Chapter 2: Voter Registration - Zendesk 2: Voter Registration ... Edit voter registration records while the system automatically tracks key ... determines the voting district that

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Chapter 2: Voter Registration The Voter Registration module is used to do the following tasks:

Do a statewide search on all registered voters.

Add or change a voter.

Transfer a voter between counties.

Accept, reject, or enter an incomplete voter registration.

Edit voter registration records while the system automatically tracks key changes.

Generate barcode labels, mailing labels, notification cards, and letters.

SVRS allows an authorized user to change the status of a registered voter to Deleted, and provides a function for purging a voter record from the system.

Only County Officials with appropriate privileges can update voter records in their respective jurisdictions. The system allows all County Officials to conduct inquiries and view voter records in any of New Jersey's 21 counties.

Module 1: Add a Voter ................................................................................................. 2

Module 2: Add a Voter with No Date of Birth .......................................................... 24

Module 3: Change Voter Registration ..................................................................... 27

Module 4: Voter Address Change Verification ....................................................... 40

Module 5: Voter Address Change Confirmation ..................................................... 43

Module 6: Transfer a Voter to a Different County ................................................... 52

Module 7: Verification/Postal Notice Batch ............................................................ 56

Module 8: Verification and Acknowledgment Card Export .................................... 57

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Module 1: Add a Voter The Voter Registration module enables an authorized user to register a voter with necessary validations and verifications. Through this process a voter can be accepted, rejected, or entered as incomplete.

The SVRS records the relevant demographic information—address, voter identification numeric data, previous names or addresses—for voter registration purposes as required by New Jersey State statutes and the Help America Vote Act (HAVA).

The voter registration search provides the ability to enter an under-aged voter at the age of 17 if their 18th birthday is on or prior to the next election. The SVRS registers the 17-year-old applicant and automatically calculates their effective date (their 18th birthday.)

The different types of registrations are:

In person voter registration with identification

In person voter registration without identification

Mail-in voter registration with identification

Mail-in voter registration without identification

Agency voter registration with identification

Agency voter registration without identification

Court ordered registration

Third party registration with identification

Third party registration without identification

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Navigation 1. Select the Activities menu.

2. Click Voter Registration.

3. Click Add/Change Voter. The Activities Search - Voter Registration screen appears.

Search for Existing Voters The voter registration search functionality enables you to do a real-time statewide search of existing voters to verify names against the voter being added to the SVRS database. This search is intended to validate, identify, and eliminate the occurrence of duplicate voters by first doing a statewide search to determine whether or not the voter record already exists in the database.

If a voter who is a resident of your county already exists in the database, you can change the voter registration information. If the voter is registered in a different county, you can transfer the voter from that county to your county. This is called Transfer Existing Voter.

If the voter is not in the database, follow the steps below to add a voter.

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Conduct a Statewide Search for a Voter On the Activities Search-Voter Registration screen:

1. Enter search criteria. Valid search criteria entries and combinations are:

– Last Name, First Name, Date of Birth (DOB)

– Voter ID

– NJ Driver’s License Number/NJ State ID Number

– Legacy ID or Archived Legacy ID

2. Click State Search.

Note: Clicking Reset clears all the data entered.

No Match Found If no match is found, the Registration Application – New Voter Registration screen appears.

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Similar Records Found If the entered criteria match the records of an existing voter in the system, the Activities Select Voter – Voter Registration screen appears.

Match Found Is Not the Correct Person On the Activities Select Voter – Voter Registration screen:

1. Click New Voter.

2. The Registration Application – New Voter Registration screen appears.

Match Found Is the Correct Person If the voter is already in the database and resides in your county, you can select the record and change the registration information. Select a voter residing in another county and the Registration Application – Transfer Existing Voter screen appears (see page 52). You can then transfer the voter to your county.

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Select a Voter On the Activities Select Voter - Voter Registration screen:

1. Select the voter by clicking the Select checkbox.

2. Click Select. The Registration Application - Voter Registration System screen appears.

Enter Voter Registration Information The Registration Application – New Voter Registration must be filled out for new voters.

Enter Voter Information On the Voter Information section of the Registration Application – New Voter Registration screen.

1. Enter the Registration Date.

2. The following fields are filled in based on previous entries and default values:

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– Last Name (this is protected and cannot be changed)

– First Name

– Middle Name

– DOB (this is protected and cannot be changed). The calculated age appears on the screen.

