VIII.C Voter registration
3/2/2017
The National Voter Registration Act (NVRA) of 1993 requires agencies which provide public assistance or services to persons with disabilities to also provide voter registration opportunities. All Department of Human Services (DHS) programs are required to comply with NVRA requirements as well as partner agencies such as Area Agencies on Aging (AAA) and the Oregon Health Authority (OHA.
- DHS and AAA staff is required to assist any person who asks for help with completing voter registration forms.
AAA and DHS facilitate placing cards into the hands of consumers and applicants who may be interested in registering to vote or in updating their registration and sending those cards to the Elections office. .
- Consumers and applicants may choose not to complete the voter registration form;
- Anyone can choose not to reply to the voter registration question when asked;
- If the consumer or applicant chooses not to answer when the question is verbalized, treat their refusal as a NO response (see below);
- Never throw away partially completed voter registration forms.
Voter registration forms should not be kept in consumer files – see below.
- Note: The registration deadline is 21 days before any election. If voter registration forms are not postmarked by the end of day 21 prior to the election, the registrant is not allowed to participate in the upcoming election.
The minimum age to register to vote in Oregon is 17. However, every person who wishes can attempt to register to vote, regardless of their age or perceived eligibility.
Every person, without exception, has the right to attempt to register to vote.
- Workers should not speculate or guess about either the person’s eligibility or likelihood of successfully registering to vote; everyone is treated equally and given the same opportunities;
- Every person, including those who are underage or otherwise perceived as ineligible, has the right to request and complete a voter registration form. State or county elections staff will make the determination regarding the applicant's eligibility to register or to vote;
- Staff must not make any statements or take any action which may discourage any person from registering or attempting to register to vote;
- Oregonians with felony convictions have their voting rights automatically restored upon release from custody.
Persons who are offered an opportunity to register to vote should not feel pressured to register, or to register with a particular political party.
- Employees who offer consumers or applicants an opportunity to register to vote may not display or distribute anything suggesting a political party, a candidate preference, or a party allegiance.
- Please review the Public Employees Quick Reference Guide from the Oregon Secretary of State.
Authorized representatives, guardians, family members, or other persons designated to speak on behalf of a consumer or applicant cannot accept or decline to register a person to vote.
- Do not allow a person other than the potential beneficiary to make decisions about voter registration;
- See process below in Special Situations if the person is unable to respond to the question of voter registration.
Only one person in the household must be asked about voter registration.
- If there are multiple persons on the application, only one person must be asked if they would like to register to vote;
- All household members or beneficiaries may be asked if they are available or present;
- Do not limit the number of persons given the opportunity to register to vote.
2. Assisting potential registrants:
Staff is required to offer assistance with completing the voter registration cards, if requested.
Staff are requested to review forms for completeness before mailing in to County Elections. If possible, request or assist the consumer in completing the form.
- If the form is not complete and the potential registrant is not available, send the incomplete form to the County Election office for processing.
Voter registration information, including forms and declinations, are considered protected information and must be kept secure.
1. When to offer voter registration:
Voter registration requirements apply to all consumers and applicants aged 17 or older with a legal status who have a qualifying event:
- Applying for a new benefit – even if they withdraw the request/application;
- Reapplying for an ongoing benefit;
- Redetermining or recertifying for any benefit program – including a request for a service reassessment in the middle of a certification;
- Changing their mailing address; or
- Changing their residence address.
The opportunity to register to vote must be given regardless of the method of contact by the consumer or applicant.
Staff is required to verbalize the voter registration question while processing the qualifying event.
- Example 1: A consumer is interviewed over the phone for a recertification of benefits. The worker is required to ask if the consumer would like to register to vote and record their response (see below) before ending the phone call and mailing the application.
- Example 2: Cathy comes into the office to report a change in address. While taking down the new information on the APD 400, the worker who accepts the change of address is required to ask Cathy if she also wants a voter registration form.
Staff must offer voter registration each time the consumer or applicant meets the criteria of applying, reapplying, or changing their address regardless of how long or short a time has passed since the person was last asked. Staff are only required to ask once per qualifying event.
- Example 1: Emily stops by the office on Tuesday to give her worker a new address with her daughter. On Monday, Emily comes in again and says her daughter’s house didn’t work out and she is moving in with her son. Because Emily’s reported address changed with each move, she must be asked about voter registration each time.
