Presented by Angie Nussmeyer CoDirector Dale Simmons CoGeneral Counsel 2018 Election Administrators Conference Day One Breakout Session Challenged ABS Ballot ABSMail ABS Travel Board ID: 747859
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Slide1
Nuts & Bolts of ABS Administration
Presented by:
Angie Nussmeyer, Co-Director
Dale Simmons, Co-General Counsel
2018 Election Administrator’s Conference
Day One
Breakout SessionSlide2
Challenged ABS
Ballot
ABS-Mail
ABS-
Travel Board
FPCA
ABS-
In-Person
Processing Options:
ePollbook
(in-person)
SVRS (all others)
Optical
Scan Ballot Cards
DRE
• Receive ballots in SVRS
• Perform Signature Review
• Collate App & Ballot
• Secure Ballot Materials
Precinct Count
Don’t forget about…
•
Absentee Voter Boards
•
Prep work (apps, envelopes, ballots)
•
Additional staff hiring & training
Rejected ABS
Central CountSlide3
Challenged ABS
Ballot
ABS-Mail
ABS-
Travel Board
FPCA
ABS-
In-Person
Processing Options:
ePollbook
(in-person)
SVRS (all others)
Optical
Scan Ballot Cards
DRE
• Receive ballots in SVRS
• Perform Signature Review
• Collate App & Ballot
• Secure Ballot Materials
Precinct Count
Don’t forget about…
•
Absentee Voter Boards
•
Prep work (apps, envelopes, ballots)
•
Additional staff hiring & training
Rejected ABS
Central CountSlide4
Federal Post Card Application (FPCA)
U
sed by military and overseas voters and their qualifying spouses or dependentsAllows person to register to vote AND apply for an absentee ballot
Absentee Ballot may be sent byFax/email (must also submit ABS-9 affidavit & security waiver)MailFPCA is good for one calendar year: Jan. 1 to Dec. 31
Federal Write-in Ballots may be returned by military and overseas voters and serve as a “back-up” should their issued ballot not be returned. However, the voter must submit an FPCA or ABS-Mail with “military” marked as the reason in order for their FWAB to be counted.
IC 3-11-4-6Slide5
Federal Post Card Application (FPCA)
To use FPCA in Indiana,
one of the first four reasons must apply to the voter
If voter marks box 1, 2 or 3 a regular ballot is sent
If voter marks box 4, a federal only ballot is sent
Voter is registered at the county’s VR office
If voter marks box 5, the application is rejectedSlide6
Absentee-By-Mail (ABS-Mail)
Must have a reason
Voter makes mark to indicate which reason applies
Must submit application for each electionDo NOT need for photo ID
A voter who is unable to mark their own ballot MUST submit an application for travel board. A voter’s power of attorney may NOT mark a voter’s ballot for them; a bi-partisan team must provide assistance.
IC 3-11-10-24Slide7
Traveling Board (ABS-Traveling Board)
Must mark a reason on the application
Must apply in each election
Do NOT need for photo ID
County Election Board must unanimously agree for a bi-partisan travel board team to be sent
out-of
county.
It may be possible to send a travel board on Election Day IF the county election board unanimously agrees there is an emergency need.
IC 3-11-10-25 | IC 3-11-4-1(b)Slide8
In-Person Absentee Voting (ABS-In Person)
No reason needed
Must show photo ID:
Issued by state of Indiana or federal gov’tID name conforms with registration namePhoto of voterBe current or expired since 11/8/16Certain military and veteran IDs are exempt from this rule
ePollbook
counties do not need to use the ABS-In-Person application, but other compliance requirements need to be met.
