Proposal 18-3 Reminders and Voter Registration

This article is the first in a series of three reviewing the changes to elections from the passage of Proposal 18-3 and legislation enacted in late 2018. In April 2019 BOE released a Proposal 18-3 online course that covers the changes. All election administrators were required to complete the training. This course can be retaken at any time and can be found in the eLearning Center.

Automatic Voter Registration

In September 2019, the Secretary of State implemented “automatic voter registration” as required by the state constitution. When eligible citizens who are not already registered to vote complete a driver’s license or state identification card transaction, they are automatically registered to vote unless they affirmatively decline. Automatic voter registration has also been implemented for online Secretary of State transactions and will be added to mail transactions later this year.

This process replaced the previous "motor voter" system in which applicants filled out the branch office voter registration application form number ED-74, also known as the “blue and white.” That form is now a receipt (without signature lines) and you will continue to receive a copy when voters are registered at a Secretary of State's office.. When you receive a branch receipt, you need to simply do the following:

1. Verify the voter is in QVF

2. Enter the voter in to QVF if they are not

3. Print a mastercard

4. Print and send a voter information card

If you believe you have received an ED-74 in error, please contact BOE immediately.

Close of Registration

The deadline to register to vote in person, by mail, or online is 15 days prior to an election. Voters may also register in person with their local clerk within 14 days of an election, up to and including Election Day. A voter registering in the final 14 days, including Election Day, will need to show proof of residency in addition to proof of identity (or an ID that proves both). A chart showing the types of proof of residency and identity is available on page 13 of Chapter 2 of the Election Officials’ Manual.

NOTE: Only voters registering in the final 14 days must show proof of residency while registering.

Because a voter may register on Election Day, the clerk or a deputized staff member (not an election inspector) must be available for voter registration services at the clerk’s office all of Election Day. QVF has been changed so when you select Clerk's Office as the registration location in the final 14 days, the system will know to ask you what type of identity and residency verification the voter provided. This will also determine if the voter receives a regular or challenged ballot and display the information in the EPB on the voter's registration receipt. See Chapter 2 of the QVF Refresh Manual.

Other Related Registration Changes

• Voters who register in the last 14 days at any location other than a clerk’s office will be provided a notice that the voter must register in person with the new clerk in order to vote in the new location, or otherwise can vote in the old location for the upcoming election. This notice will be given to voters who register at Secretary of State branch offices, voter registration agencies, county clerk offices, and online. (When users visit the online voter registration site within 14 days of an election, they will also receive this notice before they register).. The local clerk will send a notice (generated by QVF) to those who register by mail. View a sample in the eLearning Center.
• When a voter who did register at another location appears in person at the local clerk's office, the clerk does not need to re-enter the voter in to the system. Simply pull up the voter's record, select Clerk's Office as the Registration Location, select the correct of Residency Verification Option, and Save.
• The Must Vote in Person (MVIP) requirement for voters who register by mail their first time in Michigan no longer applies. Please note, this does NOT eliminate the state and federal ID requirement for first time voters who register by mail.
• The law now defines receipt of a mail-in registration form without a postmark as received on time if it is received by the 8th day prior to the election and dated at least 15 days prior to the election.
• Any challenged status given to a voter who registered within 14 days of an election will be removed after election day, regardless of whether they voted or not.

Satellite Offices

The passage of Proposal 18-3 provided clerks with the authority to establish additional locations to issue absent voter ballots. These additional locations, which can also be sued for voter registration up to and including on Election Day, are commonly referred to as satellite offices.

You may want to consider utilizing a satellite office, in addition to the clerk's office, to provide an alternative for voters who have limited access to transportation (such as providing a satellite office on campus for college students), if your jurisdiction covers a large geographical area (for example, if voters in rural areas would otherwise have to travel a very long distance to the clerk's office), or if your regular office is not conducive to issuing absent voter ballots (such as your home or a building without internet access). If you establish one or more satellite locations, there are a few things you need to consider.  For each satellite office:

• Every ballot style for your jurisdiction must be available at each satellite office. Employing a VAT programmed to accept all ballot styles in the jurisdiction (where possible) will ensure voting is available and accessible to all voters.
• You must have secure access to QVF, so that you may register voters and issue absent voter ballots.
• In the 14-day period prior to the election, you will need a printer to print receipts for voter registration transactions.
• There must be at least one voting station where voters can mark their ballot in private.
• At least 30 days before an election, you must post and enter into QVF the location and hours each satellite office will be open.

