Initiate the Removal of Voters Who May Be Ineligible

Initiate the Removal of Voters Who May Be Ineligible

Click a button for what to do next

Click a button
for what to do next

Last Updated: 01/29/2024

Supervisors who receive notification of a voter's potential ineligibility, by some means other than a felon match record in the Eligibility Match Queue, must take steps to remove the voter from the registration rolls. Reasons for potential ineligibility include:

Information from a county or Federal court that a voter has a felony conviction without having their civil rights restored.
Information that a voter has an adjudication of mental incapacity with respect to voting.
Information that a voter is not of legal age, is not a U.S. citizen, is a fictitious person, or is listed in the voter registration rolls under an address that is not their legal residence in Florida.

If the information on the voter indicates they have a felony conviction, notify the BVRS that you have potential ineligibility information for the voter, providing the Bureau with the voter's name and voter registration number. If the BVRS is already processing removal for the voter, they will cancel their match so that you can initiate potential ineligibility processing of the voter from the county side.

Note: To see the felon match records initiated by the BVRS, go to VOTER REGISTRATION > Eligibility Match Queue and look for voters with the Type of NFEL. If you see a match for the packet you have at the county, you will need to contact BVRS and advise them that you intend to initiate eligibility maintenance against the voter. The State will then cancel their NFEL match record.

Some counties scan the information, such as the felon packet, into electronic files and index those files to the voter's record. If you do this, be aware that if the voter moves to another county during the eligibility maintenance process, the files do not move with them. You will need to send them to the voter's new county manually.

To begin the potential ineligibility process:

Go to VOTER REGISTRATION > Voter Maintenance and access the voter's record.
Click the Eligibility Maint tab and check the list of existing eligibility matches to verify that no match for the Rec Type you are about to create already exists for that voter. The possible types are:

Rec Type	Description
FelCnty	Felon match provided by county court. This includes non-federal courts in another county or state.
FelFed	Felon match provided by federal court. This includes any federal court, regardless of the state or county of origin.
MenSOE	Mental incapacity match provided by Supervisor's office
DecSOE	Decease match provided by Supervisor's office
AgeSOE	Not of legal age match provided by Supervisor's office
CtznSOE	Not U.S. citizen match provided by Supervisor's office
ResSOE	Not legal residence match provided by Supervisor's office
FictSOE	Fictitious person match provided by Supervisor's office
FedDLE	Felon match provided by Florida Dept. of Law Enforcement, initiated by SOE
FelDOC	Felon match provided by Florida Dept. of Corrections, initiated by SOE
FelFedFVRS	Felon match provided by Federal authorities, initiated by SOE
FelFPC	Felon match provided by Florida Parole Commission, initiated by SOE
FelINT	Felon match provided by another state, initiated by SOE
FelSOP	Felon match provided by Sexual Offender Predator Registry, initiated by SOE
CitMatFVRS	Not US citizen match provided by FVRS, initiated by SOE
NMEN	Mental incapacity match provided by FVRS

Note: The Rec Type of DecSOE is also a possibility in the Rec Type column. DecSOE signifies a decease match initiated by the Supervisor's office. For more on processing decease matches, see Initiate Removal of a Deceased Voter.

If a match already exists, do not create a new one; discontinue this procedure.

Click Schedule Notice of Potential Ineligibility.
On the Schedule Notice of Potential Ineligibility dialog, select the reason for potential ineligibility from the Process Type drop-down list.

Felon Match provided by County Court

Felon Match provided by Federal Court

Mental Incapacity provided by SOE

Decease Match provided by SOE

Not of Legal Age Match provided by SOE

Not US Citizen Match provided by SOE

Not Legal Residence Match provided by SOE

Fictitious Person Match provided by SOE

DLE Felon Match provided by FVRS

DOC Felon Match provided by FVRS

Federal Felon Match provided by FVRS

FPC Felon Match provided by FVRS

INT Felon Match provided by FVRS

SOP Felon Match provided by FVRS

Citizenship Match provided by FVRS

Mental Incap Match provided by FVRS

Click Schedule Notice. The Eligibility Maint tab now shows a Rec Type matching the reason you just selected. You will also see Notice Scheduled in the Current Status field. The following list shows the document name of the notice scheduled for each potential ineligibility reason.

