1. Military and Overseas Voter Empowerment Act (“MOVE” Act) Part #2: Creating Absent Voter Ballots That Will Be Sent By E-mail Or Fax Bureau of Elections www.Michigan.gov/sos March 2012 1

2. Table of Contents 1. Ballot delivery methods 2. Performing a voter search using Statewide Look- up 3. Creating a ballot, voter signature certificate and voting instructions using the Statewide Look-up 4. Sending a ballot by E-mail or Fax 5. Converting a ballot, voter signature certificate and voting instructions to PDF 6. Printing a copy of the ballot, voter signature certificate and voting instructions 2

3. 1: Ballot Delivery Methods ► A covered voter may request the delivery of their ballot by postal mail, e-mail or fax. If the voter does not select any of the above delivery methods, send the ballot by regular mail. If the voter does not select any of the above delivery methods, send the ballot by regular mail. An AV Application submitted by a covered voter must be honored for every election conducted in the voter’s jurisdiction through the end of the calendar year. An AV Application submitted by a covered voter must be honored for every election conducted in the voter’s jurisdiction through the end of the calendar year. 3

4. 2: Performing a Voter Search Using the Statewide Look-up (SWL) ► Using your Internet browser go to: https://Webapps.sos.state.mi.us/QVF https://Webapps.sos.state.mi.us/QVF Enter your pre-assigned user name and password.Enter your pre-assigned user name and password. If you do not have a user name and password or your assigned user name and password are no longer active, immediately contact the QVF Help Desk at 1-800-310-5697 for assistance.If you do not have a user name and password or your assigned user name and password are no longer active, immediately contact the QVF Help Desk at 1-800-310-5697 for assistance. 4

5. 5 Sign in using your pre-assigned User Name and Password

6. 6 Click on “Voter Search”

7. 7 Enter the voter’s Last Name and First Name and Click on “Search”

8. 8 Click on the voter’s Voter ID Number

9. 3: Creating a Ballot, Voter Signature Certificate & Voting Instructions ► The ballot, voter signature certificate and voting instructions are created by clicking on the Create Ballot button in the lower right hand corner of the SWL Voter Details screen. NOTE: The ballot, voting instructions and voter signature certificate are contained within a single document. 9

10. 10 Click on “Create Ballot”

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13. 4a: Sending a Ballot by E-mail ► E-mail - If the voter requests a ballot be sent by e-mail. Send the PDF to the voter’s e-mail address as provided on the AV Application.Send the PDF to the voter’s e-mail address as provided on the AV Application. NOTE: It is recommended that the voter’s e-mail address be retained in the “Comments” field in the voter’s QVF record. 13

14. 4b: Sending a Ballot by Fax ► Fax - If the voter requests a ballot be sent by fax, you must print a copy of the ballot, voter signature certificate and voting instructions. (Refer to “Printing a Copy of the Ballot” on Page 20.) Fax a copy of all three documents to the voter using the fax number provided on the AV Application. Fax a copy of all three documents to the voter using the fax number provided on the AV Application. 14

15. 4c: Sending a Ballot by E-mail or Fax ► The voted ballot and signed voter signature certificate must be returned by mail! When sending the ballot and related materials, don’t forget to include your name and return mailing address in the communication. (A sample e-mail communication is available on Page 18.)When sending the ballot and related materials, don’t forget to include your name and return mailing address in the communication. (A sample e-mail communication is available on Page 18.) Instruct the voter to enter their name and return mailing address in the upper left-hand corner of the ballot return envelope followed by the words “OFFICIAL ABSENT VOTER’S BALLOT.”Instruct the voter to enter their name and return mailing address in the upper left-hand corner of the ballot return envelope followed by the words “OFFICIAL ABSENT VOTER’S BALLOT.” 15

16. 16 1)Close the SWL and open your Merit Election E-mail Account 2)Click on New

17. 17 1)Enter the voter’s e-mail address 3) Click on Browse 4) Select the PDF file 5) Click on Open 6) Click on Attach 2) Click on Add Attachment

18. 18 1) Make sure the PDF of the ballot is attached. 2) Advise the voter that the voted ballot must be returned by mail. Be sure to include your return mailing address.

19. 6: Printing a Copy of the Ballot to Fax ► Click on “Create Ballot,” and save the PDF Ballot. Then complete the steps on the next page: 19

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21. The following are instructions for the Interactive MOVE Ballot PDF along with examples of the Voting Instructions and Voter Signature Certificate. 21

22. 22 Sample Interactive MOVE Ballot PDF Write-In names can be entered into the text field Highlight Fields can be used to add or remove the highlight on the selection/text boxes Highlight Fields shown in above example Write-In Functionality

23. 23 To make a selection, click on the oval you wish to select. To remove a selection, click on the filled oval. The MOVE Ballot PDF will not allow you to ‘Overvote’ an office. If you select more than the quantity listed a warning message will appear. You will need to de- select an oval to add the new selection.

24. Voting Instructions 24

25. Voter Signature Certificate 25

26. Questions? Please contact the Bureau of Elections at: 1-800-292-5973 or Elections@Michigan.gov 26