UNDERSTANDING THE OFFICIAL LIST OF REGISTERED VOTERS

UNDERSTANDING THE OFFICIAL LIST OF REGISTERED VOTERS
Texas Secretary of State Elections Division 2/25/2019 UNDERSTANDING THE OFFICIAL LIST OF REGISTERED VOTERS 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Texas Secretary of State Elections Division
2/25/2019 What to Expect Election Lists are provided by the Voter Registrar Official List of Registered Voters Ballot Styles Supplemental List Registration Corrections List Voting History 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Understanding the OLRV
Texas Secretary of State Elections Division 2/25/2019 Understanding the OLRV Section TEAM is the Official List of Registered Voters in the state. As such, all lists should be pulled from TEAM for use in elections. The statewide list is required to: contain the name and registration information of each voter registered in the state. Assign a unique identifier (VUID) to each registered voter. Be available to any election official in the state through immediate electronic access. Counties are required to provide on an expedited basis the information necessary to maintain the registration list. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Texas Secretary of State Elections Division 2/25/2019 Understanding the OLRV Section Information eligible for suppression must be suppressed under law. To ensure the list is up to date and accurate, counties should work their tasks. In order to comply with current law, ensure all applications (including DPS applications) are forwarded to the appropriate county (if not your county) no later than the second day after receipt of the application. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Texas Secretary of State Elections Division 2/25/2019 Understanding the OLRV Section “Original List of Registered Voters” A list of voters, including Suspense and Active statuses, whose registration will be effective (EDR) on the date of the election. Must be provided prior to the beginning of early voting by mail (Section , TEC). Must be provided to authorities responsible for procuring election supplies – including political subdivisions or territorial units. If a political subdivision is requesting a list for an election, the request must be delivered early enough to afford the registrar reasonable time to prepare timely lists. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Texas Secretary of State Elections Division 2/25/2019 Understanding the OLRV Section The Registered Voters report is not the same as the OLRV. The OLRV takes into account the EDR of a person. The OLRV is the list that should be provided in preparation for an election. As a practical matter, the only way to produce an OLRV in TEAM is to first set up an associating election for the list to key off of. (SOS sets-up Federal, State and Special Elections for state and federal offices). Local elections are set-up by the county. Before assigning districts for local elections be sure the entity is having the election. NOTES: Once the districts are assigned to local elections, which are set-up by the county, Annual Ballots are automatically appended. In this case the county can’t delete the election in TEAM unless the county manually deletes all ballot requests before attempting to delete the election. Be sure to check your OLRV to ensure it is what is anticipated before providing the list to the authority conducting the election. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 OLRV Logic The OLRV will produce all qualifying voters in the district and/or districts assigned to the specific election selected when requesting the OLRV list. Whether or not a person appears on the list is dependent upon the EDR/Districts for the Voter and the Districts assigned to the election. The Valid From Date determines what information is displayed- Changes to a voter record, such as their name, address, etc. If changes to the voter have been made after the registration cut-off date for the election, the voter will still be listed on the OLRV with the voter’s prior name, address, etc. BE SURE TO RUN a Voters List’s in TEAM to resolve precinct Active & Suspense Voters to ensure all eligible voters appear on the OLRV. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Contents on the OLRV & Supplemental List
