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Texas Voter Registration Toolkit for Community Health Centers
/TexasCHCs | @TexasCHCs
Page 2 of 15 TACHC Voter Registration Toolkit
Welcome to the TACHC Voter Registration Toolkit!
Why register to vote?
Registering to vote is the first step toward becoming an active and engaged voter and
fully participating in the civic process. In the United States, we the people have the
power to determine who holds elected office -- from your local school board to the
nation’s president. Elected officials make important decisions that have an impact on
our individual lives and the collective future of our country on issues such as healthcare
and education.
Why conduct voter registration at community health centers?
Elections matter to the future of health centers and the health of our patients. But,
historically health center patients are among the least likely to vote, unless you get
involved. Voter turnout among health center patients increased in 2012 after health
centers reached out to patients through voter engagement activities.1 Community
health centers are the medical home for more than one million Texans. That’s a lot of
potential voters!
Beyond medical, dental, and behavioral health care, health centers are unique in the
support services they offer such as transportation, translation and eligibility/enrollment
services. Voter registration is another support service that health centers can offer their
patients to assist them to become more involved in their communities and civically
engaged. Voter registration also is an integral part of the enrollment process for health
insurance in the Marketplace, Medicaid and CHIP.
What are some key rules to ALWAYS follow?
Voter registration activities at health centers ALWAYS must be non-partisan and
ALWAYS must follow local and state voter registration guidelines.
1 Nonprofit Vote, www.nonprofitvote.org/2012-evaluation-nonprofits-increase-voting/
Page 3 of 15 TACHC Voter Registration Toolkit
In This Toolkit:
Getting Started with Voter Engagement: A CHECKLIST……………….………..4
501(c)(3) Permissible Activities Checklist……………………………………………..5
Voter Registration Law in Texas Community Health Centers……………..…6
Volunteer Deputy Registrars………………………………………………………………..7
Texas Community Health Centers Voter Registration Do’s & Don’ts….8-9
Making the Ask: Talking to Patients About Voter Registration...………...10
Making the Ask: Voter Registration in
Marketplace or Medicaid Enrollment.............................................……..11
Know Your Voter Registration Opportunities…………………………………….. 12
TACHC Voter Outreach Cards…………………………………………………………… 13
Available Resources………………………………………………...……………….……14-15
Additional Web Resources …………………………………………………………………...15
Page 4 of 15 TACHC Voter Registration Toolkit
Getting Started With Voter Engagement: A Checklist
Get Started Before you begin, think about why this work is important. Make a list of the benefits to your organization, your community and the individuals you serve. This might include advancing your issues, building clout or empowering your clients by promoting engaged and active citizenship. CAPACITY
Get buy-in from your Executive Director or other leadership
Choose a staff lead who can involve and motivate other staff and volunteers
Consider ways to engage the people you serve in your election activities
Identify assistance and resources from a community partner, your local or state elections office or online tools from Nonprofit VOTE and others Featured resource: Voter Participation Starter Kit for Nonprofits and Social Service Agencies KNOWLEDGE
Understand the guidelines for 501(c)(3)s on how to stay nonpartisan
Learn about voting in your state – deadlines, how to register and early voting options
Find out what’s on the ballot in your locality and state for the upcoming election Featured resource: Nonprofits, Voting and Elections: A Guide to Nonpartisan Voter Engagement PLANS Choose your target audience – clients, constituents, staff, your local community or others
Select appropriate opportunities for engagement: as part of daily services, in classes, at trainings or events, as a project for a youth group or incorporated into community outreach
Create a specific timeline for your plan Featured resource: Making a Plan for 2014 Webinar
Voter Registration Decide on your approach. Some nonprofits actively register voters, while others focus on promoting registration by announcing deadlines, making forms available or helping voters register online. If you plan to conduct voter registration make sure to: Familiarize yourself with your state’s voter registration procedures, how to obtain and return forms, online registration (if available) and guidelines for hosting a registration drive
Set concrete and attainable goals and tie them to deadlines
Target pre-existing opportunities – as part of services, tabling in your lobby, at events, or in the community at citizenship ceremonies, graduations or other events
Enlist volunteers and staff to enhance your efforts Featured resource: Voter Registration Toolkit and free poster, available in English and Spanish SOURCE: http://www.nonprofitvote.org/documents/2012/03/getting-started-with-voter-engagement.pdf
Page 5 of 15 TACHC Voter Registration Toolkit
501(C)(3) Permissible Activities Checklist
The IRS tax code contains a single
sentence related to the political activities of 501(c)(3)s. It says: 501(c)(3) nonprofits are “prohibited from directly or indirectly participating in, or intervening in any political campaign on behalf of (or in opposition to) any candidate for elective public office.” This political prohibition is generally known to mean:
A 501(c)(3) organization or staff member while working for or representing the nonprofit may not —
Endorse a candidate.
