2014 Clerks Regional Workshops. David Scanlan Deputy Secretary of State Anthony Stevens Assistant Secretary of State Debra Unger HAVA Office

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1 2014 Clerks Regional Workshops David Scanlan Deputy Secretary of State Anthony Stevens Assistant Secretary of State Debra Unger HAVA Office

2 Presentation Overview Dave & Anthony Election Law Changes MOVE Act - State Primary Affidavits National Perspective

3 Overview Continued Deb Unger Wish List Streamlining absentee ballot screens Voter Information Look-up Recording election officials, polling places, hours Absentee Ballots ElectioNet User Updates

4 Election Law Changes

5 Appointment of clerks

6 Election Law Changes Changes in expenditure limits resulting in new filing forms for State Representative and Delegate to the Republican State Convention.

7 HB 466 FN Combines voter registration form with identification, citizenship, age, and domicile affidavits In an effort to consolidate and minimize trouble for voters.

8 HB FN Bottom of general election voter registration form says This form was executed for purposes of proving: Identity Yes/No Citizenship Yes/No Age Yes/No Domicile Yes/No Applicant

9 HB FN Would create two voter registration forms, 1 for primaries and town meetings 1 for general elections, including all special general elections Might be 2 pages, each independently administered Clerks and supervisors of the checklist would have to learn the two processes associated with each

10 SB 278 Reasons absentee ballots were rejected will be reflected in the Voter Information Look-up web page. Voters will be able to see rejection reasons.

11 HB 1460 Appointment of inspectors of election Move to May 15 July 15 Rather than between September and October

12 Election Law Changes HB Relative to domicile for voting purpose during a temporary absence HB 1542 Relative to nomination of a political organization HB 1544 Relative to special election ballots HB 1545 Relative to voting booths

13 Election Law Changes SB 206 Relative to proof of identity by voters SB 274 Relative to the form of a candidate s name on the ballot SB 271 Relative to retention of voter affidavits and identity verification (Committee of Conference Report)

14 Going Forward Comprehensive Study of Election Law by Legislature Summer, 2014

15 Automated Ballots No cutting and pasting to produce valid UOCAVA and AVS ballots for clerks To comply with HAVA, MOVE Act, & expectations: Accessible voting system ballots UOCAVA Absentee ballots XML output Sample Ballots SOS produced the first 3 full sets of automated electronic ballots in: the 2012 State Primary (2400 ballots) the 2012 General Election (1200) for a total of 3,600 ballots + additional iterations

16 State Primary Automation The SOS creates and uploads ballots for the state primary, using automated rotations: In Primary, House races according to mid-june selection In Primary, for single winner races, town-by-town rotation to equalize top position Governor, U.S. Senate, Congress In General Election, House races mid-june selection Columns in General Election

17 Affidavit Follow-up Scanning Challenged Voter Affidavits from marked checklist Entering Qualified Voter Affidavits & Domicile Affidavits from voter registration forms Ongoing accountability for data entry and scanning

18 Affidavit Follow-up Extensive Data Review & Cleaning by SOS prior to: Mailing follow-up letters Reporting to Legislature Reporting to Attorney General Close out 6-month cycles on: July 1 st, 2014 January 6 st, 2015 July 1 st, 2015

19 Absentee Ballot Data Entered more accurately than ever before due to clerks practice and attention Greatly increased scrutiny From clerks, with better absentee ballot report From voters, who can check absentee ballot status on-line From government 60 reconciliation calculations by federal government and the SOS From Pew Charitable Trusts and academics, using State-by-state comparisons

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22 NH - Worse than National Average Rejected Regular Absentee Ballots Rejected UOCAVA Absentee Ballots Absentee voters are not told that their absentee ballots are not being counted, or why.

23 RSA 654:13 If the supervisors decide not to add the name of the applicant to the checklist, they shall send notification in writing to the applicant within 7 days stating the reason for denial. This law applies to an individual who has submitted an absentee ballot that was rejected on election day because the person s voter registration materials were deemed to be insufficient by the supervisors.

24 Pew Election Performance Index New Hampshire was one of a dozen states that had an overall EPI average increase of 9 percentage points or more in Driving much of the improvement was a jump in data completeness from approximately 69 percent in 2008 one of the worst rates in that year to 100 percent in 2012

25 New Hampshire s Superior Performance Out of those absentee ballots sent, New Hampshire had the highest per cent of UOCAVA ballots returned and submitted for counting in the country 1 st in U.S Turnout (VAP) - 70% 3 rd in U.S Provisional ballots 0 Top 3 in U.S.

26 Due to State s Performance in UOCAVA Ballots Returned for Counting - The SOS was able to approach Congress and critique the latest set of good ideas arising from the worst performing states, the SENTRI Act

27 New Software Vendor With new hardware and Vendor, much quicker reports & checklists. Far faster access. Have you created all of your reports? You don t have to print them. Navigation: Reports/Voters or Elections Have you noticed the Instructions in ElectioNet? Navigation: Help/Instructions

28 2014 MOVE Act Deadlines July 26, 2014 State Primary Sept. 9, 2014 September 20, 2014 State General Nov. 4, 2014

29 Windows XP

30 Windows XP An was sent statewide on 5/2/2014 notifying all of the upcoming changes. It has been posted on the ElectioNet main screen for over a month. Windows XP is no longer supported. It is now blocked.

