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Last Update: December 09, 2013 |
How to
Here are some scenarios that call for an adjustment to a mail-ballot request:
A voter's dog shredded her ballot and she needs a replacement.
Vote-by-mail requests for multiple elections have been entered for the wrong voter.
A mail-ballot voter moved out of the county prior to the election.
An error is found on a voter's absentee ballot address.
A voter mismarks her in-office absentee ballot and requests another ballot.
An overseas voter has sent you an FWAB ballot.
Adjustments to absentee requests are made from the Absentee Request Adjustments dialog:
VOTER REGISTRATION > Voter Maintenance > {voter record} > Absentee tab > {election} > Absentee Adjustments
Unless stated otherwise, the instructions for each scenario assume you are on the Absentee Request Adjustments dialog.
Absentee Adjustments
On the Absentee Request Adjustments dialog, click Release Ballot 2nd/3rd Ballot.
On the Release Ballot dialog, click Provide Ballot to Be Taken Away.
If your county uses ballot number, enter a ballot number and click OK. The Absentee Request Adjustments dialog will then show a PkUp (pickup) ballot and an MAI entry will be made in the Absentee Activity Report.
Absentee Adjustments
On the Absentee tab in the voter's record, click Early/In office Vote.
On the Choose an Election dialog, select the election and click OK.
On the Voting Election dialog, click Make Early into Pickup.
This undos the return of the ballot and changes the How (requested) field from Early to Office.
Absentee Adjustments
You need to first cancel all incorrect requests and then put on requests for the correct voter. So begin by selecting the "wrong" voter record. On the Absentee Adjustments dialog:
On the Absentee Request Adjustments dialog, click Previous Request or Next Request to bring up the first erroneous request.
Click Cancel Request.
Click Next Request.
Repeat step 2 until all erroneous requests are cancelled. The vote-by-mail totals are adjusted automatically.
Click Close to return to the Absentee tab.
Check the Status field to verify that the absentee status and other fields on the Absentee tab are correct for this voter.
Access the correct voter record and put on the requests.
Absentee Adjustments
On the Absentee Request Adjustments dialog, click Reverse Return of Ballot; then click Close.
Go to VOTE BY MAIL > Return Ballots. Reswipe the bar code number, enter the ballot number, or do a return by name. In the Referral Reason field, select No Signature and click Refer Return.
A Canvassing Referral Sheet, indicating the reason the ballot was referred, is printed to your default printer. Attach this sheet to the ballot envelope and lay it aside for referral to the Canvassing Board.
Absentee Adjustments
When notification arrives that the voter has registered elsewhere, Voter Focus displays a message indicating the voter has an outstanding vote-by-mail request. The operator should notify the vote-by-mail coordinator, but no action should be taken. If ballot has already been mailed, should it be returned as voted, it should be referred to the canvassing board with a referral reason of Not Eligible. If it has not been mailed yet, when the absentee labels and/or envelopes are generated, Voter Focus will report the voters who are not receiving a ballot label or envelope and will indicate the reasons why. In the case of this voter, the reason will be Ineligible-moved out of county.
Absentee Adjustments
On the Absentee tab in the voter's record, click Early/In office Vote.
On the Choose an Election dialog, select the election and click OK.
If your county uses ballot numbers, enter a number.
Under Voting Method, choose Office Absentee.
Absentee Adjustments
If the ballot has already been mailed, send another ballot to the correct address. (Note that Voter Focus will count this as the voter's second ballot.). However, if the mistake is detected before the ballot is mailed—on the Absentee Status Report—you can correct the error like this:
Access the voter's record and go to the Absentee tab.
If the error is in the default-absentee address, click Address Override, make the correction to the Default Absentee Ballot Address area, and click Close.
If the error is in the specific-election address, select the relevant election and click Address Override. Then correct the fields in the Specific Election Override Address area and click Close.
Absentee Adjustments
You will want to release a replacement ballot to the voter but leave the first ballot assigned to her so that it cannot be used by anyone else. This can be done in either of two ways, described below.
Go to VOTER REGISTRATION > Voter Maintenance:
Access the Absentee tab in the voter's record and click Absentee Adjustments.
On the Absentee Request Adjustments dialog, click Release Ballot 2nd/3rd Ballot.
On the Release Ballot dialog, select Vote Ballot in Office.
If your county uses ballot numbers, enter the number in the Ballot Number field.
Click OK.
Notice that the Absentee Request Adjustments dialog shows the voter was issued two ballots, with the second one being returned.
Go to EARLY VOTING > Early/Counter Voting:
Access the voter's record and select the election.
On the Voting Election dialog, click Release Ballot 2nd/3rd Ballot.
Select Office Absentee. If your county uses ballot numbers, enter the number in the Ballot Number field. Click OK.
Absentee Adjustments
Overseas civilians and military service personnel who are absent from their home counties can cast a Federal Write In Absentee Ballot (FWAB) when they have made a vote-by-mail request for an election but haven't received their ballot “in a timely manner.” The canvassing board will complete balloting for the voter by transferring their votes to a formal mail ballot.
To process an FWAB ballot:
On the Absentee Request Adjustments dialog, click Release Ballot 2nd/3rd Ballot.
On the Release Ballot dialog, select FWAB Ballot Received from Voter. If your county uses ballot numbers, enter the number of the absentee ballot that will be attached to the FWAB ballot. Click Save and Print to print an absentee label and a Replacement Absentee Request Sheet. If you don't want to print these items, just click OK.
Attach the FWAB ballot (and label/sheet) to the mail ballot and process it with your other mail ballots.