Voter Registrar: Things to Do and When

Voter Registrar: Things to Do and When
Texas Secretary of State Elections Division 9/21/2018 Voter Registrar: Things to Do and When 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Texas Secretary of State Elections Division
9/21/2018 Voter Registrar Tasks Daily/ Weekly Monthly Annually / Biennially Seasonally 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Daily/ Weekly Tasks Voter Registrations/Voter Updates List Maintenance Initiating Investigations: including but not limited to: Felons, Non-Citizens, and Deceased Tasks Issuing Notice of Address Confirmations Correcting Registration Records Maintaining active/inactive files Check unassigned precinct voters 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Daily/Weekly Tasks Voter Registrations/Voter Updates Processing voter applications – paper copies Processing DPS applications, Processing FPCA Permanent Voter Registration Applications (if any) Processing Texas Online updates Processing other voter updates NOTE: Processing includes “forwarding” applications to the correct county 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Daily/Weekly Tasks List Maintenance Initiating Investigations: Felons, Non-Citizens, Deceased Tasks Voter Registrar investigations Reminder: ALL Notices MUST be mailed before the 30 Day Countdown clock can begin. Notices of Address Confirmation May be sent upon receipt of returned mail, or If the Registrar has reason to believe the voter no longer resides at the residential address on their application. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Daily/Weekly Tasks List Maintenance Correcting Registration Records May or may not be voter-initiated Includes Street Index Maintenance Unassigned precinct voters Run weekly to ensure voters are not moved from their precinct due to any Clerical Changes made within the county. . 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Daily/Weekly Tasks Maintaining Active/Inactive files Active- This file shall be maintained in alphabetical order by voter name on a countywide basis, or, if the registrar does not wish to maintain a list of registered voters in alphabetical order by voter name, then the list may be maintained in numerical order by registration number on a countywide basis. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Daily/Weekly Tasks Maintaining Active/Inactive files Inactive- Move cancelled voters to inactive files (file must be maintained in alphabetical order) for two years after cancellation. File Rejected voter application in inactive files (file must be maintained in alphabetical order) for two years after rejection. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Expedited updates required
Texas Secretary of State Elections Division 9/21/2018 Expedited updates required Sec STATEWIDE COMPUTERIZED VOTER REGISTRATION LIST - (c) Under procedures prescribed by the secretary of state, each voter registrar shall provide to the secretary of state on an expedited basis the information necessary to maintain the registration list established under Subsection (a). The procedures shall provide for the electronic submission of the information. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Expedited updates required
Texas Secretary of State Elections Division 9/21/2018 Expedited updates required Sec SANCTION FOR NONCOMPLIANCE. If a registrar fails to substantially comply with Section , , or or with rules adopted by the secretary of state implementing the statewide computerized voter registration list, the registrar is not entitled to receive state (Chapter 19) funds for financing voter registration in the county. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Monthly Tasks NVRA Reports Other Statistical Reports (optional) Information Reported to Registrar Postal Reclassification 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Monthly Tasks NVRA Reports Two reports developed in TEAM meant to help counties comply with EAV Survey Accuracy is Vital List Maintenance Important Data is constantly evolving Save monthly to ensure accurate reporting will be available for the survey. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Monthly Tasks Other Statistical Reports (optional) As a reminder, the voter registration system is a snapshot in time. This means it is always changing and being updated to reflect the current voter information. If you want to keep historical reports pertaining to voter registration information for a given month, you need to run these on a monthly basis. TEAM is not meant to be historical in nature. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Monthly Tasks County Level Information Reported to Registrar Deceased Information Local Registrar of Death Clerk of the Court (probate of will/heirship) Non-Citizen Information Clerk of the Court – jurors claiming not to be a U.S. Citizen (Notice of Examination) Resident of the County Clerk of the Court – jurors claiming not to be a Resident of the County (Notice of Address Confirmation) 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Monthly Tasks Postal Reclassification Sec CORRECTION OF REGISTRATION RECORDS. (b) At least monthly, the registrar shall request from the United States Postal Service any available information indicating address reclassification affecting the registered voters of the county. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Annual and Biennial Tasks
