1. Health Care Facility Outreach Voting Municipal Clerk SVRS Election Administration Training “SVRS Focus” of HCF Outreach Updated 8/19/2014 smh

2. HCF Outreach SVRS Training Agenda Overview Definitions HCF SVRS Profiles Preparing for HCF Outreach Voting Day Activities Entering HCF AB Applications into SVRS The HCF Outreach Voting Day Return of HCF Outreach Voting Materials to Clerk Preparations for General Election HCF Outreach Voting Retention Questions

3. Overview Health Care Facility Outreach Statutes & Rules ◦ M.S. 203B.11, subd. 2 M.S. 203B.11, subd. 2  “During the 20 days preceding an election, the election judges shall deliver absentee ballots only to an eligible voter who has applied for absentee ballots to the county auditor or municipal clerk under section 203B.04, subd. 1.”203B.04, subd. 1 ◦ All elections means ANY election including a stand-alone special election ◦ Need to use trained election judges who have additional hour of HCF Outreach Voting training  Unless the Municipal Clerk has been delegated as an election judge training authority, the county auditor shall provide the extra hour of HCF Outreach Voting training (M.R. 8240.0100)M.R. 8240.0100  Each training authority shall attend training on adult education methods conducted either by the OSS or county auditor (M.R. 8240.1100)M.R. 8240.1100

4. Definitions “Health Care Facility” means ◦ a hospital, sanitarium or other institution licensed under M.S. 144.50M.S. 144.50 ◦ a nursing home licensed to serve adults under M.S. 144A.02M.S. 144A.02 Unsure if the facility is considered a nursing home: ◦ Suggestion:  check the MN DOH website at http://www.health.state.mn.ushttp://www.health.state.mn.us  select Facilities & Professions  scroll down and select “Nursing homes in your area”  type in a zip code and it will list facilities considered to be “nursing homes” and their addresses  Keep in mind that “nursing home” facilities might only be a portion of an overall residential community/campus M.S. 203B.01, subd. 4

5. HCF Profiles in SVRS

6. At the beginning of each year: ◦ Review for any new facilities  doesn’t happen often due to moratorium M.S. 144A.071M.S. 144A.071 ◦ Review for closures or status changes of current facilities ◦ Inquire as to staff changes and new contact information ◦ Phone number changes/street name changes, etc. for current facilities ◦ Add or update SVRS residential facility profiles if needed

7. HCF (Residential Facility) SVRS Profiles Correct & Updated Profiles = easier process for entering HCF AB Applications & printing HCF AB Labels Found under Profiles  Residential Facility

8. The First HCF (Residential Facility) Profile Screen in SVRS The first screen that appears will not have any information available Select the “Search” button to review all profiles that exist The next screen will provide additional buttons

9. Adding a HCF Profile Add a new HCF (residential facility)

10. Add a new HCF into SVRS Suggested: Complete all fields as much as possible. Some info might be “the same” in multiple fields, but, different fields are tied to different reports or labels. Click the “Continue” button in bottom, right corner when finished.

11. Add a new HCF into SVRS Final Review Screen If all is well, click “Submit” button.

12. Updating a HCF Profile Under Profiles in left menu Choose Residential Facility You need to click “Search” button to view existing facility profiles

13. Updating a HCF Profile Update a HCF (residential facility) 1. Click on the blue box to the left of the name of the facility to highlight it (the line turns light-yellow) 2. Then choose “Update” 1 2

14. Updating a HCF Profile Make changes as needed Click “Continue” button Review Changes If all looks good on the final review screen, click “Submit” button

15. HCF Employee Entry & Updates Municipal users are not able to add or update HCF Employee information Please have health care facilities share their employee information with the County Auditor

16. Preparing for HCF Outreach Voting Day Activities

17. Preparation for HCF Outreach Voting Day Review each year’s election calendar with contacts ◦ Might not be any elections… ◦ It’s good to keep in contact and verify so they are not wondering Work with contact to keep facility’s residents registered to vote, on a continual basis, so they are in SVRS well before absentee voting begins for an election

18. Preparation for HCF Outreach Voting Day As election draws near, send/deliver AB Applications to HCF contact ◦ Suggestion: A couple of weeks ahead of the outreach day Collect completed & signed AB Applications well in advance of the HCF Outreach Voting Day ◦ Review and work with contact to resolve any application issues

19. Preparation for HCF Outreach Voting Day (cont.) Remind contact that those applying to AB vote at that location: ◦ Need to reside in the nursing home portion of a campus ◦ Consider the location their residence for that election ◦ Have not already applied or plan to apply for an AB ballot (not HCF AB) with the assistance of “helpful” family members ◦ Room numbers are not necessary  Suggestion: Do not list room/suite numbers within nursing homes