It is permissible to establish a satellite office in a polling location. However, it must not be staffed by a precinct inspector or an elected official whose name is on the ballot. If the satellite office must be in the same room as the precinct(s), it must be distinct, have clear signage distinguishing between the satellite office and the precinct, and not impede the flow of voters. If you have more than one polling location, you should consider the needs of your electorate to determine where the satellite office would best be located. You may also establish satellite offices in multiple polling locations. 

Please note that if you will be at a different location than your office for the purpose of registering voters only - not for issuing absent voter ballots, then you don’t need to establish a satellite office to do so. However, if you are using our online registration tool or QVF, it is important to make sure you have a secure connection. Keep in mind that if you're registering voters within 14 days of an election, you need secure access to QVF to register voters for the upcoming election.

Be on Alert for Cyberattacks

In recent days, the U.S. Department of Homeland Security (DHS) has issued several threat bulletins advising of increased risk of cyberattacks. Although we know of no specific, credible threat at this time, we urge local election officials to remain on alert. Think carefully before visiting any sites that are not work-related and be on the lookout for phishing emails. Potential signs of a phishing email include:

• Generic greeting – Phishing emails are often sent out in bulk and use generic greetings or no greeting at all.
• Fake URL – If an email contains a link that appears safe, always check to make sure by hovering your mouse cursor over the link to see the address.
• Requesting personal information – Most businesses will not request personal information through email.
• Sense of urgency – Attackers often convey a sense of urgency and may reference a deadline. For example, “click the link below and provide your username and password within 2 days or your account will be deactivated.”
• Poor grammar and spelling – Be cautious of emails containing multiple grammar and spelling errors.

If you receive a suspicious email, do not click on anything in the message.

QVF Refresh Update

QVF Release for January 3, 2020

• Inbox.  No longer provides an EPB Export as other messaging applies elsewhere in the software.

• AV Details.  Provided the ability to select a Ballot Type and have it stick until changed.

• AV Scan.  Allow the ability to see the ballot types even when Auto OK is not turned on.

March Presidential Primary Military/ Overseas Delivery Requirement

Start preparing for the March Presidential Primary military and overseas voter delivery requirement. Any military or overseas voter who has sent you an application for a ballot since November 5, 2019, must be sent a ballot by January 25. 

QVF Presidential Primary AV App Backside

The dual Presidential Primary absent voter ballot application is different than the regular application. The pre-printed backside has been updated in QVF accordingly. When printing backsides, select Pres Primary App-Back in the Pre Print Report module. Instructions can be found in the QVF Presidential Primary Addendum. 

May Election Filing Deadlines

The following filing deadlines for the May election are approaching:

Candidates for District Library Board on the May ballot must file an Affidavit of Identity and petitions or a $100 filing fee by 4 p.m. Jan 18.

Candidates for City offices on the May ballot must file an Affidavit of Identity and petitions (or a filing fee if allowed by charter) by 4 p.m. Jan. 21.

Voter Participation Center Mailing

The Bureau of Elections has received word that the Voter Participation Center (VPC) and Center for Voter Information (CVI) will once again be mailing voter registration forms to possible unregistered voters across the state. When applicants return completed forms to the BOE, we will sort them and send them to the appropriate local clerk.

Other than the approval of the voter registration form, the BOE doesn't have any other connection to this project.

If voters have questions regarding how these organizations obtained their nonregistration or registration information, direct them to VPC via email info@voterparticipation.org or telephone: 877-255-6750 or CVI's website. The VPC logo seen above may help you when communicating with your voters.

BOE Closed Monday

The Bureau of Elections is closed Monday in observance of Martin Luther King, Jr. Day.

BOE Question of the Week:

What if the voter didn't select an election on the March Presidential Primary dual AV application but selected a ballot type?

Answer:  Issue the voter a ballot for the Presidential Primary and follow up with the voter to confirm they wished to receive a ballot for the Presidential Primary only.

Have a question you'd like to see in the Question of the Week? Send it to Elections@Michigan.gov.