Absentee Voting and Vote by Mail

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Absentee Voting and Vote by Mail CHapteR 7 ABSENTEE VOTING AND VOTE BY MAIL Introduction some States the request is valid for one or more years. In other States, an application must be com- Ballots are cast by mail in every State, however, the pleted and submitted for each election. management of absentee voting and vote by mail varies throughout the nation, based on State law. Vote by Mail—all votes are cast by mail. Currently, There are many similarities between the two since Oregon is the only vote by mail State; however, both involve transmitting paper ballots to voters and several States allow all-mail ballot voting options receiving voted ballots at a central election office for ballot initiatives. by a specified date. Many of the internal procedures for preparation and mailing of ballots, ballot recep- Ballot Preparation and Mailing tion, ballot tabulation and security are similar when One of the first steps in preparing to issue ballots applied to all ballots cast by mail. by mail is to determine personnel and facility and The differences relate to State laws, rules and supply needs. regulations that control which voters can request a ballot by mail and specific procedures that must be Facility Needs: followed to request a ballot by mail. Rules for when Adequate secure space for packaging the outgoing ballot requests must be received, when ballots are ballot envelopes should be reviewed prior to every mailed to voters, and when voted ballots must be election, based on the expected quantity of ballots returned to the election official—all defer according to be processed. Depending upon the number of ballot to State law. styles and quantity of ballots, adequate shelving and Listed below are the various types of voting a security-controlled storage area must be in place. by mail: Permanent absentee—usually, but not always, NOTE If inserting is performed at a mailing service, extra reserved for the elderly and/or those voters with space may not be as critical. disabilities. These voters automatically receive a ballot in the mail for every election. Some State Space will be required for sorting undeliverable bal- laws provide for periodic review of the “permanent” lots, since they should be reviewed immediately. Space status, specifically if the voter does not cast a ballot will also be required for processing returned voted ballots: after several elections. Signature Verification Absentee (Voter must provide a reason or excuse)— requires voters to certify that they meet certain Challenged Ballots criteria, i.e. absent from the jurisdiction on Elec- E nve lop e s tion Day, temporarily ill or disabled, etc. Some Separating Ballots from Envelopes States require that the application to request a Duplication, if required ballot must be notarized. Early Voting/Absentee (Voter does not have to Staffing Needs: provide a reason or excuse)—based on State law, If ballot insertion is done in-house, part-time and/ voters may submit a request to vote by mail. In or regular employees, working in teams of two, are Election Management Guidelines 49 assigned and managed in a staged work flow area. Close of registration Various teams should be set up to help control the Deadline for public review of ballot design flow of materials and expedite the overall procedures: and content Control Team Developing the ballot order and finalizing Labeling Team contract negotiation with the ballot printer Packet Assembly Team Date that ballot file is due at the printer Support Team Delivery date for printed ballots Sort Team Logic and accuracy testing Deadline for mailing of military and NOTE If outgoing mail ballot preparations are to be done overseas ballots off-site at a mailing house service, election office staff Date for initial mailing of absentee ballots supervision is recommended. Last date that absentee ballots can be mailed If the election returned ballot processing is Last day for receipt of voted absentee ballots done in-house, review State law and regulations to Once the timeline has been developed, staff determine if a sworn election worker board must be assignments and deadlines can be incorporated. in place, or whether supervisors can be regular staff, Determining the number of ballots to order is whose only duty is to oversee the process. It is impor- often stipulated by State law or State administrative tant to plan for peak periods which will require either policies and procedures. If not, the ballot order can more personnel, staggered shifts, or overtime. be developed by use of a spreadsheet containing the number of voters in each precinct multiplied by the Equipment and Supplies: percentage of ballots expected to be requested and/or Equipment and supply needs must also be evaluated reviewing the prior election turn-out by precinct. as it relates to space needs. These may include: Ability to run data exports/labels for mailing NOTE It is important to increase the ballot order to provide companies for extra ballots needed to develop necessary logic and Software that