3. (Optional) Enter a Suffix.

4. Enter one of the following values for Identification No.:

– Driver's License # / State ID

– SSN ( last four digits)

– Check the I have not been issued a Driver’s License No. or SSN checkbox if the voter has checked that box on the application.

– Check the Pre-Have Registered Voter checkbox if the voter has checked that box on the application.

5. If the voter registration is rejected, select a Reject Reason from the list. If applicable, hold the Ctrl key to select multiple reasons.

6. If the voter is being registered via the provisional ballot affirmation statement, select the Provisional Ballot Registration checkbox.

7. (Optional) If you selected Other from the Reject Reasons list, the Other Rejection Reasons field or fields are enabled. Enter the reject reason in the English field. If your county is bilingual, enter the reason in Spanish in the Spanish field as well.

8. If the voter registration is incomplete, select an Incomplete Reason from the list. If applicable, hold the Ctrl key to select multiple reasons.

9. Select the appropriate Type of Registration from the drop-down list. The choices are:

– Agency with Identification

– Agency without Identification

– Court Ordered

– In Person with Identification

– In Person without Identification

– Mail In With Identification

– Mail In Without Identification

– Third Party With Identification

– Third Party Without identification

10. Under Proof of Identification, select Yes or No.

11. Select the appropriate ID Presented. If a Driver’s License or last four digits of the SSN have been entered, the appropriate entry is highlighted.

– Bank Statement

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– Car Registration

– Driver’s License/State ID/SSN

– Government Check or Document

– Military or Other Government ID

– Non-Photo Driver’s License

– Other Official Documents

– Rent Receipt

– Sample Ballot

– Store Membership ID

– Student or Job ID

– United States passport

– Utility Bill

12. (Optional) Select a value from the Disability and Polling Place Accessibility drop-down list. The options are:

– Affidavit

– Blind

– District Change

– Needs Assistance

– None (default)

13. (Optional) Select from the Poll Worker drop-down list. If you select Yes, the Poll Worker button on the last screen is activated, allowing you to navigate to the Poll Worker screen. The Poll Worker choices are:

– No

– Yes

– None (default)

14. Select the Mail-In Voter Request checkbox if the new registrant is interested in Mail-In voting.

15. Criminal Conviction defaults to No. If you select Yes, the Effective Date and End Date fields and SBI# fields are enabled and you must fill them in. Enter details of the location where the voter was convicted (for example, county and state) in the Memo field.

16. If applicable, select from the Military and Overseas drop-down list. If one of the choices is selected a Mailing Address is required. The Military and Overseas status choices are: – Citizen Residing Overseas

– Military/Member of Uniformed Services

– Spouse/Dependent of Military/Uniformed Services

– Spouse/Dependent of Citizen Residing Overseas

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17. The Confidentiality Status defaults to No. Select Yes if applicable, and enter a note in the Memo field.

18. The Protective Order defaults to No. Select Yes if applicable, and enter a note in the Memo field.

Enter Voter Residence Information You must enter residential address information for the voter. The street address determines the voting district that applies to the voter.

Conduct a Street Search

On the Voter Residence section:

1. Select the appropriate Municipality from the drop-down list.

2. Enter a partial Street Name in the Search Street Name field.

3. Click Search. The Activities Search – Streets pop-up window displays the streets that match the search criteria.

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Select a Street

On the Activities Search - Streets screen:

4. Click the radio button next to the correct street, street range, and side.

5. Click Select. The street name is filled in on the Voter Residence section of the Registration Application – New Voter Registration screen.

Enter Address Information

In the Voter Residence section:

1. Enter the Street Number and Suffix A and B, if applicable.

2. The Street Name field is pre-filled from the street search selection.

3. (Optional) Enter an Apt./Unit No.

4. (Optional) enter an Address Line 2 and an Address Line 3.

5. The Municipality field is populated from the previous selection of the street name and range. Note that this may be different from the residence municipality.

6. The Residing State is NJ.

7. (Optional) Enter a State if the postal municipality is in a different state.

8. Enter a ZIP Code or conduct a ZIP code search if the field is not populated.

9. (Optional) Enter the ZIP + 4.