Potential Ineligibility Reason/Process Type	Document Name of Notice
Felon Match Provided by County Court	Clerk Felon Notice of Potential Ineligibility
Felon Match Provided by Federal Court	Federal Felon Notice of Potential Ineligibility
Mental Incapacity Initiated by SOE	SOE Incapacity Notice of Potential Ineligibility
Not of Legal Age Match Initiated by SOE	SOE Legal Age Notice of Potential Ineligibility
Not US Citizen Match Initiated by SOE	SOE Citizen Notice of Potential Ineligibility
Not Legal Residence Match Initiated by SOE	SOE Residence of Potential Ineligibility
Fictitious Person Match initiated by SOE	SOE Fictitious Person of Potential Ineligibility
DLE Felon Match provided by FVRS	FVRS DLE Felon Notice of Potential Ineligibility
DOC Felon Match provided by FVRS	FVRS DOC Felon Notice of Potential Ineligibility
Federal Felon Match provided by FVRS	FVRS Federal Felon Notice of Potential Ineligibility
FPC Felon Match provided by FVRS	FVRS FPC Felon Notice of Potential Ineligibility
Interstate Felon Match provided by FVRS	FVRS INT Felon Notice of Potential Ineligibility
SOP Felon Match provided by FVRS	FVRS SOP Felon Notice of Potential Ineligibility
Citizenship Match provided by FVRS	FVRS Citizenship Notice of Potential Ineligibility

Scheduling of the notice also places the voter in the Eligibility Match Queue. Further maintenance on the match can be done either from the Eligibility Match Queue or from the Eligibility Maint tab in the voter's record.

When you are ready to print eligibility notices, go to PRINTING > Notices Queue. In the list of scheduled notices, highlight the notice type (see the list above) you want to print. Click Select Notice.
On the Select Precincts dialog, click OK.
On the Print Notice Run Parameters dialog, if you want to limit printing to those for a specific date range, select Select Notices by Date Range, click OK, and enter a date and time range.
Click OK. You'll see the message Activating Word Mail Merge. Please wait... at the bottom of the Notices Queue.
If the document layout for the notice doesn't specify a printer, you will be asked to select the printer. Click OK to print the notice.
Verify that the notice printed correctly and then click Update to note in the voter records that the notice was sent. The update operation starts the 30-day period that the voter has to respond to the notice of potential ineligibility.

If you look at the Eligibility Maint tab of the voter's record, you'll see that the Current Status field now says Notice Printed.

Mail the notice to the voter(s) using the certified return receipt service.

Note: Your county's procedures might also call for inclusion of supporting documentation, such as all or part of a felon packet, with the notice. Some counties send the voter only the conviction/adjudication pages of the felon/mental incapacity documentation along with the Notice of Potential Ineligibility and instructions on applying for clemency.

When the certified mail delivery notice is returned to your office, record receipt of the delivery notice by returning to the Eligibility Maint tab in the voter's record and clicking the match record to open the Eligibility Maintenance Item dialog. Then click Certified Receipt Received. You'll see the message: Voter's match status will be updated to Certified Receipt Received. Do you want to continue? Click OK. Then, on the Date Entry dialog, enter the date when the certified mail delivery notice was received by your office and click OK to update the voter's record. The Current Status on the Eligibility Maint tab will be updated to Certified Receipt Received.

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.

At this point, you must wait until one of the following occurs:

The notice of potential ineligibility is returned by the USPS...(more)
The voter fails to respond within 30 days...(more)
The voter responds to the mail or newspaper notice within 30 days:

You will need to record the response by returning to the Eligibility Maint tab in the voter's record and clicking the match record to open the Eligibility Maintenance Item dialog. Then click the button in the Response to Notice box that corresponds to the type of response:

Possible Scenarios for Response to Deceased Voter Notice

Action to Take in Voter Focus

Voter responds that they should not be made Ineligible. Requests a hearing with the Supervisor.

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Voter responds that they should not be made Ineligible but does not want a hearing with the Supervisor.

Voter confirms that the potential ineligibility information you have is valid.