31 Wish List Items Completed

32 Wish List Completed Alpha Voter List now has a page break: Report / Voters / Alpha Voter List You can now print UOCAVA or Overseas Citizen mailing labels: Reports / Absentee Ballots / Mailing Labels You can now see UOCAVA or Overseas Citizen flagged on Absentee List: Reports / Absentee Ballots / List A selection box now indicates on Absentee List which Ballot was taken: Reports / Absentee Ballots / List

33 Wish List Completed Now have the ability to report on Rejected and Undeliverable ballots: Reports / Absentee Ballots / Rejected or Reports / Absentee Ballots / Returned Undeliverable. In Inquiries, Search Type automatically defaults to Statewide You may now prepare labels without populating the mail date field for absentee voters. Bullet Do not enter Mail Date Reports / Absentee Ballots / Mailing Labels

34 Wish List Completed The EHAV Report may now be broken down with a page break that displays totals Users may reproduce mailing labels without effecting the date mailed. There is now an alpha page break button on the Undeclared Re-registration Report The Removed/Merged status now appears in the Absentee Ballot Module Any suggestions or wishes? me.

35 User Update ElectioNet RAE Forms We are now updating ALL User Information new and old Have you submitted a current RAE form with correct name and title? Have you updated your 390 permission letters? Copies of Oath of Offices RSA 42:1 Oath Required Every town officer shall make and subscribe the oath of declarations as prescribed by part 2, article 84 of the constitution of New Hampshire

36 Oaths of Office Definition of SUBSCRIBE Merriam-Webster transitive verb 1: to write (one's name) underneath : sign 2a : to sign (as a document) with one's own hand in token of consent or obligation b : to attest by signing c : to pledge (a gift or contribution) by writing one's name with the amount

37 Oaths of Office

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40 Voter Update Do you know if your city/town has scanned in their voter history for the recent local elections? Have the new voters been entered into ElectioNet? Affidavit Letters will go out July 1 st, 2014 for: Challenged Voter Affidavit Qualified Voter Affidavit Domicile Affidavit

41 ElectioNet Training Clerk Training Re-Certification (Aug) NH Votes Fall Conference (Oct) ElectioNet Updates

42 Voter Registration 90% of the new voters come through your office, except on election day Voter Registration Card Make sure you can read the voter s writing. Write comments in the For Official Use box. Make sure all boxes are filled, especially Date of Birth, Place of Birth and Party Affiliation. Go over voter registration card box by box with the voter before they leave to eliminate any questions. If voter is a woman, ask if she has a previous name. Ask Have you ever been registered in NH before? How many of you use the official use box?

43 Voter Registration NH Driver s License Out Of State DL - MA Passport Signed QVA - Identity Utility Bill Signed Domicile Affidavit Saw Birth Certificate Signed QVA - Citizenship

44 Absentee Ballots

45 Absentee Ballot List ElectioNet Report: We now have a designation on the absentee ballot list to determine which type of absentee voter. UOCAVA designation FBO designation Left unchecked will be a regular absentee

46 Absentee Ballot List

47 FPCA Online fvap.gov Federal Postcard Application - FPCA Federal Voting Assistance Program - FVAP

48 UOCAVA Voters

49 FPCA Online fvap.gov Instructions for New Hampshire 2014 New FPCA Form Classifications were modified Any version of the FPCA or it s equivalent, is a legal document

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52 FPCA Online fvap.gov Check your clerk information Online Clerk - Mail, Contact Number, Fax & Info If Information is incorrect - Vote@FVAP.gov CC: nhvotes@sos.nh.gov

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57 FPCA 2014 Have you started your 2014 UOCAVA paper folder?

58 When UOCAVA Requests are Received Enter absentee ballot requests immediately in ElectioNet for all elections for which the UOCAVA voter is eligible. State Primary September 9, 2014 State General November 4, 2014 Election dropdowns are now in ElectioNet

59 FPCA 2014 Date stamp FPCAs when they are received. The date received becomes the Request Date for data entry. End date will automatically pre-fill. Click on Update Voter Status to save UOCAVA information.

60 FPCA 2014 Recommended Best Practices One paper folder with all the FPCA or equivalent applications for the year Master File One paper folder for each election with ALL absentee ballot requests Photo copy the FPCA for each election eligible Give a copy to the Supervisor s of the Checklist for their file as a Registration Form

61 FPCA 2014 Recommended Best Practices Generate the UOCAVA List each day you add a new FPCA form to the folder Reports / Voters / UOCAVA This list should match exactly the number of forms that are in your 2014 UOCAVA Master folder Reconciling each day is a good habit When it gets close to the 45-day MOVE Act deadline, this will help to avoid losing track of eligible UOCAVA voters.

