David Scanlan Deputy Secretary of State Anthony Stevens Assistant - - PowerPoint PPT Presentation

David Scanlan – Deputy Secretary of State Anthony Stevens – Assistant Secretary of State Bud Fitch - Assistant Secretary of State Colleen McCormack – ElectioNet Help Desk Debra Unger – ElectioNet Help Desk

Does he look suspicious?

 Used Social Media to impersonate activists to

 Sow discord  Reduce faith in elections

 SQL Injection in Illinois voter registration system  Checking the door of 21 states  Spearphishing aimed at 120 local Florida election

• fficials

 Phishing a electronic pollbooks vendor operating

in over 5 states

SOS

User Everyone

 2FA – Two Factor Authentication  Will initiate in a month or so  Extra layer of security

 Entering your code authenticates you as a user

 Once the cat is out of the bag...  You cannot put it back in.

 Hover to Discover  Place your mouse over over an email address or a URL address and “hover” to see the “real” email address and URL you are being directed to.

 This is an email Colleen was sent to a reply to an email she had sent out over 5 months ago.  Often an election official will click on reply to an old email to discuss a totally different subject.  Before opening the email she noticed some anomalies.

Anthony Newspaper Stories

Anthony Stories

Does your computer monitor face the public? Does your computer monitor face another employee who does not have access to ElectioNet?

Do you leave private information viewable to the public on your desk or in a file folder rack?  Private & Confidential information is contained on Voter Registration Forms.

What would be a secure holding place for the in-take of the Voter Registration Forms?

Do you have a lock on your office door? Do you know who has access to your office? Do you remind your employees to lock the door when they leave?

 Do you save your checklist and alpha voter list to your computer locally?  We are a paper state.  Elections will be able to run by printing from a previously saved checklist or alpha voter list.  Report will show date report was generated

Tablet Based No phone or internet lines Any voter may use the AVS

 Encourage voters to try the system  System is for all to use

Do Not wait to turn on the tablet until Election Day Keep the voter there if possible so we can walk you through it. Call us immediately when you know something is not right. Tablet MUST be returned Election Night with the Return of

Votes

2018 State General election –

 A preprinted ballot 14” Accuvote ballot

• Voter’s candidate selections from the tablet were marked on a real

ballot

• Real ballot went through the printer and filled in the ovals

 A ballot on demand – Hand Count and 18” Accuvote ballots

• Voter’s candidate selections from the tablet were marked on a

blank piece of paper

• Blank piece of paper went through the printer and the printer

printed out the ballot and filled in the ovals.

 Thank you to all of the election officials for making this a

smooth process.

Town/City Ward Election Type Date Vendor Bedford Town Election March, 2017 KnowInc Rochester, Ward 4 City Election November, 2017 Electec Londonderry Town Election March, 2019 KnowInc Milford Town Election March, 2019 Electec

Hart ES&S Dominion/LHS Clear Ballot

AND REVIEW

nhvotes@sos.nh.gov is NOT spam nh.gov should be added to your computer as a trusted

site

Triage your emails as they arrive:

 Set up a folder by year in Outlook

 2019 – Secretary of State  2020 – Secretary of State

 Read and print the email

 Put the emails in a 3-ring binder

 File the email for future reference

Cannot see a street pop up? Cannot see a voter in the absentee

ballot module?

What could be the issue?

Internet Explorer – Compatibility View OR you are in the wrong browser

Extra Layer of Security

This new security feature authenticates your:

Email Address and/or Phone # to your Identity as a user in ElectioNet

When filling out your RAE Form you will be asked for cell phone and/or email contact information Will be implemented in the near future

Passwords must be 24 – 50 characters

 Passwords may include upper and lower case letters,

numbers, special characters and spaces.

Do you have the new Oath of Office Template 2018 v3?

 Print off the new forms and destroy all old blank forms on

file.

 Periodically check your forms against what is in ElectioNet ->

Help -> Instructions.

• I write on the log-in screen when I update forms, but you may not

have logged on for awhile and missed the log-in message.

