Rules Update FSASE 2010 Summer Conference Presented by Maria Matthews Assistant General Counsel Florida Department of State/Division of Elections Dawn K. Roberts, Interim Florida Secretary of State Donald L. Palmer, Director, Division of Elections

Rule 1S Revisions to ‘Provisional ballot’ rule  Changes content of Notice of Rights that is given to a person when he or she votes provisionally:  Clarifies what SOE contact info must be included (no. for phone and fax, and addresses for , mailing and office)  Removes pre-2008 instructions  Adds specific instructions about what ‘unverified voters’ have to bring in as evidence by 5 pm of 2 days after election day  Removes reference ‘activator card’ for Sequoia Voting Systems Filed for Adoption/Effective May 18, 2010

Proposed revisions to Electronic transmission of absentee ballots to UOCAVA Voters (applies only to overseas voters (absent uniformed services members and spouses/children thereof, and other U.S. Citizens) In response to federal MOVE Act (2009) and HB 131 (2010)(if signed into law) Rule workshop held April 19, 2010 Public hearing to be held in June 2010 Rule 1S-2.030

Primary proposed revisions to existing rule Return of voted ballot by return by subject to specific encryption -decryption program designated by county Ballot instructions: revises instructions to reflect transmission and encryption procedures and return of absentee ballots by secured transmission Secured remote transmission: cleans-up language in secured transmission pilot program part of rule to be more clear about public and private key encryption Rule 1S-2.030

Available encryption/decryption programs –HUSHMAIL –PICO CRYPT Not exclusive list Rule 1S-2.030

Available encryption program-Hushmail Voter signs up for a free account at hushmail.com Voter signs in to his/her account Voter creates and passphrase, and attaches ballot to the message Ballot and message are automatically encrypted by Hushmail encryption engine Ballot is automatically digitally signed by Hushmail encryption engine Voter sends encrypted with all of its attachments to the appropriate address (Election Official, Supervisor of Election) Voter waits for a minute to make sure that no error messages are received from Hushmail service Note: County and the voter must have a method for providing the password/passphrase. Rule 1S-2.030

Available encryption program-Pico Crypt Voter downloads encryption software PicoCrypt from html#rateit html#rateit Voter saves software to his/her USB memory storage device Voter executes program from USB memory storage device Voter uses the program interface to set a password and encrypt the ballot Voter attaches ballot to his/her and sends it to Election Official Note: County and the voter must have a method for providing the password/passphrase. Rule 1S-2.030

Proposed new rule re electronic transmission of absentee ballot solely for uniformed services members (and spouses/children thereof) who are absent stateside In response to federal MOVE Act Workshop held on April 19, 2010 Public hearing to be held in June 2010 Rule 1S-2.049

Primary provisions –Allows absentee ballot to be delivered via mail, fax or to absent stateside military member (and spouse/children absent due to military member’s absence) –Only allows absentee ballot to be returned by mail --NO RETURN BY FAX or Rule 1S-2.049

communications with UOCAVA voters (if HB 131 is signed into law): This is not a part of R1S or R1S SOEs will have to communicate by with UOCAVA voters (absent stateside and overseas military and other overseas U.S. citizens who gives address)to: –Confirm receipt of absentee ballot request –Provide estimated transmission/delivery date –Confirm receipt of voted ballot. Reminder

Proposed new rule: FVRS statewide uniform procedures for voter registration Workshop held May 3, 2010 Public hearing to be held in June 2010 Rule 1S-2.039

Existing record search –Search for existing application or registration record before you create new one. –Duplicate registration is one which the name, residence address, date of birth, SSN or DL, and political party on the application form are the same as what are in FVRS. If any of the information in these fields are different then it should be considered an update. Rule 1S-2.039

Data Entry Enter all information from valid or invalid applications Do not complete an otherwise blank field for applicant/registrant –A person cannot purposely leave a field blank as way of ‘replacing’ currently record information except in the context of a political party change provided there is an indication of intent. Enter only last SSN4 Enter printed name version versus signature version Require original signature on applications (new, update or supplemental application) Rule 1S-2.039

