Nuts & Bolts of ABS Administration

Nuts & Bolts of ABS Administration Presented by: Angie Nussmeyer, Co-Director Dale Simmons, Co-General Counsel 2018 Election Administrator’s Conference Day One Breakout Session

Rejected ABS Processing Options: ePollbook (in-person) SVRS (all others) Central Count DRE ABS- In-Person ABS-Mail ABS- Travel Board FPCA Optical Scan Ballot Cards Precinct Count • Receive ballots in SVRS • Perform Signature Review • Collate App & Ballot • Secure Ballot Materials Challenged ABS Ballot • Don’t forget about… • • Absentee Voter Boards • • Prep work (apps, envelopes, ballots) • • Additional staff hiring & training

Federal Post Card Application (FPCA) • Used by military and overseas voters and their qualifying spouses or dependents • Allows person to register to vote AND apply for an absentee ballot • Absentee Ballot may be sent by • Fax/email (must also submit ABS-9 affidavit & security waiver) • Mail • FPCA 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 3-11-4-6

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 rejected

Absentee-By-Mail (ABS-Mail) • Must have a reason • Voter makes mark to indicate which reason applies • Must submit application for each election • Do 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 3-11-10-24

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)

In-Person Absentee Voting (ABS-In Person) • No reason needed • Must show photo ID: • Issued by state of Indiana or federal gov’t • ID name conforms with registration name • Photo of voter • Be current or expired since 11/8/16 • Certain 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 3-11-10-26

“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 election • ABS-Travel Board: 12PM, day before election • Note: 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 vote • FPCA: 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.

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 SVRS

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 portal • ABS Ballots must be delivered to the county no later than 50-days from the election IC 3-11-4-19

Issuing ABS-Mail Ballots • Ballot must contain initials of absentee voter board • Ballot Envelope (ABS-8) must contain: • Un-voted ballot • Absentee voter’s bill of rights • Postage pre-paid security envelope (ABS-6) with voter’s ABS secrecy label affixed • Label generated from SVRS • Additional instructions may be included at county’s discretion • Example: 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.

Issuing Military (FPCA) Ballots • ABS Ballot must contain initials of absentee voter board • ABS Ballot Outer Envelope (ABS-8) must contain: • Un-voted ABS ballot • ABS voter’s bill of rights & MOVE insert • Postage pre-paid security envelope (ABS-16) with voter’s ABS secrecy label affixed • Label generated from SVRS • Additional 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.

Issuing ABS-Travel Board Ballots • County assembles travel packet for bi-partisan team: • List of voters and their addresses • Map or travel instructions are helpful • Ballots for each identified voter • Optical Scan Ballot Cards • Travel Board team initials ballot before voter completes • DRE machine • CEB may authorize use of DRE by passing a resolution • Unique 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 vote • Ballot Security Envelope (ABS-7) with voter’s ABS secrecy label affixed • Voter must sign or make a mark on the ABS-7 affidavit • Travel Board signs as witness below voter’s signature or mark • Secure bag for ballots IC 3-11-10-25 | IC 3-11-10-26.2 | IC 3-11-10-27 | IC 3-11-10-29

Issuing DRE ABS-In Person Ballots IC 3-11-10-26(e) | IC 3-11-10-26.2

Issuing Op Scan ABS-In Person Ballots

“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 Day • Precinct Count: on or before last absentee ballot delivery to precinct • Military/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 Day • NOTE: 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 3-12-1-17

Receiving Mailed Absentee Ballots (Initial Review) • Returned ABS ballots are received in SVRS • Review SVRS County Portal > Training > SOPs for instructions • ABS application is matched & attached to envelope • Signature review conducted by CEB • Compares signature on app to ballot security envelope • ePollbook counties may use SVRS signature to conduct review • If 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 3-11.5-4-4

Absentee Ballot Counting Prep • Organize ABS apps (if applicable) & ballots by precinct • Prep lists and Election Day materials • Absentee Courier (Carrier) Envelope, if applicable • List(s) of individual requesting an absentee ballot • Not necessary in an ePollbook county • Affidavit • Rejected ABS Bag • Other materials county election board authorizes for use to organize and manage material

Counting Absentee Ballots (Precinct Count) Supplemental lists of ABS voters (and ballots, if applicable) may be delivered to precinct polling locations on Election Day

Counting Absentee Ballots (Central Count) IC 3-11.5-4-8(a) | IC 3-11.5-4-9(a)

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 challenge • If challenged, PRE-4 must be completed by challenger • Election officials are encouraged to write “ABS” in the challenged voter section as a signal to CEB • If 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 3-11.5-4-15

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 applicable • If election officials agree signatures do not match, ABS ballot is rejected & reason must be stated on the envelope • Check for other legally required information • Optical scan ballot cards must have two sets of initials on the back • If ABS application or ballot is missing, voter’s ballot may not be counted • ABS ballots may now be counted • If optical scan ballot cards: • Separate ABS application from ballot • Remove ballot from security envelope • Feed ballot into tabulator

Absentee Troubleshooting • ABS-5 Affidavit • Used if ballot is defective, lost, or spoiled by the voter • Voter completes and returns to county • Ballot is re-issued • ABS-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 exception • Should generate in SVRS when processing application • Must be sent with ABS mail ballot packet for voter to complete & return • ABS ballot may only be counted IF this information is received by NOON, Election Day • PRE-5 Affidavit • Used 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 ballot

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 tabulator • Hand 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 courier • ABS-19 affidavit must be completed by member of voter’s household or voter’s attorney-in-fact • Applications 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 first • Person 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-fact

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 inspection • ABS Voter Boards • Democratic & Republican county chairs appoint • CEB gives notice no later than noon, 50 days from election day • Chair must nominate no later than noon, 46 days from election day • CEB may appoint if chair fails to nominate by deadline • ABS 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 3-11.5-4-23

Absentee Reminders • ePollbook affidavits or procedure • Change in state law allows counties using ePollbooks to forego use of paper ABS-In Person applications • Affidavit 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 3-11-10-26

ABS Resources • Indiana Code • ABS & ePollbooks, generally: IC 3-11-10-26 • ABS & precinct count of ABS, generally: IC 3-11 • ABS & central count of ABS, generally: IC 3-11.5 • 2018 Election Administrator’s Manual • SVRS County Portal • Online Training Schedule • Taped webinar training • Step-by-step guides • Standard Operating Procedures

ABS Resources • Useful ABS Reports in SVRS • ABS Application Activity • Organized by precinct • Provides name of each ABS voter, ABS type, voter info • Stats for each precinct compiled • ABS Ballot Activity • Organized by precinct • Provides name of each ABS voter, ABS type, voter info & if ballot received • Stats for each precinct compiled • ABS Cumulative Statistics • Provides 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

Questions Presented by: Angie Nussmeyer, Co-Director Dale Simmons, Co-General Counsel 2018 Election Administrator’s Conference

Nuts & Bolts of ABS Administration