ZIP Code Search

To conduct a ZIP code search:

1. Click Search next to the ZIP Code field. The Activities Search - ZIP Code screen appears.

2. Select the correct ZIP Code by clicking the Select radio button next to it.

3. Click Select. The ZIP code field for the Voter Address information is populated.

4. Enter the Geo Code Longitude and Geo Code Latitude, if known.

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Enter Mailing Address (Optional) You can enter a mailing address. If you selected Military and Overseas, a mailing address is required.

In the Mailing Address section:

1. Manually enter the Mailing Address.

– Street No.

– Suff A (optional)

– Suff B (optional)

– Street Name/P.O. Box

– Apt.\Unit No.

– Address Line 2

– Address Line 3

– Municipality

– State

– ZIP Code

– Foreign ZIP (if the address is in another country)

– Country

– Start Date (current date if pre-filled)

– End Date (optional)

Enter Inactive Confirmation Address (if applicable) You can enter an Inactive Confirmation address. This option only applies when generating confirmation cards.

In the Inactive Confirmation Address section:

1. Manually enter the Inactive Confirmation Address.

– Street No.

– Suff A (optional)

– Suff B (optional)


– Apt.\Unit No.

– Address Line 2

– Address Line 3

– Municipality

– State

– ZIP Code

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– Foreign ZIP (if the address is in another country)

– Country

Note: To clear the address fields at any time, click Clear Mailing Address. Clicking Clear Mailing Address also returns the State field value to New Jersey.

Enter Miscellaneous Voter Information On the Miscellaneous Information section of the Registration Application – New Voter Registration screen:

1. (Optional) Choose a Gender from the drop-down list. This defaults to Not Entered, but it should be changed.

2. The Signature field defaults to Yes. Select No if the voter has not signed the application. If you select No, the Voter Status field resets to Incomplete.

3. The Voter Status field defaults to Pending or Incomplete, depending on the information you enter, but it can change based on additional data entered.

Note: If accepted, the voter is in Pending status for the 21-day waiting period and then automatically changed to Active by the system.

4. (Optional) Enter a Telephone Number.

5. (Optional) Enter a Fax Number.

6. (Optional) Enter an Email Address.

7. Select a Party Affiliation from the drop-down list. Select Unaffiliated if affiliation is unknown or not declared.

8. Enter Legacy ID if known.

9. (Optional) Enter comments in the Memo field.

10. If applicable, select the Permanently and Totally Disabled checkbox.

11. To remove the voter from the Sample Ballot Data Export report, select the Remove Sample Ballot checkbox.

Enter Previous Voter Name Information (if applicable) On the Previous Voter Name section of the Registration Application – New Voter Registration screen:

12. Enter a Previous Name, including:

– First Name

– Middle Name

– Suffix Name

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Enter Previous Voter Address Information (if applicable) Note: The Previous Voter Address section is filled in when transferring a voter from another County

On the Previous Voter Address section of the Registration Application – New Voter Registration screen:

1. Enter a Previous Voter Address, including:

– Street No.

– Suff A

– Suff B


– Apt/Unit No.

– Address Line 2

– Address Line 3

– Municipality

– County

– State

– ZIP Code

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Enter Person Providing Assistance Information (if applicable) On the Person Providing Assistance section of the Registration Application – New Voter Registration screen:

1. Enter information about the person providing assistance.

– Last name

– First Name

– Suffix

– Street No.

– Suff A

– Suff B


– Apt/Unit No.

– Address Line 2

– Address Line 3

– Municipality

– State – default is NJ

– ZIP Code

– Telephone No.

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Submit the Voter Information When you are finished with the Registration Application – New Voter Registration screen, click Continue. If the entries are valid, the Accept Registration - New screen appears.

Note: If you receive an error message, see the section: What If I Get an Error When Submitting the Registration (see page 21)

Note: If the Registration Type is Agency, you must select the agency number from the NVRA drop down list.

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If a match is found, check to see if the SSN or DL is validated and then verify that the MVC Record and SVRS data show the same name and DOB. There can be reasons why the address is different. If no match is found, check that the correct number was entered and click Re-validate.

Optionally click Override Polling Places Manually to open a window where you can select another polling place.

(Optional) Enter information in the Memo field by clicking Edit. A pop-up window opens where information can be entered. The comment appears in the Memo box with the Date entered and the User ID of the person who made the entry. If there are multiple comments in the Memo field, they are listed in chronological order.