Verification of personal identifying number –Verified by DHSMV or SSA, voter registered –Unverified by DHSMV or SSA, BVRS to review Data input error-corrected-resubmitted for verification No data input error –BVRS able to resolve-override-voter registered –BVRS unable to resolve-suspended to SOE for resolution Rule 1S-2.039

Notice to unverified voter: Pre-cleared template for notice is incorporated by reference (DS-DE form #122). Notice tells unverified voter: –That number on application unverifiable –What, when, how, and to whom to present evidence (SSN, DL, or State ID card to SOE in person, by mail, by fax, or by no later than 5 p.m. of 2 nd day following election in order for provisional ballot to count) Rule 1S-2.039

Political party affiliation Register with party affiliation using party codes designated by Division of Elections Register person as NPA if person marks “no party” affiliation, or designates party that is non-existent, not registered in Florida or no longer registered in Florida Register person as UNK if party field left blank. This is necessary to trigger NPA notice under s (5)(b), F.S. that he or she may designate party. (Otherwise UNK will convert to NPA or must be recognized by FVRS as NPA after 30 days if no response from person.) Rule 1S-2.039

Source code assignment –To satisfy bi-ennial NVRA/EAC Survey requirements –Codes 1-8 –Codes entered into local systems must be programmed in way that reflects the FVRS code assignment Rule 1S-2.039

Code 1: DHSMV/Tax collector offices issuing DLs Code 2: Any application that arrives through postal service or other mail delivery service that cannot otherwise fall into any of the other source codes listed. Code 3: Offices providing public assistance Code 4: Offices servicing persons with disabilities Code 5: Armed forces recruitment offices and armed forces installation offices (pay, personnel or ID offices) Code 6: Public libraries Code 7: SOEs/Division of Elections(completed in person or hand-delivered) Code 8: Third-party voter registration organizations Rule 1S-2.039

Scan Applications-Within 3 days of input Notices/Types Incomplete, i.e., missing one of mandatory fields Ineligible, i.e., person is ineligible (e.g., convicted felon, adjudicated mentally incapacitated, not a U.S. citizen, not listing a Florida legal residence, nonlegal age, etc.) Unverified voter, i.e. unverifiable personal identifying number; must provide personal proof Voter information card, i.e., application accepted/registered Duplicate, i.e., duplicate application—if no data element differences between application and registration record as to name, date of birth, residential address, SSN/DL or State ID, political party Rule 1S-2.039

Special Applicants Victims of domestic violence and (if HB7079 signed into law), stalking victims are to processed manually Do not input information into FVRS Must be Attorney General ACP participants and show certificate thereof Send redacted application to BVRS to verify against DHSMV/SSA and conduct periodic eligibility check (FDLE felon database, DOH vital stats database, clerk of courts’ court orders of mental incapacity) Keep protected only for 4 years unless renewed -- otherwise input into FVRS Rule 1S-2.039

Two distinct ‘address’ confidentiality laws 1.Violence victims (domestic violence (and stalking victims if HB 7079 is signed into law)). Special Attorney General Address Confidentiality Program (ACP)(s , F.S). They are never inputted into FVRS but registered manually. They vote absentee. 2.High-risk professionals and spouse/children. Applies only if requested in writing per Section (4)(d) and (5)(i), F.S. If they want to register, they must still provide information but it will be redacted in a public records request. Reminder

Street index update required by s (4), F.S. Batch method. Replace entire index with update Change method. Replace as changes occur Rule 1S-2.039

Proposed new rule re Uniform Procedures for Address and Eligibility Records Maintenance Rulemaking is suspended pending further revisions to address questions by JAPC and public comments Next step: Public Hearing (TBD) 7 major subsections Rule 1S-2.041

Address list maintenance Notices Address change notice (person to use return form regarding any address change) Address confirmation request (person to notify SOE if name or address has changed) Address confirmation final notice (30-day response period). If returned undeliverable or no response, make voter inactive. Inactive voter removed only after no voting or voter registration record activity through 2 general elections after placement on inactive list. Rule 1S-2.041

Address list maintenance Process –In-county residence change (same residential and mailing address, different residential and mailing address) –Out-of-county residence change (same residential and mailing address, different residential and mailing address) –Out-of-state residence change –Non-residential address change Rule 1S-2.041