- Example 2: Sarah is an in-home service consumer who had her assessment completed in March. At the time of the assessment, the worker asked Sarah about voter registration and Sarah declined. At the end of May, Sarah contacts her worker and reports her situation has changes and she needs more services. This is a request for benefits, so Sarah’s worker must offer voter registration again.
- Example 3: Lloyd applied for SNAP benefits and was pended for verification of income. When he returns with his income, Lloyd asks if he can also apply for Medicaid. The worker had not completed the application process for SNAP because the application was pended, so Lloyd’s request is part of the same application. Consumers only need to be asked once per qualifying event.
2. Acting on the consumer response
Staff will take the following actions based on the consumer or applicant’s response to the voter registration question:
Yes responses:
If the consumer or applicant says or checks Yes, they do want a voter registration card, the worker will:
- Narrate Voter Reg: Yes in Oregon ACCESS;
- Hand or mail an SEL 503, Voter Registration Card with Declination, with the declination removed to the consumer (see declinations below);
- Complete a declination marked Yes (see declinations below).
If the consumer or applicant has completed an approved DHS form such as an application or address change form, mark the box by the voter registration question Yes.
No responses:
- If the consumer or applicant says or checks No they do not want a voter registration card, the worker will;
- Narrate Voter Reg: No in Oregon ACCESS;
- Complete a declination marked No (see declinations below);
- If the consumer or applicant refuses to answer the question, the worker should narrate Voter registration: No;
If the consumer or applicant has completed an approved DHS form such as an application or address change form, mark the box by the voter registration question No.
DHS 852
If staff process the DHS 852, Interim Change Report for Supplemental Nutrition Assistance Program, without contacting the consumer, as is the usual practice and the consumer leaves the voter registration question blank, assume a No for voter registration.
If staff need to call or contact the consumer for any reason related to the DHS 852, then they are required to ask if the consumer would like to register to vote and act on the answer, per procedures.
Workers should never narrate N/A when describing the response from a consumer or applicant because voter registration is always applicable.
When the eligibility interview is completed by a third-party, such as an authorized representative, then the case manager goes to the consumer to complete an assessment, the voter registration question must be asked at the time of assessment.
Only the beneficiary may answer the question of voter registration so the third-party may not be asked at eligibility.
There is NO EXCEPTION for not asking any person with a legal residence status about voter registration. For persons who are unable to respond, or to respond appropriately, please see Section G. Special Situations.
If the consumer or applicant has an eligibility interview over the telephone, the question of voter registration must be asked during the interview and the question marked.
Narrate the response to voter registration before mailing the application for a signature.
- If the interviewer does not mark the voter registration question, does not narrate, and the application is returned with the question still blank, the worker is now required by the Act to contact the consumer for a response.
- There is no limit to the number of attempted contacts the worker must make to receive an answer.
5. Mailing in completed registration forms
The obligation of DHS and AAA is to provide appropriate voter registration forms and send all completed forms to the local County Elections office.
Review all forms for completeness, and advise the registrant if they have missed any sections.
- Date stamp each completed voter registration form the same day it is received;
- The date stamp cannot include an agency or division name; the stamp must display the date only;
- Add the date stamp to the right of the bar code:
- If the form is not complete and the registrant is not available, send the incomplete form to the County Election office for processing;
- If the registrant does not have either an Oregon driver’s license, permit, or ID number, or a Social Security number (question 4 on the registration form), make a copy of the identification they are using and attach it to the registration form;
- Do not accept out of state identification;
- Options for identification are listed on the voter registration form, SEL 503, Voter Registration Card with Declination.
If the consumer completed a voter registration form but does not live in the local office county, send the card to the local County Elections office to be forwarded.
The Election office will determine if the registrant is eligible; staff is not allowed to advise on potential eligibility.
See below for the local area Site Coordinator role in mailing completed forms and the use of the SEL 516 envelope.
· Note: A declination must be completed for every person with a qualifying event, regardless of their response.
Every person who is offered the opportunity to register to vote must have a completed declination on either the declination form, SEL 503D, Voter Registration Declination or other approved DHS form.
For voter registration, the term declination covers all consumer or applicant responses to the question of voter registration, including when the person says Yes.
- Consumers or applicants who state they are already registered to vote in the state of Oregon are treated as a No declination;
- Date stamp all declinations on the same date they are received;
- Date stamps used for voter registration must not include the office, county, or agency name.
Narrate all responses to the question of voter registration immediately.
· If the form AAA and APD offices mail forms for signature is not returned and the narration is not completed, there is no proof the question was asked, as required.
Staff can complete the voter registration form, except for the signature, on behalf of the consumer or applicant.