20. Preparation for HCF Outreach Voting Day (cont.) If there will be a primary and general election, and If a person believes they will be a resident of that facility for both the primary and general elections: ◦ They will select “both elections” on the AB application If a person is “unsure”, they should only choose the upcoming election ◦ and complete another application for the next election if needed

21. Entering HCF AB Applications into SVRS

22. Example HCF AB Application

23. Steps to Enter HCF AB Application Info into SVRS Double check that the facility’s profile is up-to- date before entering apps for that location This will make application entry speedier Select AB Records under Absentee Ballot

24. Steps to Enter HCF Application Info into SVRS – Already Registered Voter Search and select the voter registration record for HCF AB Voter Select the Registered Voter record and click Express AB- Registered button 1 2

25. Steps to Enter HCF Application Info into SVRS – Already Registered Voter Double check that the record matches what is placed on the application ◦ If a common name, make sure you have the “correct” person  There are more “Ruth Hanson”s in the State of Minnesota than you realize Choose Health Care Facility for Delivery Primary and Delivery General (if appropriate) – “A” Choose the facility from the drop down menu by Health Care Facilities – “B” ◦ Only those facilities within the precinct of the voter will “display” Click Submit-Print Later or Submit-Print Now – depending upon your process A B

26. Printing HCF AB Labels “Now” If the HCF Voting Outreach Day is one day away or that day, then it might be a good idea to print “now” ◦ But, if the date is farther away, suggest to print “later” Click “Submit-Print Now” button Make sure to print a label for the correct election Choose “Print Dymo w/o Rtn Addr” button - there is no need to print a return address label

27. Print “Now” Dymo Labels APP label ◦ Place on application ENV#2 label ◦ Place on Registered Voter Signature Envelope in voter name and address section (top of envelope), aka the #2 envelope Mail To: label ◦ Extra label, not needed Please note that the type of AB Ballot is “HCF”

28. Completing the “official use only” section of HCF AB Application This is a suggested practice: ◦ Now that the application has been submitted, complete the official use only section of the application  Mark the appropriate box(es) for reg or non-reg  Received date is the date the application was received.  If they have requested both primary and general ballots on the application, it is the same date

29. Completing the “official use only” section of HCF AB Application ◦ This is a suggested practice:  Ballot issued date is the date the ballot labels are printed and placed on the signature envelope in preparation for HCF Outreach Voting at that facility  The General ballot issued date and initials will be filled in later if those labels are printed later  Usual-Common Practice: Initials are the initials of the person printing the ballot labels, not the person entering the application  Circle HCF for both primary and general ballots if applicable

30. Completing the “official use only” section of HCF AB Application ◦ Only use the Replacement section if a replacement ballot process takes place. Very rare in the case of HCF voting ◦ Add precinct name and school district name in the correct boxes in the bottom, right corner ◦ NOTE: Whether labels are to be printed Now or Later… complete most of the “official use only” section upon “submitting” the application information into SVRS  Complete the ballot issued date and initials when labels are printed

31. Printing HCF AB Labels “Later” Click “Submit-Print Later” button The label will be placed in a queue to be printed as a batch later Use this process if you want to enter many applications and then print Avery labels ◦ You may print “Dymo” labels for later as well ◦ We will demonstrate Avery labels for this presentation When you are ready to print the batch of labels, select “Standard Reports” under Reports

32. Printing HCF AB labels “Later” Choose Local AB in the Report Category drop down menu Select AB Labels Avery Choose the Appropriate Report Parameters

33. Printing HCF AB labels “Later” Suggested Report Parameters: ◦ Just your city should be the only choice under Municipality ◦ Leave “District Type”, “District” and “Precinct” blank ◦ Choose the correct Election ◦ “Initially issued only” should be checked, “Replacement…” and “Both…” unchecked ◦ Select “County entered” AND “Municipality entered” so no labels are “lost”  This makes the label unavailable for county, but, that should be okay ◦ Select all categories under Application Received Via so no labels are “lost” ◦ IMPORTANT: Select ONLY Health Care Facility (HCF) under “Regular Application Delivery Method”  Choose the correct facility

34. Printing HCF AB labels “Later” Suggested Report Parameters (cont.) : ◦ Leave “UOCAVA Delivery Method” categories unchecked ◦ Leave “Domestic/International” category check marked as Both ◦ Select all categories under Group By ◦ Leave the “Sort By’s”only category of “AB Record ID” unchecked ◦ Choose to “Save for 90 days” and name the report the facility’s name, election name and date  i.e., Sunshine Shady Oakes Primary 8-12-2014 ◦ Click “Run Report Now” button

