Texas Secretary of State Elections Division Mass Mail Out & VR Cards Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Mass Mail Out of Voter Registration Certificates Certificates must list jurisdictional numbers for seven (7) designated territorial units. (15.001)(a)(16). They are: The congressional & state legislative districts, county commissioners’, justice of the peace precincts, school district and city. In addition to the aforementioned territorial units, TEAM will accommodate up to 3 additional districts for a total of ten (10). Display of the (3) three additional districts are based on the Voter Registrar’s determination. Jurisdictions on voter certificates generated from TEAM are listed in the order defined in TEAM. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Renewal Certificate Sec. 14.001. Renewal Registration Certificate. (Commonly referred to as The Mass Mail Out.) Certificates should be created and mailed on or after November 15th but before December 5 of odd-numbered years. A new yellow certificate should be sent to each active voter in the county whose registration is effective on the preceding November 14th. (November 14, 2017) “Suspense” voters do not receive a new certificate. Certificates are valid for two (2) years beginning January 1, 2018 through December 31, 2019. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Delivery of Renewal Certificate Sec. 14.002. Delivery of renewal certificate to voter. Delivery by mail to the mailing address on the voter’s registration application. (These cannot be delivered in person) Mailed with or without envelope, the certificate must contain an instruction to postal authorities not to forward to any other address & return to the registrar “Return Service Requested.” Postcard postage is required, if not mailed in envelope. Certificate cannot to be mailed with tax statement. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Return of Renewal Certificate Sec. 14.021. Undelivered certificates filed with Voter’s Active Application file. Person placed on suspense no later than January 2 following the mailing of certificates. Sec. 14.022 If the registrar determines that a voter's renewal certificate was returned undelivered solely because of postal service error, address reclassification, or the registrar's clerical error, the registrar shall delete the voter's name from the suspense list, make any other appropriate corrections in the registration records, and deliver the certificate to the voter. Sec. 14.023. Confirmation Notice after return of renewal certificate must be mailed after January 1, 2018 and not later than March 1, 2018. If voter fails to submit response in accordance with Sec. 15.053, the voter’s name remains on the suspense list. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Voter Registration Certificate The color for the 2018-2019 certificate is yellow. Pantone color will be specified in directive. Stock paper is minimum 90# Index and paper must be at minimum .007” and not more than .016” thick. The “Valid From” date is January 1, 2018. Certificate will expire on December 31, 2019. Both dates must appear on the certificate. Coordinate mailing and cost savings options with local postal authorities. No changes authorized unless approved by the Secretary of State. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Sample Certificates Offline Certificate TEAM Online Certificate Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Before Running the MMO Enter all November Voting History Work all Statements of Residence/updates provided in Envelope #4 Process all voter registration applications and voter updates Verify the District Assignments (major districts associated to each precinct) Check the Districts Assigned to print on the card Run and Work (as applicable) Suspense Voter Activity – Changes Only Run and Work (as applicable) Suspense Voter Activity – Voting History Only Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Processing new Address Confirmation Response and Statement of Residence Forms Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Forwarding Forms If you receive a completed Address Confirmation Response or Statement of Residence form that indicates the new address is not within your county then you are to forward the form to the other county within 2 days, just as you would forward a voter registration application showing residence in another county pursuant to Section 13.072 (d) of the Election Code.  The Address Confirmation Response and Statement of Residence forms serve as voter registration applications. If you know the VUID for the application you are forwarding, please include the VUID for the county acquiring the voter. Keep a copy for your “Inactive” Application File. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Matching & Cancelling Voters If the application indicates the voter is not a resident of your county, then it is not necessary to update your application with any identification number (TDL or SSN) and/or name change supplied on the Address Confirmation Response or Statement of Residence form. If you need to update the record in order to create a Notice of Rejection (sent when the address on the application is to a non contiguous county in accordance with 13.072(d)), then we recommend defaulting the date of registration to one day prior to the registration date that will be used by acquiring county.  NOTE: You do not need to hold on cancelling the voter in your county. When the “new” county enters the application, the voter can be located by the VUID indicated on the application or for Offline Counties strong-matched against your voter, inheriting the same VUID and keeping all the voting history.  For online records not including a VUID, be sure to select the appropriate voter for transfer. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Statement of Residence & Notice of Address Confirmations REMINDER: Even though these forms serve as voter registration applications, their original purpose remains to correct the address in the original county.  Thus, the forms will still need to be ordered through your Printer at the county's expense, and any postage incurred to forward the applications will be paid for by the county.  Print ready versions of the form are available online at: https://www.sos.texas.gov/elections/forms/vrformsindex.shtml Counties may use Chapter 19 Funds to purchase and mail Notice of Address Confirmation forms, but not Statements of Residence forms. Texas Secretary of State Elections Division

Texas Secretary of State Elections Division Offline Counties Offline Counties should notify the Secretary of State when your certificates have been mailed, so that the state can coordinate the update of all “Valid From” dates in the TEAM database. Texas Secretary of State Elections Division

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