- Print the consumer or applicant name on the signature line;
- Staff are not required to add their name/initials/load code to the declination if they complete it – all that information is on the narration.
1. Applications and reporting forms declination
All DHS applications, and many other forms, include the federally required question about voter registration: If you are not registered to vote where you live now, would you like to register today?
Applications and other reporting forms with the federally required voter registration question have the same function as the separate declination form, SEL 503D, Voter Registration Declination.
If the consumer has signed and completed an application, no additional declination form is needed. If someone else filled out the application with the consumer because the consumer was unable to physically complete the form, it is considered the consumer has completed the form.
- Consumers and applicants who completed a voter registration form or a declination during their last point of contact with the agency must be asked about voter registration again and be given a new form to complete;
- The application page with the voter registration question and response should not be stored separately from the rest of the application; leave it in the consumer file;
- Do not copy and file the application page with the voter registration question with other declinations.
If the consumer says Yes they would like to register to vote, hand or mail them the SEL 503, Voter Registration Card with Declination with the declination section removed and marked Yes then narrate Voter Registration: Yes.
If the consumer marks No and complete an SEL 503D, or mark the box by the voter registration question on the DHS approved form and narrate Voter Registration: No.
NOTE: If the consumer leaves the voter registration question blank and the worker is speaking to that person about their form or application, the worker is required to verbalize the question and ask for a response; mark their choice on the form and narrate.
- The consumer or applicant can continue to choose not to answer after the question has been verbalized. In those instances, leave the question blank on the form and treat it like a No response;
- Sign language, interpreters, and other methods of communication are considered verbalize the question to the consumer.
2. Declination section of SEL 503
Remove the declination section of the SEL 503, Voter Registration Card with Declination prior to handing or mailing the voter registration form to a consumer or applicant.
- Consumers or applicants who have requested a voter registration card for any reason are considered a Yes response.
Either ask the consumer to complete the voter registration declination portion, or print their name and today’s date on the declination form and mark the correct box.
Note: Any part of the SEL 503 not used must be discarded. To reduce waste and cost, staff may use the SEL 503D, Voter Registration Declination Card when a consumer or applicant indicates they do not want to register to vote, instead of the SEL 503.
If using only the SEL 503:
- When the consumer chooses not to register to vote, discard the registration portion of the SEL 503 and keep/complete only the declination portion;
- When a consumer or applicant registers to vote in the office and takes the registration form home, or asks to have it mailed to them, the Yes box should be marked on the declination section and the declination portion retained in the office;
- The consumer must sign the registration card themselves however any staff person may complete the rest of the card on the consumer’s behalf;
- The Yes declination form is kept with the No declination forms for 24 months;
- Complete an SEL 503D declination when an application or reporting form with the federally required voter registration questions has not been used.
Do not keep or make copies of completed voter registration cards or declinations for the consumer file.
All SEL 503D, Oregon Voter Declinations, forms must be kept in a centrally located file for no less than 24 months.
- Keep all paper declinations in a single file which could be handed to an auditor or reviewer if they asked for it;
- Keep all electronic declinations in a single drive folder which could be copied onto a storage device (such as a flash drive/memory stick) and be handed to an auditor or reviewer if they asked for it;
- Paper declinations may be scanned and saved with the electronic forms. Shred the paper copy after scanning;
- If the office scans all paper declinations at the end of the month, or the end of the week, please arrange them in date order and save with the date range: Aug1-Aug31, or Aug17-Aug21.
The local area site coordinator is responsible for ensuring the declination forms are secured and available if needed for audit purposes.
Paper declination forms which are not part of another DHS form, such as the SDS 400, must be kept together in a hard copy file.
- Declinations included on a DHS form, such as on the APD application SDS 539A, should not be copied and saved in the declination file;
- DHS forms with the voter registration question are kept in the consumer file.
The SEL 503D, Voter Registration Declination, can be used to record a No in place of the larger and more expensive SEL 503 tear-off declination section to save materials and costs.
Offices can choose to complete the electronic SEL 503 form and save it in a secured shared drive on the local server.
- The shared drive location must be accessible by all staff members;
- Name folders with the year first: 2017_Jan; 2017_Apr;
- Save declinations in a standard format such as: DDMM_FirstInitialLast Name (0101_arichardson) or FirstInitialLastName_MonthDay; (arichardson _aug26).
If a consumer takes the voter registration form out of the office to complete later, staff has no responsibility to track the voter registration form. Remove the declination portion before the consumer leaves, mark the declination Yes print the consumer’s name, and file the declination portion.