Texas Secretary of State Elections Division 9/21/2018 Annual and Biennial Tasks Jury Wheel Reporting Suspense Voter Activity Mass mail out Suspense Mass Cancellation EAV Survey Security Agreement Verify contact information 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Annual Tasks Jury Wheel Reporting Jury Exemption Due to: Inability to Comprehend or Speak English Exemption (Court Order) Judicial Excuse Exemption (Court Order) Mental Impairment - either with or without the right to vote - Exemption (Court Order) Permanent Exemption for over 70 (This is a separate document – Not a summons response) Physical Impairment Exemption (Court Order) Sworn Statement filed with Voter Registrar 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Annual Tasks Jury Wheel HB1103 – Suspense Voters now excluded This bill modifies Section (d), Government Code, to require Voter Registrars to exclude the names of persons on the suspense list from the jury list when the wheel is reconstituted. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Annual Tasks Suspense Voter Activity: Voter’s with Changes on the Voter Record Should be evaluated each November. Odd years-run report prior to the mass mail out to ensure all voters eligible to receive a certificate do. Even years-run report prior to Suspense Mass Cancellation to ensure voters are accurately cancelled. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Biennial Tasks Odd Numbered Years TEAM Security Agreement- update all security agreements on file in your office. Delete or disable all past users. Only send to the state, an agreement signed by the designated Senior Administrator: Election Administrator Tax Assessor-Collector (Voter Registrar) County Clerk (Early Voting Clerk) District Clerk (Jury) 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Biennial Tasks Odd Numbered Years Mass mail out - Certificates should be created and mailed on or after November 15th but before December 5th of odd-numbered years. Update contact information-Verify all phone numbers and addresses are current on the FVAP, Secretary of State, and TEAM websites. Updating contact information should be sent to Elections Internet address. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Biennial Tasks Even Numbered Years Mass Notice of Address Confirmation (January 1st – March 1st) Suspense Mass Cancellation EAV Survey – Running the NVRA reports on a monthly basis benefits your office when completing this survey. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Entering Voter History Working Suspense Voter Activity Report – Voting Activity Only Coding new Districts for Entity Elections DPS Web Portal Polling Places & OLRV 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Entering Voter History - Sec Voting history. DEADLINE: 30 days after Election Day REPORTING REQUIRED FOR: Primary, Runoff primary, General election ordered by the governor, or Special election ordered by the governor NOTE: Local Election Reporting is optional 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Entering History - Sec Voting history. MUST include a notation of whether the voter voted on: Election Day, (ED) Early by personal appearance, (EV) By early by mail under Chapter 86 or Chapter 101. (AV) 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Suspense Voter Activity – Voters having Voted After being placed on Suspense: If a Voter voted in an election AFTER being placed on Suspense, the Voter is NOT Eligible to be cancelled in an upcoming mass cancellation under the NVRA. The voter sequence must include no activity on the voter record – voter-initiated update or voting history activity – once the voter is placed on suspense, in order to be eligible for cancellation under the Suspense Mass Cancellation Process. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Suspense Voter Activity – Voters having Voted After being placed on Suspense: BEST PRACTICE: After each election, evaluate Suspense Voter’s having Voted and look for a Statement of Residence (voter update) contained in Envelope #4, which would clear the Suspense notation, or if no update received, then re-issue a Notice of Address Confirmation to the voter. NOTE: Be sure to ask for Envelope #4 after every election if not received from the Early Voting Clerk or Presiding Judge. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Seasonal Tasks 9/21/2018 DPS Web Portal A county should submit an inquiry regarding whether or not a person attempted to register to vote through DPS, if the information is supplied by the person within (30) days of an election or the week following the election as part of the federally mandated provisional voting process; inquiries may be submitted outside this time, but outside this time the individual is encouraged to submit a new voter registration application. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Polling Places It is required to enter polling locations for all statewide and federal elections, in TEAM. Entering polling locations in TEAM for local elections is optional. Polling locations are needed if you are entering in voting history manually. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks Polling Places Am I Registered website - voters can view their polling locations by clicking on the November 7th election. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

9/21/2018 Seasonal Tasks OLRV Prior to running the OLRV an election MUST be set up in TEAM. REMINDER: TEAM is the statewide Official List. As such ALL lists produced using other software MUST match the OLRV produced in TEAM. 9/21/2018 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Thank You 9/21/2018 Texas Secretary of State Elections Division

Voter Registrar: Things to Do and When

Similar presentations

Presentation on theme: "Voter Registrar: Things to Do and When"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Voter Registrar: Things to Do and When

Similar presentations

Presentation on theme: "Voter Registrar: Things to Do and When"— Presentation transcript:

Similar presentations

About project

Feedback