MEMORANDUM

DISCUSSION:

The purpose of this memorandum is to introduce revisions to the voter registration sections of the on-line General Information Manual. The voter registration sections of the General Information Manual can be accessed from the pink Voter Registration link which is shown above Quick Links on the right-hand side of the Family Support Division Intranet home page or by clicking on Manuals and Memos under Quick Links.

The policy has been revised to clarify the following:

• Do not enter on the voter registration log as declined to declare when an unsigned voter registration card is received but the applicant or recipient has checked the box yes or no in answer 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?” The voter registration application should be logged as either yes or no.
• Do not enter on the voter registration log as declined to declare when staff failed to offer voter registration services and corrective action was taken.
• Do not enter on the voter registration log as declined to declare when voter registration cards are taken out of the office by the applicant or recipient and are not returned to the office.
• An authorized representative can not complete voter registration for the applicant or recipient. If an authorized representative is in the office to apply, complete a review, or report a change of address for an applicant or recipient, staff should offer voter registration services to the authorized representative and give the authorized representative the opportunity to take voter registration applications for members of the Eligibility Unit who are not present in the office.
• Names of persons submitting applications and review forms by mail should not be entered on the reception log as the applicant or recipient was not present in the office.
• If a completed voter registration form was returned with the mailed forms the information should be entered on the voter registration log. Blank cards that are returned by mail should not be included on the voter registration log.

The retention policy for voter registration applications, declinations, and related documents has changed from retain indefinitely. Retain copies of voter registration application forms, original voter registration declination forms, letters sent for corrective actions, voter registration logs and reception logs currently in the office files and all of the listed voter registration documents that will be received or created prior to June 25, 2013 until June 26, 2015. All of the listed voter registration documents received or created on or after June 26, 2013, shall be retained for 24 months after they were received or created. These documents may be destroyed thereafter following departmental policy for destruction of records containing sensitive or confidential information.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

jo/AC