Every person who reports a change to either their physical or mailing address must be asked about voter registration.
Workers who receive change of address reports over the telephone must ask about voter registration if the consumer is on the phone at the time the change is reported.
- If the change is reported by a third party, such as the person’s child or authorized representative, there is no need to act on voter registration.
The staff person answering calls to the office, such as support staff or a switch board operators, who receives the message about the change of address has the responsibility to ask about voter registration if they are able to communicate with the caller.
Workers who receive change of address information via a telephone message and do not speak directly with the consumer will not be required to take action for voter registration if they do not return the call to ask about the change of address.
- Example 1: Dina calls the local office and says she would like to speak to her worker. Dina doesn’t want to talk with the receptionist, so the call is transferred. Dina leaves a message saying she has moved across town and leaves her new address in the message. When the worker picks up the message later in the day there is no need to call Dina back, so no one must ask about voter registration.
- Example 2: Stan calls the local office and says “I would like to speak with my worker. I have moved.” The front desk person, before transferring the call, must ask about voter registration because Stan stated he has a change of address.
- Example 3: Sofia calls the local office to speak with her worker. Sofia’s English is limited and the staff person who answered does not speak Sofia’s language. Sofia may have mentioned she moved, but the staff person isn’t sure. Sofia asks for her worker and, instead of keeping her on the line while an interpreter is found to determine if Sofia has an address change, the call is transferred to the worker. (see Worker Guide A)
- Example 4: Lewis calls his worker’s direct line and leaves a message that he has a new address but does not leave the address. The worker calls Lewis back to discuss his change of address and is required to ask Lewis about voter registration during that call.
If the consumer says Yes they would like a voter registration card for any reason, the worker will:
- Narrate Voter Reg: Yes in Oregon ACCESS;
- Hand or mail an SEL 503, Voter Registration Card with Declination, with the declination removed to the consumer
- Complete a declination marked Yes.
If the consumer says No they do not want a voter registration card for any reason, the worker will:
- Narrate Voter Reg: No in Oregon ACCESS;
- Complete a declination marked No.
All consumers or applicants who contact a DHS/AAA office via email to apply for benefits, reapply for benefits, or change their address must be sent the DHS tracked link to the Secretary of State’s voter registration website: https://secure.sos.state.or.us/orestar/vr/register.do?source=DHS
- Narrate Voter Reg: Yes in Oregon ACCESS;
- Complete a declination marked Yes for every person who receives the voter registration internet link.
Consumers who change their address in person will be asked about voter registration.
- SEL 503 with the declination marked Yes and removed;
- Narrate Voter Reg: Yes in Oregon ACCESS;
- Narrate Voter Reg: No in Oregon ACCESS;
- A No answer means the consumer does not want a voter registration card for any reason, including the person is already registered.
Consumers who report a change of address by dropping a note in the drop box or by mailing in the change of address information, and who have no contact with a staff person, are not required to be asked about voter registration unless a staff person contacts them specifically about their address change.
- Example 1: Darren moves from 3rd Street to 7th Street and sent a postcard to the office to tell his worker. The worker updates Darren’s address on the system and takes no other action. If you do not need to contact the consumers specifically about the change of address, you do not have to do voter registration.
- Example 2: Gloria mails her worker a note with her new address and says she has moved to a new town. The worker updates Gloria’s address and preps the case for transfer. In the process of transferring, the worker calls Gloria to let her know her case will be at another office. The worker must ask about voter registration because she is calling the consumer for a reason related to the change of address.
- Example 3: Carlos mails his worker a note saying he has moved to a new apartment in the same building. The worker updates Carlos’ address on the system and remembers she needs to call Carlos about the electric fan he wanted. While on the phone, the worker does not have to ask about voter registration. The call is triggered by a change of address report, but is not about Carlos’ change of address so it is outside of voter registration requirements. The worker can choose to ask about voter registration, but it is not a requirement.
Consumers who change their address by coming to the office and who speak with a staff person must be asked about voter registration and have a completed SEL 503D, or other agency form with the voter registration question included.
- Don’t forget to narrate their response;
- Whenever possible, ask consumers to complete the SDS 400, Change of Address. The change of address form includes the federally required voter registration language and functions as a declination;
- Remember to look at the consumer’s response on the SDS 400 and hand them an SEL 503 with the declination removed if they mark Yes.