Activities / Maintain City/Town Data / Maintain Clerk

Town Questionnaire

Activities / Maintain City/Town Data / Election Officials

RSA 654:45, VII. The city and town clerk shall enter, maintain, and keep up to date election official contact information and polling place information as determined by the secretary of state in effecting election laws.

Polling Place

Activities / Polling Place / Maintain Polling Place

Polling Locations MUST be kept up to date....

Polling Place

Activities / Polling Place / Maintain Polling Place

Polling Locations MUST be kept up to date....

Elections

 Save all of your election posters from the state elections  ElectioNet -> Help -> Instructions  Has the 8.5 x 11 version only  Reminder – 2020 Budget  4 Elections

• Presidential Primary
• Local/Municipal
• State Primary
• State General

Elections – RSA 658:9, V

 Do you know how many polling booths are needed in 2020 for:  The Presidential Primary election?

• One for every 150 Voters

 The State Primary election?

• One for every 150 Voters

 The State General election where votes will be cast for a president

• One for every 100 voters

ABSENTEE BALLOTS

 Absentee Ballots are one of the main duties of the town/city clerk office at election time.  All absentee ballot data must be entered into ElectioNet

• Absentee ballot requests
• Sending out the absentee ballots
• Process the returned absentee ballots
• Get the absentee ballots to the polls

with the absentee ballot list  EPM – Absentee Ballot info starts on page 4

Regular Absentee Request Check to make sure the person is on your Checklist If not they will need to register

I am voting on the Monday immediately prior to the election, the National Weather Service has issued a winter storm warning, blizzard warning, or ice storm warning, and I am elderly or infirm, have a physical disability, or have to care for children or infirm adults, Towns/Cities are responsible for printing their own absentee ballot applications and affidavit envelopes.

 Absentee ballot envelopes are now all the same size for both Accuvote and Paper Towns  They are the larger envelopes  Envelopes with “Black” writing are for all normal absentee ballot requests.  A, B & C  Envelopes with “Red” writing are for all of the UOCAVA requests.  R, S & T

 Do not give out ballot inventory to:  Nursing homes  Assisted living facilities  A deceased voter usually does not request an absentee ballot  Check your voter’s status prior to sending

• ut the absentee ballot

New - Absentee Ballots

 Status added to absentee ballot module

 Removed voters

New - Absentee Ballots

New - Absentee Ballots

 Removed/Merged Status

New - Absentee Ballots RSA 657:17-a

 Removed/Lost Right to Vote in NH

 In the absentee ballot module  And in the voter registration module

New - Absentee Ballots RSA 657:17-a

 Upon Return of an Absentee Ballot  Ask the voter if they voluntarily wish to verify their identity,  By showing a photo ID that meets the requirements of RSA 659:13

• Which includes signing a CVA
• The clerk will mark the outer envelope,

“voter verified”  The “verification” will be entered into ElectioNet.

New - Absentee Ballots

 Absentee Ballot List – Include Verified Voter

New - Absentee Ballots

 Absentee Ballot List – Print List

New - Absentee Ballots RSA 657:17-a

 Upon entering a return date of an absentee ballot  ElectioNet will not allow you to save the record, unless there is a Mailed/Emailed/Handed to Voter date

 Absentee ballots given in person – over the counter  They need to go in a return envelope  Cannot be only the affidavit envelope  Security - Protects the voter and you as the clerk

• Updated - Absentee Ballot Voter Registration Package
• ElectioNet / Help / Instructions 2019 v1
• 5 pages – plus voter registration form
• Make up packages prior to the election

 Clerks mark the return envelope “Not Registered” – RSA 657:16  Send the voter the absentee voter registration documents and the absentee ballot.  “Upon receipt of an outer envelope marked “Not Registered,” the clerk shall

• pen the outer envelope….

 ALL other returned absentee ballots  “All such envelopes shall be preserved unopened until election day.” RSA 657:18  “…Said clerks shall keep lists of the names and addresses, arranged by voting places, of all applicants to whom official absentee ballots have been sent….been returned…and shall record….in the statewide centralized voter registration database.” RSA 657:15

 How to return the ballot instructions  ElectioNet -> Help - > Instructions

• Absentee Ballot Mail

Instructions – Accuvote & Paper

How many know about the “Absentee Ballot Return” form? An absentee ballot may be returned by:  Spouse  Parent  Sibling  Child Do NOT include an absentee ballot return

form with the mailed absentee ballot.