35. Printing HCF AB labels “Later” Suggested Report Parameters (cont.) : ◦ It might give you another warning. It is okay to continue. ◦ Click “Run Report Now” button again if needed ◦ Labels will pop up as an Avery Report (.pdf) to print  This example includes only one label, there will be more on the page if multiple applications have been entered and are waiting in the queue

36. Printing HCF AB labels “Later” Mail To: Label - don’t use ENV#2 Label – Place on Registered Voter Signature Envelope in voter name and address section (top of envelope), aka the #2 envelope ENV#3 Label – don’t use APP Label – Place on application Notice that the type of AB Ballot is HCF

37. Steps to Enter HCF Application Info into SVRS – Non-Registered Voter

38. Search and make sure there is not an existing voter registration record If there is no record, record for another address, or it is challenged for any reason, the voter is considered NON-registered Entering an NON-Registered HCF AB Voter Application into SVRS Nothing Found 1 2

39. Entering a NON-Registered HCF AB Voter Application into SVRS If there was a record with a different address or challenged, you will select that voter registration record ◦ Click on the voter registration record (the row will turn yellow) ◦ Click the “Add Regular/Pres – Registered” button above the voter record  not the “Add Regular/Pres – New” button found lower on the screen ◦ Make corrections in the next screen and this will “trigger” a NON-registered AB ballot to be scheduled and the appropriate labels will be printed ◦ “Tying” this application to the voter record is important  the database shares this information statewide – “this person has applied for an absentee ballot”

40. This NON-Registered Example The example that we provide for this presentation, the HCF AB Applicant does not have an existing voter registration record ◦ Click the “Add Regular/Pres – New” button found lower on the screen

41. Entering NON-Registered HCF AB Application Info into SVRS Enter all the data applicable to: ◦ Application Information ◦ Applicant Information You don’t need to type anything into Residential Address… because… see next steps…. IMPORTANT: Choose Health Care Facility in the drop down menus Delivery… ◦ The Health Care Facilities for that precinct will be made available in a drop down menu – choose the correct facility ◦ Click the “Use HCF as Residential Address” button  It places the residential address of the facility into the Residential Address fields for you!

42. Entering NON-Registered HCF AB Application Info into SVRS If all looks good on the screen, click the Continue button Make sure that it says in red, “SEND NON- REGISTERED…” in the Materials field. Then choose “submit print now” button or the “submit print later” button based on your usual procedures

43. NON-Registered HCF AB Labels Whether you print Now or Later or whether you print Dymo or Avery labels, you will receive an extra label for NON- Registered AB voters ◦ The VRA label is to be placed on a blank EDR Voter Registration Application and sent with the NON-Registered #2 envelope for that voter

44. Warning Messages If you receive warning messages of any kind, stop with the application’s entry Read the message If the message is that the person is going to receive non-registered materials and that is correct, continue with the application’s entry into SVRS ◦ If the message is in error, it could be that the information that is being typed into the AB record does not match the voter registration record  Work with the county auditor’s office to resolve the issues if needed

45. Warning Messages (cont.) If the warning message is similar to “another application exists,” contact the county auditor’s office and work with that office to resolve the issue ◦ The county auditor might have to work with another county to resolve the issue ◦ They will provide instructions to you, if you should enter the application or not

46. The HCF Outreach Voting Day

47. Items for HCF Outreach Voting Day Prepared absentee ballot materials ◦ Usual practice is to have:  Labels placed on the Name and Address of Voter section of #2 Signature Envelope  EDR voter registration applications with corresponding non-reg voters’ VRA labels - it has voucher documentation area on backside of form  Make sure there is a ballot and secrecy envelope for each prepared #2 envelope Blank AB applications “Unlabeled” Registered and Non-Registered Signature envelopes ◦ For those who haven’t completed an AB application ahead of time Extra secrecy envelopes

48. Items for HCF Outreach Voting Day (cont.) Extra Election Day Registration Voter Registration Applications ◦ Includes the voucher documentation on the backside of the application Bucket or box for misc. administrative materials Secure ballot transfer case ◦ Seal on the case when it leaves ◦ Master list – specific to nursing home address ◦ Certified List of Employees – facility specific ◦ Extra seal in the case for return ◦ Ballots for each prepared #2 signature envelope ◦ Extra ballots for spoiled ballot replacements & additional voters

49. Items for HCF Outreach Voting Day (cont.) Seal “cutter” (scissors or wire cutter) Paper clips Ballot pens Signature guides and magnifying glasses Election Judge Oath Signature Sheet Copies of voter assistance law Copies of determining residence law