(Optional) Click the Print Notices Now radio button to print notices now. This allows the notices to be printed when the voter information is accepted. If this option is selected, the letters or cards are not sent to the batch queue.

(Optional) Click the radio button to print the letters in English or English and Spanish. This defaults to the standard set up in County Data.

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Accept Voter Registration On the Accept Voter Registration - New (or Transfer Existing Voter – Final Activity) screen:

1. Click Accept.

2. A Voter ID number is generated and appears on the screen.

The Voter Registration - Accept Confirmation screen appears.

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Generate Documents After the registration has been confirmed, there are several printing options necessary to finalize the registration.

The Registration Application, and a portion of the Registration Application containing the signature can be scanned and saved to the voter record in the SVRS database. The registration application can be scanned individually for each voter application. In this case, registration applications cannot be scanned as part of a batch.

Mailing labels and barcode labels can be printed.

A notification card can be generated. These notices indicate the voter’s mailing address, ward/district, legislative and congressional districts, and polling place.

A voter acceptance letter can be generated. Letters can be printed in single or batch mode. If the print later option was used on the prior screen, the notices were sent to the batch printing queues. If print notices now option was selected the documents must be printed using the buttons on this screen.

Note: The Poll Worker button is enabled only if the appropriate value was selected from the Poll Worker drop-down list on the Registration Application – New Voter Registration screen.

Scan Voter Registration Application Card (Optional) On the Voter Registration – Accept Confirmation screen, click Scan Voter Registration Application Card. A window for scanning the registration application appears.

Scan Voter Signature (Optional) On the Voter Registration – Accept Confirmation screen, click Scan Signature. A window for scanning the voter's signature appears.

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Print Mailing Label (Optional) On the Voter Registration – Accept Confirmation screen:

1. Choose the number of labels desired from the drop-down list.

2. (Optional) To print labels with residence addresses rather than mailing addresses, select the Print Residence Address checkbox.

3. Click Print Label. A mailing label appears in a pop-up window.

4. Click Print.

5. Click Close. The mailing label with the Voter Name, Address, Voter ID, and Bar Code is printed.

Print Mailing Label with MWD (Optional) On the Voter Registration – Accept Confirmation screen:

1. Choose the number of labels you want to print from the drop-down list.

2. To print labels with residence addresses rather than mailing addresses, select the Print Residence Address checkbox.

3. Click Print Label with MWD.

4. A mailing label appears in a pop-up window.

5. Click Print.

6. Click Close. The mailing label with the voter name, address, voter ID, barcode, municipality, ward, and district is printed.

Print Acceptance Letter (If you want to print it immediately) On the Voter Registration - Accept Confirmation screen:

1. Click Print Letter, if the button is enabled. It is only enabled if you selected the Print Notices Now radio button on the previous screen.

2. The letter appears in a browser window.

3. Click Print at the bottom of the screen.

4. Click Print in the pop-up window.

5. The Reprint button is available for reprinting, if necessary.

6. Click Close at the bottom of the browser window and the browser window closes.

Note: If you selected Print Later (the default), the document has been sent to the batch.

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Validation of Identification Information If a registrant has listed either their driver’s license number or the last four digits of their SSN on the Registration Application, the system validates or authenticates the information. The information that is passed to the New Jersey Motor Vehicle Commission from the system is the individual’s Last Name, First Name, Date of Birth, and Driver’s License Number. The information that is passed to the Social Security Administration (SSA) is the individual’s Last Name, First Name, Date of Birth, and last four digits of SSN.

The validated identification number is stored in the voter record and displayed on the Registration Application – Change Voter screen.

If the identification number is not validated during voter registration, the system allows you to try the validation again through the Change Voter process.

What If I Get an Error When Submitting the Registration? If the entry is invalid, an error message is displayed that gives a description of the invalid data.

1. Click OK to return to the Registration Application – New Voter Registration screen.

2. Correct the entry.

3. Click Continue.

Reject a New Voter's Registration The Reject Voter functionality enables an authorized user to reject voters during the Voter Registration process and, if applicable, to send a denial notice to the applicant. If the registration fails the system validation process, the reject status is assigned automatically. The user can also manually reject a voter while entering voter registration information.