6. During an interview or appointment:
Only the person who receives the benefit may be asked about voter registration, if the eligibility interview is not with the beneficiary, do not ask about voter registration.
Consumers who report a change of address during an eligibility interview should be asked once about voter registration during their eligibility process, whether in-person or by phone.
- If the consumer or applicant has completed a form, such as the SDS 539A, as part of their eligibility determination, the worker should make sure the question has been answered on the form.
Consumers who report a change of address during an appointment not related to eligibility must be asked about voter registration by the person who is told about the change.
If the consumer completed the entire application and left the voter registration question blank, the staff person must verbally ask the question.
Consumers who report they are moving out of state will be asked about voter registration in their new state. Oregon workers cannot assist with another state’s registration and have no obligation to try.
NOTE: Order voter registration forms, envelopes, and posters through the FBOS system. Do not contact the Secretary of State or Central Office for form orders.
- Please review the NVRA forms guide on the APD Field Services web page.
Voter registration forms are available in English and Spanish only; DHS is not able to translate to any other language.
- Staff are encouraged to offer consumers the MSC 585, Oregon Secretary of State (SOS) Elections Division Contact Information if they need a form in another language to let the SOS know.
Display the voter registration poster SEL 503P Register and Vote in the lobby area of all DHS/AAA branch offices; the poster is available in English and Spanish through the forms ordering system. Offices are encouraged to but not required to hang the Spanish version.
Review all forms for completeness and legibility and advise the potential registrant if they have missed any sections.
- Date stamp each completed voter registration form the same day it is received;
- Add the date stamp to the right of the bar code on SEL 503:
- The date stamp cannot include an agency, county, or division name – see example above;
Consumers may choose not to complete the voter registration form;
Never throw away partially completed voter registration forms. Send in all voter registration forms with any part of the consumer information including only their name or a signature;
- If the form is not complete and the registrant is not available, send the incomplete form to the County Election office;
- If the registrant does not have either an Oregon driver’s license, permit, or ID number, or a Social Security number (question 4 on the SEL 503), make a copy of the identification they are using and attach it to the registration form.
There are two different voter registration cards with DIFFERENT uses required to be available in all field offices. The two forms are NOT interchangeable.
Workers should use originals of all voter registration forms and avoid copied or printed versions, except the SEL 503D, Oregon Voter Registration Declination which may be copied instead of ordered.
2. SEL 500, Oregon Voter Registration Card
Staff may not mail or hand out the SEL 500 FOR ANY REASON.
The SEL 500 lobby form, sometimes called the “lick-and-stick” form, has an adhesive strip on one side to form a self-sealing envelope.
- Maintain a supply of the SEL 500 in the lobby at all times;
- SEL 500 is for use by persons who are not DHS or AAA consumers or applicants;
- DHS/AAA staff is not required to track the SEL 500;
- If a consumer or applicant completes the SEL 500 lobby form while waiting in the lobby, staff will accept the form and complete a separate declination card.
The SEL 500 is also available in a large print format.
If the consumer or applicant hands in an SEL 500 they picked up on their own, staff may accept it, count it in the weekly tally, and send it in to County Elections.
3. SEL 503, Oregon Voter Registration Card with declination
The SEL 503 is the only voter registration form staff are allowed to mail or hand to consumers or applications.
- Never put the SEL 503 forms in the lobby.
The SEL 503 has a tear-off, perforated section on the right side; this is the voter registration form staff must use in all circumstances.
The declination portion of the SEL 503 must be retained by the office; never mail or leave the declination portion anywhere.
- The SEL 503 is given to consumers and applicants by DHS and AAA staff when a consumer or applicant indicates Yes for voter registration;
- SEL 503 forms submitted to the County Elections office must be tracked by the local office site coordinator and reported by the Site Coordinator to the Secretary of State on the web-based SEL 504 – see below;
- If the person chooses to take the SEL 503 home to complete and return it at a later date, mark the declination section as though the consumer said Yes to voter registration;
- Before the consumer takes the SEL 503 out of the office, remove the declination portion, mark it with a Yes, and ask the consumer or applicant to sign the bottom. Do not send the declination home with the consumer;
- Any SEL 503 forms which are returned at a later date should be included in the regular mailing and weekly tally for the week in which they are received.
The NVRA requires completed voter registration cards to be placed in the SEL 516 envelope regardless of how the cards are sent to the Country Elections office.