Texas Secretary of State Elections Division 2/25/2019 Contents on the OLRV & Supplemental List Section : Each OLRV and Supplemental List must: Contain the voter’s name, date of birth and registration number as provided by the statewide computerized voter registration list. Contain the voter’s residence, unless the individual is covered under confidentiality. Be arranged alphabetically by voter name. Be arranged Precinct by Precinct by voter name for election day. Registrars prepare and provide certified list to the authority responsible for procuring the election. Contain the notation “S” for voters in a Suspense Status. Contain the notation “E” for applicable Exempted Disability Voters. NOTES: If an address is not available, a concise description (parcel address) may be used instead. Guidelines for Certifying Registration Lists are available on the DocShare website. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Notations of the OLRV Different columns appear on the OLRV to convey information about a voter that may impact how a voter is processed during voting. ID = If “ID” appears under the ID column, then the voter is required to show identification when voting, even when voting by mail. Once the voter has voted or provided proof of identification, the ID notation should no longer appear on the OLRV. S = If “S” appears under the SUSP column, then the voter is on suspense. The voter should complete a Statement of Residence at the time of Voting in an election when voting either via mail or in person. E = If “E” appears in the ID column, then the voter has a disability exemption. Information in the Voted/Rejected Column – This displays a full list of ballot activity that has occurred during an election (see the record layout appendix for that list) depending on how the person has cast their ballot. If voting history is entered for ballot by mail activity and/ or early voting, then that information will appear on future lists produced. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Generating the OLRV The OLRV list is the last step when creating an election. All districts and ballot styles (if your county uses ballot styles) must be assigned before requesting the OLRV. Be sure to generate your ballot styles anytime you: Modify the districts associated to an election Modify streets/address ranges Failure to generate your ballot styles will result in no information displaying your OLRV under ballot styles. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Generating the OLRV 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Understanding the Supplemental List
Texas Secretary of State Elections Division 2/25/2019 Understanding the Supplemental List Section The supplemental list has identical logic for the Official List of Registered voters (i.e. voters, including Suspense and Active statuses, whose registration will be effective (EDR) on the date of the election); however, it will only return voters whose Status Change Date is equal to or greater than the date entered for the request. A supplemental list is produced by entering a date in the ‘from date’ field when running the Official List of Registered Voters. This date should be the date the last list was run. This list does not include clerical changes or changes in which the voter’s status does not change. Voter Registrars should provide supplemental lists to Election Officials at a minimum to use during early voting or election day (Section , TEC). In TEAM, this is the same report as the OLRV, but a date is added to the report request. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Understanding the Supplemental List
Texas Secretary of State Elections Division 2/25/2019 Understanding the Supplemental List EXAMPLES OF VOTERS WHO WOULD DISPLAY ON THE SUPPLEMENTAL LIST: The voter registrar changes a voter’s status from Active to Suspense or Cancelled to Suspense, that individual would appear on the supplemental list in accordance with (a)(4) with the “S” notation. The voter registrar changes a voter’s status from Suspense back to Active status or Cancelled to Active, that individual would appear on the Supplemental list without the notation, again, in accordance with (a)(4) (The registrar shall delete the notation from the list if the voter's name is deleted from the suspense list). 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Understanding the Registration Correction List and Revised Original List Section – Registration Correction List This list must contain: The name of each person for whom the information on a list of registered voters (either OLRV or Supplemental Lists) has changed because of cancellation or correction. An indication that the person’s registration has been cancelled or the corrected registration information. An additional copy of each list shall be furnished for use early voting. Note: This report is not available in TEAM. Counties should maintain and provide this information outside of TEAM. This includes 99 clerical corrections for addresses and Street. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Registration Correction List
Texas Secretary of State Elections Division 2/25/2019 Registration Correction List - Form 7-25 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Understanding the Registration Correction List and Revised Original List Section – Revised Original List In lieu of supplying an OLRV, Supplemental and Registration Correction lists, a voter registrar may choose to provide a single Revised Original List. This is often done between Early Voting and Election Day in order to include Voting History information on the Election Day list. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

