Returned Ballots Queue

To access: Ballot By Mail > Return Ballots Queue

The processing of mail ballot returned envelopes updates voter records to indicate ballots were received and either accepted or rejected. With Voter Focus, you scan the ABBM, process the ABBM, and scan the returned envelope. These processes index the images of the ABBM and returned envelope signatures to the voter's record.

The Return Ballots Queue is used to compare the signature image(s) from the voter’s record (such as the voter’s ABBM signature) to the signature on the voter’s mail ballot returned envelope to verify they are legible and are for the same voter. A Signature Verification Committee (SVC) may be appointed for any election to perform this comparison.

Beyond the comparison, the Return Ballots Queue can be used in multiple ways, depending on several factors.

• Does your county use a separate preliminary task of comparing or matching up the signatures instead of using the Return Ballots Queue for this purpose?
  • Yes. Enable Allow Bulk Returns in Return Ballots Queue on the System Options > Ballot By Mail tab. This allows your county to select multiple records in the queue for bulk acceptance. This method assumes the records that are selected for acceptance are already confirmed valid.
  • No. From the queue, double-click one record at a time to compare each voter's pair of signatures side-by-side and make a determination about accepting the ballot.
• Does your county delegate ballot rejections to an Early Voting Ballot Board (EVBB) judge?
  • Yes. Verify Allow Rejection in Return Ballots Queue is not selected on the System Options > Ballot By Mail tab. Your county will then route ballots with questionable or mismatching signatures to the Ballot Judge Queue for final determination.
  • No. Enable Allow Rejection in Return Ballots Queue on the System Options > Ballot By Mail tab. Your county will then be able to reject ballots from the Return Ballots Queue and the Ballot Judge Queue will be hidden.
  Show me

  The available options depend on what's set on the System Options > Ballot By Mail tab:

  Returned Ballots Queue Dialog
  Dialog lists the batches containing the signature images. For each batch, the voter ID, voter name, and election details are shown.
  System Options	Dialog
  Allow Bulk Returns in Return Ballots Queue and Allow Rejection in Return Ballots Queue not selected
  Allow Bulk Returns in Return Ballots Queue and Allow Rejection in Return Ballots Queue selected
  Return Ballot Dialog
  Double-click a row in the queue to open the Return Ballot dialog. An SVC member or a county staff member can compare the scanned signatures from the voter's record and ballot envelope signature side by side.
  System Options	Dialog
  Allow Rejection in Return Ballots Queue not selected
  Allow Rejection in Return Ballots Queue selected

Fields and Controls on these Dialogs

Returned Ballots Queue Dialog
Filters and Pagination	You can use the following to locate the row containing the batch to process: The filters above the grid to narrow the items that are listed. The arrows at the bottom of the dialog to navigate between pages.
Check boxes	(This option displays when Allow Bulk Returns in Return Ballots Queue is selected in System Options > Ballot By Mail.) Select all or specific records in the queue for bulk acceptance or, if also enabled in System Options, rejection.
Bulk Accept	(This option displays when Allow Bulk Returns in Return Ballots Queue is selected in System Options > Ballot By Mail.) Accept all selected ballots in one transaction.
Bulk Reject	(This option displays when Allow Bulk Returns in Return Ballots Queue and Allow Rejection in Return Ballots Queue are selected in System Options > Ballot By Mail.)
Return Ballot Dialog
Voter Signatures & Ballot Signature boxes	Do the following: Double-click in either box to view the entire image or re-capture the signature if not clipped correctly. Scroll through the images in the Voters Signature box using the right and left arrows.
Accept	If you are certain the signatures are those of the same voter, accept the ballot and remove the row from the Return Ballots Queue. The ballot is recorded as accepted in voting history and the images are indexed to the voter's record. Note: The Accept button is not available when certain errors are produced. See About Return Ballot Validation for more information.
Question	(This option displays when Allow Rejection in Return Ballots Queue is not selected in System Options > Ballot By Mail.) If you are uncertain that the signatures match, move the row from the Return Ballots Queue to the Ballot Judge Queue. Ballot judges review this queue for final determination on ballot acceptance.
Rejection Reason	(This option displays when Allow Rejection in Return Ballots Queue is selected in System Options > Ballot By Mail.) Associate a reason for the rejection. See About Returned Ballot Rejections for more information about reasons and rejections.
Reject or Defect	(This option displays when Allow Rejection in Return Ballots Queue is selected in System Options > Ballot By Mail.) Disqualify the ballot. You must also select a value from the Rejection / Defect Reason list. See About Returned Ballot Rejections for more information about reasons and rejections. The button label changes from Reject to Defect when a defect reason is selected. The following occurs: The record is removed from the queue. The Voter Activity Date is updated to the current date and displayed on the Activity tab in Voter Maintenance. A new row is added to the Ballot By Mail tab in Voter Maintenance indicating the ballot was rejected. The Absentee Reject Letter or Absentee Defect Letter, including the reason, is scheduled to send to the voter.