Make a campaign contribution to, or an expenditure for, a candidate.
Rate candidates on who is most favorable to their issue(s).
Let candidates use the organization’s facilities or resources, unless those resources are made equally available to all candidates at their fair market value.
The IRS affirmatively states that 501(c)(3) organizations can conduct voter engagement or connect with candidates on a nonpartisan basis. Nonprofits may conduct a wide range of nonpartisan engagement activities to encourage participation, educate voters and talk to candidates about their issues. Conduct or Promote Voter Registration: Conduct voter
registration drives* and incorporate registration into ongoing
services. Promote voter registration on your website and in
your communications.
Host or Co-Sponsor a Candidate Forum: Help your
community familiarize themselves with the candidates and
where they stand on the issues.
Distribute Nonpartisan Sample Ballots, Candidate
Questionnaires or Voter Guides: Provide nonpartisan
information about who and what is on the ballot to help your
constituents and community understand what’s at stake.
Continue Issue Advocacy During an Election: Continue your
regular issue advocacy or lobbying activities related to
pending legislation. Election season is a great time to put a
spotlight on your organization’s mission and goals.
Educate Voters on the Voting Process: Demystify the voting
process by helping voters determine where, when and how to
vote. Look up polling locations and describe to new voters
what will happen at the polls.
Encourage Staff to Serve as Poll Workers or Translators:
Nonprofit staff can facilitate the democratic process and help
your community participate fully on Election Day.
Educate the Candidates on Your Issues: Send candidates
your research and policy ideas. Be sure to share the materials
with every candidate in a particular race.
Organize Get-Out-the-Vote Activities: Offer rides to the polls,
distribute cards with election information and turn Election
Day into a celebration!
Encourage and Remind People to Vote: Incorporate voting
reminders into services and programs. Make the election
visible in your communications and at your agency.
Resources Nonprofit VOTE — www.nonprofitvote.org
Nonprofits, Voting and Elections: A 501(c)(3) Guide to Nonpartisan Voter Engagement
Bolder Advocacy (AFJ) — www.bolderadvocacy.org
“Election Checklist for 501(c)(3) Public Charities” IRS — www.irs.gov, www.stayexempt.irs.gov
“Election Year Activities for Section 501(c)(3) Organizations” (FS-2006-17, February 2006)
“Political Campaigns and Charities: A Presentation”
Certain types of federal funds such as Community Service Block Grants or AmeriCorps funding cannot be used for voter registration. Other types of federal assistance like Medicaid, WIC and food stamps require the program to offer voter registration. For more see our factsheet on Federal Funds and Voter Registration.
SOURCE: http://www.nonprofitvote.org/documents/2010/09/501c3-activities-en.pdf
Page 6 of 15 TACHC Voter Registration Toolkit
Voter Registration Law in Texas Community Health Centers
Nonpartisan voter registration gives patients a convenient place to sign up for civic
participation, and is not considered prohibited political activity for Community Health Centers
in Texas.
Outstationed Eligibility Workers:
Texas Medicaid outstationed eligibility workers (OEWs) are already required under the law2 to
provide voter registration forms and assistance, and so must do so when stationed at a
Community Health Center.3
Certified Application Counselors:
Certified Application Counselors (CACs) are expected to ask whether someone is interested in
registering to vote when assisting with Marketplace applications, and so should do so when
working at a Community Health Center.4
Other Community Health Center Employees (non-OEWs and non-CACs):
Other center employees are generally permitted to provide nonpartisan voter registration
services. If you conduct voter registration at one site, you should conduct it at each of your
other sites in proportion to the resources at each site.
Note: Some centers may have funding sources that disallow voter registration (for example, a
multi-services organization receiving funds from Head Start may be prohibited from providing
voter registration aid), so each center must apply those specific funding requirements.
2 See National Voter Registration Act at 42 USC § 1973gg-5, Texas Election Code Chapter 20, and Texas Works Handbook Section A-1521 voter registration reference and Texas Medicaid Eligibility Handbook Section 1700 voter registration reference.
