ABS Management & Troubleshooting - PowerPoint Presentation

1. ABS Management & Troubleshooting Handling Absentee Issues

2. Acronyms ABS = AbsenteeCEB = County Election BoardePB = Electronic Poll BookVR = Voter Registration

3. ABS Troubleshooting: Before EDayRejected ABS ApplicationsVoter can submit a new application for review & approvalOnce submitted online at indianavoters.com, a voter can’t reapply unless the ABS app is rejected or cancelled by the county in SVRSABS-5 Affidavit For Defective/Not Signed BallotsUsed if ballot is destroyed, defective, lost, or spoiled by the voterFailure to sign or rejected for signature issues is a reason to use ABS-5Voter completes ABS-5 and returns to countyBallot is reissuedBy mail, if requested by the voterMust be mailed to voter; cannot be handed over to voterDuring in-person absentee voting, if “early” voting has startedCounties MUST maintain the original applications and ballot envelopes, even if they are rejected! Please DO NOT mail back an original app or envelope to ask the voter to cure their issue. IC 3-11-4-17.7 | IC 3-11.5-4-2

4. ABS Troubleshooting: Before EDayIf CEB orders a ballot reprinting to fix an error or omission each absentee voter is entitled to recast a replacement ballotABS-12 (Request for Additional Residence Documentation)Required for first time voters who registered to vote by MAIL in Indiana and did NOT provide proof of residency or meet another exceptionShould generate in SVRS when processing applicationMust be sent with ABS mail ballot packet for voter to complete & returnVoter files proof of residency document separately with county VR office by 6PM on election dayABS ballot may only be counted IF this information is received by 6PM on Election DayIC 3-11-4-18(b) | IC 3-11.5-4-3.5

5. Absentee Troubleshooting: On EDAYHand-delivery of ABS ballotTwo options:Deliver to CEB at central count location by 6PM for absentee to be counted, if voter is otherwise qualifiedSurrender to Inspector at polling location to vote a regular ballot, if otherwise qualifiedPoll workers write “spoiled” on the absentee ballot/envelope and store with election materialsPRE-5 AffidavitUsed if voter did not receive mailed ABS ballot and voter wants to vote at the precinct on Election DayVoter signs affidavit & issued a regular ballotIC 3-11.5-4-10 | IC 3-11.5-4-18

6. Absentee Troubleshooting: On EDayABS-21Used by a voter whose absentee ballot was rejected by the CEBMust go to the central count location to get the form from CEB not later than 5PM on Election DayAllows voter to vote in-person at their polling location, if otherwise qualifiedIC 3-11-4-13(f) | IC 3-11.5-4-21

7. First Signature ReviewALL ABS ballots must go through a FIRST signature reviewIf signature is missing or mismatched, then follow ABS-18A/ABS-18B procedures to treat ABS as provisional and mail notice to voterNotice and affidavit must be sent to voter at least 2 business days after missing/mismatched is determinedAffidavit must be retuned by voter not later than noon, 8 days after electionCan be sent by email, mail, fax, or hand-deliveryDon’t forget! The clerk or her designee must visit the post office at NOON on Election Day to retrieve any ABS ballots that might be on-site and not yet delivered to the central countIC 3-11.5-4-4 | IC 3-11.5-4-5 | IC 3-11.5-4-7

8. Central Count Prep Before election day, MUST organize ABS apps (if applicable) & ballots by precinctShould be stored in receptable with bi-partisan locksEach appointed CEB member must hold one key for the lockAppointed CEB member or designee must be at clerk’s office each day office receives ABS ballots back to store and secure ballotsPrep lists and Election Day materialsFor paper poll list countiesAbsentee Courier (Carrier) Envelope, if applicableList(s) of individual requesting an absentee ballotPoll worker affidavitRejected ABS BagOther materials county election board authorizes for use to organize and manage material Be sure to request enough central count teams from party chairs (& couriers, if paper poll list used)IC 3-11-10-10 | IC 3-11.5-4-5 | IC 3-11.5-4-6