If the office runs out of the SEL 516 envelopes, first ask another office in your local service district to send some while the order for more is being processed;
- If your local service district cannot locate more envelopes, or there are no other AAA/APD offices in your service district, as a last resort only, use a plain manila envelope and write a 4 on the flap;
- o This option may only be used if there is absolutely no other option because the SEL 516 is required by law.
Reminder: Affix correct postage on the SEL 516 envelope.
Each field office is required to have a local office Site Coordinator for voter registration listed with the State Elections Office and the AAA/APD agency coordinator. Offices may have as many back-up coordinators as they choose.
- The AAA/APD agency coordinator is Karen Kaino: karen.l.kaino@state.or.us, 503-569-7034;
- If there is a change in the local site coordinator an SEL 504C, NVRA Site Coordinator Change Form must be completed via the Oregon Secretary of State website;
- Please also send an email to the agency coordinator to update the internal distribution list.
Local area Site Coordinators are responsible for securely storing declination forms for 24 months. The Site Coordinator should maintain a flash drive/data stick or other backup device with the updated files in a secure or locked location as a backup to the shared drive folder.
The local site coordinator must mail or takes the completed SEL 503 forms to the local county elections office in the county where the office is located within five (5) calendar days of receipt, in the SEL 516 envelopes.
- The NVRA requires the completed cards to be placed in the SEL 516 envelope regardless of how the cards are sent to the Country Elections office;
- Late filing of the completed registration cards may result in monetary penalties (fines) for the local office responsible.
The SEL 516 envelope with the completed voter registration cards must receive a post mark within five (5) calendar days of the earliest date on the voter registration forms in the envelope.
Forms with post marks of a later date will be processed, but the office will be out of compliance with the program requirements.
- Voter registration forms received for another area or county should be sent to the local county elections office who will redirect them as needed;
- Note: The registration deadline is 21 days before any election. If voter registration forms are not postmarked by the end of day 21 prior to the election, the registrant is not allowed to participate in the upcoming election.
It is always acceptable to mail the SEL 516 and completed voter registration cards more often than once every five (5) days.
The Site Coordinator tracks the number of completed SEL 503 voter registration forms sent to the County Elections office for the previous seven (7) days on the SEL 504, Agency Voter Registration Reporting Form.
- Note: If no agency registration forms were sent to the county elections office during the previous seven (7) days, complete the SEL 504 indicating a 0 (zero) tally for the week;
- The SEL 504 is a web-based reporting form located on the Secretary of State website
- The SEL 504 must be completed and submitted to the State Elections Division no less than once every seven calendar days via the Submit button at the bottom of the page;
- Use only the Secretary of State Agency ID number on the SEL 504 – not the branch number (click here to access agency ID # list).
If a consumer takes the voter registration form out of the office to complete later, staff has no responsibility to track the voter registration form. Remove the declination portion before the consumer leaves, mark the declination Yes print the consumer’s name, and file the declination portion.
Do not report the voter registration forms taken out of the office in the weekly total, unless the consumer returns it completed.
If the site coordinator forgets to submit the report but has the weekly numbers, please submit the total cards submitted on the form one week at a time by changing the Today’s Date field on the form. Submitting the local totals by the week instead by batch will give a more accurate report at the end of the quarter/year.
G. Special situations
1. Persons with cognition issues
All consumers or applicants must be asked if they want to register to vote regardless of their physical, cognitive, or mental health situation; staff are not allowed to “screen out” anyone.
If the consumer is able to respond to the question of voter registration, they must be asked about voter registration.
Authorized representatives, guardians, caregivers, or other persons on the consumer’s care team are not allowed to answer the question on voter registration on behalf of the potential registrant.
- Only the potential voter can say yes or no to voter registration;
- Only the potential voter can sign the voter registration card – see below.
NOTE: Persons who are not able to respond are not exempt from voter registration. See guidance below.
On the date of contact/interview if
- The person can/does answer questions about their current location and care needs appropriately, they must be asked about voter registrations;
- Assist the consumer with completing the voter registration form if needed then process the form and declination as usual and narrate appropriately;
- The person does not know their current location or care needs they should not to be asked about voter registration on that date;
- Complete an SEL 503D marked No and the worker will narrate Voter Reg: No; do not explain anything about the consumer’s situation as part of voter registration (CA/PS has an explanation of their situation);
- The person cannot respond at all, they should not to be asked about voter registration on that date.
- Complete an SEL 503D marked No and the worker will narrate Voter Reg: No; do not explain anything about the consumer’s situation as part of voter registration (CA/PS has an explanation of their situation);
- The person has previously been unable to answer appropriately but can answer on the date of the interview/assessment, they must be asked about voter registration.