Forms are to be filled out by family member at the Clerk’s

• ffice.

Form can be found in: ElectioNet -> Help -> Instructions

 Rejected reason must be written on the affidavit envelope and also on the Absentee List.

RSA 659-95  Cast Ballots – Regular and Absentee  Uncast Ballots – Regular and Absentee  Successfully Challenged Ballots  The absentee ballots and documentation can also be in a separate sealed box.  Rejected Absentee Ballots w/envelopes  Absentee Ballot Request Applications & Affidavits  Undeliverable Absentee Ballots  Seal the box with the White Sealer Label provided by the Secretary of State & the Red Tape to secure the label and box

 Absentee Ballot List  Rejected reasons are written

• n the Absentee Ballot List

retained by the Clerk  CVAs – Challenged Voter Affidavits

Bring the Rejected Reason List to the Polling Place & give to Moderator

If you reject a ballot – you must enter the

return date in ElectioNet

In 2016 General Election: 151 rejected ballots did not have return dates

In 2018 General Election:

Zero!!!!

2018 State General EAVS

Election Administration and Voting Survey

Report

46,831 absentee ballot requests

 1,199 Rejected absentee ballots

 660 Ballots not received on time  236 Ballots no voter signature  1 Application & affidavit had two different names  2 Ballots missing from envelopes  1 Multiple ballots returned in one envelope  11 Voters were deceased  72 Voters had already voted in person  8 Voters had no ballot application on file  172 No absentee affidavit envelope returned  4 Not a registered voter  32 Already voted absentee and other misc. reasons

654:13-a Retention of Voter Registration Forms. – All voter registration forms and other records relating to voter registration shall be retained securely in a municipal office under the direction

• f the town or city clerk. Those forms and records shall be readily

accessible to the supervisors of the checklist. Any voter registration document submitted at a meeting of the supervisors of the checklist or at the polling place shall be filed at the office of the town or city clerk within 10 days of the meeting or election at which it was submitted. Source. 2017, 237:1, eff. Sept. 16, 2017.

Clerks and Staff – New Voter Registrations Review each registration to make sure that all

information has been filled in

Field by Field read the entire form Look at the country field where they were born. This appears to be the most vacant field found

blank by the supervisors of the checklist.

Document what you see on the voter

registration forms

NH DL, OOS DL, Passport with #, car

registration, birth certificate, etc.

 Domicile Affidavit  Qualified Voter Affidavit  Pink Form  Highly recommend you print them colored paper – Any color  Where can you find these affidavits?  ElectioNet / Help / Instructions

Can you use a generic voter registration form

that was sent in the mail?

No. A person must register to vote in person,

through absentee if eligible or with an FPCA.

When entering a new voter that holds the new

New Hampshire driver’s license you must enter the first 3 letters ex: NHL########

There are different “third” letters for different licenses

Libertarian Party is no longer an official party in NH “LIB” deleted from the majority of the dropdowns in ElectioNet “LIB” column has been left in some of the PDF reports.  Totals should be “0” zero for this column.

It took months to compile the latest duplicate voter list. The lists start from 2006 through 2019. The list was winnowed down to who was the parent and child duplicate voter.  Supervisors duty to review and merge the voters.  Duplicate voters have been decreasing since 2012  Duplicate Voter Process can be found in:  ElectioNet -> Help -> Instructions

We have had many towns “Cross Merge” the duplicate voters. They went from:  Parent - Merged successfully contains all of the duplicate voter information from one to however many records are out there.  Child – Stays in the “removed/merged” status and the voter ID # is never used again  Orphan – In the “removed/merged” status but their voter information did not get merged with their parent voter ID#

We have two handouts to help with the process.