When the voter registration is submitted from the Registration Application – New Voter Registration screen, the system checks for valid registration criteria and rejects the voter if the validation fails. The key data items that the system validates are: U.S. Citizen, eligible date of birth, valid address and signature.The system automatically assigns a Reject status and displays a pop-upwindow with the following message: The voter has been automatically rejected.The pop-up window indicates the reason for automatic rejection, for example: Not a U.S. Citizen/Checked off No to U.S. Citizenship.

The rejection reasons selected are printed on the Reject Letter that is sent to the applicant. Information about rejected voters is stored in the system for reference.

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Automatic Rejections If selected by the user or determined by the system, the following conditions cause an automatic rejection:

Completely illegible

Criminal conviction

Mental disqualification

Not at least 17 Years of Age checkbox

Not a U.S. citizen, checked off No to U.S. Citizenship

Power of attorney

Enter Voter Information

Click Continue on the Registration Application – New Voter Registration screen, and the Accept Voter Registration - Reject screen appears.

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Reject the Voter On the Reject Voter Registration - Reject screen:

1. The Rejection Date defaults to today's date.

2. The Rejection Reason appears from the registration screen drop-down list.

3. Choose when to print the applicable notice. The print choices are:

– Print Notices Now

– Print Notices Later (default)

4. Click Accept.

A rejection confirmation message appears.

Confirm the Rejection On the Voter Registration – Accept Confirmation screen:

A rejection confirmation message appears.

If you chose Print Later on the previous screen, the rejection notice with the person’s name, address and rejection reason is sent to the print queue. If you chose Print Now, a Print button appears on this screen.

Print Letter Immediately 1. Click Print Letter, if it’s enabled. The rejection letter appears in a browser

window.


3. Click Print in the Print pop-up window.

The Reprint button is available for reprinting, if necessary.

4. Click Close at the bottom of the browser window and the window closes.

Note: If you selected Print Later (default), the document is included in the batch.

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Module 2: Add a Voter with No Date of Birth


2. Select Voter Registration.

1. Select Voter with No DOB.

The Registration Application – New Voter Registration screen appears.

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Enter Voter Information On the Registration Application – New Voter Registration screen:

1. Incomplete status is assigned to the voter (under Miscellaneous Information).

2. Incomplete Reason for No DOB is selected and highlighted.

3. Date of Birth is set to the default 01/01/1111.

4. Enter required voter registration data.

5. Follow the steps for adding a new voter (see page 2).

6. After accepting the voter, an Incomplete letter is generated in the print batch.

Note: When a DOB is not entered, the system saves the default DOB for the voter. This default is 01/01/1111 for new registrations in the system, and 01/01/1800 for converted voters in the system.

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Module 3: Change Voter Registration The change voter functionality is used to modify information (such as name, date of birth, address, telephone number, and status) on a registered voter’s record.


2. Select Voter Registration.

3. Select Add/Change Voter.

The Activities Search - Voter Registration screen appears.

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1. Enter search criteria. Valid search criteria entries and combinations are:

– Last Name, First Name, DOB

– Voter ID

– NJ Driver’s License Number/NJ State ID number


2. Click State Search. The Activities Select Voter - Voter Registration screen appears.



4. Click Select. The Registration Application – Change Voter screen appears.

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Alternate Process to Change Voter Registration This method does not require an exact name and DOB. On the main menu:

1. Click Inquiries.

2. Click Voter Registration. The Inquiry - Voter Registration screen appears.

3. Search for the voter, using the information you have.

4. Click Search. The Select Voter - Inquiry Voter Registration screen appears.

5. Click the Select radio button next to the appropriate voter. If the voter is in your county, the Change button is activated.

6. Click View. The Inquiry – View Voter Registration screen appears (see page 31)

7. Click Change. The Registration Application – Change Voter screen appears. (see page 34)

No matter which method you used to reach this point, continue on to the next steps.

.

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1. View the voter’s information

2. (Optional) To print a hard copy of the voter’s profile, select checkboxes for the criteria to include under the Print Voter Profile button, and then click the button.

3. Click Close.

View the Voter’s Mail-In Ballot (Optional) 1. Click Mail-In Ballot. The Inquiry – Voter Mail-In Ballot window appears.

