Military and Overseas Voter Military and Overseas Voter Empowerment Act (“MOVE” Act)Empowerment Act (“MOVE” Act)

Part #2:Part #2:Creating Absent Voter Ballots That Will Be Sent Creating Absent Voter Ballots That Will Be Sent

By E-mail Or FaxBy E-mail Or Fax

Bureau of ElectionsBureau of Electionswww.Michigan.gov/soswww.Michigan.gov/sosMarch 2012March 2012

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Table of ContentsTable of Contents

1.1. Ballot delivery methods Ballot delivery methods

2.2. Performing a voter search using Statewide Look-Performing a voter search using Statewide Look-up up

3.3. Creating a ballot, voter signature certificate and Creating a ballot, voter signature certificate and voting instructions using the Statewide Look-up voting instructions using the Statewide Look-up

4.4. Sending a ballot by E-mail or Fax Sending a ballot by E-mail or Fax

5.5. Converting a ballot, voter signature certificate Converting a ballot, voter signature certificate and voting instructions to PDF and voting instructions to PDF

6.6. Printing a copy of the ballot, voter signature Printing a copy of the ballot, voter signature certificate and voting instructionscertificate and voting instructions

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1: Ballot Delivery Methods1: Ballot Delivery Methods

►A covered voter may request the delivery of A covered voter may request the delivery of their ballot by postal mail, e-mail or fax. their ballot by postal mail, e-mail or fax.

• If the voter does not select any of the above If the voter does not select any of the above delivery methods, send the ballot by regular mail.delivery methods, send the ballot by regular mail.

• An AV Application submitted by a covered voter An AV Application submitted by a covered voter mustmust bebe honoredhonored for for everyevery election conducted in election conducted in the voter’s jurisdiction through the the voter’s jurisdiction through the endend ofof thethe calendarcalendar yearyear. .

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2: Performing a Voter Search2: Performing a Voter SearchUsing the Statewide Look-up (SWL)Using the Statewide Look-up (SWL)

►Using your Internet browser go to: Using your Internet browser go to: 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 If you do not have a user name and password or your assigned user name and password are no your assigned user name and password are no longer active, immediately contact the QVF Help longer active, immediately contact the QVF Help Desk at 1-800-310-5697 for assistance.Desk at 1-800-310-5697 for assistance.

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Sign in using your pre-assigned User Name and Password

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Click on “Voter Search”

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

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Click on the voter’s Voter ID Number

3: Creating a Ballot, Voter Signature 3: Creating a Ballot, Voter Signature Certificate & Voting InstructionsCertificate & Voting Instructions

►The ballot, voter signature certificate and The ballot, voter signature certificate and voting instructions are created by clicking on voting instructions are created by clicking on the the CreateCreate BallotBallot button in the lower right hand button in the lower right hand corner of the SWL Voter Details screen. corner of the SWL Voter Details screen.

NOTE: The ballot, voting instructions and voter signature NOTE: The ballot, voting instructions and voter signature certificate are contained within a single document.certificate are contained within a single document.

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Click on “Create Ballot”

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4a: Sending a Ballot by E-mail 4a: Sending a Ballot by E-mail

►E-mailE-mail - If the voter requests a ballot be sent - If the voter requests a ballot be sent by e-mail.by e-mail.

• Send the PDF to the voter’s e-mail address as Send the PDF to the voter’s e-mail address as provided on the AV Application. provided on the AV Application.

NOTE: It is recommended that the voter’s e-mail address NOTE: It is recommended that the voter’s e-mail address be retained in the “Comments” field in the voter’s QVF be retained in the “Comments” field in the voter’s QVF record.record.

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4b: Sending a Ballot by Fax4b: Sending a Ballot by Fax

►FaxFax - If the voter requests a ballot be sent by - If the voter requests a ballot be sent by fax, you must print a copy of the ballot, voter fax, you must print a copy of the ballot, voter signature certificate and voting instructions. signature certificate and voting instructions. (Refer to “Printing a Copy of the Ballot” on Page 20.)(Refer to “Printing a Copy of the Ballot” on Page 20.)

• Fax a copy of all three documents to the voter Fax a copy of all three documents to the voter using the fax number provided on the AV using the fax number provided on the AV Application.Application.

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4c: Sending a Ballot by E-mail or Fax4c: Sending a Ballot by E-mail or Fax

►The voted ballot The voted ballot andand signed voter signature signed voter signature certificate must be returned certificate must be returned byby mailmail!!

• When sending the ballot and related materials, don’t forget When sending the ballot and related materials, don’t forget to include your name and return mailing address in the to include your name and return mailing address in the communication. communication. (A sample e-mail communication is (A sample e-mail communication is available on Page 18.)available on Page 18.)

• Instruct the voter to enter their name and return mailing Instruct the voter to enter their name and return mailing address in the upper left-hand corner of the ballot return address in the upper left-hand corner of the ballot return envelope followed by the words “OFFICIAL ABSENT envelope followed by the words “OFFICIAL ABSENT VOTER’S BALLOT.”VOTER’S BALLOT.”

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1) Close the SWL and open your Merit Election E-mail Account

2) Click on New

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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

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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.

6: Printing a Copy of the Ballot to Fax6: Printing a Copy of the Ballot to Fax

►Click on “Create Ballot,” and save the Click on “Create Ballot,” and save the PDF Ballot. Then complete the steps on PDF Ballot. Then complete the steps on the next page:the next page:

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The following are instructions for the The following are instructions for the Interactive MOVE Ballot PDF along Interactive MOVE Ballot PDF along

with examples of the Voting with examples of the Voting Instructions and Voter Signature Instructions and Voter Signature

Certificate.Certificate.

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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

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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.

Voting InstructionsVoting Instructions

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Voter Signature CertificateVoter Signature Certificate

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Questions?Questions?

Please contact thePlease contact the Bureau of Elections at: Bureau of Elections at:

1-800-292-5973 or 1-800-292-5973 or Elections@Michigan.govElections@Michigan.gov

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