Address list maintenance Response to Address Confirmation Request –ACR asks voter to NOTIFY SOE if name or address is incorrect –If voter responds-make change. For name change, it must be completed on voter registration application per s , F.S. –If voter does not respond-no further action –If ACR returned undeliverable, send address confirmation final notice. Rule 1S-2.041

Address list maintenance Response to Address Change Notice or Address Confirmation Final Notice  In-state change. Make change. If response on form other than return form, change must be submitted per section , F.S.  Out-of-state change, remove voter. Rule 1S-2.041

Address list maintenance Response to Address Confirmation Final Notice (ACFN)and ‘Inactive List’ If ACFN not returned or voter does not respond, make voter inactive Keep voter on inactive list through 2 general election cycles thereafter If inactive voter does not initiate any voting activity (i.e., presents to vote, requests absentee ballot) or any registration update, during those two cycles, remove the voter. Rule 1S-2.041

Address list maintenance Preregistered voters. Update mailing address field. Send letter of acknowledgment. Upon legal age, change to active registration status. Issue voter information card. Inactive voters Restoration to active status. Voter must do something (i.e., present to vote, request absentee ballot or update record). 3 rd party address change source activities do not trigger restoration. Removal of inactive voter. Remove only after voter fails to vote, request absentee ballot or make voter registration record change. Rule 1S-2.037

90-day moratorium before an election No notices can be issued resulting from 3 rd party address change activities under s , F.S. (cf s (5), F.S.) No removal of inactive voters scheduled for removal until after election. Exception: Address changes or requests for removal by voter Notice of out-of-state registration from out-of-state election official (treat as request to be removed). Ineligible voter (felony conviction without civil rights restored, adjudicated mentally incapacitated without voting rights restored, death, nonlegal age, not a U.S. citizen, not listing a legal Florida residence) Reminder

Address list maintenance Recording and reporting Record transactions in way that the codes and contact types are captured in FVRS Do not scan third-party address change source documents. Bi-annual certification of address list maintenance activities (DS-DE #117), no later than July 1 for prior 6 months, no later than January 31 for prior 6 months Rule 1S-2.041

Eligibility maintenance activities-to ensure that only one active registration record exists for eligible voter and that ineligible registered voters are removed from the FVRS rolls. Grounds for ineligibility: felony conviction without civil rights restored, adjudication of mental incapacity without civil rights restored, nonlegal age, not a U.S. citizen, fictitious person, listing a residential address that is not the person’s Florida legal residence. Rule 1S-2.041

Eligibility maintenance-Duplicate records Identified periodically by the Department of State Records in the same county  update to reflect only one active registration record for the voter. Records in different counties –If registration date on newer duplicate record is before January 1, 2006  Remove the older registration record, and retain latest record as voter’s active record –If registration date on newer duplicate record is after January 1, 2006  Update older registration record with newer duplicate record info which becomes active record Records-invalid or indeterminate  Record determination and assign code that reflects determination. Rule 1S-2.041

Eligibility maintenance—registered voter who moves out and back into state without removal and submits registration If person not already been removed pursuant to processes under law, update record only. Do not register as new. Do not assign new FVRS number. Rule 1S-2.041

Eligibility records maintenance-death records Identified by Department of State or receipt of death certificate from Department of Health’s local office. Remove voter’s name. Option to conduct further review prior to removal Identified by SOE through other source. Follow process under s (7), F.S.- notice and opportunity for hearing. Rule 1S-2.041

Eligibility records maintenance-felony conviction and mental incapacity records –Identified by state or identified by SOE, follow process under section (7), F.S. upon receipt or creation of case file. Record determination and record code for removal if determined to be ineligible. Eligibility records maintenance—other grounds for ineligibility –Follow procedures for actual and constructive notice and opportunity to be heard under section (7), F.S. Rule 1S-2.041

If a someone is convicted of a misdemeanor after registering, is the person still eligible to be registered? If a registered voter is charged with a capital felony offense and requests an absentee ballot from jail, would you send him or her the ballot? If a registered voter is adjudicated mentally incapacitated and removed from the rolls and later has voting rights are restored, would you restore the person or require re-registration? Questions

