Hotline Manual 2008

Minnesota Campaign for Change Hotline Guide

1-877-MN-CHANGE 877-662-4264

Paid for by Campaign for Change, a project of the Minnesota Democratic-Farmer-Labor Party,

(www.dfl.org), and not authorized by any candidate or candidate’s committee.


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Final_Hotline_Manual_MN_10.31.08

TABLE OF CONTENTS Voting Rights 2008 I. Introduction II. Roles and Chain of Command III. Phone Skills IV. The Interactive Voice Response (IVR) V. Phone Rap VI. Providing Solutions VII. Resolving Phone Calls – Flagging Your Shift Leader VIII. Handling Election Protection or Other Legal Issues IX. Miscellaneous Issues: Handling TTY or Relay Calls X. FAQs

A. IN GENERAL 1. Am I eligible to vote? 2. How long do I need to have lived in the precinct to vote there? 3. I have voted in Minnesota before – am I still registered to vote? 4. Who should I vote for? 5. Can I vote straight ticket? 6. Where can I go to get more information about the election, etc.? 7. Remove me from your calling list. 8. Can I get time off to vote? 9. How can I get a sample ballot?

B. ON ELECTION DAY

1. I need a ride to the polls. 2. Where do I vote? Where is my polling location? 3. I’m a student. Where can I vote? 4. When are polls open? 5. Who is allowed in the polling place? 6. Are peace officers allowed in the polling place? 7. Can I wear election clothing, buttons, etc., into a voting place? 8. Is electioneering permitted around the polling place? 9. I can’t get out of my car to go into the polls – can I still vote? (curbside

voting)

C. REGISTERING TO VOTE 1. Can I register to vote on Election Day? 2. What types of ID do I need to register to vote on Election Day? 3. I just got married and my ID has my old name. Can I still vote? 4. I don’t have any Minnesota ID. Can I still vote? 5. My ID is expired and I don’t have a new one. Can I use that to register to

vote?

D. VOUCHING 1. How does “vouching” work? 2. How can an employee of my residential facility vouch for me (short

version)? 3. What if the residential facility did not provide the list of employees to the

precinct?


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E. ABSENTEE VOTING

1. Can I vote absentee? 2. How do I vote absentee? 3. What if I need someone to PICK UP and DELIVER an absentee ballot for

me? 4. Can a person who is homebound register to vote? 5. Can I arrange to get an absentee ballot automatically every year?

XI. Appendix


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VOTING RIGHTS 2008

You have the right:

1. To register and vote on Election Day if you can provide the required proof of identity and residence or a registered voter from the precinct can vouch for you.

2. To be absent from work for the purpose of voting during the morning of Election Day without a deduction in wages.

3. To vote if you are in line at your polling place any time between 7:00 a.m. and 8:00 p.m. (Or between 10:00 a.m. and 8:00 p.m. if posted in townships with less than 500 people)

4. To vote without proof of residency if you are already registered.

5. To receive a replacement ballot if you make a mistake or spoil your ballot before it is submitted.

6. To vote absentee if you are unable to vote in person on Election Day because you are:

- away from home

- ill or disabled

- an election judge serving in another precinct

- unable to go to the polling place due to a religious holiday or beliefs.

7. To vote by absentee ballot if you are in the military or outside the United States. You may have your parent, spouse, brother, sister, or adult child apply for you.

8. To bring your minor children into the polling place and into the voting booth with you.

9. To vote without anyone in the polling place trying to influence your vote.

10. To take a sample ballot into the voting booth with you.

11. To take a copy of the official Minnesota Voter’s Bill of Rights into the voting booth with you.

12. To orally confirm your identity with an election judge and to direct another person to sign your name if you are unable to sign your name.

13. To receive special assistance when voting because of an inability to read English or a physical inability to mark a ballot.

14. To have a person of your choice accompany you into the voting booth if you need assistance, except an agent of your employer or union or a candidate.

15. To large print or audio instructions and assistance if you have limited vision (provided by the AutoMARK ballot marker).

