired Absentee Request Information Click Run Click CheckStatus(to verify completion of the task) Absentee Request Rules are found on the Other Info tab of the Voter Information screen. Once this task is run, any rules that are no longer valid will show None on that tab.
NATIONAL CHANGE OF ADDRESS What is NCOA? Provides a list maintenance function by allow counties to more timely receive information about voter moves. Meets USPS requirement to provide bulk mailing rates to certain counties that qualify.
How Does the NCOA Process Work? Twice a year, the SBOE receives National Change of Address data from a vendor.
How Does the NCOA Process Work? The SBOE then matches this data against the active voters to determine if there has been a potential change in the voters address used for mailing (either residential or mailing).
How Does the NCOA Process Work? Any voter identified as having moved is flagged for a NCOA confirmation mailing.
How Does the NCOA Process Work? The list of voters are sent a confirmation mailing unless they fall under one of the following exceptions: Voter is not active Voter submitted an application within the past 95 days Voter made an address change within the last 95 days Voter has a valid UOCAVA absentee request rule.
How Does the NCOA Process Work? If the confirmation mailing is not returned or returned undeliverable, a second confirmation mailing to their current address is attempted. If that too is not returned or returned undeliverable, the voter s status is change to Inactive. County boards may not change a voter s address in SEIMS based on the report alone. The mailing process needs to be completed to change the voter s address or status.
Creating the NCOA Mailing How to Pre-Review the NCOA List? Run within Report Manager Select report category VOTER REGISTRATION NCOA LIST OF PENDING CHANGES Double-click report VR_ncoa_pending.rpt Select Process Date Use the CTRL or Page Down key to see the available dates for processing. Click Run This report is only available BEFORE the Process NCOA List task has been run. You may wish to save, export, or print it if you wish to review it later.
Creating the NCOA Mailing (contd) How to Process the NCOA List? Run within VoterView Admin Tasks Select VERIFICATION Job Tasks Process NCOA List Click Run Click CheckStatus(to verify completion of the task) How to Post-Review the NCOA List? Run within Report Manager Select report category VOTER REGISTRATION NCOA LIST Double-click report VR_ncoa.rpt Select Process Date Use the CTRL or Page Down key to see the available dates for processing. Click Run This report is only available AFTER the Process NCOA List task has been run.
Creating the NCOA Mailing (contd) How to Create the NCOA Mailing? Run within VoterView Admin Tasks Select VERIFICATION Other Tasks Create Verification Cards Select the following: Verification Task Type = Mailings Card Type = NCOA Options = All Cards Select Export Cards if you wish to create an export file of the NCOA mailing list.
Creating the NCOA Mailing (contd) Click Create NCOA Cards Click Check NCOA Status (to verify completion of the task) Click Print NCOA Cards or Export NCOA Cards once create is complete After Cards have been Mailed, the Verification Card Status Updates need to be run.
Processing NCOA Cards Mailed NCOA Cards can result in the following process areas: Card returned by voter, Card returned undeliverable, or Card not returned. The normal checkwait process will handle the cards not returned by moving the voters to the correct next verification state and thus creating an address confirmation mailing. How to Process Card Returned by Voter? If card shows Voter is no longer a resident of NC: Process voter changes through VoterView using Source Code 95.
ProcessingNCOACards contd If the card shows Voter is no longer a resident of the County but within NC: Process voter changes through VoterView, scan using Document Type NCOA (version 3). Scan card in VoterScan and transfer to the County to which Voter indicates they moved, using Source Code 95. If card shows Voter is still a resident of the County: Scan and Process card through VoterScan using Source Code 95.
NCOA Notes & Highlights NCOA cards have a 30 day count down period. The card states the voter must sign and return the card within 30 days. Do not perform any administrative mailings, within 30 days, after NCOA mailings if it can be helped. NCOA process date is the date the list was sent to the county. Source code 95 is needed to indicate to SEIMS that the card was returned and that the voter does not need a second mailing.
Other List Maintenance Reminders V
Remove Deceased Voters Monthly Tasks Remove Convicted Felons Check and Remove for Duplicates
The Department of Health and Human Services shall furnish free of charge to the State Board of Elections every month, the names of deceased persons who were residents of the State. Removing Deceased Voters DHHS The State Board of Elections shall distribute every month to each county board of elections the names on that list of deceased persons who were residents of that county. GS 163-82.14 (b) SBOE Upon the receipt of those names, each county board of elections shall remove from its voter registration records any person the list shows to be dead. CBE
DHHS REPORTS What we received from DHHS SBOE-identified potential matches
Other Sources to Remove Deceased Voters Family Members Register of Deeds
DOC/US Attorney Provide notifications of felony convictions to SBOE Removing Voters Convicted of a Felony Send report to CBEs Shall notify the appropriate county boards of elections of the federal convictions. SBOE The board shall remove the person's name from its registration records and send the voter a written notice. CBE Staff GS 163-82.14 (c) Voter May object within 30 days of the notice. CBE Board The chairman of the board of elections shall enter a challenge under G.S. 163-85(c)(5).
FELONY REPORTS Helps to facilitate GS 163-82.20A. Complete list received from DOC SBOE-identified matching list
Shocking News Alert More than one person can have the same first name, last name and date of birth. SBOE potential matches are based on ? First name Last name Date of birth
Resolve Potential Duplicates What does Resolve Potential Duplicates mean? Duplicate registrations within the county should be cleaned up by merging multiple active or inactive registrations. To aid in performing this function, a potential duplicate list can be generated. How to Generate the Potential Duplicate List? Run within VoterView Admin Tasks Select VOTER REGISTRATION Job Tasks Generate Potential Duplicate List Click Run Click CheckStatus(to verify completion of the task)
Resolve Potential Duplicates contd Click Print (this will view the report of the last run; save the report to a file so the list is not lost) Voter registrations should only be merged if they are POSITIVELY the same person. The merge cannot be undone once performed. It is a PITA to fix!
Questions ADMIN Could we up the date to mid-Dec or as soon as they have their VH in? ADMIN .NOTE: If any listed voter is determined to be a duplicate, change the voter's status to REMOVED with Reason DUPLICATE. ONLY IF POSITIVE or SHOULD THIS BE MERGED ..only if POSITIVE?????? DEV In Sys Options does it matter if they leave the option to include those w/o geocode if they want. ADMIN Could we make the NCOA on Feb 1st? DEV NCOA What about version # s for NCOA cards, or just delete the earlier verson