2. View the information

3. Click Close.

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View the History of Changes to the Voter’s Record (Optional)

1. Click Audit History. The Inquiry – Voter Change Audit History window appears.

2. View the information.

3. Click Close.

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Enter Voter Information Most voter data can be changed or corrected on the Registration Application – Change Voter screen, with the changes recorded as part of the audit trail. Note that changes can be made to the voter’s last name and date of birth if corrections are required. Changes to the name, residence address, and party also automatically create entries in Voter History, including the prior data and date the information was changed.

Note that changing the voter’s residence address in the county can change the voting district assignment. In addition, if the address requires verification or in some situations confirmation, additional processing could be required. Those processes are in the following modules. If you change the voter registration mailing address, an acknowledgement notice is sent to the batch if the Print Later option is selected. If the Print Now option is selected, the acknowledgement is generated immediately.

You can change a voter’s status to Deleted for several reasons, which are available on the Accept Voter Registration – Change screen.

On the Registration Application – Change Voter screen:

1. Enter the Change Date.

2. Change or add data as required.

3. If you change the Residence Address, follow the steps for adding an address in the Add New Voter section on page (see page 2).

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Submit the Voter Information When you are finished entering data on the Registration Application – Change Voter screen, click Continue. If the entries are valid, the Accept Voter Registration - Change screen appears.

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On the Accept Voter Registration - Change screen, the Type of Change chosen previously is indicated automatically with the radio buttons at the top left. More than one type of change could be indicated depending on the changes made on the prior screen.

1. Select a Reason from the drop-down list.

– For most changes, select User Corrected, User Determined, or Voter Requested depending on how the change was determined.

– For changes in status to Deleted there are additional reasons displayed in the list. These include: Administrative Action, Criminal Disqualification, Deceased, Duplicate, Inactive Confirmation through two Federal General Elections, Mental Disqualification, Moved out of County, Moved out of State. Select the appropriate reason.

– For deletion with the reason of Deceased the Date of Death is required.

2. (Required) Select a NVRA Code from the drop-down list.

3. If you chose Other, enter the type of change in the Change Memo box.

4. If the Residence Address changed, the new District (if applicable) is displayed along with the new polling place information.

– (Optional) To enter information in the Memo field, click Edit. A pop-up window appears where you can enter a comment. This comment then appears in the Memo box along with the date entered and the User ID of the person who entered the memo. Comments appear in the Memo box in chronological order.

– (Optional) Select the Print Notices Now radio button. This allows the notices to be printed when the voter information is accepted. If this button is selected, the letters or cards are not sent to the batch queue.

– (Optional) Select the radio button to print the letters in English or English and Spanish. This defaults to the standard that was set up in County Data.

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Accept Voter Registration Changes On the Accept Voter Registration - Change screen:

1. Click Accept. The Change Voter Registration – Final Activity screen appears.

Generate Documents After the registration has been confirmed, there are several printing options available, as follows:

You can print mailing labels and bar code labels.

You can generate a notification card. These notices list the voter’s mailing address along with their precinct, legislative and congressional districts, and polling place. This might be needed if the voter has moved within the county.

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Based on county practice, when a voter is deleted for reason of Deceased one of the Deceased Letters can be printed to confirm the death.

Note: When the party is changed, the Party Affiliation Change card is automatically generated in the batch print queue.

Scan Voter Registration Application Card (Optional) On the Change Voter Registration – Final Activity screen:

1. Click Scan Registration Application. A window for scanning of the Registration Application appears.

Scan Voter Signature (Optional) On the Change Voter Registration – Final Activity screen:

1. Click Scan Signature. A window for scanning the voter's signature appears.

Print Mailing Label (Optional) On the Change Voter Registration – Final Activity screen:

1. Choose the number of labels you want from the drop-down list.

2. (Optional) To print labels with residence addresses rather than with mailing addresses, select the Print Residence Address checkbox.

3. (Optional) To print labels with NO barcode, select the Exclude Barcode checkbox.

4. Click Print Label.

5. Click Print.

6. Click Close. The mailing label with the voter name, address, voter ID, and bar code is printed.

Print Mailing Label with MWD (Optional) On the Change Voter Registration – Final Activity screen:

1. Choose the number of labels you want from the drop-down list.

2. (Optional) To print labels with residence addresses rather than with mailing addresses, select the Print Residence Address checkbox.

3. (Optional) To print labels with NO barcode, select the Exclude Barcode checkbox.