16. To have election judges come to your vehicle with the ballot if you cannot easily leave your car.

17. To vote after a felony conviction if your sentence has been completed (you are “off-paper”).

18. To vote even if you are under guardianship, unless a court order has specifically revoked your right to vote.

19. To file a written complaint at your polling place if you are dissatisfied with the way an election is being run.


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I. Introduction Thank you for helping with the Minnesota Campaign for Change Election Hotline! We appreciate your willingness to volunteer for this important aspect of Barack Obama’s Get Out The Vote (GOTV) project. As you know, we expect to bring out a large number of voters, many voting for the first time. We’ll be the first line of information for voter questions and concerns. We want to ensure that every eligible voter is able to get to the polls on Election Day and does not encounter any problems. This phone number is going out on more than 1 million pieces of literature between now and Election Day – so we are sure to speak with hundreds– even thousands! – of callers a day as Election Day approaches. This manual will provide answers for the most commonly occurring questions that you may face. II. Roles and Chain of Command The “chain of command” within the election hotline is discussed below. Roles: Hotline Operator: Handles incoming calls, answers questions in a friendly and professional manner, tracks calls, and screens calls for the legal department using the Atlas incident tracker. Brings questions that can’t readily be answered to the shift leader. Shift Leader: Ensures that phones are covered and phones are being answered in a friendly way, and confirms operators for the next day. Troubleshoots technical problems, alerts teams to frequently asked questions and keeps operators on task. Ensures clean call center. Fields questions from hotline operators, and if the problem requires a legal response, will forward the call to the Legal Boiler Room in Minneapolis. Trainer: A designated shift leader who trains new operators and ensures quality performance. Compiles shift tracking sheets and records data at the end of the shift in Google tracker document. Technical Supervisor (David Weinlack and Scott Nelson): Handles technical issues that may arise during a shift. Works with the data team to ensure IVR data is up-to-date and working properly and pulls rides for callers. Legal Supervisor – Election Day only: Helps answer operator questions on legal issues during a shift, identifies urgent legal calls, informs teams of legal progress. Hotline Coordinator (Summra Shariff): Reports to the Voter Protection Director. Sets up call center, develops materials, recruits volunteers, trains trainers and oversees Hotline operations.


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Chain of Command: If you cannot answer a question or have a problem you can’t solve, follow this chain of command: III. Phone Skills As a hotline operator, you may experience a large volume of calls at any given time. Your attitude on the phone is very important. Remember the following three tips to stay positive while handling calls throughout your shift:

• Smile! People can hear you smile and you will come across as friendly • Be unflappable! Even if you are handling a volume of calls, make sure you are calm and

patient. • Don’t make up an answer. If you are not sure about an answer, ask your shift leader.

IV. The Interactive Voice Response (IVR) Currently all callers are greeted with the following menu of options: "Hi, this is Barack Obama. Thank you for calling my Campaign for Change Hotline. This hotline is for voters like you to get the latest information about our campaign and to find out about voting in your state. Please add this number to your speed dial and call again for the most up-to-date information available.” A voice comes on and says: “Let’s get started. Please enter your zip code followed by the pound sign.” The caller enters their zip code. “You have entered ___. Is that correct? Please press 1 for yes. Press 2 for no.” After the caller presses the number 1, the voice says: “Thanks for selecting Minnesota for Obama.” The callers are then prompted to choose the following: “Press 1 to find your polling location. Press 2 for more information about voting or to speak to a voter protection specialist." If option 2: "Here is some valuable information about voting in Minnesota. Press pound at any time to be transferred to a live person or press star to return to the previous menu. . . "Election Day is Tuesday November 4th. Polls are open from 7 AM until 8 PM. If you are unregistered you can register at your polling place if you bring just one of the following with your current address:

Operator Shift Leader Hotline Director Legal Deputies


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1 - A MN driver's license or learners permit, MN ID card, or a tribal photo ID with your signature. 2 – or, you can bring a MN photo ID, including student, tribal or passport, even with an old address, plus a bill showing your current address that is due within 30 days, like a utility, phone, or cable bill 3 – or, a voter in your precinct can vouch for you at the polling place If you are in line by 8pm you have the right to register and vote. Press 3 to speak to a live person at your local Obama field office, or Press 4 if you need a ride to the polls.” V. Phone Rap Hello, Minnesota Campaign For Change, this is ____________. (See the list of potential questions below. Follow instructions on how to answer questions) (Track the type of call on your tracking sheet and answer the question)

Remind callers: If a possible problem voting on election day: let them know they have the option of voting absentee (in person). If they think they may have a problem getting off from work to go vote: let them know that they have the right to get time off from work with pay to vote on the morning of Election Day. How to Get Involved! People can get involved with Get Out the Vote. Direct them to www.gotvforchange.com. We also need more hotline volunteers and volunteers to cook and deliver food from October 27 – November 4 (breakfast, lunch, dinner, snacks, drinks, etc.) Thank Them for Calling Thank them for their call and ask them to please call us back if they have any problems registering and voting on Election Day. Note: we expect a heavy call volume. Be courteous and cheerful, provide the information needed, confirm that the caller understands what is needed, thank them for calling, and ask them to call back if they have more questions. If the caller does not end the call and continues to talk about matters not related to their questions, politely thank them for calling, and excuse yourself.


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VI. Providing Solutions Your main job as a Hotline Operator is to provide solutions to callers. The most common questions will be: how to find a polling place, how to get a ride to the polls, general voting questions, and election protection issues. Please familiarize yourself with the Voter Bill of Rights document at the beginning of this Guide and the Frequently Asked Questions, in Section X, below.

VII. Resolving Phone Calls – Flagging Your Shift Leader If you can not answer a question, are unable to resolve an urgent issue, or you need to open an incident report on Atlas (as described below), raise your hand to speak with your Shift Leader. He or she will come help you.

