1. 2018 iGO Annual Conference Election Mail
International Association of Government Officials (iGO)
Shawna Heaton
Manager – Business Mail Entry
July 20, 2018

2. Election Mail U.S. Postal Service
Voting is the Bedrock of Our Democracy
Postal Service is proud of the role we play in helping make voting accessible for voters
Committed to working with Election Officials to ensure smooth processing
Continue partnership with state and local Election Officials
Ensure the needs of military and overseas voters are met
Support State and Local Vote-by-Mail programs
Many states are passing legislation to increase use of vote by mail
During the 2016 election cycle, Postal Service delivered:
276 million pieces of outbound Election Mail
2.3 billion pieces of Political Mail
The U. S. Postal Service is steadfast in its commitment to the democratic process and the election community.  We are aware of the extent to which voters, candidates, political parties, and election officials rely upon us for timely delivery of ballots and other election-related mail, and we are committed to fulfilling our responsibilities in enfranchising voters to participate in the electoral process.
As a part of our universal service obligation to provide “prompt, reliable, and efficient” services to the American people, rest assured that election mail is a top priority within the Postal Service. We are committed to working with Election Officials to ensure the reliable distribution of election mailpieces from the design phase, through entry, processing, and delivery.
We are proud of the work we do to support state and local Election Officials. Our strong partnerships with the Federal Voters Assistance Program and the Military Postal Service Agency help ensure that the needs of military and overseas voters are also met. As state and local election officials, political candidates, campaign committees and other voter mobilization organizations promote and encourage voting in America, we are ready to support the growth in vote-by-mail initiatives. 2

3. Election Community Partnership
National Association of State Election Directors
Election Center; Joint Election Officials Liaison Committee
Bipartisan Policy Center
Military Postal Service Agency
Federal Voting Assistance Program
National Association of Secretaries of State
Local Election Offices
Election Assistance Commission
Counsel of State Governments
International Association Government Officials
Improved communications with Election Officials across the country

4. Recommendations Use letter-size reply envelopes
Board of Elections should use First-Class Mail postage on outbound absentee or Vote-by-Mail ballots
Design reply envelopes to contain:
Official Election Mail logo
Use Informed Visibility® (IV®) a service that provides near real-time mail tracking data for letter and flat pieces, bundles, handling units (trays, tubs, and sacks)
Tag 191 Domestic and International Ballots
Official Ballot Mailings - Provide a sample mailpiece with all contents, exceptions (see DMM 703.8)
Use letter-size reply envelopes
The Postal Service highly recommends the use of letter-size reply envelopes. The use of letter size reply envelopes will increase the operational likelihood that the ballot receives a postmark.
Board of Elections should use First-Class Mail postage on outbound Vote-by- Mail or Absentee Ballots
Board of Elections should use First-Class Mail postage rather than standard or non-profit postage rates when paying for the delivery of outbound absentee or vote by mail ballots. Most First-Class Mail is delivered within 2-5 days.
Please use USPS-approved practices to maximize postage discounts for First-Class Mail (e.g., presort First-Class Mail).
Reply Envelope Design – Front of Envelope to Contain:
Official Election Mail Logo
Voters recognize the mail as important
Postal workers can distinguish it from the thousands of other mailpieces processed daily
Informed Visibility® (IV®) is a free subscription-based service that provides near real-time tracking information for your automation-compatible letters and flats, giving advance notice for both incoming and outgoing mail.
Mailing Entry Preparation
Use TAG 191
Green Tag 191 Domestic and International Ballots
identifies trays and sacks that contain ballot mail
Provides greater visibility during mailing induction
Tag 191 can ONLY be applied to ballot mail, such as Vote-by-Mail Ballot and Absentee Ballots
Available at Business Mail Entry Unit (BMEU)
Sample Mailpieces
It is a best practice to provide physical samples of mailpieces to your Mailpiece Design Analyst for verification and testing purposes.
At the time of mail entry we strongly encourage the mailer to supply an unaddressed copy of all OEM mailpieces. However, for official ballots, regardless of class of mail, the mailer must provide a sample mailpiece with its contents, unless an exception is met. (see DMM 703.8)
Postage Statement
Check-off the “Yes” box next to “This is Official Election Mail”
Test mailings
It is a best practice to test mailpiece processing, tracking and reporting with a seed mailing in advance of a large election mailing. It’s better to test for design or coding issues on test mailings so that any issues can be addressed before an election. 4

