1. Absentee Voting (AB) June 27 th - August 11 th September 19 th – November 3 rd

2.  An eligible voter applies to automatically receive absentee ballot applications  Applications mailed by county 60 days prior to election  Completed applications are addressed to each city  Encourage the option Permanent Absentee Voters

3.  Absentee voting opens 46 days prior to election day  Primary: June 27 – August 11  General: September 19 – November 3  Extended hours  Saturday before election 10am-3pm  Monday before election day until 5pm Dates and Hours June 27 th - August 11 th September 20 th – November 3 rd

4.  Delegated – Cities process their own absentee ballot applications, have their own absentee ballot board  Non-delegated – Cities process in-person absentee voters, forward completed materials and applications to county absentee ballot board  Both delegated and non-delegated use SVRS Delegated v. Non-delegated June 27 th - August 11 th September 20 th – November 3 rd

5.  In-person v. by mail  Registered  Voter is registered with current name and address  Non-registered  Voter is not registered or is registered with an old name or address, or a challenged voter  Safe at Home  Name and address confidentiality program  Administered by Secretary of State’s Office  UOCAVA  Uniformed and Overseas Citizens Absentee Voting Act  Health Care  Agent v. Agent delivery  Presidential Types of Absentee Ballots

6.  Precinct ballot v. Federal ballot  Federal Write-in ballot  UOCAVA voters may submit application online – new 2013 Types of Absentee Ballots - UOCAVA https://mnvotes.sos.state.mn.us/UocavaRegistration/UocavaStep1.aspx

7.  UOCAVA ballots no longer sent to city for counting  All UOCAVA ballots counted by county  Simplified absentee statistics worksheet for cities  Reduced number of ballots to be duplicated for cities  Reduced election day delivery of ballots to be processed UOCAVA Absentee Ballots 2014

8.  Absentee envelope review  Registered Signature  Non-registered Signature  Registered Agent Signature  Non-registered Agent Signature  Outgoing (mailing)  Return  Secrecy  Absentee ballot envelopes to be delivered early June Absentee Ballot Envelopes

9.  Registered signature envelope and instructions  Non-registered signature envelope and instructions  Size of all envelopes  Recycle all old-stock Changes to Absentee Materials

10.  SVRS  Absentee applications  Election day registration applications (marked AB)  Envelopes  Absentee Voting Instructions  Ballots  Postage for Return Envelopes  “I voted” stickers  DYMO Label printer, labels  Plan ahead – pre-assemble supply of materials Absentee Voting Supplies

11.  Voter requests ballot, completes application  Staff enters application into SVRS, prints labels  Voter votes, returns ballot in completed signature envelope  Date stamp envelope  Accept or reject envelope  Sort envelopes by ward/precinct  Prepare ballots to be counted Absentee Voting Process June 27 th - August 11 th September 20 th – November 3 rd

12.  Voters no longer need a reason to vote absentee  New 2014  Volume of voters using absentee may increase, plan ahead  Faxed or emailed applications are okay  If election requested is not marked, provide ballot for the next election only  Keep track of how application is received Processing Applications

13.  Complete ‘office use only’ section of application  Materials issued –registered, non-registered  Application received date  Ballot Issue date  Issuers initials  Type – M=municipal, C=county, HCF=health care facility  Precinct and school district information Processing Applications

14.  Voters may apply for absentee ballot online – new 2014  Will not have signature to compare  More information on this process during SVRS-AB training in June Processing Applications

15.  Enter every accepted application into SVRS  SVRS will search voter registration records  Existing voter records are updated with absentee information; or  New voter records are added with absentee information  Confirm voter does not have a ballot issued already Issuing Absentee Ballots

16.  Labels for materials generated by SVRS  Materials for voters  Envelopes – registered v. non-registered, and secrecy  Instructions – registered v. non-registered  Ballot – for correct precinct and school district  Voter Registration Application (AB-EDR) – non-registered Issuing Absentee Ballots

17.  Voter receives materials  Verbally provide direction  Same direction given to voters at the polls  Instruct voter to complete envelope  Act as witness  Secure completed materials for absentee ballot board Issuing Absentee Ballots In-person June 27 th - August 11 th September 20 th – November 3 rd

18.  In person voting locations  Each city hall and Hennepin County  Minimum of one voting booth  AutoMARK available  Prohibitions against campaign materials apply Issuing Absentee Ballots In-person June 27 th - August 11 th September 20 th – November 3 rd