Understanding the Revised Original List
Texas Secretary of State Elections Division 2/25/2019 Understanding the Revised Original List Some counties use the Revised Original List in combination with the Precinct Early Voting List. – Early Voting Roster – Updated Daily by Early Voting Clerk – Precinct Early Voting List. (a) For each election precinct in the territory served by the early voting clerk, the clerk shall prepare a list containing the name, address, and voter registration number of each person registered in the precinct who votes an early voting ballot by personal appearance and to whom an early voting ballot to be voted by mail is sent. (b) If an election precinct is situated in more than one county election precinct, the list must indicate each voter’s county election precinct of residence. (c) The clerk shall enter “early voting voter” beside the name of each person on the precinct list of registered voters whose name appears on the list of early voting voters and shall deliver the precinct list to the presiding judge of the election precinct not later than the day before election day. Note: If using the OLRV as the precinct early voting list, then it is the Early Voting Clerk’s responsibility to enter all voting history information and ensure it is correctly reflected in the list 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Voting History Each Election will show the ballot activity based on how a person participated in a Election when the OLRV is generated or on the Voting History report. This is based on the highest ranking category outlined below: Category 1 (Ballot Counted designations) = 'AV', 'EV', 'ED', ‘PB’ Category 2 (Ballot Counted designations) = 'AX', 'EX', ‘BX’, 'PX' Category 3 (Last Activity is ABBM Returned – i.e. not sent to Ballot Board) = ‘AB’ Category 4 (Last Activity is ABBM Mailed) = ‘AM’ Note: The Voting History report will only reflect Category 1 & 2 above. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Delivery of Lists Section The lists discussed in this section include either: The OLRV, Supplemental, and Registration Corrections lists, or The Revised Original list They should be provided to the appropriate election authority for each election in which the list is to be used: before the beginning of early voting by mail. before the beginning of early voting by personal appearance if the lists provided do not contain the names of all voters who will be eligible to vote as of the beginning of early voting by personal appearance. before election day if the lists provided do not contain the names of all voters who will be eligible to vote on election day. This list should be delivered as soon as practicable after processing the remaining applications. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Delivery of Lists Section FILE OF LISTS FOR COUNTYWIDE ELECTION. (a) The registrar shall maintain a file containing one of each of the lists prepared under this subchapter for each countywide election. (b) The registrar shall retain each list on file for two years after election day except a list used in a presidential election, which shall be retained for four years after election day. Guidelines for Certifying Registration Lists is posted on the DocShare website. NOTE: There is no specification regarding electronic or paper format for retaining these. As such, we would recommend that the format in which the list was provided be the format in which it is retained. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Texas State Library and Archives Commission, Records Retention Schedule Record Number Record Title Record Description Retention Period Remarks EL c VOTER REGISTRATION LISTS AND RELATED DOCUMENTATION One copy of each original, supplemental, corrected, or revised original list of registered voters provided to election authorities for use in countywide elections. (1) Lists for use in presidential elections. (2) Lists for use in non-presidential elections. Election day + 4 years. Election day + 2 years. By law - Election Code, Section (b). 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Questions & Answers Question: A local entity is having an election and has requested a list of voters in their territory, but they are not currently a jurisdiction in TEAM. How should I handle this? Answer: In order to provide the information, the entity should provide the registrar with a map detailing their boundary lines. You will need to establish the district in TEAM and assign all street ranges to the district that are appropriate. You can then run a registered voters list for the local entity or an OLRV as appropriate. (Sec (b)) NOTE: You are responsible for providing a list of voters within boundary lines; however, public information deadlines do not apply to such a request. We recommend that you work with the entity to provide the list in the timeframe needed. (Sec ). 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Questions & Answers Question: If I provide the entity with a list of registered voters, do I also need to provide them with an OLRV? Answer: If the entity is conducting an election using that list, then yes. The OLRV is the official list for every election being held within a jurisdiction. A registered voters list may be used as a stop gap measure to help the entity gauge how many people may be eligible to vote in an election, but it should not be used in place of the OLRV. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Questions & Answers Question: What happens if the territory is in multiple counties? Answer: For jurisdictions in which an entity needs an OLRV, but the territory crosses county lines, then each county will need to provide the OLRV for the portion of voters that fall within their county. If the entity has contracted with a county to conduct the election, the OLRV from the other county will still need to be obtained in order to have a complete list of voters. Each county, then, would need to establish the election in order to produce the OLRV for the voters in their county. NOTE: Voting history is not required to be reported for local elections. Each county, then, may choose to append or not to append the history on the back end. (sec ) 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

2/25/2019 Questions & Answers Question: The territory provided me a list of people impacted by their establishment. Not all of these are registered voters. How do I handle this? Answer: The voter registrar is responsible for providing an OLRV (current registered voters eligible to vote in the election) for a jurisdiction. This list will only be those voters who are eligible to vote in an election based on the date of the election and the date their registration becomes effective in the county/territory. There is no authority for a voter registrar to enter individuals into the statewide system in order to return a single list back to the entity. Rather, the registrar should only establish the jurisdiction and provide an OLRV for the entity. 2/25/2019 Texas Secretary of State Elections Division Texas Secretary of State Elections Division

UNDERSTANDING THE OFFICIAL LIST OF REGISTERED VOTERS

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UNDERSTANDING THE OFFICIAL LIST OF REGISTERED VOTERS

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