- Assist the consumer with completing the voter registration form, if needed, then process the form and declination as usual and narrate appropriately;
Each qualifying event for voter registration must be looked at as a separate opportunity to register to vote when it occurs at different times. Do not assume the consumer is still unable to answer the question of voter registration or is not interested.
- Example 1: Howard’s yearly assessment is today. When the worker arrives, Howard is does not know who the worker is or why the worker is visiting. When asked how he is doing, Howard becomes agitated and cannot complete the interview himself. The worker marks the declination No and narrates Voter Reg: No;
- Example 2: Elaine has not responded to her surroundings for over three years. At recert, Elaine’s worker verifies she had no changes in her ability to respond to questions then completes the voter registration declination No and narrates Voter Reg: No.
- Example 3: Ron’s worker sees him today for his assessment. During the last two assessments Ron did not understand where he was and was unable to explain his care requirements. Today when his worker visits, Ron describes his morning routine and how much help he needs to get out of bed and ready each day. The worker is required to ask Ron if he wants to register to vote.
2. Persons who are unable write
If a person either is not able to write or did not learn to write, and wants to register to vote, ask them to make whatever their mark is/will be on the signature line of the SEL 503, then print above it, very clearly, This is FirstName LastName’s mark. Let the person know to expect additional communication from the Elections office to confirm their mark.
- Example 1: Harold does not write his name and uses an “x” for his signature. Harold’s worker asks him to mark his “x” in the signature line. Above the mark, the worker prints “This is Harold Johnson’s mark”.
- Example 2: Lois cannot write her name due to weakness in her hand. Lois’ worker asks her to put the mark she is using as a signature on the voter registration signature line. Above the mark, the worker prints “This is Lois Sherman’s mark”.
If the person can write, but their signature has changed dramatically due to an accident or illness, and they tell you it has, ask them to sign and then write above it, This is FirstName LastNames’s signature. Let the person know to expect additional communication from the Elections office to confirm their new signature.
- Example: Mei tells her worker she is not able to sign her name the same way following a stroke. The worker asks Mei to write her name on the signature line of the voter registration form as best she can and prints “This is Mei Andrew’s signature” above it.
Persons who are unable to write or sign their name due to a disability can use a signature stamp to register to vote or to update their voter registration with SEL 540 Signature Stamp Attestation.
A signature stamp is documented on the SEL 540 and the completed SEL 540 is submitted at the same time as the SEL 503. The SEL 540 is not counted on the weekly tally.
- If the person chooses not to complete a registration form or they are already registered and are now using a signature stamp, the SEL 540 can be sent in alone at any time.
Staff is not required to ask if the consumer or applicant has a signature stamp. If the person uses one or otherwise indicates they have one, the staff member is required to offer the SEL 540.
Print the 540 as needed; it is not necessary to have a supply of these forms in the office.
The 12 month action on the SNAP case is unique – it is not a renewal, it is not request for more benefits, it’s just kind of its own thing. Because the 24B is a check-in and not actually a request for benefits, it does not automatically trigger a qualifying voter registration event
However, IF the 12 month 24B renewal has a change of address or adds a new HH member to the filing group (which is a new request for benefits) the worker would have to ask about voter registration because those things trigger a voter registration event regardless of the situation, timing, or benefit type.
If neither of those things have happened at the time of the 24B action, there is no need to ask about voter registration until either the next qualifying event (new, renew, or move) or the next certification.
5. Authorized representatives and third-parties
Only the person who is the recipient of a benefit can answer yes or no to voter registration so staff should never be asking an authorized representative about the consumer’s voter registration status.
- If the authorized representative wants to register themselves, staff can give the authorized representative a voter registration form for their own use.
- A facility is also not allowed to answer voter registration questions without the consumer present and making their own decisions.
When there is a third-party who answers eligibility questions, such as an authorized representative, and then a worker goes out to see the consumer for an assessment, the voter registration must be offered at the time of the assessment because the consumer is now available.
Anyone the consumer agrees to can assist in completing the voter registration form WITH them (not for them) – even staff. If the form is being verbally translated into another language for the consumer do your best to ask the translator to remain impartial.
- If it is a staff member helping, please be very careful about not influencing the consumer in any way;
Authorized representatives and third parties acting on behalf of a consumer or applicant may be narrated as Voter Reg: N/A. They are the only group who may use the N/S designation.
