Mass Mail Out&

VR Cards

Mass Mail Out&

VR Cards

Mass Mail Out of Voter Registration Certificates

• Certificates must list jurisdictional numbers for seven (7) designated territorial units. (15.001)(a)(16).

• They are: The congressional & state legislative districts, county commissioners’, justice of the peace precincts and the city and school district precincts, if defined.

• In addition to the aforementioned territorial units, Team will accommodate up to 3 additional districts for a total of ten (10).

• Display of the (3) three additional districts are based on the Voter Registrar’s determination.

• Jurisdictions are listed in the order defined in TEAM.

Renewal Certificate• Sec. 14.001. Renewal Registration Certificate.

(Commonly referred to as The Mass Mail Out.)

• Certificates should be created and mailed on or after November 15th but before December 5 of odd-numbered years.

• A new blue certificate should be sent to each active voter in the county whose registration is effective on the preceding November 14th. (November 14, 2015)

“Suspense” voters do not receive a new certificate.

• Certificates are valid for two (2) years beginning January 1, 2016 through December 31, 2017.

Delivery of Renewal Certificate

• Sec. 14.002. Delivery of renewal certificate to voter.

• Delivery by mail to the mailing address on the voter’s registration application. (These cannot be delivered in person)

• Mailed with or without envelope the certificate must contain an instruction to postal authorities not to forward to any other address & return to the registrar “Return Service Requested.”

• Postcard postage is required, if not mailed in envelope.

• Certificate cannot to be mailed with tax statement.

Return of Renewal Certificate• Sec. 14.021. Undelivered certificates filed with voter registration

application. Person placed on suspense no later than January 2 following the mailing of certificates.

• Sec. 14.022 If the registrar determines that a voter's renewal certificate was returned undelivered solely because of postal service error, address reclassification, or the registrar's clerical error, the registrar shall delete the voter's name from the suspense list, make any other appropriate corrections in the registration records, and deliver the certificate to the voter.

• Sec. 14.023. Confirmation Notice after return of renewal certificate must be mailed after January 1, 2016 and not later than March 1, 2016. If voter fails to submit response in accordance with Sec. 15.053, the voter’s name remains on the suspense list.

Voter Registration Certificate• The color for the 2016-2017 certificate is blue. Pantone color will be

specified in directive. Stock paper is minimum 90# Index and paper must be at minimum .007” thick.

• The “Valid From” date is January 1, 2016.

• Certificate will expire on December 31, 2017.

• Both dates must appear on the certificate.

• Coordinate mailing and cost savings options with local postal authorities.

• No changes authorized unless approved by the Secretary of State.

Sample Voter Registration Certificates 4 ¼ x 6 Card

Offline Certificate TEAM Online Certificate

Before Running the MMO

Check the Districts on your VR Card

Go to: Activities/Maintain County Data/Maintain District

Assignments.

Check each precinct to verify that all Major districts are correct.

CONT.

Districts By Precinct

Minor Districts on VR Card Go To:

Activities/Maintain County Data/Assign District Type

CONT.

Minor Districts on VR Card

Go to: Add District Types to Print on VR Card section of this screen.

It is here that you will add or change your Minor Districts that will print on your VR Card.

Executing the Mass Mailout

Go to:

Activities/Voter List Maintenance/Mass Mail Out

Mass Mail Out &

VR Cards

Click the “Run” Button for the MMO & VR Cards

Click the “Run” button for the AFTER MMO & VR Cards

If you need to reset the MMO & VR Cards process then click the “Reset” button.

(BEFORE YOU DO THE AFTER MMO)

Printing Voter Registration Cards

For those counties using a vendor you will save these reports on whatever applicable device the vendor has asked you to save them on and get them to the vendor.

The MMO & AMMO should only be run 1 time.

Each time it is run, it adds a notation in the voters’ activity

MMO & After MMO ReportsGo to:

Reports/Reports Status to find your reports.

Please note that these reports will automatically run in both CSV & PDF for your convenience.

Mass Mailing of Address ConfirmationsGo to:

• Activities /• Voter List

Maintenance /• Returned Mail with

Forwarding Address

OR

• Returned Mail w/o Forwarding Address

Whichever is applicable.

Return Mail Processing

Please note on the right hand side the “Plus” “+” symbol. Click on this after each line to add more boxes for entries.

HELPFUL REPORTS IN TEAMGo To:

Reports/Voter Reports/Suspense Voter Activity

Suspense Voters with Changes Only Report -  

This report represents those voters that had either a change code 12 (voter initiated) or a clerical change applied to their record after the voter was placed on the suspense list. 

The Approve 12 change does alter the status from suspense to active through the TEAM application however, when submitting records through the Voter Import layout it is necessary for the county to change the status back to active, otherwise the voter will remain on suspense even when submitting a change code 12.  

This report is offered in an attempt to identify and correct voters who have erroneously remained on the suspense list.  The voters should be reviewed and if necessary, corrected prior to the creation of the mass mailing of voter registration certificates that can occur on or after November 15th.

Helpful Reports in TEAM cont.

Suspense Voters With Voting Activity Only Report

This report displays those voters that had voting history applied after they were placed on suspense.  This is an indication that a statement of residence form may not have been completed by the voter.  An attempt to contact the voter via a Notice of Address Confirmation to secure an updated address should occur before mass mail-out is conducted.

Helpful Reports in TEAM cont.

Processing new Address Confirmation Response and Statement of Residence Forms

If you receive a completed Address Confirmation Response or Statement of Residence form that indicates the new address is not within your county, we recommend not immediately cancelling the voter. 

House Bill 3069, passed by the 81st Legislature in 2009, requires you to forward the form to the other county, just as you would forward a voter registration application showing residence in another county pursuant to Section 13.072 (d) of the Election Code. 

Since the Address Confirmation Response and Statement of Residence forms now serve as voter registration applications, the voter will be cancelled in your county once you forward it to the proper county and that county registers the voter.

Forwarding Forms

To ensure that a strong match occurs between the two records, you could update your application with any identification number (TDL or SSN) and/or name change supplied on the Address Confirmation Response or Statement of Residence form, using the Approve 12 reimbursement change code. 

When the “new” county enters the application, the voter should strong-match against your voter, inheriting the same VUID and keeping all the voting history. 

If you cancel the voter first, TEAM currently does not compare against cancelled voters and the voter will receive a different VUID.

Matching & Cancelling Voters

Even though these forms serve as voter registration applications, their original purpose remains to correct the address in the original county. 

Thus, the forms will still need to be ordered through your Printer at the county's expense, and any postage incurred to forward the applications will be paid for by the county. 

Statement of Residence and Notice of Address Confirmations

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