Eligibility records maintenance—address changes on potentially ineligible registered voters Inactive voter –If 3 rd party address change source-no address change required –If voter provides address change, restore to active status, send notice of potential ineligibility to new address Rule 1S-2.041

Eligibility records maintenance—address changes on potentially ineligible registered voters Active voter –If 3 rd party address change source-make changes in accordance with process set out in rule for 3 rd party address changes –If in-county change, send notice of potential ineligibility –If out-of-county change, notify new county of file and coordinate transfer of information. Notify BVRS if file originated with BVRS. –If out of state change, process as request to remove unless you have already determined ineligibility, then remove as ineligible Rule 1S-2.041

Eligibility records maintenance Recording and reporting –Record transactions so that determinations of ineligibility, codes for removal and date of removal are reflected in FVRS. –Bi-annual certification of activities reports (DS-DE #118), no later than July 31 for prior 6 months, no later than January 1 for prior 6 months Rule 1S-2.041

Proposed new rule re NVRA Voter Registration Agencies (VRAs) and obligations Applies to all federally and state- designated voter registration agencies responsible for administering NVRA and s , F.S. Rule workshop scheduled for June 1, 2010 Rule 1S-2.048

Designation of coordinator -requires each VRA to designate NVRA coordinator to oversee agency’s NVRA activities, to ensure local staff are trained and to act as liaison to statewide NVRA coordinator Notice of rights -requires notice of rights to be incorporated into manual or electronic process for each client/patron ‘Preference form’ -combination notice of rights/voter registration form (DS-DE #77 ENG and #77 SPN)(exploring which app to incorporate) Rule 1S-2.048

Data collection -requires VRAs(with special provisions for public libraries) to report annually regarding NVRA agency activities –# of declinations –# of clients/patrons seeking services/help in person, by mail, via online or web service, electronic remote location, by telephone, through home site visit –# of registration applications mailed –# of voter registration applications completed onsite and/or turned in (including by mail) –# of voter registration applications forwarded to SOE Rule 1S-2.048

NVRA Statewide Coordinator is Nolah Shotwell Statewide training revamped for 2010 Webinar NVRA training sessions –SOE-specific training sessions held May 11 (small counties), 12 (medium counties), and 13 (large counties); 80%+ county participation –DHSMV training sessions and other VRAs webinar training summer sessions are forthcoming –Public library training session scheduled for July 12, Reminder

Proposed revisions to existing rule/form re Polling place procedures manual (DS-DE #11) governs procedures at the polling place during early voting and on Election Day Voter intake at the polling place Override of voting system to allow voter to vote over voted or under voted ballots Assistance for persons with disabilities Rule workshop held May 3, 2010 Public hearing- June 22, 2010 only if requested Rule 1S-2.034

Proposed repeal to petition revocation rule Repeal is based upon the Florida Supreme Court's opinion in Browning v. Florida Hometown Democracy, Inc., No. SC08-884, (Fla. Feb. 18, 2010), that the revocation provisions of Section , Florida Statutes, and this rule violate the Florida Constitution and are void and without effect. Filed for Adoption/Effective May 25, 2010 Rule 1S

Proposed revisions to existing rule- Constitutional Amendment Ballot Position  Will reflect Florida Supreme Court holding that the initiative revocation law violated state constitution  Back to the way it was: initiative petition sponsors no longer have to wait until February 1 of the election year to obtain a designating number for ballot position; ballot position obtained when initiative petition filed. Public hearing for May 24, 2010 (only IF requested) Rule 1S

Proposed revisions to existing rule- Constitutional Amendment Initiative Petition  Eliminates any reference to revocation of voter signatures (which was declared unconstitutional)  Clarifies that voter’s signature may be verified unless SOE has previously verified signature on identical initiative.  Requires only street address; not residential address (conforms with state law) Public hearing for May 24, 2010 (only IF requested ) Rule 1S

Proposed revisions to existing rule-Regulation of third-party voter registration organization  Assigns new form numbers for incorporated forms  Requires registered agent to accept appointment by signing 3 rd Party voter registration organization's registration form Filed for Adoption/Effective May 31, 2010 Rule 1S-2.042

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