- N/A is only appropriate if a staff person will not see or speak to the consumer/applicant;
- When there is a third-party who answers eligibility questions, such as an authorized representative, and then a worker goes out to see the consumer for an assessment, the voter registration must be offered at the time of the assessment because the consumer is now available.
If your narration already indicates to or with whom staff spoke, it does not need to be reiterated in the voter registration section. If the narration does NOT already include that information, then please state the authorized representative or third-party was asked. Staff are welcome to type auth rep in those situations instead of leaving the question blank.
Oregonians with felony convictions have their voting rights restored upon release from custody.
Should an applicant or consumer indicate they are unable to register to vote due to a felony conviction, the staff member should tell them Oregon allows registration. If the consumer or applicant does not believe the staff person, there is no further obligation.
7. Safety and security concerns for registrants
All information, except SSN/ODL, provided on the voter registration card is available as a public record. This includes name, date of birth, address, phone number, and political party affiliation.
If the person registering to vote is a victim of domestic violence, or is concerned for their personal safety for any reason and does not want their home address on the voter registration record accessed by an abuser or the public, workers must offer the SEL 550 Application to Exempt Residence Address from Disclosure as a Public Record to remove their home address information from the public record.
- The SEL 550 will only suppress the home address of the registrant. If the home and mailing address are the same, both will be suppressed.
The SEL 550 form must be signed by the person who wishes to have their personal information removed from public record to attest the information on the form is true and accurate. The person signing the form must take the completed SEL 550 to the local county elections office in person for processing.
- The area on the SEL 550 for legal documentation is optional.
8. Consumer or applicant complaints
Consumers or applicants who are upset, angry, or distressed for any reason when staff ask about voter registration, those who want materials in other languages, or people who just want to talk with someone must be given the MSC 585, Oregon Secretary of State Elections Division Contact Information.
Under no circumstances should staff discuss or debate the voter registration process with consumers or applicants. Instead, the MSC 585 provides options for the consumer to reach the state level Elections team who will be happy to hear their concerns.
- Oregon Elections cannot provide voter registration forms in any language except English and Spanish; it is entirely appropriate to refer consumer/applicants to the Elections office with concerns related to translation.
The form can be printed from the DHS forms servicer, cut in half and kept at the front desk, in interview rooms, or in files/bags case managers take into the field.
Persons who self-identify they are not US citizens or who do not have a legal status in the United States are not required to be asked about voter registration.
If a non-citizen asks to register to vote, the worker should in no way prevent or discourage them from completing a voter registration card, or tell the person they are not eligible. Treat and narrate voter registration requests from a non-citizen exactly the same as every other person who is a citizen.
If a non-citizen turns in a completed voter registration card, the worker should in no way prevent or discourage their attempt to register, and should not tell the person they are not eligible. Treat and narrate their voter registration exactly the same as every other person who is a citizen.
The federal Department of Justice (DOJ) conducts periodic audits of agency voter registration processes to verify every state meets the requirement and intent of the NVRA.
All audits, review, and public records requests are the responsibility of DHS, Oregon Secretary of State Elections, and AAA/APD Central Office; local offices are only requested to cooperate with requests, like all other audits.
Should an auditor or reviewer unexpectedly appear in a local office or a local office receive a request for information, please immediately contact the agency coordinator for guidance:
- AAA/APD: Karen Kaino; karen.l.kaino@state.or.us; 503-569-7034
2015 National Voter Registration Act Manual for Covered Agencies
If you would like to have training in your area, contact your program voter registration coordinator.
- APD field Services webpage;
- Field Support Assistance Manual (FSAM), Voter Registration;
- Oregon Secretary of State, Elections Laws, Rules, and Publications.
- DOJ NVRA FAQs
Voter registration forms
- APD 400 – Address Change
- MSC 585 - Oregon Secretary of State Elections Division Contact Information
- SEL 500 – Oregon Voter Registration Form for lobbies;
- SEL 503 Oregon Voter Registration Form with Declination;
- SEL 503A – Spanish language Oregon Voter Registration Card with Declination;
- SEL 503D - Oregon Voter Registration Declination
- SEL503P – Poster, available through the forms ordering system
- SEL 504 - Agency Voter Registration Reporting Form
- SEL 504C - NVRA Site Coordinator Change Form
- SEL 516 – Envelope for mailing in completed Voter Registration Cards to County Elections Offices from an APD or AAA office
- SEL 540 - Signature Stamp Attestation
- SEL 550 – Application to Exempt Residence Address from Disclosure as a Public Record.
All SEL designated forms can be ordered through the FBOS system.