provides CASS certification accuracy testing and to provide for provisional, spoiled (postal barcode) and/or replacement ballots. Insertion, folding and sealing machines Before meeting with your ballot printer, make P r i nte r s decisions regarding the following: Postage meter and envelope sealer machine Quantities and different variations (ballot styles). Automatic letter openers Consider possible weight limitations (printing Computers and bar code devices instructions back-to-back will reduce the amount of Storage shelves paper and overall weight of the mail). Mail trays Consider different colors for different ballot types or districts. File storage boxes Review any specific State requirements for ballots, Tamper-evident tape i.e. numbered, detachable stub on each ballot. Ballot Preparation and Printing Include required statutory information per The first step in preparation for printing and distribu- ballot type. tion of ballots is to develop a timeline detailing each For Primary Elections, remember to analyze the step in the process. Examples of dates to be included number of non-affiliated voters (consider buffer- on a timeline are: ing ballot quantities to accommodate for party Filing deadline changes or parties opening their Primary). 50 U.S. Election Assistance Commission Prior to every election, election officials should NOTE Print these envelopes in ballot order instead of also contact the local post office to review all policies alphabetically to improve accuracy and efficiency when and procedures relating to mailing, tracking and pulling and inserting ballots into outgoing envelopes. receiving the ballots. If you plan to use an outside mail service, you should also include a review of election Implement bar code technology for easy updating office internal policies and procedures and contract of voter history when return ballot envelopes are requirements with the mail service vendor. Listed below received in the mail. are possible items to review and consider: Utilize the official election postal indicia on all Identify timelines and scheduling (may want to outgoing and return ballot envelopes. Remember to allow for possible delays). review any envelope design changes with your local Identify staffing needs at all stages of the process postal authority. It is recommended that you (on-site supervision may be required). request their written approval on any changes. Identify staging requirements (work areas for Discuss options for the return mailing address barcoding, tray assembly, zipping/sorting, etc.). for voted ballots with your local post office. Options include: Consider quality control and security issues. Indi- cate how ballot transportation security needs are to • Your office address and zip plus 4 be met (i.e. from office or vendor to mailing house • Post Office assigns a special “plus 4” for the elec- or from mailing house to Post Office). tions office only Specify various quality control issues (tracking • Establish a specific Post Office box for returned and audit trails). ballot envelopes. Establish method for addressing/labeling envelopes. For inserts that may be needed, check with vendor Ballot Mailing on insert capability. Examples include: IMPORTANT As soon as printed ballots are delivered, • Secrecy envelopes conduct routine logic and accuracy testing on all ballot • Return envelopes styles. This logic and accuracy test MUST be completed • Ballot (one or more) prior to mailing or issuing any ballots to voters. • Local Voters’ Pamphlet, if applicable • Drop site information, if applicable It is important to track the number of envelopes printed each day and balance that number to the Remember to review outgoing and return ballot number of voter records flagged in the voter file that envelopes before placing new orders. New technol- were issued mail ballots on each day. Print a master ogy and postal policies/procedures can improve the listing of voter names issued absentee ballots as a management of packaging outgoing envelopes and part of your audit trail for each election. Each day that receiving voted ballots. envelopes are printed, a master listing of voter names The Post Office can review or help you design should also be printed and balanced to the number outgoing and return envelopes to ensure they meet of envelopes printed, inserted, and delivered to the the necessary postal standards for automated han- post office every day. This audit trail will also provide dling. This includes review and assistance with the the necessary tool for your use in tracking and veri- proper wording and placement of endorsements on fying your printed ballot inventory. your envelopes as they apply to the Post Office. They Coordinate delivery of the outgoing ballots with will also provide a camera-ready copy of the front your local post office. They will schedule a time frame side of both outgoing and return envelopes for the that allows for the immediate distribution of ballots. printer. This will include, for the return envelope, the 11-digit barcode for your return address.
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