Nuts & Bolts of ABS Administration - PowerPoint Presentation

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