62 UOCAVA Voter Requests Good for one calendar year, unless otherwise specified. Do not edit the pre-filled end date.

63 All Other Non-UOCAVA Absentee Ballots Each request applies only to one election Enter requests as you receive them Remember the Voter Information Look- Up website SOS.NH.GOV Any registered voter can view their information

64 Absentee Ballot Lists At the end of each day: Generate the Absentee Ballot List It should match exactly the number of forms in your paper folder for each election Are you in the habit of this?

65 Absentee Ballots Over the Counter RSA 657:4 provides the form a voter can sign to obtain an absentee ballot. Clerks should not request IDs of voters who request absentee ballots over the counter. *Verify voter by your Alpha Voter List or check in ElectioNet *It is handy to keep a copy of the most recent Alpha Voter list at your counter for quick reference

66 Voter Information Look-up Voters can look up their information on the SOS website as well as other information that pertains to them.

67 Voter Information Look-up Complete Make sure your Polling Place information is listed accurately. Make sure your Clerk Information is up to date and accurate.

68 Clerk & Polling Place Information Polling place information must be added in ElectioNet for the State Primary and State General this fall. Political Party Organizations are using this information and they are directing Voters to the website Clerks must enter their name, phone number, address and address in ElectioNet Clerks shall keep such information in the statewide centralized voter registration database (RSA 657:19-c) Clerks shall establish and maintain an official address

69 Addresses Each clerk should have their own generic address Each ElectioNet user should have their own address No one should share addresses. This poses a security risk when being issued a new password.

70 s is NOT spam nh.gov should be added to your computer as a trusted site Triage your s as they arrive: Set up a folder by year in Outlook 2014 Secretary of State Read and print the Put the s in a 3-ring binder File the for future reference

71 Polling Place - ElectioNet Activities Polling Place Maintain Polling Place

72 Polling Place - ElectioNet

73 Maintain Clerk - ElectioNet Activities / Maintain City/Town Data / Maintain Clerk

74 Maintain Clerk - ElectioNet Activities / Maintain City/Town Data / Election Officials

75 Maintain Clerk - ElectioNet Activities / Maintain City/Town Data / Maintain Clerk Where does all this information go?

76 Voter Information Look-Up It takes 24 hours for the information to Update in Voter Information Look-Up

77 Voter Information Look-Up Absentee voters will start checking this site. Towns may start posting the Voter Information Look-up link on the town bulletin board or website. Did anyone receive a phone call from a party organization or voter who noticed a gap between what the voter thought and the information on the Voter Information Look- Up website?

78 Voter Information Look-Up Voters can look for: Their absentee ballot application: Date requested Date mailed Date returned Check their party or ward Clerk information Polling place Link to the Secretary of State s Website

79 Election Officials - ElectioNet Activities / Maintain City/Town Data / Election Officials

80 Election Officials - ElectioNet Activities / Maintain City/Town Data / Election Officials

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84 Election Forms

85 Accessible Voting System (AVS)

86 Accessible Voting System (AVS)

87 Accessible Voting System (AVS)

88 AVS Booklet

89 Security

90 NHVRIN Voter Checklist Death Records RSA 654:37: Upon receipt of official notice of death, the supervisors shall examine the checklist; and, if the name of said deceased person appears thereon, it shall be removed. What are acceptable forms of notification of a death?

91 Official Notice While RSA 654:37 does not define an official notice of the death, we consider such a notice to be: a copy of a death certificate, burial permit or a Voter Checklist report generated by the clerk from the New Hampshire Vital Records Information Network ( NHVRIN ). EPM procedure (Page 82)

92 Duplicate Voters Duplicate Voter Contact Forms See me if needed Contact Persons for Duplicates On behalf of the supervisors of the checklist of the town (city) of, ward, please find herein the list of contacts that will respond to questions involving duplicate voters: 1st contact Title address Phone number 2nd contact Title address Phone number 3rd contact Title address Phone number Signed on behalf of a majority of the supervisors of the checklist this day of, 20 : Supervisor s signature Print Name: Supervisor s signature: Print Name: Supervisor s signature: Print Name:

93 CHECKLIST SECURITY Help / Instructions Do you know what is Public and Private? Introduction 2014

94 Checklists You must use red ink. Per RSA 659:52 for changes and absentee voters. The Marked checklist must be sent to Archives. The Copy is kept by City /Town clerk. DO NOT SEND: School Meetings, Town Meetings, Primaries (except Presidential), Special Meetings, Water District etc.

95 Elections Telephone Numbers Help / Instructions / SOS Contact Information HAVA Office - nhvotes@sos.nh.gov HAVA Help Desk ; HAVA Help Desk Fax Secretary of State Main Office SOS - Main Office - elections@sos.nh.gov Vital Records Vital Records IT Archives & Records Mgmt Attorney General s Office

96 Elections On-Line Bookmarks Help / Instructions / SOS Contact Information New Hampshire Secretary of State New Hampshire Revised Statutes Index New Hampshire On-line Election Law Training New Hampshire City and Town Clerk Association

97 Questions?