UOCAVA Voters

Uniformed Overseas Citizens Absentee VotingAct

 What is the 45 Day Deadline?  It is the 45th day prior to the election. It is always a Saturday.  Any FPCA requests for absentee ballots from

a UOCAVA voter received before this date, must be mailed on or before the 45 day deadline if ballots are available.

 Continue to send ballots after the 45 day

deadline if requests are coming in. RSA 657:15

UOCAVA Information 45 Day Deadline

Any year FPCA must be accepted or the equivalent in writing.

FPCA Best Practices

 Run your UOCAVA report to check to see how many UOCAVA Voters are on your list.  Reports -> Voters -> UOCAVA  Uncheck all UOCAVA voters who do not have an “End Date” of 12/31/2019  There are 2 pages, including a cover page for the UOCAVA report.

FPCA Best Practices

 How long is an FPCA request good for?  Good for one calendar year, unless Presidential Primary – Use the previous year’s FPCA request  As of May 1st, there are still 1,253 UOCAVA voters who have an end date of 12/31/2018.  Should there be any current UOCAVA voters with an end date of 12/31/2020?

FPCA Best Practices

 Presidential Primary FPCA Requests  Unless Presidential Primary – Use the previous year’s 2019 FPCA request  Voting Assistance Officers (VAOs)  Start encouraging the military to send their FPCAs in late fall of 2019.  You as the clerks usually know the intent of your voters  If you receive an FPCA in late 2019 and believe it to include 2020

• Revise the end date to 12/31/2020

Check your clerk information

Online – fvap.gov

Clerk - Mail, Contact Number,

Fax & Email Info

If Information is incorrect Email - Vote@FVAP.gov CC: nhvotes@sos.nh.gov

No we don’t know the date of the 2020 Presidential Primary BUT, when we do know – fill in the date below

RSA 659:102

Within 90 days of the closing of the polls

for each regular state general election and for each presidential primary election…”send one of the marked checklists”...to the state archives.

Check checklists for any private information

Before sending to Archives DOB, DOD, places of birth & death, etc.

What do you do if you find private information?

Redact the information

 How to redact information

Make a copy of the page Strike through the information with a black marker Make a copy of the redacted page & insert it back

into the checklist

Keep the original page in a folder in your office.

 The original marked checklist is sent.  Keep a copy for your office.  For towns with a check in and check out

checklist – send the check in checklist and keep the copy for your records. They should be retained with the clerk for 7 years.

Reference RSA 654:31 for checklist charges:

 “…city or town clerk may provide public checklist

information on paper, computer disk, computer tape, electronic transfer, or any other form.”

 DFE – Disk File Export is “electronic transfer”  shall  …charge a fee of $25, plus $.50 per thousand names or

portion thereof in excess of 2500…

 Plus any shipping costs.”  Best Practice: Get the request and format in writing.

AND REVIEW

Voter History is Public Information  It can be viewed on the marked checklist  Marked checklist is the “official” document for Voter

History

 Clerks should charge a “Per Page” fee for a photo-copy

• f the marked checklist

 Town or City Wide - Electronically it may be generated

as an “EHAV-DFE”

• Electronic History of Active Voters-Disk File Export
• ElectioNet -> Help -> Instructions -> EHAV-DFE
• RSA 654:31 applies to voter history requests

Requests for ONE voter’s history comes from the

marked checklists – the “official” document

 Do NOT print the screen from “Election

History” in ElectioNet for one voter

 There is a factor of human error in scanning

the voter history, the voter may or may not have voted in an election

 The requestor is not allowed to single out one

voter for electronic information.

ElectioNet must be the source for all checklists

RSA 654:27 now allows supervisors to hold their

sessions between 6 – 13 days prior to an election

Checklist is real time – make note when your

supervisors are going to have their session

Checklist - Printing

Save official checklists to your desktop on

your computer for:

Security

• Once a month
• 30 - 45 days prior to an election – once a

week

• 10 days prior to an election – once a day

Internet goes down prior to election

Town Clerk must keep copies of all

marked checklists for how many years?

7 years

Checklist - Printing

Ask every voter who registers to vote 

Would you be interested in working the polls

• n election day?