IC 3-11-10-26Slide9
“Received By” & ABS Applications
“Received by” means the County Election Board has physical possession of the ABS application on or before the stated deadline
Application Deadlines:
ABS-Mail: 11:59PM, eight days before electionABS-Travel Board: 12PM, day before electionNote: Travel board must complete work by end of deadline day
ABS-In-Person: 12PM, day before election
Note: “early voters” in line by deadline are entitled to voteFPCA: Consult 2018 Election Administrator’s Calendar or 2018 Military/Overseas Voter Guide
Exception: IED may forward timely received ABS applications to the county that must be reviewed and processed by the county.Slide10
SVRS
Manual Entry
Follow instructions
in SVRS County Portal > Training > SOPs
Don’t forget to print voter’s ABS secrecy label & affix to ballot envelope (or affidavit, if applicable)
Issue Ballot
ePollbook
(in-person ABS only)
Each day
ePB
data is sent back & forth to SVRS
County goes to
ePB
ABS ballots batch hopper
Data is reviewed and accepted by county in order for ABS vote history to post in SVRSSlide11
Absentee Ballot Printing
Absentee ballots must contain the clerk’s seal and signature
Clerks who are a candidate for any office in 2018 do NOT print their signature and MUST use the generic seal
Generic County Seals available through SVRS county portalABS Ballots must be delivered to the county no later than 50-days from the election
IC 3-11-4-19Slide12
Issuing ABS-Mail Ballots
Ballot must contain initials of absentee voter board
Ballot Envelope (ABS-8) must contain:
Un-voted ballotAbsentee voter’s bill of rightsPostage pre-paid security envelope (ABS-6) with voter’s ABS secrecy label affixedLabel generated from SVRSAdditional instructions may be included at county’s discretionExample: Some counties include an insert to return ballot asap due to USPS handling times
ABS-Mail ballots MUST be mailed to a voter with an approved FPCA or ABS-Mail application no later than 45-days from the election. After the initial push, ballots must be mailed the same day the application is received and approved.Slide13
Issuing Military (FPCA) Ballots
ABS Ballot must contain initials of absentee voter board
ABS Ballot Outer Envelope (ABS-8) must contain:
Un-voted ABS ballotABS voter’s bill of rights & MOVE insertPostage pre-paid security envelope (ABS-16) with voter’s ABS secrecy label affixedLabel generated from SVRSAdditional voting instructions may be included at county’s discretion
Example: Some counties include an insert to return ballot asap due to USPS handling times
Military or overseas voters who want their ABS ballot issued by fax or email must complete the ABS-9 affidavit, which waives their right to secret ballot. Bi-partisan teams are to re-make the voter’s faxed/emailed ballot on ABS ballot stock.Slide14
Issuing ABS-Travel Board Ballots
County assembles travel packet for bi-partisan team:
List of voters and their addresses
Map or travel instructions are helpfulBallots for each identified voterOptical Scan Ballot CardsTravel Board team initials ballot before voter completesDRE machineCEB may authorize use of DRE by passing a resolutionUnique identifiers must be created for each voter
Travel Board selects correct ballot for the voter and assigns voter’s unique ID to the ballot before allowing voter to voteBallot Security Envelope (ABS-7) with voter’s ABS secrecy label affixed
Voter must sign or make a mark on the ABS-7 affidavitTravel Board signs as witness below voter’s signature or markSecure bag for ballots
IC 3-11-10-25 | IC 3-11-10-26.2 | IC 3-11-10-27 | IC 3-11-10-29Slide15
Issuing DRE ABS-In Person Ballots
IC 3-11-10-26(e) | IC 3-11-10-26.2Slide16
Issuing Op Scan ABS-In Person BallotsSlide17
“Received By” & ABS Ballots
“Received by” means the County Election Board has physical possession of the ABS ballot on or before the stated deadline
Ballot Deadlines:
Central Count: 12PM, Election DayPrecinct Count: on or before last absentee ballot delivery to precinctMilitary/Overseas voters:
Mailed ballots must be postmarked on or before Election Day and received no later than noon, ten days after the election
Faxed/emailed ballots must be received by noon on Election DayNOTE: If military/overseas voter has a FWAB on file, then FWAB may be used if voter’s “original” ballot was not timely received
IC 3-11-4-12.5 | IC 3-11-10-3 | IC 3-11-10-14 | IC 3-11.5-4-3 | IC 3-12-1-17Slide18
Receiving Mailed Absentee Ballots
(Initial Review)
Returned ABS ballots are received in SVRS
Review SVRS County Portal > Training > SOPs for instructionsABS application is matched & attached to envelopeSignature review conducted by CEBCompares signature on app to ballot security envelopeePollbook counties may use SVRS signature to conduct reviewIf CEB agrees signatures do not match, ballot is rejected
Note: precinct count counties follow slight different process
If CEB disagrees on signature review, ballot is forwarded to county election board for decision-making
IC 3-11-10-4 | IC 3-11-10-5 | IC 3-11.4-4-4 | IC 3-11.5-4-4Slide19
Absentee Ballot Counting Prep
Organize ABS apps (if applicable) & ballots by precinct
Prep lists and Election Day materials
Absentee Courier (Carrier) Envelope, if applicableList(s) of individual requesting an absentee ballotNot necessary in an
ePollbook countyAffidavit
Rejected ABS BagOther materials county election board authorizes for use to organize and manage materialSlide20
Counting Absentee Ballots (Precinct Count)
Supplemental lists of ABS voters (and ballots, if applicable) may be delivered to precinct polling locations on Election DaySlide21
Counting Absentee Ballots (Central Count)
IC 3-11.5-4-8(a) | IC 3-11.5-4-9(a)Slide22
Counting Absentee Ballots
Before ABS ballots may be counted at the precinct:
Read aloud the names of individuals requesting an absentee ballot at the polling location
Allows a challenger to issue a challengeIf challenged, PRE-4 must be completed by challengerElection officials are encouraged to write “ABS” in the challenged voter section as a signal to CEBIf ABS ballots are counted in the precinct, then ABS ballot and application are sealed in the provisional ballot envelope (PRO-2) and set aside with other provisionals
ABS ballots may only be scanned and tabulated on Election Day, and may NOT be reported before the polls are closed.
