Process Voters Who Haven't Responded to Potential Ineligibility Notices

Notices of potential ineligibility take two forms:

  • a notice mailed to the voter

  • a notice published in a local newspaper.

The mailed notices are sent via certified mail return receipt requested. When the certified delivery receipt is returned to the Supervisor of Elections's office, election staff should record the receipt on the Eligibility Maintenance dialog. The voter has 30 days to respond to a potential-ineligibility notice for which a certified mail return receipt has been received. The 30-day clock starts when return of the certified delivery receipt is recorded in the voter's record.

If no certified delivery receipt is returned to the elections office within 30 days of the notice being printed or the mailed notice is returned by the USPS as undeliverable, you will need to publish a notice in the newspaper naming those voters who you were unable to reach with the mailed notice. The voter has 30 days from the date of the published notice to respond. The Create Pending Newspaper Notice program creates a list of affected voters that you can forward to the newspaper. This program also starts the system's 30-day clock for response to the newspaper notice.

Note: It is possible, though unlikely, to receive a certified delivery receipt and then to later have the notice returned by the USPS as undeliverable. If this happens, you will need to contact VR Systems to adjust the match record, because the eligibility maintenance program does not allow for this scenario.

Once you have published the newspaper notice, you will want to process any voters who have failed to respond. The Process non Response to Notice program marks as Ineligible those voters whose notice was printed at least 30 days ago and whose match status is Certified Receipt Received or Newspaper Notice Published and schedules them to receive a Notice of Ineligibility. You should run this program in accordance with your county's schedule for eligibility maintenance.

Users must have the permission EligibilityMaintenance to access the Eligibility Maintenance program in List Maintenance.

  1. Go to LIST MAINTENANCE > Eligibility Maintenance.
  2. On the Eligibility Maintenance dialog, click Process non Response to Notice.
  3. A report listing the voters found by the run is displayed. When you dismiss the report after viewing, printing, or saving, the program asks if you want to proceed with making those voters Ineligible.
  4. Click Yes to proceed with the status change, mark their match records as resolved, and schedule a Notice of Ineligibility in the Notices Queue.