4. Click Print Label with MWD.

5. A mailing label appears in a pop-up window.

6. Click Print. The mailing label with the voter name, address, voter ID, bar code, municipality, ward, and district is printed.

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7. Click Close.

Print Acceptance Letter (If you want to print it immediately) On the Voter Registration - Accept Confirmation screen:

1. Click Print Letter, if the button is enabled. Note that it is only enabled if you selected the Print Notices Now radio button on the previous screen.

2. The letter appears in a browser window.


4. Click Print in the Print pop-up window.

5. The Reprint button is available for reprinting, if necessary.

6. Click Close at the bottom of the browser window and the window closes.

Note: If you selected Print Later (default), the document is included in the batch.

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Module 4: Voter Address Change Verification Use the Voter Address Change Verification functionality when the county is notified (generally other than by the voter) that the voter has moved within the county. The process is similar to changing the voter’s address.

Note: This process is not done if the voter notifies the county of a change of address.



3. Click Add/Change Voter.

4. Search for the voter as in the Change Voter process (see page 28).

5. The Registration Application – Change Voter screen appears

6. Change the Voter’s Residence Address and click Continue. The Accept Voter Registration – Change screen appears.

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3.

The Type of Change is reflected as Address.

7. In the Reasons drop-down list, select Verification/Postal Notice.

8. (Optional) Enter comments in the Change Memo field.

9. (Required) In the NVRA drop-down, select a NVRA Code.

10. Click Accept. The Change Voter Registration – Final Activity screen appears with verification of the transaction.

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The verification card is automatically generated and sent to the batch print, where it can be accessed from the Reminder screen.

Click Review for verification cards on the Reminder screen to display the card to be printed. The verification card is a preprinted standard card.

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Module 5: Voter Address Change Confirmation Voter Address Change Confirmation functionality is used to verify a registered voter's address change out of the county. Confirmation begins when the county is notified by a third party that the voter might have moved out of the county. Notification is often in the form of mail returned as undeliverable or in the sample ballot mailing process and the move can be in state, out of state, or unknown.

Based on this third-party notification, users change the Voter Status to Inactive -Confirmation and generate a confirmation notice.



3. Click Add/Change Voter.

4. Search for the voter as in Change Voter process. The Registration Application – Change Voter screen appears.

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5. In the Voter Status drop-down list under Miscellaneous Information section:, select Inactive Confirmation.

6. Click Continue. The Accept Voter Registration – Change screen appears.

7. In the Reasons drop-down list, select User Corrected or User

Determined.

8. (Required) In the NVRA drop-down, select a NVRA Code.

Note: Generally, you should select User Determined if the notification came from a third party.

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9. Click Accept. The Change Voter Registration – Final Activity screen appears with a confirmation message.

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Print Confirmation Card The confirmation card is automatically generated and stored in a print batch pending print activity. The voter confirmation can be processed using the Voter Address Change Confirmation function.

Confirmation cards are printed from the Reminder screen from a separate batch.

To print the card, select Activities > System > Show Reminders and click Review.

The Batch Confirmation Card Details screen appears. If the card has been mailed, the mail date appears in the Mail Date column.

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Voter Address Change Confirmation

After the confirmation card has been mailed and updated information has been received then the voter’s confirmation activity can be updated.

Maintain Address Change Confirmation 1. In the main menu, click Activities.


3. Click Voter Address Change Confirmation. The Address Change Confirmation screen appears.

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Search for a Voter On the Address Change Confirmation screen:

4. Enter search type (County or Statewide).

5. Enter search criteria (Voter Identifiers). Valid search criteria entries and combinations are:


– Voter ID



6. Click Search.

The Select Voter-Address Change Confirmation screen appears. Only voters with a status of Inactive Confirmation or Inactive Confirmation Need ID are included in the list.

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Select Voter On the Select Voter-Address Change Confirmation screen:

7. Select the voter by clicking the Select radio button.

8. Click Select. The Maintain Address Change Confirmation screen appears.

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Maintain Address Change Confirmation If the confirmation card has been mailed, then the Confirmation Mail Date displays. Until the card has been mailed, the data on this screen is protected. If the Confirmation Card notice has been returned, the date is entered in the Notice Return Date field. The return date must be after the confirmation mail date.