50. HCF Outreach Voting Materials Log Have outreach judges who are picking up outreach materials sign a log that lists: ◦ Number of ballots ◦ Master list ◦ Other materials

51. Before Voting Begins at Facility Make sure outreach election judges have taken and signed the election judge oath Separate prepared #2 signature envelopes from extra voting materials Pay careful attention to prepared #2 signature envelopes with similar names ◦ John Hanson v. Joe Hansen If multiple teams of judges, pair judges with different major political party affiliations

52. Before Voting Begins at Facility (cont.) Work with facility staff to have reasonably separated voting stations that provide privacy as much as possible When residents arrive to vote: ◦ Ask for their name and clarify if you have any questions ◦ Remember to offer the assistance of election judges ◦ A person can choose to vote their ballot on their own

53. Activities at the Facility If a voter does not have a prepared #2 AB envelope, they HAVE NOT completed an AB application and they are required to do so before they are able to vote at location Make sure the new AB voter resides within the nursing home portion of a campus ◦ Assisted Living residents need to apply for a regular absentee ballot  Provide to them an application and have them complete it – make sure they list their apartment/unit number  Tell them you will bring the application back to the AB office and they will mail out an AB ballot packet to them  Make sure to deliver those applications to the AB office immediately upon your return to the office

54. Activities at the Facility Prepared HCF AB Ballot #2 Envelopes and EDR VRAs: ◦ Labels found in Voter Name and Address portion of Signature Envelope  Registered - make sure to complete the signature envelope documentation AND  NON-registered - make sure to complete the signature envelope documentation AND complete the EDR VRA as well!!!

55. Voters Who Do Not Have a Prepared #2 Signature Envelopes Complete AB Application Review Master List to determine if the person is a registered, non-challenged, voter at that facility’s address ◦ If yes, registered materials ◦ If no, NON-registered materials Write name and address in that portion of the #2 Signature Envelope If NON-registered, complete the Election Day Registration process and the EDR VRA

56. NON-Registered HCF AB Voters Whether they have a prepared HCF AB #2 envelopes or not, they must complete an EDR VRA ◦ HCF Voting Registration (EDR VRA)  HCF residents often don’t have ID  HCF Employees may vouch for unlimited number of residents  On list  Letter  Employee badge  An HCF resident who is a registered voter in the precinct (not vouched for that day) can vouch for up to eight other residents must be completed as well ◦ “The proof of ID used” information is documented #2 NON-registered signature envelope and if a voucher was used, the backside of the EDR VRA must be completed as well

57. Vouching Vouching by a health care facility employee is the most often method of proof of id/address for non-reg AB voters residing at a HCF ◦ Check the certified employee list and verify that the vouching employee is on the list ◦ If they are not on the list, ask to view a badge  Usually, it is one or two employees who have provided this service for voters for many years

58. Double Check all Voted AB Ballot Packets Whether the AB #2 signature envelope has been prepared ahead of time or not ◦ Make sure that EVERYTHING is completed on the #2 signature envelope!  and an EDR VRA has been completed if necessary Voted envelope packets have: ◦ A voted ballot sealed in a secrecy envelope ◦ The secrecy envelope is sealed in the completed and signed #2 envelope  If an EDR VRA is present (non-reg), it is right next to secrecy envelope within the #2 envelope You do not want the AB Ballot Board to have to reject an HCF AB ballot

59. Ready to Return to Clerk’s Office Prepared HCF AB #2 signature envelopes that are: ◦ Completed and signed ◦ Include a secrecy envelope with a voted ballot sealed in it If non-registered: ◦ the completed and signed EDR VRA is right next to secrecy envelope/ballot WITHIN the #2 signature envelope Newly completed AB applications All other materials

60. Return of HCF Voting Outreach Ballots and Materials to Clerk

61. At the Clerk’s Office upon Return HCF Outreach Voting Elections Judges: ◦ Turn in:  Completed “prepared” AB ballot packets  Unused “prepared” AB ballot packets  Newly completed applications and associated completed AB ballot packets  Unused ballots  Master list  Other materials ◦ Sign a log that the materials that went out with election judges have been returned

62. When Outreach Materials are Returned…. Mark completed “prepared” AB ballot packets as “received” in SVRS Place the completed “prepared” AB ballot packets in storage for AB Ballot Board review Enter newly completed applications and print labels ◦ Follow SVRS entry directions listed in this presentation  If it is a non-registered ballot packet, make sure that EDR VRA is in the #2 envelope ◦ Attach labels to corresponding envelopes, applications and EDR VRAs (if present) ◦ Mark these ballot packets as “received” in SVRS ◦ Place these ballot packets in storage for AB Ballot Board review