9. Counting Absentee BallotsBefore ABS ballots may be counted on Election Day:Second Signature Review. Review signatures on the application (or ePollbook for in-person voters) are compared against ABS ballot envelope, if applicableIf ABS counters agree signatures do not match, then follow ABS-18A/ABS-18B procedures to treat ABS as provisional and mail notice to voterIf accepted, remove app from ballot envelope & set app asideAn ABS counter team should be processing and counting the ABS ballots for a whole precinct REMINDER: CEB can agree to skip the second signature review of Travel Board/In-Person absentee voting, if resolution unanimously adopted by the CEBIC 3-11.5-4-12 | IC 3-11.5-4-13 | IC 3-11.5-4-13.5 | IC 3-11.5-4-13.6

10. Reasons to Reject ABS BallotsAn ABS ballot can be rejected for the following reasons:The affidavit on the ABS ballot envelope is insufficient The ABS ballot has not been endorsed with the initials of the two (2) members of the absentee voter board, the appointed CEB members, or the appointed CEB members designeeThe missing or mismatched signature is not cured under IC 3-11.5-4-13.5 or IC 3-11.5-4-13.6The absentee voter is not a qualified voter in the precinct.The absentee voter has voted in person at the election.The absentee voter has not registered.The ABS ballot envelope is open or has been opened and resealed. This does not apply to military/oversea voters or ABS-VPD voters who return a ballot by fax/emailThe ballot envelope contains more than one ballot of any kind for the same office or public question.In a primary election, if the absentee voter has not previously voted, the voter failed to execute the proper declaration relative to age and qualifications and the political party with which the voter intends to affiliate.The ballot has been challenged and there is no absentee ballot application from the voter to support the absentee ballot.IC 3-11.5-4-13

11. ABS & Use of Provisional BallotsIn-Person ABS Voting Issue a provisional ballot to a voter who does not present valid photo ID for voting purposesChallenges to ABS VotersIn ePB counties…CEB may challenge an ABS voter’s ballot if they believe voter is not a legal voter of the precinctIn paper poll list counties…Appointed challengers at the polling place may challenge an ABS voter’s ballot if they believe voter is not a legal voter of the precinctChallenger must do this before poll list is marked with ABS info delivered to polls by ABS courierIC 3-11.5-4-15

12. Missing & Mismatched SignatureIf a missing or mismatched signature is found during First or Second signature reviewABS Counters/CEB must write on the ABS ballot envelope or, if no envelope, the affidavit or other form of documentation:“CEB has found the signature of this voter is not genuine. The ballot is subject to IC 3-11.5-4-13.5 or IC 3-11.5-4-13.6.”Date & reasons for signature mismatch determination Voter’s ABS materials are placed in provisional ballot envelopeABS Board or CEB should use “other” field on PRE-4 affidavit to note envelope contains ABS ballot with signature mismatch issue & complete other fields on the affidavit, including voter’s name and precinctInformation about signature mismatch or missing is recorded in SVRSIC 3-11.5-4-4 | IC 3-11.5-4-5 | IC 3-11.5-4-13.5 | IC 3-11.5-4-13.6

13. Resolving Missing & Mismatched Signature Issues Signature Mismatch/Missing Notice Elements on ABS-18A & ABS-18BInstructions on how to complete & file signature mismatch affidavit or unsigned ballot affidavit with CEBInclude note voter can provide reason for the signature mismatchDeadline for filing affidavit (not later than noon 8 days after election)Blank signature mismatch/unsigned ballot affidavit attachedSignature Mismatch & Unsigned Ballot AffidavitVoter attests under penalties of perjury the signature on their ABS balloting materials IC 3-11.5-4-13.5 | IC 3-11.5-4-13.6