Atlas incident reporting: • If you have an election protection or other legal issue, described in the section below,

you will need to enter it on the Atlas Voter Protection system. • Go to www.atlasvoterprotection.com and login with the e-mail address and password

you have been provided. • Once the Atlas Web Application screen appears, click on the “incidents” button on the

upper-right hand side of the screen. • Next, click “Add New Incident” • The Incident Report Form will appear. It has 10 fields. 1. Reported By a. the name of the person who reported the incident b. their cell phone number c. Type Field Staff/Volunteer Election Official Media Legal Staff/Volunteer [note: this is the assignment for Poll Watchers] Voter Witness 2. Location

County Location (polling place) Incident Occurred (time of incident---not time of call)

3. Description: Enter all details known about the incident 4. Scope

One Voter -- For example: ID Challenged Some Voters -- For example: long lines Entire Poll -- For example: machines broken/not enough poll workers/inadequate

amount of provisional ballots County -- For example: early vote issues State -- For example: issues appearing in multiple counties, challenges coming from

the SOS 5. Voter Impacted-enter as much detail as possible

Name


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Home address Assigned Precinct Cell Phone Number Alternate Phone Number Race Age

6. Witnesses -- Enter names, contact information and relationship to incident of any noted witnesses

7. Category Codes a. Primary Codes

Physical Location Registration Check-in ID Machines Ballots Provisional Ballots Suppression Pre Election Early Vote/Absentee

b. Secondary Codes -- Secondary Codes are a series of assignments based on the Primary Code you

choose – for example: Physical Location (Primary Code) Long Lines

(Secondary Code) c. Priority

1. Low -- for example: lines beginning to develop or individual voter problems 2. Medium 3. High 4. Critical—emergency

d. Status: Open -- new incident or unresolved incident Closed -- completely resolved incident 8. Recipient of Call Name Cell Phone Type

• Call Center – 8774 Obama Boiler Room • Regional Boiler Room -- anywhere in the State that is NOT the Legal

Boiler Room • State Boiler Room -- Legal Boiler Room

9. Assign Incident to a. Name -- leave assigned to yourself b. Add comment VERY IMPORTANT!

This is where one can update an incident if a poll watcher calls to update or if the person reporting has new information. Remember to click “Add”

10. SAVE -- Don’t forget to save!

• How to update an existing incident


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• In the Incident “ID” column, click on the icon that looks like a piece of paper and a pencil

• Scroll down to “Assign Incident to:” • Fill in the field “Add new comment:” • Click “Add”

VIII. Handling Election Protection or Other Legal Issues Before Election Day you may receive calls reporting legal issues or asking legal questions. These issues may concern: Lawn sign theft or vandalism, car vandalism, voter intimidation or suppression, misleading materials such as incorrect voter information, misleading phone calls, threats to candidates, robo-calls, harassing calls, inaccurate robo-calls, inaccurate mailers, threats to canvassers or staff, ads/mailers with inaccurate Election Day, calls to complain about our Obama calls or canvassers, For all calls reassure the caller that you will report the incident to our legal team and if need be we will follow up with them, and of course, thank them for contacting us. Then enter details of the incident in the online legal incident tracker. It is possible that there are issues or questions you cannot answer. Please tell your shift supervisor who can assist you or find an attorney to help answer the question. On Election Day, you will have the ability to forward legal calls onto the legal hotline where we will have lawyers standing by to answer questions that we cannot answer ourselves. IX. Miscellaneous Issues: Handling TTY or Relay Calls Telecommunications Relay Service, also known as TRS, Relay Service, or IP-Relay, is an operator service that allows people who are Deaf, Hard–of–Hearing, Speech–Disabled, and Deaf/Blind to place calls to standard telephone users via a keyboard or assistive device. The most common type of TRS call comes from a person who is deaf and utilizes a TTY to a person who is Hearing and does hear and speak. In this call type, typed messages are relayed as voice messages by a TRS operator and vice-versa. This allows callers unable to use a regular telephone, to be able to place telephone calls to people who use a regular telephone, and vice-versa. When the person who is Hearing is ready for a response, it is customary to say "Go Ahead" or "GA" to indicate that it is the TTY user's turn to talk and "Stop Keying", "SK", or "Ready to hang up" when hanging up, and vice-versa.


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X. Frequently Asked Questions

A. IN GENERAL

1. Am I eligible to vote? To be eligible to vote in Minnesota, a person must:

i. be at least 18 years old on Election Day, ii. be a citizen of the United States,

iii. have resided in Minnesota for 20 days immediately preceding Election Day,

iv. live in the precinct in which they are voting on Election Day, v. have had any felony conviction record discharged, expired, or completed

(i.e., be “off paper”), vi. not be under court-ordered guardianship where a court has revoked their

voting rights, vii. have not been ruled legally incompetent by a court of law.

2. How long do I need to have lived in the precinct to vote there? In order to

vote, you must have resided in Minnesota for 20 days immediately preceding Election Day. However, you only need to be living in the precinct in which you wish to vote as of the day before the election.

3. I have voted in Minnesota before – am I still registered to vote? You are

automatically registered if you:

i. voted in Minnesota in the last four years, ii. received a postal verification card from your county election official, or

iii. voted in the state primary on Sept 9, 2008.