IC 3-11-10-21 | IC 3-11-10-22 | IC 3-11.5-4-15Slide23
Counting Absentee Ballots
Before ABS ballots may be counted:
Review signatures on the application (or
ePollbook for in-person voters) are compared against ABS ballot envelope, if applicableIf election officials agree signatures do not match, ABS ballot is rejected & reason must be stated on the envelopeCheck for other legally required informationOptical scan ballot cards must have two sets of initials on the backIf ABS application or ballot is missing, voter’s ballot may not be counted
ABS ballots may now be countedIf optical scan ballot cards:Separate ABS application from ballot
Remove ballot from security envelopeFeed ballot into tabulatorSlide24
Absentee Troubleshooting
ABS-5 Affidavit
Used if ballot is defective, lost, or spoiled by the voter
Voter completes and returns to countyBallot is re-issuedABS-18 (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 application
Must be sent with ABS mail ballot packet for voter to complete & returnABS ballot may only be counted IF this information is received by NOON, Election DayPRE-5 AffidavitUsed if voter did not receive mailed ABS ballot and voter wants to vote at the precinct on Election Day
Voter signs affidavit & issued a regular ballotSlide25
Absentee Reminders
Remade Damaged, Defective or Faxed/Emailed ABS Ballots
Must be re-made by bi-partisan team
Don’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 ballot
Talk to vendor about best placement to avoid issue with tabulatorHand Delivery of ABS Applications & Ballots to CEB
Ballots may only be hand-delivered by….Voter, member of voter’s household, voter’s attorney-in-fact, or bonded courierABS-19 affidavit must be completed by member of voter’s household or voter’s attorney-in-factApplications may be hand-delivered by anyone but…
If person takes custody of another’s application, must provide date he took possession of the application and deliver no later than noon, ten days after accepting the application or before the ABS deadline whichever comes firstPerson must complete ABS-17 affidavit, if application is not the voter’s or a member of the voter’s household or the voter’s attorney-in-factSlide26
Absentee Reminders
ABS Applications are public record
State law requires copies be made of ABS-Mail and ABS-Travel Board application each day
ABS-Attorney General apps are confidential and NOT subject to public inspectionABS Voter Boards
Democratic & Republican county chairs appointCEB gives notice no later than noon, 50 days from election day
Chair must nominate no later than noon, 46 days from election dayCEB may appoint if chair fails to nominate by deadlineABS Voter Board member must meet similar requirements as poll worker
IC 3-11-10-36 | IC 3-11-10-37 | IC 3-11.5-4-22 | IC 3-11.5-4-23Slide27
Absentee Reminders
ePollbook
affidavits or procedure
Change in state law allows counties using ePollbooks to forego use of paper ABS-In Person applicationsAffidavit or procedure created and approved by county must be filed with the Indiana Election Division before the election
Always select correct election in SVRS!
Before attaching ABS info to a voter’s record in SVRS, remind staff to select proper election (e.g. 2018 Primary Election)
IC 3-11-10-26Slide28
ABS Resources
Indiana Code
ABS &
ePollbooks, generally: IC 3-11-10-26ABS & precinct count of ABS, generally: IC 3-11ABS & central count of ABS, generally: IC 3-11.5
2018 Election Administrator’s ManualSVRS County PortalOnline Training Schedule
Taped webinar training Step-by-step guidesStandard Operating ProceduresSlide29
ABS Resources
Useful ABS Reports in SVRS
ABS Application Activity
Organized by precinctProvides name of each ABS voter, ABS type, voter infoStats for each precinct compiled
ABS Ballot ActivityOrganized by precinctProvides name of each ABS voter, ABS type, voter info & if ballot received
Stats 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 purposesSlide30
Questions
Presented by:
Angie Nussmeyer, Co-Director
Dale Simmons, Co-General Counsel
2018 Election Administrator’s Conference