Make a list with notes of the voter’s qualifications



17 year olds can be election officials RSA 658- 7-a



Towns have been very successful with this approach

RECRUIT BALLOT CLERKS ALL YEAR LONG

NHVRIN Report – Clerks still need to run for the

Supervisors

Matched Death Records on the “System

Reminders” screen shows exact matches only

 If there are spelling errors in the name or dates

• f birth, they will not be matched

 Clerks & Supervisors are the best source to

know the correct voter information.

Print NHVRIN Death report before sessions and

• n the morning or night before election day.

If a voter has died after the checklist has been printed,

We highly recommend to put a red line through

the voters name and write the word “Deceased”.

The election official performing this process

puts their initials next to the word “Deceased”.

DO NOT write a date of death or how this information

was obtained.

The checklist is a public document. Death

information is private.

Ballot Clerk Procedure – Primary Example below ElectioNet -> Help -> Instructions – 2017 –Ballot

Clerk Procedure – Primary or General

Out of State Driver’s Licenses must be noted on the

checklist for ALL elections including town, school and special elections

The absentee ballot address of a voter is private

and confidential.

We have found many absentee ballot addresses on

the checklists in the “Mailing Address” column.

 Challenged Voter Affidavit Form (CVA)  Yellow Form – Can be any color  CVAs do NOT go in the Sealed Ballot Box

• Attach Photo
• See Camera Instructions

 Religious Exemptions – White form - No Photo  ElectioNet -> Help -> Instructions

 HAVA Office has called Town/City Clerks asking them if they have the CVAs on file and how many forms do they have for the 2019 Local elections?  Do you have a separate folder for each election?

33-A:3-a Disposition and Retention Schedule. – The municipal records identified below shall be retained, at a minimum, as follows:

• XXXVIII. Elections-challenge affidavits by the town clerk: until the

contest is settled and all appeals have expired or 22 months after the election, whichever is longer.

2019 Town Election 2020 State Primary 2020 State General

 HAVA Office is reconciling the CVAs for the 2019 Local Elections  Helping with the verification for the Attorney General investigations  Thank you for all of you help.

 There were initially 124 CVAs 45 = Voters recognized by election official 10 = Scanned in error  69 = CVAs left for follow up  When the scanning of the voter history is completed  Run the CVA report – Reports-> Elections-> Challenged Voter Affidavit  Match this report with your CVA folder

 ElectioNet Office has called Supervisors about the 2018 State General voter history.  The “ballots cast” numbers are posted on the SOS website as reported by the clerks.  Statewide checklist sales includes 2 years of state election voter history.  ElectioNet was short a few thousand voters.  After phone calls, 3,280 voters were added.  After the supervisors have finished scanning – run the EHAV report to see if they have reconciled to your ballots cast.

 System Reminders Screen  Voters who have moved out of your city/town now have a “status” field.  It is the “status” they were in (in your city/town) when they were moved to another NH city/town.

 Reports / Elections / Barcodes  New Bar Code Scanners – Purchased by Town

• r City
• Same Scanners
• Use Code 39
• If the scanner beeps when plugged in, it is

working

• Not scanning
• Quality of Paper
• New Toner supplier
• New Printer

Voters may view their absentee ballot information:  Date requested  Date mailed  Date returned  Rejected Reason Check their party or ward Students may use to prove they are registered Polling place Clerk information Link to the Secretary of State’s Website It takes 24 hours for the information to Update in Voter

Information Look-Up

ElectioNet -> Help -> Instructions

Don’t waste more than 10 minutes trying to figure out

a problem.

Call us as soon as you know you are not achieving your

expected result.

ElectioNet ->Help -> Instructions has been updated

with new information.

Take a minute to see what's new, so if you can’t reach

us, the answer may be at your fingertips.

Thank you to all that participate in the State training

programs that continue to educate you and your staff to better serve your community.

Continuing to improve your knowledge of election

laws and procedures will allow the process to flow more smoothly and eventually lessen stresses.

We are here at the ElectioNet Help Desk to help you

succeed with bettering your knowledge of ElectioNet.