4. Who should I vote for?

i. President/Vice President - Barack Obama/Joe Biden ii. U.S. Senate - Al Franken

iii. U.S. House of Representatives: a. District 1 – Tim Walz -- www.timwalz.org/ b. District 2 – Steve Sarvi -- www.stevesarvi.org/ c. District 3 – Aswin Madia -- www.madiaforcongress.com/ d. District 4 – Betty McCollum -- www.mccollumforcongress.com/ e. District 5 – Keith Ellison -- www.keithellison.org/ f. District 6 – Elwyn Tinklenberg -- www.tinklenberg08.com/ g. District 7 – Collin Peterson -- www.petersonforcongress.com/ h. District 8 – Jim Oberstar -- www.oberstar.org/

iv. Soil and Water Conservation District Supervisor: Mara Magnuson Humphrey. http://www.maswcd.org/2008_SWCD_Supervisor_Candidate_Profiles.htm

v. Clean Water, Land and Legacy Agreement is DFL endorsed. www.yesformn.org


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For more information, please see each candidate’s website.

The DFL does not endorse in Judicial Races. If more details are requested, instruct the voter to access the MN Secretary of State website.

5. Can I vote a straight ticket? There is an option for “straight party” voting on

your ballot. You may choose to vote the straight DFL party ticket including Barack Obama, Al Franken and the rest of the DFL slate.

6. Where can I go to get more information about the election, etc?

Minnesota Secretary of State Election Division 180 State Office Building 100 Rev. Dr. Martin Luther King Jr. Boulevard St. Paul, MN 55155 Phone: 651-296-2803 Fax: 651-296-9073 E-Mail: [email protected] Website: http://www.sos.state.mn.us

7. Remove Me From Your Calling List. If a caller asks to be removed from a call

list, record the caller’s name and phone number on the Do Not Call List.

8. Can I get time off to vote? Yes! You have the right to be absent from work for the purpose of voting the morning of Election Day – without penalty or deduction from salary or wages because of the absence.

9. How can I get a sample ballot? Go to your official county website. It will have

links to get you a sample ballot. You will need to plug in the precise street address in order to get the ballot applicable to that location.

Go to https://minnesota.overseasvotefoundation.org/overseas/home.htm and click on the Election Official Directory to find a link to each county’s election information.


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B. ON ELECTION DAY 1. I need a ride to the polls. Great—where do you live? Collect their first and last

name, address, phone number, and cell phone number (if they have one) on the Poll Ride Form. Give their name to your Shift Leader. The Shift Leader will pass the information along to the Technical Supervisor, who will pass it along to at the appropriate action center. The voter can then expect a call from their local action center.

2. Where do I vote?/Where is my polling location? Go to

www.voteforchange.com/polling and look up their polling location. [Note: The IVR will search databases for a polling location to match the residential phone number that a user enters. There will be some number of callers who are not matched. These users, along with the people who didn’t enter a residential phone number in the first place, will be automatically transferred to an operator. Use the online polling place lookup tool to help the caller locate their polling place.]

3. I’m a student. Where can I vote? As a college student, you may have a choice

as to where you register to vote and cast your ballot:

i. College students living at home – You may register to vote at your home address and vote at your neighborhood polling location.

ii. College students living on or off campus – You may register and vote at either a parent's home address or your school address, depending on which you consider your residence. However, you may only register and vote at one location in any election.

4. When are polls open? Polls are open from 7 am to 8 pm across the state. In

Minnesota, you have a legal right to vote if you are standing in line as of 8:00 p.m., so long as you remain in line.

[Note: some small communities may set a later starting time, not later than 10:00 A.M.]

5. Who is allowed in the polling place?

i. Only representatives of the Secretary of State, the County Auditor’s

office, and the municipal or school district clerk’s offices, Election Judges, sergeants-at-arms, challengers, persons providing proof of residence for an individual who is registering to vote, and persons assisting the handicapped or voters who are unable to read English may remain inside the polling place during voting hours for longer than it takes to register or to vote.

ii. During voting hours, no one except individuals receiving, marking, or depositing ballots shall approach within six feet of a voting booth unless lawfully authorized to do so by an Election Judge.

6. Are Peace Officers allowed in the polling place? No peace officer is to enter

a polling place or stand within 50 feet of the entrance of a polling place, unless coming to vote or called by an Election Judge to restore the peace.


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7. Can I wear election clothing, buttons, etc. into a polling place? Voters must cover up campaign tee shirts, buttons or other paraphernalia within 100 ft of the entrance to the polling location. By MN law, voters may not engage in campaigning or electioneering or wear campaign materials inside polling places. You can’t be turned away for wearing campaign materials, so long as you remove them or cover them.

8. Is electioneering permitted around the polling place? Electioneering is not

allowed within 100 feet of the building in which a polling place is located.

