Absentee Voting (AB) June 27th - August 11th September 19th – November 3rd Permanent Absentee Voters 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 Dates and Hours 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 June 27th - August 11th September 20th – November 3rd Delegated v. Non-delegated 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 June 27th - August 11th September 20th – November 3rd Types of Absentee Ballots 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 - UOCAVA Precinct ballot v. Federal ballot Federal Write-in ballot UOCAVA voters may submit application online – new 2013 https://mnvotes.sos.state.mn.us/UocavaRegistration/UocavaStep1.aspx UOCAVA Absentee Ballots 2014 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 Absentee Ballot Envelopes 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 Changes to Absentee Materials Registered signature envelope and instructions Non-registered signature envelope and instructions Size of all envelopes Recycle all old-stock Absentee Voting Supplies 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 Process 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 June 27th - August 11th September 20th – November 3rd Processing Applications 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 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 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 Issuing Absentee Ballots 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 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 In-person 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 June 27th - August 11th September 20th – November 3rd Issuing Absentee Ballots In-person In person voting locations Each city hall and Hennepin County Minimum of one voting booth AutoMARK available Prohibitions against campaign materials apply June 27th - August 11th September 20th – November 3rd Issuing Absentee Ballots By Mail 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 June 27th - August 11th September 20th – November 3rd Receiving Absentee Ballots 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 June 27th - August 12th September 20th – November 4th Receiving Absentee Ballots 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 Absentee Ballot Board June 27th - August 12th September 20th – November 4th Establishing Absentee Ballot Board 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 Absentee Ballot Board Process 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 June 27th - August 12th September 20th – November 4th Absentee Ballot Board Process 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 Accepting Absentee Ballots 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 Secure all accepted absentee ballots until ballot board may begin counting process 5pm - 7th day before election – new 2014 August 5th and October 28th Rejecting Absentee Ballots 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 Absentee Ballot Board Process 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\ Counting Absentee Ballots August 5th - August 12th October 28th – November 4th Balancing Accepted Ballots Multiple options in SVRS Additional reports available in SVRS with new release May 29 Marking Absentee on Roster 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 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 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 Preparing Absentee Ballots to be Counted Starting at 5pm - 7 days before election – new 2014 August 5 and October 28 Review absentee ballot board instructions August 5th - August 12th October 28th – November 4th Counting Absentee Ballots Central Count (DS850) 4 central count locations: Hennepin County Bloomington Maple Grove Plymouth August 5th - August 12th October 28th – November 4th Counting Absentee Ballots 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 August 5th - August 12th October 28th – November 4th Counting Absentee Ballots 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 August 5th - August 12th October 28th – November 4th Counting Absentee Ballots 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 August 5th - August 12th October 28th – November 4th Counting Absentee Ballots 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 Absentee Results August 12th and November 4th Absentee Results: On Election Night 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 August 12th and November 4th Absentee Results 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 August 12th and November 4th Other Absentee Activities Health Care Facility (HCF) Voting 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 July 23rd – August 11th October 15th – November 3rd Health Care Facility Voting 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 July 23rd – August 11th October 15th – November 3rd Health Care Facility Voting 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 July 23rd – August 11th October 15th – November 3rd Agent Delivery Absentee Voting 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 August 5th - August 12th October 28th – November 4th Agent Delivery Absentee Voting 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 August 5th - August 12th October 28th – November 4th Agent Delivery 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 August 5th - August 12th October 28th – November 4th Agent Delivery Process Agent Delivery Process Request for Agent Delivery form Agent Delivery Process Agent Delivery Log Absentee Ballots Returned by Agent 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 June 27th - August 12th September 20th – November 4th Checking Absentee Ballot Status Voters can view status of absentee ballot Link from Secretary of State’s website https://mnvotes.sos.state.mn.us/AbsenteeBallotStatus.aspx
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