Voter Registration Updates & Statewide VLM Project Update

1. 2019 Voter Registration UpdatesIVRA Conference | July 24, 2019Angie Nussmeyer, IED Co-DirectorMatthew Kochevar, IED Co-General Counsel Background vector created by freepik - www.freepik.com

2. Statewide VLM Project Update • May 20, 2019: Card 1 dropped • June 4 to 25, 2019: Card 2 dropped on rolling basis to voters whose card 1 was returned undeliverable • Data from cards will be pushed on a regular cadence to specific VLM Hoppers (Update, Exceptions, Inactive & Cancel) • July 27, 2019: Deadline to return voter response card from Card 2 • August 7, 2019: Deadline to complete VLM activities, specifically to move a voter to “inactive” status • August 8, 2019: “Freeze” period begins • May only update registration at voter’s written request or notice of death or imprisonment following conviction IC 3-7-38.2-16.1 | IC 3-7-38.2-17

3. Statewide VLM Project Update • Stay on top of your VLM Hoppers! • “Exception” hopper requires constant review to ensure records are routed to the proper VLM hopper for action. • “Update” & “Cancel” hoppers include requests from voters to make changes to their record, and should be honored before the Nov. 5, 2019, election. • Records remaining in the “Inactive” hopper after 8/7/19 cannot be acted upon until after 11/5/19 election 90-Day “freeze” period begins August 8, 2019! What’s next?

4. Statewide VLM Project Update Statewide VLM Project Update • Follow-up to voters sent on or around August 19, 2019 • State to mail letter & registration form to individuals who: • authorized cancellation on voter response card • landed in the “exceptions” hopper • Receive scanned cards on or around August 30, 2019 • Quest/GCR will ensure contact information is accurate before shipping boxes to each county • Cards will be sorted by type: • Returned card 1 • Subject to 22-month retention schedule • Returned card 2 (no update from voter) • Subject to 22-month retention schedule • Returned voter response card • Retained pursuant to VR form schedule IC 3-7-27-6 | IC 3-10-1-31.1

5. Statewide VLM Project Update Statewide VLM Project Update • UNscanned cards will be picked up & mailed to counties on or around: • 9/17/19, 10/1/19, 10/22/19, 11/27/19 • Cards will be sorted by type, but…. • Returned Card 1 • County may send SAMC/NCOA mailer • Subject to 22-month retention schedule • Returned Card 2 (NO voter response; card returned UAA) • No SVRS action necessary • Paper record subject to 22-month retention schedule • Best practice to scan & upload the document to SVRS IC 3-7-38.2-17 | IC 3-7-27-6

6. Statewide VLM Project Update Statewide VLM Project Update • Cards will be sorted by type, but…. • Returned voter response card from Card 2 • Review voter request & make following changes: • Oval 1 Marked. Voter confirms registration address. • County moves voter record to “active” status • Oval 2 Marked. Voter authorizes cancellation. • Federal & state law permit written authorization to cancel in “freeze” period • Oval 3 Marked. Voter makes an update to registration address within county. • Federal & state law permit updates to registrations in “freeze” period • Voter needs to sign AND answer the age & citizenship questions; if not, registration treated as “incomplete” • Pay attention to postmark dates, which will apply to jurisdictions with municipal elections • Scan & upload document to SVRS • Follow paper VR form retention schedule IC 3-10-1-31.1

7. VRG-6 • Six variations of VRG-6 • BMV • Only used during credential transactions • NEW! No more “paper chaser” beginning July 1, 2019 • Public Assistance Agencies • Only used for individuals applying for WIC benefits • Workforce Development • Only used for individuals applying for UI benefits • Disability Agencies • Only used for individuals receiving services from state funded programs serving those with disabilities • NEW! Law Enforcement Agencies • Only used for individuals applying for handgun license • Additional Designated Offices • Other federal and nongovernmental offices that enter into an agreement with a county election board to be designated as a voter registration agency under IC 3-7-21-6 IC 9-24-2.5-4 : IC 3-7-18, generally

8. VRG-6 • VRG-6 Form is NOT a “public” registration form • Will not be posted on any website • Must be requested by the agency from IED • Cannot be used for VR purposes besides what is specified in state law • Bottom portion collects similar voter info as the state & federal VR forms • “Declination” found on top half • Completed by voter if they choose to decline to register • Exception is BMV, who records info in their own system • Declinations are confidential records • Declinations are not kept by the individual; instead, forwarded to county VR office IC 3-7-18, generally

9. VRG-6 • VRG-6 Transmittal • Not later than 5 days after voter completes the VRG-6 registration form OR declines to register to vote, then • Agency must mail or hand-deliver VRG-6 forms to the county VR official and use VRG-9 transmittal form • Exception: BMV transmits information through SVRS hopper • If forms are hand-delivered to the county VR office, then the VRG-8 form should be provided • NOTE: VRG-8 (R9/5-19) & VRG-9 (R9/5-19) were updated due to legislative changes IC 3-7-18, generally

10. VRG-6 Declination & VLM • NEW! AVRG-6 declinationreceived from a full-service agency may be used to send a “SAMC” address confirmation mailing IF the voter indicates a residence address on the VRG-6 declination that is different than the current residence address on the voter’s registration record. • SAMC mailer (former NCOA) allows voter to: • confirm registration address, • update registration address within the county, or • cancel registration • If SAMC is returned undeliverable OR voter does not respond to the notice for at least 30-days, then registration status is moved to inactive IC 3-7-38.2-2

11. NEW! Registration Updates • State law changed to address issue of how to manage a returned acknowledgement card on an existing registration: • If the voter submitted a registration form that: • revises or adds information to the voter’s existing registration record, AND • states on the application that the applicant formerly resided or was registered at an address outside the precinct indicated on the registration. • AND, the voter’s acknowledgement card is returned as undeliverable during the 7-day pending period, then • the “pending” registration is rejected and the registration at the old address provided by on the voter’s registration application is to be cancelled. • notice is sent to the voter (see next slide) IC 3-7-33-5(h)

12. NEW! Registration Updates • NEW Notice Requirements • If the application is rejected & the previous registration address is cancelled then: • The county voter registration official must send a notice to the applicant by forwardable mail to the previous registration address that was cancelled. • The notice must state: • The voter’s registration application was rejected; • The voter’s previous registration in Indiana was cancelled; and • The voter must submit a new registration application to register to vote by the voter registration deadline before the next election. • Each notice sent must include a voter registration application. IC 3-7-33-5(i)

13. QUESTIONS? Background vector created by freepik - www.freepik.com