9. I can’t get out of my car to go into the polls – can I still vote? (Curbside voting). Yes! If you are unable to enter the polling place, have someone go into the polling place for you and have them tell one of the election judges that they need help with curbside voting. Two election judges who are members of the different major parties will come out and help the voter register, if needed, and vote, including helping the voter mark their ballot, if necessary.


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C. REGISTERING TO VOTE

1. Can I register to vote on Election Day? YES!

2. What type of ID do I need to register to vote on Election Day? You can register to vote on Election Day with any of the three following options. YOU DO NOT NECESSARILY NEED ID TO VOTE.

i. Option 1: OFFICIAL DOCUMENTS THAT GIVE YOUR CURRENT

ADDRESS. Acceptable forms of ID include any ONE of the following: a. A MN driver's license with the your current address (or receipt) b. Learner’s permit with the your current address (or receipt) c. MN state ID card with the your current address (or receipt) d. Tribal ID, with your photo, name, current address and signature e. Notice of late registration from your county auditor or city clerk f. Prior registration with a different name or address in the same

precinct g. Student ID if you live on campus and are on a student housing list

on file at the polling place

ii. Option 2: ANOTHER FORM OF ID AND SOME PROOF OF RESIDENCE. If you have one of the following forms of ID (current or expired), PLUS a current, original utility bill with your name:

a. A Photo ID: a. MN driver's license b. MN ID card c. Tribal ID without an address d. U.S. Passport e. U.S. military ID f. MN student ID

COMBINED WITH…:

b. A utility bill, or electronic printout of a utility bill (due within 30 days of election):

a. Gas, electric, solid waste, water, sewer b. Phone (any kind: land line, cell, VOIP, etc.) c. TV (cable, satellite) d. Internet e. Rent statement with itemized utilities f. Current student fee statement (this does not have to be

dated within 30 days of election) NOTE:

a. You can register and vote even if you cannot recall or produce your MN drivers’ license number, MN ID number, or the last 4 digits of your Social Security Number.

b. You can NOT use your rental lease or property title deed in place of a current, original utility bill.


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c. Dates of bills that that are 30 days within date of election: October 6 – December 4.

d. You can NOT use a credit card bill.]

iii. Option 3: What if I don’t have ID with me when I go to vote? You can still vote! You just need a voucher – a person who will take an oath that you reside in the precinct. (The section on vouching is below.)

3. I just got married and my ID has my old name. Can I still vote? Yes. You

have to re-register on Election Day. You can use the (old) picture ID and a bill with your NEW name on it. Alternatively, many cities are offering extended hours at licensing locations to get a new ID with the new name. You can call their city office to find out about that (easiest just to Google the city and get the clerk's number).

4. I don’t have any Minnesota ID. Can I still vote? Remember, the only non-

Minnesota ID someone can use to register are a passport or military ID, as long as they are accompanied by a utility bill. Of course, you can still use a voucher.

5. My ID is expired and I don’t have a new one. Can I use that to register to vote? Yes, as long as you bring a current utility bill, reflecting your current address also.


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D. VOUCHING

1. How does “vouching” work?

i. The voucher has to be registered to vote in the same precinct. ii. A person can vouch for you even if they registered on Election Day (as

long as they showed ID when they registered, and they were not vouched for).

iii. The voucher must have personal knowledge that you live in the precinct. They do not have to be your friend or know their name – just that you live in the precinct.

iv. The voucher will have to sign an oath stating that you live in the precinct. The voucher does NOT have to verify that you have lived in Minnesota for 20 days.

v. An individual may not vouch for more than 15 people.

2. How can an employee of my residential facility vouch for me (short version)?

i. Residential facilities seeking to vouch for residents must provide lists of

employees to election officials at least 20 days before the election. The election judges of your precinct will have a list of qualifying facilities at the polling location.

ii. There is no limit on the number of residents for whom an employee can vouch.

iii. The employee does not need to be a registered voter in the precinct or registered to vote at all (although they must be eligible to vote in Minnesota).

[Note: for more detailed information, see “What if I live in a RESIDENTIAL FACILITY and I want to register and vote?” and “What is a residential facility?” below.]

3. What if the residential facility did not provide the list of employees to the

precinct? Election judges may allow an employee of a residential facility to vouch for residents even if the facility has not provided a list of employees by the deadline. In this case, the judge may allow the employee to vouch for residents if the employee can demonstrate that he or she works at a facility in the precinct. [See Appendix for more information.]


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E. ABSENTEE VOTING

1. Can I Vote Absentee? You can vote by absentee ballot if you are:

i. away from your precinct on Election Day

ii. ill or disabled iii. an election judge serving in another precinct iv. unable to go to the polling place due to a religious discipline, holiday or

observance

2. How do I Vote Absentee?

i. Voting in person: 1. Vote absentee in person now through Monday, Nov. 3 at your

county auditor’s office or, in many cases, at your city or township clerk’s office, during their normal office hours.

2. Their hours generally are from 8 am until 4:30 pm. [Offer to look this up for the caller at the state website: https://minnesota.overseasvotefoundation.org/overseas/eod.htm?stateId=26&x=49&y=10

3. In addition, the county auditor’s office must be open from 10 am to 3 pm the Saturday before the election and until 5 pm the Monday before the election.

