Absentee Voting (AB) June 27 th - August 11 th September 19 th – November 3 rd.

Absentee Voting (AB)

June 27th - August 11th

September 19th – November 3rd

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

Permanent Absentee Voters

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

Dates and Hours



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

Delegated v. Non-delegated



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

Precinct ballot v. Federal ballot Federal Write-in ballot

UOCAVA voters may submit application online – new 2013

Types of Absentee Ballots - UOCAVA

https://mnvotes.sos.state.mn.us/UocavaRegistration/UocavaStep1.aspx



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

UOCAVA Absentee Ballots 2014

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

Absentee Ballot Envelopes

Registered signature envelope and instructions

Non-registered signature envelope and instructions

Size of all envelopes Recycle all old-stock

Changes to Absentee Materials

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 Supplies

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

Absentee Voting Process



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


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


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

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

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

Issuing Absentee BallotsIn-person



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

Issuing Absentee BallotsBy Mail



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

Receiving Absentee Ballots


September 20th – November 4th

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

Receiving Absentee Ballots

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

Establishing Absentee Ballot Board

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

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


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

Accepting Absentee Ballots

August 5th and October 28th

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

Rejecting Absentee Ballots

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\


http://www.sos.state.mn.us/index.aspx?page=618/



Counting Absentee Ballots

August 5th - August 12th

October 28th – November 4th

Multiple options in SVRS

Additional reports available in SVRS with new release May 29

Balancing Accepted Ballots

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


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


Starting at 5pm - 7 days before election – new 2014 August 5 and October 28

Review absentee ballot board instructions

Preparing Absentee Ballots to be Counted



Central Count (DS850) 4 central count

locations: Hennepin County Bloomington Maple Grove Plymouth




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




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




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




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

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

Absentee Results: On Election Night


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

Absentee Results


Other Absentee Activities

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

Health Care Facility (HCF) Voting

July 23rd – August 11th October 15th – November 3rd

http://www.health.state.mn.us/

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

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

Health Care Facility 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

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

Agent Delivery Absentee Voting



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

Agent Delivery



Agent Delivery Process

Request for Agent Delivery form


Agent Delivery Log


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

Absentee Ballots Returned by Agent



Voters can view status of absentee ballot

Link from Secretary of State’s website

Checking Absentee Ballot Status

https://mnvotes.sos.state.mn.us/AbsenteeBallotStatus.aspx



Absentee Voting (AB) June 27 th - August 11 th September 19 th – November 3 rd.

Documents

absentee materials

absentee envelope

absentee information

uocava absentee ballots

person absentee voters

nonregistered ballot

nonregistered voter

absentee voting ab