19.  Gather materials for voter  Include return envelope  Include postage on return envelope  Ballots should be mailed to voters within one business day  Create 2 person system; 1 person gathers materials, 1 person reviews materials prior to being sent  Secure applications Issuing Absentee Ballots By Mail June 27 th - August 11 th September 20 th – November 3 rd

20.  In person by 5pm day before election day  In person by agent return by 3pm on election day (individual other than voter)  By mail through last mail on election day  Delivering in-person ABs:  In person AB @ county  HC AB board  City for counting  In person AB @ non-delegated city  HC AB board, counting  UOCAVA AB @ county  HC AB board, counting Receiving Absentee Ballots June 27 th - August 12 th September 20 th – November 4 th

21.  Upon receipt stamp or initial and date envelope  Record ballot as received in SVRS, or  Record ballot as undeliverable if USPS couldn’t deliver ballot  Confirm mailing address is correct Receiving Absentee Ballots

22. Absentee Ballot Board June 27 th - August 12 th September 20 th – November 4 th

23.  Must establish ballot board by ordinance or resolution  Must consist of a sufficient number of trained election judges appointed as provided in M.S. 204B.19- M.S. 204B.22  May consist of deputy auditors or clerks trained in processing and counting absentee ballots  Party balance  Does not apply to appointed staff Establishing Absentee Ballot Board

24.  Two or more members of different major political parties shall review returned ballot envelopes and accept or reject them  Party balance does not apply for trained staff  Clerk does not pre-examine Absentee Ballot Board Process June 27 th - August 12 th September 20 th – November 4 th

25.  Accept/reject within 5 days of receipt if received more than 14 days before the election  Accept/reject within 3 days of receipt if received less than 14 days before the election  Record accepted/rejected on ballot envelope, initial  Record accepted/rejected in SVRS  If rejected, indicate reason rejected Absentee Ballot Board Process

26. Must accept if:  Name and address match application  Voter signed envelope  Driver’s license, MN ID, or last 4 digits of SSN match application  If DL, MN ID or SSN do not match, compare signature to application  Voter is registered or completed AB-EDR  AB-EDR can be removed at this point, placed in AB precinct kit envelope  Witness provided address and signature  And, completed proof of residence for non-registered voters  Voter has not already voted If these requirements are not met ballot must be rejected. Accepting Absentee Ballots

27.  Secure all accepted absentee ballots until ballot board may begin counting process  5pm - 7 th day before election – new 2014 Accepting Absentee Ballots August 5 th and October 28 th

28.  If rejected at least 5 days before election  Envelope remains sealed  Provide replacement ballot – “Replacement Ballot” on envelope  Include letter stating reason for rejection  If rejected within 5 days of the election  Envelope remains sealed  Attempt to notify voter of rejected ballot by phone or email  Document attempts made  Late ballots  Written rejection notice sent by county 6-10 weeks after election if voter didn’t otherwise vote Rejecting Absentee Ballots

30. More information:  OSS Guides  City Clerk Guide  School District Clerk Guide  OSS website  Absentee Ballot Board Guidelines  Accepted envelope examples  Rejected envelope examples  Notice of Rejection and Replacement example http://www.sos.state.mn.us/index.aspx?page=618\ Absentee Ballot Board Process

31. Counting Absentee Ballots August 5 th - August 12 th October 28 th – November 4 th

32.  Multiple options in SVRS  Additional reports available in SVRS with new release May 29 Balancing Accepted Ballots

33.  Rosters automatically marked “AB” for registered voters if ballot accepted in SVRS prior to the printing of rosters  County will generate rosters as late as possible  Manual marking of all “AB” in rosters for registered voters if ballot is accepted after printing of rosters  Coordinate with polling place for ballots accepted on election day Marking Absentee on Roster

34.  Reports available in SVRS  Accepted Absentee Ballots for Registered Voters  Used to manually mark “AB” on pre-registered roster  Absentee Election Day Registrants for Polling Place  Used at new registration table on election day Marking Absentee on Roster

35.  Must be able to contact polling locations on election day  If cell service is bad, have alternative phone numbers for polling place available, or  Suggest election judges contact your office at specific times  Marking of ‘AB’ on rosters in the polling place is a priority for election judges on election day Marking Absentee on Roster

36.  Starting at 5pm - 7 days before election – new 2014  August 5 and October 28  Review absentee ballot board instructions Preparing Absentee Ballots to be Counted August 5 th - August 12 th October 28 th – November 4 th