4. Contact your county auditor or city clerk for more information.

3. What if I need someone to PICK UP and DELIVER an absentee ballot for me? You can authorize someone else to pick up and return an absentee ballot for you if you are:

i. A patient in a hospital, residential treatment center, or nursing home

ii. Resident in a group home iii. Resident in a battered women's shelter iv. Resident in an assisted living facility v. Disabled

vi. Someone who would have difficulty getting to the polls due to your health

If you are currently living in a residential facility but not sure if it meets the qualifications listed above, please ask the administrator of your facility.

In order to have an agent deliver your ballot, you must complete the Request for Agent Delivery of Absentee Ballot Form and the Absentee Ballot Application. You must have a preexisting relationship with your agent. (For example, they could be a relative, or someone who has been helping you where you are living.) The agent will use the completed forms to pick up a ballot, bring the ballot to you, and return your voted ballot to the county auditor or city clerk. Each agent is only allowed to deliver and return ballots for a maximum of three voters. You can have your ballot delivered to you beginning Tuesday, October 28th (7 days before the election). Ballots can be picked up until 2:00 p.m. on Election Day, and voted ballots must be returned by 3:00 p.m. on Election Day.


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NOTE: Absentee ballots (not the application) must be notarized or witnessed.

IMPORTANT NOTE: Voters can request an absentee ballot by mail. If absentee voters discuss requesting a ballot by mail, urge them to do it in person if at all possible. Make sure they understand that there are NO EXCEPTIONS to the voting deadline. Mail in or faxed absentee ballot requests must be RECEIVED by the election authority no later than the last mail drop on Election Day. Procedures for obtaining an absentee ballot are in the appendix at the end of this section.

4. Can a person who is homebound register and vote?

Yes! (Assuming it is now 7 days before the election). • Determine if the voter is registered. [See Registration Necessary, below, if

not.] • Determine whether the caregiver will need to vote absentee because they are

providing 24/7 care. (If not – presumably they may be able to vote absentee on their own or they can vote in person at the polls.)

• A person “who would have difficulty getting to the polls because of incapacitating health reasons, or who is disabled,” may designate an Agent to deliver the ballots to the voter from the county auditor or municipal clerk. [Note: the incapacitated or disabled person must otherwise be eligible to vote, i.e., not legally incompetent or under a guardianship whose right to vote has been revoked]

• The Agent must have a preexisting relationship with the voter. (A candidate can not be designated as an agent.)

• The Agent goes to the county auditor or municipal clerk’s office, as appropriate, and picks up a Request for Agent Delivery of Absentee Ballot Form and an Absentee Ballot Application – one each for the caregiver and the incapacitated or disabled person. (Hopefully – see Note below.)

• The Agent takes back the forms to the voter(s) and they complete them.

• The Agent then returns to the county auditor or municipal clerk and picks up the Absentee Ballots for both voters. The Agent gets instructions from the election official regarding handling of the ballots, in terms of when and how to seal the ballots into envelopes.

• The voters complete the absentee ballots (being sure to witness the ballots, as indicated).

• The Agent then takes the ballots back in their sealed envelopes (as instructed by the election official).

• The Agent can do this for no more than 3 people.


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Registration Necessary: If the voter (or their caregiver) is not registered, the Agent may also pick up registration forms for voter(s) along with the Request for Agent Delivery of Absentee Ballot Form and Absentee Ballot Application. Call the Voter Protection Hotline immediately if there is a problem with this.

Note: it is unclear whether a 24/7 caregiver for a person incapacitated due to health reasons is also a person “who would have difficulty getting to the polls because of incapacitating health reasons”. The Agent should make an effort to obtain a registration form (if needed) and an absentee ballot for the caregiver as well. Otherwise, the caregiver will have to appear in person to vote absentee (or vote by mail if there is time. If the election official resists letting the caregiver absentee vote by delivery, have the Agent contact the Voter Protection Hotline on the spot so that a Hotline counselor can speak to the official. A 24/7 caregiver, by definition, cannot vote at the polling place on Election Day, and must vote absentee. The law does not exlude them from voting. Indeed, the Agent rule allows a person who is “disabled” an Agent, and it separately allows an “person incapacitated due to health reasons” an Agent. The caregiver is incapacitated because their spouse or person they are caring for takes up all their time, thus incapacitating them for normal activities. Thus, they are also, in some circumstances, “incapacitated due to health reasons.” They don’t even have the time or energy to follow the usual absentee processes.

5. Can I arrange to get an Absentee Ballot Automatically Every Year? If the voter “reasonably expects” to be permanently unable to go the polling place on Election Day because of illness or disability, he or she may apply to a county auditor or municipal clerk to automatically receive an absentee ballot application before each election and to have the registration record show that they are a permanent absentee voter.


