1. Indiana Election Division I Indiana Voter Registration Association 2014 Summer Meeting

2. Voter List Maintenance Multi-State Matching State Law required the Election Division to enter into an agreement with the Kansas Secretary of State, regarding matching Indiana’s voter registration data with other states Pursuant to that agreement, Indiana’s voter registration information was provided and compared with other states currently participating in the multi- state matching program to identify potential duplicate registrations. (IC 3-7-38.2-5 )

3. Participants in Multistate Matching Program- 2014

4. Voter List Maintenance Multi-State Matching State law provides that IED will provide reports under the program that identifies potential duplicates so that the county can determine – If the person registered in another state is the same person registered in Indiana – If the person registered in the other state registered before or after the date the person registered in Indiana

5. Voter List Maintenance Multi-State Matching If, pursuant to report provided by IED, the county determines the person is same person registered in Indiana and the registration in the other state occurred after the Indiana registration then: County may cancel registration if the county determines the person authorized cancellation of Indiana registration when registering in the other state If not, county would be required to send an address confirmation mailing (similar to the NCOA mailing) to the Indiana voter to determine if registration should be designated inactive or cancelled (IC 3-7-38.2-5)

6. Voter List Maintenance Multi-State Matching Since the statewide mailer will identify voter registration records that should be designated inactive or cancelled IED has not processed the matching information or provided reports There is overlap between the two programs At this point the statewide mailer results can be used to filter the multi-state results to avoid duplication of effort and cost

7. Voter List Maintenance Multi-State Matching Other States (or their political subdivisions) participating in the program are sending Indiana counties correspondence under their program, not Indiana’s program- Example # 1: We have found a match. If you could please send me a copy of the voter’s registration so I can make sure they still do belong in our county Example # 2: It appears from our printouts that some of your voters are more recently registered in our jurisdiction. Therefore, we believe this voter…should be cancelled in your jurisdiction

8. Voter List Maintenance Multi-State Matching

9. Voter List Maintenance Multi-State Matching County Options – Respond to requests for public records – You should not cancel a registration based on the suggestion of another state – Counties have the option of requesting additional information like a copy of the voter’s registration form from the other state

10. Voter List Maintenance Multi-State Matching County Options – If a County obtains a copy other state’s registration application then, on or before August 6, county may: 1.If other state’s registration shows it is the same voter, lists a former Indiana address in SVRS, and the other state’s registration is more recent, then you may cancel the voter 2.If other state’s registration does not list a former Indiana address in SVRS, other information shows that it is the same voter (matching signature, etc.), and other state’s registration is more recent, you may send voter an NCOA mailing to Indiana address

11. Questions about Multi-State Matching Program ??

12. Fail-Safe Provisions Indiana Voter Registration Association 2014 Summer Meeting

13. Fail-Safe Provisions What is a Fail-Safe? A fail-safe is a statutory procedure that, when applicable, permits a voter to cast a regular ballot even if the voter has – Moved from the address on the voter registration records or poll book poll book OR – Voter does not appear on the poll book (or at least does not appear in the poll book under voter’s current name) Voter should be offered a provisional ballot only if no fail-safe provision applies

14. Fail-Safe Provisions Overview Fail-Safe Situatons Voter has moved from address on poll book fr – Within the same precinct (IC 3-7-39-7) – Within the same county and same congressional district (IC 3-10-12) – Within Indiana less than 30 days (within the last 29 days) before the election (IC 3-10-11) Voter is not on the poll list or has changed name – Change of name (IC 3-7-41-2; IC 3-11-4-5.1) – Full-Service Agency receipt- VRG-6 from the BMV, for example (IC 3-7-48-7) – Certificate of Error (IC 3-7-48-1,2, and 3) – Affirmation that voter continues to reside at address county shows voter cancelled (IC 3-7-48-5)

15. Fail-Safe Provisions Fail-Safe Provisions: Impact on Voter Records Updating VR Records After Election – County VR office may begin updating “upon delivery of the poll lists” by the inspector to the county election board (IC 3-10-1-31.1) – County VR office shall complete the updating of the registration records of this chapter not later than 60 days after election unless a recount or contest is filed. (IC 3-10-1-31.2) If recount or contest is filed, this deadline is extended to 60 days after completion of a recount or contest