37. Central Count (DS850)  4 central count locations:  Hennepin County  Bloomington  Maple Grove  Plymouth Counting Absentee Ballots August 5 th - August 12 th October 28 th – November 4 th

38.  Specific times and locations assigned to each jurisdiction  Schedule will be sent later  Wednesday or Thursday; and  Saturday or Sunday; and  Monday and/or Tuesday Counting Absentee Ballots August 5 th - August 12 th October 28 th – November 4 th

39.  What to bring?  Two staff members or judges with accepted ballots ready to be scanned  Absentee Statistics Worksheet  Extra absentee precinct kit envelopes  Envelope(s) and/or extra seals to transport counted ballots back to clerk’s office Counting Absentee Ballots August 5 th - August 12 th October 28 th – November 4 th

40.  What to expect?  Scheduled times  County staff  Assist with DS850  Ballots run/scanned by precinct  Verify # to be counted with # scanned  City staff  Duplicate ballots as needed  Troubleshoot if statistics are off  Seal scanned ballots in envelope  Transport materials back to clerk’s office Counting Absentee Ballots August 5 th - August 12 th October 28 th – November 4 th

41.  Cities must designate absentee “troubleshooter”  Available during absentee processing and counting  Knowledge of process  Knowledge of materials, location  Troubleshooter will help ensure central count locations are able to stay on schedule  County will contact cities if schedule is running behind Counting Absentee Ballots

42. Absentee Results August 12 th and November 4 th

43.  Results sticks from each DS850 are brought to county  At 8pm absentee results are loaded onto county server  At 8pm precincts begin transmitting results from each polling place  Once county has both sets of results (AB and polling place) results are loaded onto OSS website  No results are posted without both sets of #s Absentee Results: On Election Night August 12 th and November 4 th

44.  Each jurisdiction’s AB results will be posted to FTP site  Results posted on election night  Print AB results, keep with polling place results  Send AB results to school districts  Other items on FTP site  Write-in images  Abstract of results Absentee Results August 12 th and November 4 th

45. Other Absentee Activities

46.  Health care facilities governed by M.S. 144.50:  Hospital  Residential treatment center  Nursing home www.health.state.mn.us  Clerk MUST conduct absentee voting outreach for residents of HCF Health Care Facility (HCF) Voting July 23 rd – August 11 th October 15 th – November 3 rd

47.  20 days preceding each election  July 23 and October 15  Two judges of different major political parties  Additional 1 hour training  Travel together  Take absentee applications to residents  Issue ballots to residents  Assist patients with voting  Return voted ballots to clerk Health Care Facility Voting July 23 rd – August 11 th October 15 th – November 3 rd

48.  Coordinate with HCF prior to pre-registration cut-off  Pre-register voters for fewer non-registered residents  Receive applications prior to visit  Prepare materials beforehand  Receive list of employees to be vouchers  Sent to county no less than 20 days before election Health Care Facility Voting July 23 rd – August 11 th October 15 th – November 3 rd

49.  Picking up and returning ballot on behalf of another voter  Begins 7 days before election day  August 5 and October 28  Voter must complete:  Absentee ballot application; and  Request for Agent Delivery of Absentee Ballot application Agent Delivery Absentee Voting August 5 th - August 12 th October 28 th – November 4 th

50.  Who is eligible?  Any voter who  Has difficulty getting to the polls because of incapacitating health reasons  Is disabled  Is a patient of a health care facility  Is a resident of an assisted living facility  Is a resident of a battered women’s shelter Agent Delivery Absentee Voting August 5 th - August 12 th October 28 th – November 4 th

51.  Who can be an agent?  Must have pre-existing relationship with voter  Can’t be candidate  Can’t deliver ballots to more than three people per election  Must apply by 2pm on election day  Voted ballots must be returned by 3pm on election day  Specific envelopes for agent delivery process Agent Delivery August 5 th - August 12 th October 28 th – November 4 th

52. Agent Delivery Process

53.  Request for Agent Delivery form Agent Delivery Process

54.  Agent Delivery Log Agent Delivery Process

55.  For returning/dropping off a ballot – different than agent delivery  Return by Agent:  Anytime during absentee period  Any person other than voter  May return up to 3 ballots  Must be over 18  Log agent’s name, address; agent must show ID and provide signature Absentee Ballots Returned by Agent June 27 th - August 12 th September 20 th – November 4 th

56.  Voters can view status of absentee ballot  Link from Secretary of State’s website Checking Absentee Ballot Status https://mnvotes.sos.state.mn.us/AbsenteeBallotStatus.aspx