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XI. APPENDIX ON ABSENTEE VOTING AND RESIDENTIAL FACILITIES

1. Absentee voting by mail 2. Where can I get my absentee ballot information? 3. I requested an absentee ballot but did not vote absentee. (Or, I voted absentee

but changed my mind about my candidate.) 4. If I am in the military or overseas, can I use the Internet to register to vote and

request my ballot? 5. What if I am in the military or overseas and want to vote? 6. If I am in the military or overseas, how do I apply and register and vote? 7. If I am in the military or overseas, can I receive ballots electronically? 8. Can I return my voted ballot electronically? 9. If I have received a ballot electronically, when should I expect to get it? 10. What if I don’t receive my ballot? 11. How long is my application valid? 12. Can I self-certify my ballot? 13. What if I live in a residential facility and I want to register and vote? 14. What is a “residential facility?” 15. How can employees of residential facilities vouch for me (long version)? 16. What are the voting rights for residents of residential facilities? 17. What residential facility employees are eligible to vouch for me?


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APPENDIX: ABSENTEE BALLOT AND RESIDENTIAL FACILITIES INFORMATION

1. Absentee Voting by Mail

• Fill out an Absentee Ballot Application and send it to your county auditor by mail, fax, or email (print off the application, sign it, scan it, and attach to an email as a .pdf). Absentee Ballot Applications can be downloaded from the Secretary of State’s web site at: http://www.sos.state.mn.us/home/index.asp?page=211

• Your ballot should arrive within a day or two of your application being received.

• Your completed absentee ballot must be received by your county auditor by Election Day, or it will not be counted.

• There are four ways you can return your absentee ballot:

1. Mail back your ballot in the pre-paid envelope provided by your county auditor.

2. Up until 5 p.m. on Monday, November 3rd, you may deliver your ballot in person to your county auditor.

3. Someone else can return your completed ballot, sealed in its envelope, to your county auditor until 3 p.m. on Election Day. Persons delivering ballots may not do so for more than three voters.

4. You can pay for an express delivery service (such as FedEx, UPS, DHL) to return your ballot. Ballots must be received by your county auditor by 3 p.m. on Election Day, Tuesday, November 4th.

DON’T FORGET! Your absentee ballot must be properly witnessed. Follow the directions on the ballot. A witness must be a registered voter in the state of Minnesota or a notary.

• We can help you find your county auditor, or you can find information about how to contact your county auditor at: https://minnesota.overseasvotefoundation.org/overseas/eod.htm?stateId=26&x=49&y=10

• You can find more information about absentee balloting at the Secretary of State’s website: http://www.sos.state.mn.us/home/index.asp?page=4

2. Where can I get an absentee ballot application? Applications can be found at

www.voteforchange.com. Applications should be turned in to the voter’s local County Courthouse by fax or mail. A list of local County Courthouses can be found : http://www.sos.state.mn.us/home/index.asp?page=53.

3. I requested an absentee ballot but did not vote absentee. (Or, I voted absentee

but changed my mind about my candidate). You may still go cast your vote at your polling place. Only your most recent vote will be counted. However, if you voted absentee and changed your mind about a candidate, you must vote at the polling place before they have counted the precinct’s absentee ballots. They usually do this at 3:00 pm.


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4. If I am in the Military or Overseas can I Use the Internet to Register to Vote and

Request My Ballot? Yes! The Office of the Minnesota Secretary of State has a new one-stop Web service called the Military and Overseas Voter Service. It has easy-to-follow instructions for eligible military personnel and overseas voters in registering to vote and requesting their absentee ballots. Go to: https://minnesota.overseasvotefoundation.org

5. What If I am in the Military or Overseas and want to vote?

You, your spouse and dependents can still vote by absentee ballot under the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) and Minnesota state law.

• If you are temporarily overseas vote at your polling location in Minnesota you would vote at if you were not overseas.

• If you are permanently overseas you can vote in Minnesota at the polling location where you maintained residence in Minnesota for at least 20 days immediately prior to your departure from the United States. You can vote only for the offices of president, vice president, senator in Congress, and representative in Congress.

• If you are in the military or other uniformed services (Army, Navy, Air Force, Marine Corps, Coast Guard, Merchant Marine, the commissioned corps of the Public Health Service, or the commissioned corps of the National Oceanic and Atmospheric Administration) and you are absent from your precinct on the date of the election due to your service, you can vote at the polling location where you maintain your home.

6. If I am in the military or overseas, how do I apply to register and vote? You have three methods: 1. Use the Minnesota Military and Overseas Voter Service online. This easy-to-use free service helps you complete the Federal Postcard Application (FPCA) to apply for an absentee ballot. This service is found at: https://minnesota.overseasvotefoundation.org

2. Download and complete the Federal Postcard Application (FPCA) to apply for an absentee ballot. Be sure to read the instructions carefully and fill out the form completely.

3. Finally, your spouse, parent, sibling or child over 18-years-old may apply for an absentee ballot for you and may submit the FPCA by fax or by mail. Military personnel may fax their FPCA toll free to DSN 223-5527.

