Pennsylvania’s Guide to Agency-Based Voter Registration Programs Online Training for AAA Staff October 2013

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3 What you will learn today  NVRA Act of 1993-What it is and why it matters to you  When to Offer Voter Registration  How to Document Voter Registration  When to Give a VRMA  What to do with completed VRMAs  How to Order Forms  Resources  NVRA Act of 1993-What it is and why it matters to you  When to Offer Voter Registration  How to Document Voter Registration  When to Give a VRMA  What to do with completed VRMAs  How to Order Forms  Resources

The National Voter Registration Act (NVRA) of 1993 The National Voter Registration Act (NVRA) of 1993 requires that eligible citizens be given the opportunity to register to vote when they receive services from agencies that provide public assistance or services to the disabled. 4 NVRA Act of 1993

Pennsylvania’s Guide to Agency- Based Voter Registration Programs lists the agencies that are required to provide voter registration opportunities. The AAAs are one of the agencies mandated to provide voter registration opportunities. 5 NVRA Act of 1993

6 AAA staff MUST offer voter registration assistance at: 1.Assessment; 2.Reassessment; 3.Reports of change of address; or 4.Any time a consumer asks for voter registration assistance. When to Offer Voter Registration

The offer of voter registration is documented on the Preference Form. 7 How to Document Voter Registration

The offer of voter registration is also documented on Question 6 Section 1D on the Level of Care Determination (LCD). The LCD is used by assessors during the assessment and reassessment to determine if the consumer is nursing facility clinically eligible (NFCE) or nursing facility clinically ineligible (NFCI). The information recorded on the LCD is then input into SAMS. 8 How to Document Voter Registration

When to Provide the Voter Registration Mail Application (VRMA) A Voter Registration Mail Application (VRMA), MUST be provided to a consumer when: The consumer checks “Yes” on the Preference Form to the question “If you are not registered to vote where you live now, would you like to apply to register to vote here today?” OR The consumer leaves the Preference Form blank. 9

1.While completing an assessment, reassessment or change of address ask the consumer if they would like to apply to register to vote. 2.Inform the consumer that applying to register or declining to register to vote will not affect the availability or amount of assistance that will be provided by your agency. 3.Give the consumer a Preference Form, ask the consumer to read and complete the form and provide assistance if needed. Note: The Preference Form documents the consumer’s decision about whether he/she wants to apply to register to vote. Remember that all Preference Forms must be kept for at least 24 months. 10 THE VOTER REGISTRATION PROCESS:

4.A VRMA MUST be provided to the consumer when: The consumer checks “Yes” on the Preference Form OR The consumer leaves the Preference Form blank. 5.If the consumer does not want to register to vote ask him/her to mark “No” and have him/her sign the Preference Form. If they are already registered to vote, have him/her check “No, I’m already registered to vote where I live now”. 6.Assist the consumer in completing the Preference Form and VRMA unless they refuse assistance. Inform the consumer they can take the VRMA with them to complete and mail it to the county voter registration office. 11 THE VOTER REGISTRATION PROCESS:

7.If the VRMA is completed in the office, inform the consumer that the completed VRMA will be sent to the county voter registration office in the county where he/she resides. 8.Completed VRMAs must be transmitted to the appropriate county voter registration office within 10 days. Transmit completed VRMAs within 5 days if they are received within the last 5 days before a voter registration deadline.appropriate county voter registration office 12 THE VOTER REGISTRATION PROCESS:

THE VOTER REGISTRATION PROCESS: TELEPHONE TRANSACTIONS If a transaction is completed entirely by phone:  Ask the consumer if he/she wishes to register.  If the consumer says YES, mail the consumer a VRMA.  If the consumer refuses to answer, mail the consumer a VRMA.  If the consumer says NO, document this on the Preference Form.  Document all responses on a Preference form. 13

LCD and Recording Voter Registration Response 14 Question #6 Section 1D on the Level of Care Determination documents the response to offering voter registration. This information is then entered into SAMS.

15 What would you enter on the LCD? I’m already registered to vote. I’ve been voting for 50 years.

16 This lady does not respond to the question. What would you enter on the LCD?

17 My mother hasn’t voted in years. She doesn’t need to register. When would you enter on the LCD?

18 This man says Yes but he is not a U.S. citizen When would you enter on the LCD?

19 Yes, I would like to. Can you help me fill out the form and mail it for me? When would you enter on the LCD?

20 When would you enter on the LCD? Yes, can I take the form with me?

THE VOTER REGISTRATION PROCESS: REVIEW  Offer voter registration assistance at  Initial assessment;  Reassessment ;or  Change of address  Complete a Preference Form.  Keep Preference Forms for 24 months.  Assist with completion of the Preference Form and VRMA, if requested.  Provide a VRMA when the consumer checks “Yes” on the Preference form.  Provide a VRMA when the consumer does not respond.  Send completed VRMAs to the county registration office within 10 days.  Send completed VRMAs to the county registration office within 5 days if received within 5 days of an election deadline.  Make a selection on question #6 Section 1D on the LCD. 21

22 Offer it! Document it! Offer it! Document it!

NVRA Site Coordinators Each AAA has a Voter Registration Coordinator who: 1.Ensures voter registration posters are current and visible to all consumers; 2.Orders an adequate supply of pre-coded forms from the Department of State to be on hand at each AAA; 3.Ensures that completed VRMAs are mailed to the appropriate county voter registration office within 10 days after they are completed in the office, or within 5 days if the form is completed within 5 days of the registration deadline for the next election. 4.Ensures that new employees are trained on the voter registration process; 5.Ensures that training occurs every six months with all staff; and 6.Updates staff with new policies and/or procedures. 23

Ordering Voter Registration forms:  AAAs must request and use the pre-coded VRMAs.  The pre-coded forms must be ordered directly from the Department of State; AAAs should NOT contact their county election office for forms.  The PA Department of State Voter Registration Order Form is on PDA’s website here.here Ordering Voter Registration Forms 24

Each agency has an agency coordinator, who: Ensures that the program operates in accordance with the provisions of the NVRA and state law; Acts as the liaison between the agency and the Department of State; and Trains, guides, and assists site coordinators with voter registration process. Agency Coordinators 25

Carmen Toro Pennsylvania Department of Aging Older Americans Act Division (717) – Phone (717) – Fax PDA NVRA Coordinator 26

Jessica Mathis Department of State Chief, Divisions of Commissions and Elections (717) – Phone (717) – Fax Department of State Contact 27

All voter registration materials referenced today are available in the Professionals and Providers section on PDA’s websiteProfessionals and Providers section  Voter Registration Order Form  PA Guide to Agency Based Voter Registration  Preference Form  Preference Form Spanish  Voter Registration Power Point for Participants  Voter Registration Power Point for Site Coordinators  Trainer’s Guide for Site Coordinators Resources 28

Questions Contact the Department of State at VotesPA ( ) or 29