On the Maintain Address Change Confirmation screen:

1. Select the Confirmation Status from the drop-down list. The options are: Blank, Undeliverable, Current Address Correct, Moved within County, Moved out of County, and Moved out of State.

Note: Confirmation Status can be entered without entering a Notice Return Date if the status is determined by other information.

2. Click Save to save the entry without any additional changes. -OR- Click Save & Continue to save the entry and proceed to the Registration Application-Change Voter screen to update the voter record.

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Module 6: Transfer a Voter to a Different County When transferring voters between counties, you are working from a Voter Registration Application. Enter the application data similar to the way you add a new voter. Most existing data fields for the voter are populated, except for the Residence Address, which must be entered for the new county. The existing address in the system is then shown in the Previous Voter Address section.

When the entries are completed, the voter record is transferred from the prior county to the new county. Notification to the prior county is made on the Reminder screen. When the prior county clicks Review for Voters That Moved Out of County, the transferred voter is listed, including the new county. The Voter ID does not change, and all voter history is moved with the voter.



3. Click Add/Change Voter. The Activities Search - Voter Registration screen appears.

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4. Enter the search criteria. Valid search criteria entries and combinations are:


– Voter ID



5. Click State Search. The Activities Select Voter - Voter Registration screen appears.



7. Click Select.

8. The Registration Application – Transfer Existing Voter screen appears.

Enter Information 9. Enter the Registration Date if the fields are not already populated. The

date can be earlier than the current date, but it cannot be a future date.

10. Enter data from the application as in the New Voter process (see page 2-9). It is only necessary to enter data that has changed or is not displayed. The last name field is editable.

11. Enter the Residence Address following the procedures described in Add New Voter on page 2-11.

Note: The prior address is listed in the Previous Voter Address section.

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12. Click Continue. The system processes the data. If the entries are valid the Accept Voter Registration – New screen appears.

13. Follow the process described on page 16 of the Add New Voter module.

Note: The previous county of registration receives a notice of cancellation on their Reminder screen.

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Voters with complete information are placed in Pending status until the voting privilege date, which is 21 days past the registration date. For 17 year old voters, the voting privilege date is 21 days past the registration date or their 18th birthday, whichever comes later.

The party privilege date is the same as it was in the previous county, unless there is a party change in the new registration application.

On the voting privilege date, the voter’s status changes to Active or Active Need ID, depending on the information provided.

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Module 7: Verification/Postal Notice Batch Verification/Postal Notice Batch screen allows user to update the Verification/Postal Notice Voters Status to Active Status in batch mode. This eliminates the need to change each voter individually.



3. Click Voters who have Verification/Postal Notice. The Verification/Postal Notice Batch screen appears.

Act on Search Results Voters who have an Active Status with the Change Reason: Verification/Postal Notice and are logged in the County will be displayed. Click one of the buttons at the bottom of the screen. The buttons that appear depend on your role’s permissions. The following buttons may or may not appear:

Update to update selected voters to a status of Active with the Change reason selected from the reasons drop down list.

Select All pages to select all voters on all pages.

Select All to select all voters on the page

Print Label to generate a printable version on the onscreen data.

Reset to reset all previously selected unsaved fields.

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Module 8: Verification and Acknowledgment Card Export

Verification and Acknowledgement card Export File option can be used to create a text file of the Verification and Acknowledgment Cards for vendor printing purposes.



3. Click Verification and Acknowledgment Card Export. The Verification and Acknowledgement Card Export screen appears.

From this screen, you can generate 2 kinds of Cards:

I. Verification Cards

II. Acknowledgement Cards

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To generate a list of voters cards by MWD 1. (Optional) Make one or more selections from the Municipality list. To

select multiple items in list boxes, hold the CTRL key while clicking on selections. To select consecutive list items, hold the SHIFT key and click the first and last items in the range. If you do not select any municipalities, the report will be generated for all municipalities in the logged-in county. Click GO to the right of the list.

2. (Optional) Select one or more options from the Ward list. If you do not select any wards, the report will be generated for all wards and districts in the selected municipalities. Click GO to the right of the list.

3. (Optional) Select one or more options from the District list. If you do not make any selections, the report will be generated for all districts in all the selected wards.

Criteria for both kinds of reports Set the following criteria:

1. Enter the Generation Start Date and End Date of the report.

2. Make a selection in the Delimiter drop-down list.

3. To submit the report to the queue, click Generate Export File.