7. If I am in the military or overseas, can I receive ballots electronically? Yes. You can receive the ballot by mail, fax or email. You will need to indicate on your application how you would like to receive the ballot.

8. Can I return my voted ballot electronically? No. You must return your voted ballot by mail to the election official from which the ballot was received.


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9. If I have received a ballot electronically, when should I expect to get it? Ballots are sent as quickly as possible. Ballots sent by mail are airmailed to addresses outside the continental U.S. A ballot will be sent to the voter by an express mail service if a prepaid envelope is provided to the county auditor’s office. Note: A voted ballot must arrive back at the county no later than Election Day to be counted.

10. What if I don't receive my ballot? If you timely submit your absentee ballot application but never get it or if you are concerned that you will not be able to return your ballot in time to be counted may submit the Federal Write-In Absentee Ballot (FWAB) as an alternative. The Minnesota Military and Overseas Voter Service also has a service to help you complete the FWAB. Special conditions apply to voters using this ballot: you must be eligible under UOCAVA and the county auditor must have received their FPCA. A FWAB allows you to write in choices for all offices. For federal offices you may indicate your choice by writing in a candidate name or political party. When voting for state or local offices on the FWAB, you must write the name of the candidate (not just the party) for your vote to be counted.

11. How long is my application valid? An application is valid for two federal election cycles, or you may include a specific end date in box 6 of the application. A ballot will be sent automatically for all elections in which the applicant is eligible to vote. After two federal election cycles the voter must reapply. A voter must reapply if their overseas mailing address changes.

12. Can I self-certify my ballot? Yes. Minnesota allows UOCAVA voters to self-certify their FPCA, their ballot return envelope, and the FWAB. You can do this by using your passport number, MN driver's license or state ID number, or the last 4 digits of your social security number on all forms throughout the process. If you do not have access to any of these documents, you may attest to the truthfulness of the information under penalty of perjury. For help, overseas citizens should contact the U.S. embassy or consulate, and military personnel should contact their Voting Assistance Officer (VAO).

13. What if I live in a RESIDENTIAL FACILITY and I want to register and vote? You can vote even if you live in a residential facility: an authorized employee of the residential facility where you live can vouch for you with a signed oath.

14. What is a “residential facility”? Residential facilities are defined as:

• Transitional Housing • Supervised Living Facilities • Nursing Homes • Housing with Services, including assisted living facilities • Veterans Homes • Residential alcohol and chemical treatment programs • Residential facilities for persons with developmental disabilities • Group Residential Housing • Battered Women’s Shelters • Homeless Shelters


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15. How can Employees of Residential Facilities vouch for me (long version)?

• Employees of residential facilities may vouch that residents live at the facility, according to Minnesota Statutes, section 201.061, Subd. 3, para. (a), item (4), which states that:

“an individual may prove residence for purposes of registering by…having a voter who is registered to vote in the precinct, or who is an employee employed by and working in a residential facility in the precinct and vouching for a resident in the facility, sign an oath in the presence of the election judge vouching that the voter or employee personally knows that the individual is a resident of the precinct.”

• The law sets out one way for employees to establish their employment, by requiring that residential facilities provide a certified list of their employees to their county auditor at least 20 days before the election (Minnesota Statutes, section 201.061, Subd. 3, para (b)). These lists are provided to Election Judges in the polling place, who can establish that an individual is an employee at the facility by looking their name up on the list.

• However, the law does not prohibit employees from using other means to prove their employment. There are cases in which this would be necessary. For example, employees who are hired after the list was submitted, who meet the requirements under the law to vouch for residents because they are currently “employed by and working in a residential facility in the precinct.”

• Therefore, employees who can demonstrate that they are employed at a residential facility are allowed to vouch for residents even if their names do not appear on the list. Employees can provide documentation of their employment to election judges in a variety of ways, including providing an employee ID badge or a certification of their employment signed by the facility’s manager on the facility’s letterhead.

16. What are the Voting Rights for Residents of Residential Facilities?

• Residents of residential facilities who wish to vote, may pre-register, vote by

absentee ballot, or register to vote on Election Day. Should a resident need to prove their residence in a precinct for the purposes of registering to vote on Election Day, an employee of the facility may “vouch” for the voter.

• It is important to note that a resident who is under guardianship is still eligible to vote unless a court order specifically revoked that right or the resident has been ruled legally incompetent by a court of law.

17. What residential facility employees are eligible to vouch for me?

• An employee does not have to be registered to vote to vouch for residents; however, they must be eligible to vote in Minnesota in order to vouch for residents. This means that they must be at least 18-years-old, a U.S. citizen, a Minnesota resident who has resided in Minnesota for at least 20 days immediately preceding Election Day, have had any felony conviction record discharged, expired, or completed, are not under court-ordered guardianship where a court has revoked their voting rights, and have not been ruled legally incompetent by a court of law.


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• Employees do not have to be residents of the precinct in which they are vouching and can be on more than one certified employee list if they are employees of more than one residential facility.

• There is no limit to the number of residents for which an employee can vouch.

Documents

Hotline Manual 2008