5. Recommendations contd.
Return by Mail Date Guidance
Domestic non-military voters
The Postal Service recommends that voters mail their ballots at least one week early to account for any unforeseen events or weather issues
APO/FPO
The Military Postal Service Agency recommends that military personnel serving overseas follow the return by mail date for their location published here usps.com/electionmail
Voter communication is an essential component of preventing late ballots
Election Officials should consider including a voter notification in the ballot material packet to ensure the timely delivery of ballots.
Return by mail dates are based on state and local laws, but the Postal Service recommends the following: 5

6. Issue Resolution Two-Step Approach
Election Mail Coordinators - single point of contact for Election Officials
Election Officials report issues through ElectionMail.org
Issues automatically sent to local Election Mail Coordinator for investigation and resolution
Provided national visibility of issues and ability to identify trends and address systemic issues
For any report we receive, even if there is only one or a few ballots affected, the Postal Service takes the following action:
Conduct a full investigation on a case-by-case basis.
Work with local election officials to gather information and determine the possible cause. 
When an Intelligent Mail Barcode is included on a mailpiece, we use that data to locate individual pieces and send any ballot to its intended destination.
Issues are reviewed with a cross-functional team at regular meetings that increase in frequency to daily in the weeks prior to the general election to identify and implement solutions.

7. Challenges Frequent Issues Reported
Return Ballot envelopes were delivered back to voter
Voter address information and multiple barcodes printed on the back of Return Ballot envelopes resulted in automation equipment using voter address as the delivery address
Missing Postmarks on Return Ballot envelopes
Missing or obscured Facer Identification Marks (FIMs) resulted in mailpieces not being oriented correctly on automation equipment for postmarking on front of envelope
Many Return Ballot envelopes are not compatible with automation equipment and require manual processing for a postmark

8. Challenges Late Delivery
Many Ballots are mailed using Nonprofit Standard Mail
Service standards for Standard Mail are 3-10 days
Service standards for First-Class Mail are 2-5 days
Ballots arrive at our plants without Tag 191 Domestic and International Ballots, making it less visible for processing staff
Deadlines for requesting absentee ballots are very close to Election Day in some states

9. 2018 Election Cycle Updates
Updated Interactive Election and Political Mail Map
Identify Election and Political Mail coordinators
Now includes Business Mail Entry Unit
addresses and phone numbers
ZIP Code lookup feature has been added
to the front of the map

10. 2018 Election Cycle Updates
Postal Service’s Operational Focus
Conducting employee training on Election Mail, including a series of national webinars and employee service talks. Topics included:
Outreach process
Issue reporting and resolution
Mail Entry processes
Handling Military Ballots
Key election dates by state
We will implement daily “all clear of ballots” certification at all Post Offices and mail processing plants during weeks before and after local election primaries and Election Day

11. 2018 Election Cycle Updates
Postal Service Outreach
Election Mail Coordinators are using a standardized checklist and approach to facilitate customer meetings
The Postal Service provides information on Election Mail in a variety of ways.
Postal Bulletin Cover Story (PB22437)
KIT 600 – The 2018 Official Election Mail Program Kit
Available online usps.com/electionmail
The Postal Bulletin Cover Story and KIT The Official Election Mail Program Kit clearly define election mail services.
Election officials are encouraged to refer to both publications when preparing their mailings.
To help Election Officials in the planning and preparation of election-related mail, the Postal Service™ has developed the 2016 Official Election Mail™ Program Kit. The kit is part of our continued commitment to provide you with the tools necessary to use the U.S. Mail™ as a secure, efficient, and effective way to facilitate the election process. The 2018 Official Election Mail Kit distributed to 7,500 State/Local Election Officials