14. Resolving Missing & Mismatched Signature Issues Signature Notice & Affidavit to be generated by SVRSCounty users must enter signature mismatch/missing signature issues on the voter’s registration recordNotice & Affidavit must be mailed or email to voter not later than close of business, two (2) business days after signature issue determined by CEBMailed to the voter’s registration addressEmail to the voter’s email address if on file Voter must return affidavit to CEB by:Election Day, if voter delivers it to the Inspector of their voting location ORMail, fax, email, or hand-delivery not later than noon (local prevailing time), eight (8) days after electionSignature affidavit may be attached to PRE-4/PRO-2 provisional ballot envelope to prep for provisional ballot hearingIC 3-11.5-4-13.5 | IC 3-11.5-4-13.6

15. Resolving Missing & Mismatched Signature Issues At the provisional ballot hearing for ABS ballots with signature issues:CEB opens provisional ballot envelope to retrieve ABS security envelope/affidavitIf no envelope or affidavit, then no need to open PRE-4/PRO-2 envelope but will need to compare against ABS app/ePB signatureIf no ABS app or ePB signature, then compare against SVRS signature (gap in law) CEB shall compare voter’s signature on the signature affidavit against the signature on the ABS ballot envelope/affidavitIf signature found genuine, the provisional ballot is counted, if voter is otherwise qualifiedIf signature is found NOT to be genuine or voter does not file signature affidavit on time, then provisional ballot shall be rejectedRejected provisional ballots are to be recorded in SVRS, regardless of reasonIC 3-11.5-4-13.5 | IC 3-11.5-4-13.6

16. Resolving Missing & Mismatched Signature Issues Same confidentiality restrictions that apply to other provisional ballots also apply to signature mismatch ballotsCounty users MUST update the signature on the voter’s registration record in SVRS to any matching signature made on the signature mismatch affidavitCEB can meet at anytime before noon, 10 days after the election to handle provisional ballots With planning the CEB can process these types of provisional ballots each day they received the ABS-18A or ABS-18B affidavitIC 3-11.5-4-13.5 | IC 3-11.5-4-13.6 | IC 3-11.7-2

17. Absentee Reminders: RemakesRemade Damaged, Defective or Faxed/Emailed ABS BallotsMust be re-made by bi-partisan teamDon’t forget two sets of initials on re-made ballot!Must include matching serial number on the “defective” ABS ballot AND on the remade ABS ballotTalk to vendor about best placement to avoid issue with tabulatorALL remakes must be done on a ballot card or traditional hand-counted paper ballot. CEBs may NOT remake ABS ballots on a DRE machine.IC 3-12-3-5

18. Additional RemindersOnce filed with the CEB…ABS applications & ABS ballot envelopes cannot be alteredDo NOT mail back applications or ballots to fix issuesVoter with rejected ABS application can reapplyCannot reapply online until first application is rejected in SVRSVoter with missing signature on ABS envelope, for example, can file ABS-5 to have their defective ABS ballot reissuedABS applications cannot be “cancelled” by the voterOriginal application received is the application on record for the voterBefore election day, the ABS-5 is used to fix issues when the ballot is issuedOn election day…voter can surrender their ballot to the Inspector to vote a regular ballot, if otherwise qualifiedvoter can complete the PRE-5 to note the ballot was not received & regular ballot issued, if otherwise qualified

19. ABS ResourcesIndiana CodeABS & ePollbooks, generally: IC 3-11-10-26ABS applications & review, generally: IC 3-11-4 & IC 3-11-10ABS & central count of ABS, generally: IC 3-11.52023 Election Administrator’s ManualSVRS County PortalOnline Training ScheduleTaped webinar training Step-by-step guidesStandard Operating Procedures

20. ABS ResourcesUseful ABS Reports in SVRSABS Application ActivityOrganized by precinctProvides name of each ABS voter, ABS type, voter infoStats for each precinct compiledABS Ballot ActivityOrganized by precinctProvides name of each ABS voter, ABS type, voter info & if ballot receivedStats for each precinct compiledABS Cumulative StatisticsProvides raw numbers for each ABS type (walk-in, mail, travel board, fax/email)Numbers are generated daily and added to the chart for comparison purposes

21. Questions