63. When Outreach Materials are Returned (cont) …. Put away unused ballots Store and retain outreach voting activity documents & materials Put away any office supplies and envelopes Unused “prepared” AB #2 signature envelopes will be addressed later in this presentation

64. Marking Ballots as “Received” in SVRS Either scan or type in the Ballot ID number

65. Marking Ballots as “Received” in SVRS If you are typing in the Ballot ID number, you will need to click the “Record Ballot” button after each entry If you are scanning/wanding the Ballot ID number, it will automatically record Once you are done with recording all ballots, click the “Receive” button

66. Marking Ballots as “Received” in SVRS Double check that all ballots have been marked as “received” If all looks “correct”, click the “Submit” button

67. AB Ballot Board Review All HCF Outreach Voting completed AB ballot packets are to be delivered to the AB Ballot Board within 3 days of voting If they are rejected for any reason… ◦ Very rare, but, if so, follow replacement ballot procedures Mark accepted ballots as “accepted” in

68. Marking Ballot as “Accepted” in SVRS Select Action: “Accepted” Scan or type in Ballot ID numbers

69. If Prepared #2 Signature Envelopes are Returned as Unused Suggested practice: ◦ Update the ballot within the AB record as “spoiled” and do not re-issue a ballot.  Make a note in “comments” of the AB record 1 2 3 4

70. If Prepared #2 Signature Envelopes are Returned as Unused (cont.) 5 6 7 8 9

71. 10

72. If Prepared #2 Signature Envelopes are Returned as Unused (cont.) 11

73. Preparations for General Election HCF AB Outreach Voting

74. Preparing for General Election HCF AB Outreach Voting Well before the 20 days for the General’s HCF outreach voting, send AB applications to HCF contact ◦ Any new residents since the primary election will need to complete an application and choose General Only Double check with HCF contact if anyone who has a HCF AB application on file is no longer a resident of the facility for the General election ◦ Spoil any ballots for those with a ballot record and are no longer a resident

75. Entry of New HCF AB Applications for General Election Suggestion: Wait to print AB labels for prepared #2 signature envelopes as a batch “later” after…. ◦ Entering any new applications into SVRS in preparation for General election outreach voting Complete the new application’s “official use only” area for the General ballots sections only

76. Printing HCF AB Labels for the General Election Gather the applications for the HCF that were received before the Primary and were marked for “both” elections Before printing labels, review the “both elections” applications and find those that were marked “non- reg” for the primary election: ◦ Search SVRS and determine if that voter has now become registered since that time  If so, update the AB record through the “Non-linked AB process” (instructions in this presentation)  Make sure to note in the “office use only” section that the voter will be sent registered materials for the General election  If not, double check that the AB record is going to produce a label for non-registered materials Print all the HCF AB labels using the “print later” process described earlier

77. Printing HCF AB Labels for the General Election Place the APP labels on the applications ◦ If it is a new application, there will only be one APP label on the application ◦ If it is an application from the Primary, a 2 nd APP label will be placed on the application Applications for both primary and general elections: Complete the “official use only” General ballot area’s “ballot issued date” and “initials” sections

78. Non-Linked AB Records Process 1 2 Type in AB Record ID found on APP Label on application (see below) APP label’s AB Record ID

79. Non-Linked AB Records Process (cont.) 1. Double check that it is the correct voter record. If so, click the “Link” button. 2. You will receive a “This record has been Linked successfully” message in red at top of screen.

80. Non-Linked AB Records Process (cont). Double check that the AB record is now considered “registered” If so, the correct set of labels will print when you complete the batch printing process

81. “official use only” Examples for General Election HCF Outreach Voting Application for General Only Application for both Primary and General elections

82. Retention of HCF Voting Materials The voted HCF ballot packets are sent to the ballot board and then become ballot board/central counting center materials Unused ballots are placed back with the AB ballot stock Unused envelopes that do not have identifying information, return to stock Unused envelopes with identifying information should be kept with all other forms/documents used and written upon during the HCF Voting Outreach process; specific to that location/date ◦ Consult the organization’s retention plan  Usually retained for 22 months (M.S. 204B.40)M.S. 204B.40

83. If you have questions…. First work with your county elections office for assistance with election laws and the technical aspects of SVRS  If you have further questions about election law, please contact the OSS Elections Division at elections.dept@state.mn.us or 651/296-9073 elections.dept@state.mn.us  If you have further questions technical questions about SVRS, please contact the OSS Elections Division at elections.dept@state.mn.us or 651/297- 4848elections.dept@state.mn.us