12. https://about.usps.com/gov-services/election-mail/
Election Mail Website
The USPS Election Mail Website contains the information that election officials need for success in an election.
On the site, you can find:
KIT 600
Publication 631
Publication 632
Mailpiece design tips
Contact information for your Area Lead and District Election Mail Coordinators
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13. Election Mail Website
KIT 600: The 2018 Official Election Mail Program Kit
A comprehensive, written resource for state and
local election officials.
Tag 191 Fact Sheet and Sample Tag
Informed Visibility® Mail Tracking and
Reporting (IV®-MTR) Fact Sheet
Steps to Creating
Your Intelligent Mail® Barcode (IMb®) Fact Sheet
Special Procedures APO/FPO Fact Sheet
Official Election Mail Program Overview
Domestic Mail Manual (DMM®) Fact Sheet
Election Mail Checkbox Fact Sheet
Cancellations Fact Sheet
Publication 631: Official Election Mail—Graphic Guidelines and Logos
Publication 632, State and Local Election Mail—User’s Guide (with a step-by-step checklist for election officials)
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14. https://postalpro.usps.com/operations/mteor
Election Mail Website
Supply Fulfillment
Order Mail Transport Equipment
The Mail Transport Equipment Ordering System (MTEOR)
Provides a fast, reliable, and convenient place for Mailers to request mail transport equipment (MTE) directly from a Postal Plant or a MTESC.
Mailers who request at least one pallet (approximately 100 pieces) of stacked trays, tubs, sacks or sleeves, any quantity of plastic pallets, or rolling stock from a Postal plant should use MTEOR.
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15. 2018 Election Cycle Updates
Tag 191
Can now be ordered online
and mailed directly to Local Election Offices
Tags are to be affixed to trays, tubs,
pallets, and sacks
Election Mail Visibility
Use Informed Visibility® (IV®)
a service that provides near real-time mail
tracking data for letter and flat pieces, bundles, handling units (trays, tubs, and sacks)
The Election Community has asked for a more convenient way to order Tag 191 so we delivered. New for 2018 Tag 191 can now be ordered online and mailed directly to your office
Informed Visibility has replaced IMb Tracing. Informed Visibility includes geospatial tracking to more accurately inform your decisions based on high likelihood your mailpiece has been delivered.

16. 2018 Election Cycle Updates
Ballot Mail Visibility
Developing Service Type Identifiers (STIDs) and 9-Digit ZIP Codes
Goals
Identify Ballots on-hand and enable tracking in the mailstream
Sort all Ballots and Election Mail on automation equipment
Benefits
Increased visibility of outbound/returning ballot mail within the automation environment
Enable passive identification and tracking of ballot mail
Increase public confidence in the “voting by mail” process
Phased Approach
Enable visibility of Ballot Mail by utilizing elements in an IMb
Utilize identifiable elements in letter and flat IMb to enable tracking
Identify ballots enroute to voter and constituent addresses
Identify completed ballots enroute to the election board
Use scan data to create reports in Informed Visibility (IV)
Returning marked ballot mail can be sorted to specific bins (hold outs) on automation equipment
The Postal Service is evaluating the use of Service Type Identifiers (STIDs) and 9-Digit Zip Codes to support processing visibility and enhanced reporting to Local Election Offices.

17. Service Type Identifier (STID)
2018 Election Cycle Updates
Ballot Mail Visibility
Service Type Identifier (STID)
A 3-digit field used to identify the class of mail and any additional or special services requested for the piece such as OneCode ACS, IMb Tracing, no service or ballot mail tracking
Defines the mailpiece as Full-Service, Basic or Non-Automation
Used to determine the disposition of Undeliverable-As-Addressed (UAA) mail and the form of address correction desired by the mailer
Identifies whether IMb Tracing is desired
Service Type Identifier (STID)
Ex: 300
for First-Class Mail®
Barcode ID
Ex: 50
for Mixed AADC
Mailer ID
Ex:
USPS assigned
Routing Code
Ex: 6449 Amber Ct., Memphis, TN
Serial Number
Ex: Mailer assigned

18. 2018 Election Cycle Updates
STIDs now…..
A 3-digit field used to identify the class of mail and any additional or special services requested for the piece such as OneCode ACS, IMb Tracing, no service or ballot mail tracking
Defines the mailpiece as Full-Service, Basic or Non-Automation
Used to determine the disposition of Undeliverable-As-Addressed (UAA) mail and the form of address correction desired by the mailer
Identifies whether IMb Tracing is desired

19. 2018 Election Cycle Updates
STIDs Future
Parallel STIDs for Election Mail have been approved and established
One unique STID (777) to be used for Returning Ballots (votes)

20. What to do NOW Contact your Election Mail Coordinators
Single point of contact for questions and issue resolution
Assist with mailpiece design
Coordinate timelines
Issue resolution
To reach your Election Mail Coordinator

21. What to do NOW Contact your Mailpiece Design Analyst (MDA)
Work with MDAs to review all Outbound and Return Ballot envelopes
Receive mail piece design consultation for mailing standards
Maximize automation compatibility and pricing
Receive technical assistance for printers, graphic designers, and envelope manufacturers 
To reach an MDA
MDA Support Center at
Hours of operation are Monday – Friday, 8 am-6 pm ET
Ask State Election Directors to support local elections jurisdictions by developing ballot envelope design certification processes. Having ballot envelope designs approved in advance of use will help ensure Postal Service automation compatibility and minimize mailpiece missorts.

22. Thank you! U.S. Postal Service
Committed to working with Election Officials to ensure smooth processing
Continue partnership with Election Officials
Let’s grow Election Mail together