Clerks are required to collect election materials from each drop box in their jurisdiction every day that the clerk’s office is open for business, beginning July 2. (MCL 168.761d). All ballots and applications collected from a drop box must be transported in an approved ballot container and must be returned to the clerk’s office without delay; this includes the collection of ballots and applications from any or all drop boxes in the jurisdiction.

Ballots and applications collected from a drop box that is not located on the grounds of the clerk’s office must be documented on a collection log. The collection log must document the name of the individual collecting ballots, the date, and the drop box location. The BOE has placed a Drop Box Collection and Inspection Form Template in the eLearning Center. If you choose to create your own log, you need to ensure it captures the required information.

All clerks should also take this opportunity to confirm that their drop box locations in QVF are up to date. The QVF entries for drop box locations are used to populate the clerk page at Michigan.gov/Vote, which voters use to identify drop box locations.

Clerks may sometimes receive notice from USPS that postage is due for “returned” mail. When assessing if a postage -due request from USPS is accurate, it is important to determine whether the ballot was successfully returned by the voter or returned by the USPS because the mail delivery attempt was unsuccessful.

Voter Return covered by state prepaid postage permit: When a voter returns a ballot, ballot application, or signature cure form that includes the Bureau of Elections’ business reply permit, USPS will generate a receipt to you of postage charged to the state's account. If this receipt indicates a cost center that does not start with “185”, but you have the correct permit printed on your mail piece, contact BOEOperations@Michigan.gov for resolution.

USPS return (unsuccessful delivery) not covered by prepaid postage permit: USPS return of mail to your jurisdiction because of an unsuccessful delivery is a USPS service provided with the cost of first-class mail. If you have used a nonprofit postage permit and requested a “returned mail” service, the return service of mail that was not successfully delivered will incur a fee that you must pay. A nonprofit rate is discounted and does not include USPS “returned mail” service. Each mail piece that USPS returns due to an unsuccessful delivery attempt will incur a charge and result in a “postage due” request prior to USPS releasing this mail to you. If you utilize a nonprofit postage permit and do not add returned mail requested, unsuccessfully delivered mail will not be returned to you.

BOE is continuing to feature a series of videos, events, links, and articles designed to increase familiarity with general accessibility requirements and best practices.

As election officials, it is critical that we support all individuals’ right to vote and provide the necessary resources to help voters feel more engaged and confident.

We believe that this series will be educational and help us all continue to ensure that everyone can vote privately and independently whether they vote at a polling place or at home. We encourage you to review the previous accessibility spotlights and use these videos in your trainings.

In our newest installment, we are addressing the fact that the ADA requires state and local governments and their election officials to ensure that people with disabilities have a full and equal opportunity to vote in all elections. This includes federal, state, and local elections. The U.S. Department of Justice Civil Rights Division has created a helpful webpage that discusses the ADA and how it relates to Voting and Polling Places.

With the August Primary fast approaching, July 8 is the due date to complete all of the following:

• Publish in the newspaper a notice of days and hours for voter registration at the clerk’s office.
• Post and enter into QVF the hours the clerk’s office will be open on the Saturday or Sunday (or both) immediately before Election Day to issue and receive AV ballots.
• Post and enter into QVF any additional locations and hours the clerk will be available to issue and receive AV ballots, if applicable.

Additionally, clerks coordinating an early voting region (for either single-municipality, municipal or county agreements) should enter the locations, days, and hours for early voting sites as soon as possible, but no later than July 8. (This date is not in statute, but clerks are required to ensure the BOE has the information necessary to include the locations, days, and hours of operation for each early voting site on its website.) This information should be entered into the EV Sites module. Refer to the Early Voting QVF Setup manual in eLearning for specific guidance on this process.

Under the Michigan Constitution, AV ballots must be available to all voters who have requested them by the 40^th day prior to the election, which was yesterday, June 27. Clerks should now be issuing ballots over the counter to any voters who request AV ballots in person and clerks should mail ballots to voters who requested a ballot by mail. For issuing and mailing ballots to voters on the permanent ballot list, please review the Quick Guide: Issuing Ballots to Voters on the Permanent Ballot List with Mass Ballot available in eLearning.

BOE strongly recommends that clerks conduct preliminary testing of voting equipment before mailing out the bulk of your ballots.

BOE understands that sometimes jurisdictions do not have ballots by the 40^th day for reasons beyond their control, such as the need to reprint ballots or litigation. If you do not yet have ballots, you should post a notice in your office, on your webpage, and through social media accounts if you have them. The notice should indicate the date ballots will be available if that date has been provided to you. Additionally, you should prepare for processing and issuing ballots as soon as you receive them.

Preliminary equipment testing for the August election should begin soon after you receive ballots. Local election commissions are responsible for conducting accuracy tests in accordance with the procedures established by the Secretary of State. (MCL 168.794a(3), 798.)

Ensure you are following proper testing procedures for both tabulators and voter assist terminals by reviewing the Test Procedures Manual. In addition, courses are available in the eLearning Center, including Preparing for & Conducting the Preliminary and Public Accuracy Tests.

During the testing process, BOE also recommends:

• Verifying the date and time - Time adjustment instructions are available in eLearning
• Verifying all equipment tamper evident seal numbers with the seal numbers on file

Test decks marked by a printer: If a test deck includes ballots marked by a printer and those ballots did not come from the stock that will be used on Election Day, at least three should be replaced with hand-marked Election Day ballots. This ensures testing of both the program and Election Day ballots.

Documenting the process: Remember, testing materials must be kept under seal and the seal numbers must be recorded. Use the Tabulator Program & Security Certification form and the VAT Testing & Security Certification form to properly document this process. We have discovered at post-election audits that these forms are sometimes misplaced. Promulgated rules require this form to be sealed into the testing container, and BOE recommends keeping an additional copy on file in the office.

The public accuracy test for early voting equipment must be conducted by a quorum of the election commission no later than Monday, July 22. The Bureau recommends testing your Election Day equipment at the same time. The meeting must be posted at least 48 hours before the test (MCL 168.798) and held in accordance with the Open Meetings Act.

Important notice to jurisdictions using 3rd party vendors for testing: If you are using the same vendor that programmed the county’s memory devices to prepare the test deck and/or conduct the preliminary testing, the election commission must also complete the Election Commission Certification Form at the public test. Designating a single vendor to create and then test the performance of memory cards they programmed, without the involvement of the election commission, removes critical checks and balances from the logic and accuracy testing process. The integrity of the testing process may come into question if one party is responsible for both developing and testing the accuracy of the program. Note: A vendor is not an authorized assistant within the meaning of the election law or corresponding administrative rules.