16. Fail-Safe Provisions On Paper Poll List But Voter Has Moved Moved within the precinct: Voter checks box “address changed” and writes new address next to old address on poll list Moved within the same county and same congressional district: Complete VRG 4/12 and check “Box 2” or voter may make oral affirmation of the move which is then documented on the poll list and initialed by the poll clerks Voter provided a VRG-7 and asked to complete [New 2013] Moved less than 30 days (within the last 29 days) before the election: Complete VRG 4/12 and check “Box 1.” Voter provided a VRG-7 and asked to complete [New 2013]

17. Fail-Safe Provisions VRG 4/12  BOX 1: I changed my residence from one (1) precinct to another within Indiana less than 30 days before the primary/general/special election held on the _________ day of ____________________________, 20_______; OR  BOX 2: I changed my residence from one (1) precinct to another within the same county and within the same congressional district before the primary/general/special election held on the _____ day of ____________________, 20_______.

18. Fail-Safe Provisions

19. Voter is not on the poll list or has changed name Name Change: Checks box “name changed” on poll list and signs new name next to old. The name change becomes “effective immediately.” Certificate of Error (COE)- Issued when county has made a mistake (voter in wrong precinct, for example) any time after the printing of the poll books. No requirement that it be delivered to the polls Clerk puts copy of COE with precinct materials

20. Fail-Safe Provisions Voter is not on the poll list Registration record cancelled but voter continues to reside at address-Voter makes oral or written affirmation that the voter continues to reside at an address the VR record shows voter as cancelled – If oral affirmation is made, the poll clerks write the affirmation in poll book and initial the writing – Poll clerks have voter sign the back of the poll list (IC 3-7-48-5)

21. Fail-Safe Provisions Voter is not on the poll list Voter’s name not on poll list but voter has receipt from Full Service Agency (FSSA, BMV, DOH)- VRG-6 receipt shows voter submitted application during the registration period County has no record of receiving or rejecting the application from the voter Voter fills out a new VRG-7 at the poll and votes a regular ballot Poll worker adds note to back of poll list where voter signs and places application in the back of poll b ook (IC 3-7-48-7 and 8)

22. Fail-Safe Provisions Absentee Voting Voter on poll list but moved at any time within same county and same congressional district; OR Voter on poll list but voter moved less than 30 days (within last 29 days) before the election anywhere within Indiana Voter files completed VRG 4/12 with a completed absentee ballot application The VRG 4/12 is attached to the voter’s application and ballot for processing by poll workers or absentee ballot counters with other ballots of voter’s former precinct of residence

23. Fail-Safe Provisions Absentee Voting Address change within the precinct: Voter indicates the address change on the absentee ballot application Name change: Voter indicates change on the absentee ballot application The election division recommends that the voter’s registration record be “corrected” immediately to reflect an address change within the precinct or a name change

24. Fail-Safe Provisions Absentee Voting Certificate of Error (COE)- Issued when the county has made a mistake — A COE may be issued any time after the printing of the poll books — County may simply correct an error in the VR record prior to printing the poll books

25. Fail-Safe Provisions Electronic Poll Books Different to Paper Poll Books in Two Important Respects Voter registration information is not required to be printed on paper and can be downloaded to the Electronic Poll Books just prior to the election County can continue to provide updated voter information via the Electronic Poll Books even after the intial download

26. Fail-Safe Provisions Electronic Poll Books Voter on poll list but moved within same precinct Voter writes change on a blank VRG 4/12; OR If voter makes an oral affirmation before the poll clerks, the poll clerks document the affirmation on a blank VRG 4/12 and initial it (IC 3-7-39-7(d)[new]); O R If the electronic poll book has the capacity, the election division recommends that voter records be updated with moves within the precinct captured on the electronic poll book by poll workers

27. Fail-Safe Provisions Electronic Poll Books Voter on poll list but moved within same county and congressional district Voter writes change on a blank VRG 4/12; OR If voter makes an oral affirmation before the poll clerks, the poll clerks document the affirmation on a blank VRG 4/12 and initial it (IC 3-7-39-7(d)[new]); OR If the electronic poll book has the capacity, the election division recommends that voter records be updated with moves within the precinct captured on the electronic poll book by poll workers Voter provided a VRG-7 and asked to complete [New 2013 ]

28. Fail-Safe Provisions Electronic Poll Books Voter on poll list but voter moved less than 30 days (within last 29 days) before the election anywhere within Indiana Voter is permitted to vote in precinct of former residence after completing a VRG 4/12 (No oral affirmation procedure) Voter provided a VRG-7 and asked to complete [New 2013]

29. Fail-Safe Provisions Enjoy the rest of the summer..