3 See Program Assistance Letter (PAL) 2000-18. ftp://ftp.hrsa.gov/bphc/docs/2000PALS/2000-18.pdf 4 See http://marketplace.cms.gov/getofficialresources/publications-and-articles/questions-about-voter-
registration.pdf for more information.
SOURCE: Excerpted from TACHC Optimizing Comprehensive Clinical Care (OC³) Compliance and Performance Improvement (CPI) Manual, Executive Management Chapter.
Page 7 of 15 TACHC Voter Registration Toolkit
Volunteer Deputy Registrars (VDRs)
Although you don’t need to be a Volunteer Deputy Registrar to assist people with voter
registration, becoming deputized as a VDR provides additional training and allows you to
give people registering to vote a receipt to prove they registered.
What is a Volunteer Deputy Registrar?
Volunteer Deputy Registrars are entrusted with the responsibility of officially registering
voters in the State of Texas. They are appointed by county voter registrars and charged
with helping increase voter registration in the state.
How Do I Become a VDR?
Contact the voter registrar in your county. Your county voter registrar will explain your
county’s training requirements for becoming a VDR, which usually involve attending a
free 1-2 hour training session. Once you have completed training, the voter registrar will
issue you a certificate of appointment and give you a receipt book (some counties have
voter registration forms with tear-off receipts). You must be at least 18 years old, be a
U.S. citizen and a Texas resident. All of the qualifications are listed on the website at the
bottom of this page.
What are the Main Duties of a VDR?
A VDR may distribute and accept a voter registration application form from any eligible
resident of the county in which you are deputized and may hold voter registration drives.
VDRs also may distribute and accept applications from voters who wish to change or
correct information on their voter registration certificate (such as name or address). VDRs
are required to review the application for completeness in the applicant’s presence,
provide a receipt and deliver the applications within the required time to the county
voter registrar office. There is no minimum time commitment required.
Can I Still Conduct Voter Registration if I am Not a VDR?
Absolutely! Use the self-addressed postage-paid form or the downloadable form from the
Secretary of State’s website (requires postage). You may review the application for
completeness. Unless you are a VDR, you MAY NOT collect completed forms. Neither
VDRs or non-VDRs may mail a completed form or provide an envelope or postage.
SOURCE: http://www.sos.state.tx.us/elections/pamphlets/deputy.shtml
Page 8 of 15 TACHC Voter Registration Toolkit
Voter Registration Do’s and Don’ts at Texas Community Health Centers
DO DO DO DO DO DO DO DO DO DO DO DO DO DO
BEST PRACTICES
Treat voter registration as another service you are offering. Provide voter registration and education, distribute sample ballots and non-partisan guides (such as the guides by the League of Women Voters) and remind clients to vote. Include voter registration in your outreach message and advertise it throughout your center.
Ask clients “can I update your voter registration?” This is more effective than “do you want to register to vote?”
Use your county’s official voter registration forms or the statewide form provided by the Secretary of State’s office, www.votetexas.gov.
Tell clients who complete a voter registration form that they will be mailed a voter registration card after their application is processed by the county clerk.
If you are not a deputy voter registrar, you can still review the completed form to check for errors.
DEPUTY VOTER REGISTRARS
Only deputy voter registrars may collect voter registration forms.
Deputy voter registrars must review completed forms in the applicant’s presence to make sure they are accurate and complete, provide receipts and remind clients to keep the receipt as verification of their voter registration.
Deputy voter registrars must deliver to the county voter registrar the completed voter registration forms in person by 5 p.m. on the 5th day after they are received OR on the voter deadline date, whichever occurs first. This includes weekends and holidays.
Deputy voter registrars may only register voters in the county where they became deputy registrars. They may be deputy registrars in more than one county.
SPECIAL POPULATIONS
Do assure victims of domestic violence, assault or stalking that they can keep their address private if they register to vote. Visit www.oag.state.tx.us/victims/acp.shtml for more information.
Register people with a past felony conviction if they have completed their term of incarceration, parole or supervision or completed a period of probation (otherwise known as “off paper”).
Register people who are homeless by having them describe where they live and/or using a shelter or outreach center as their mailing address.
Page 9 of 15 TACHC Voter Registration Toolkit
Voter Registration Do’s and Don’ts at Texas Community Health Centers
DON’T DON’T DON’T DON’T DON’T DON’T DON’T
DON’T engage in political discussions or discuss your personal opinions about political issues or candidates.
DON’T link voter registration to a single issue.
DON’T determine whether applicants are qualified to vote, or make the applicant provide a phone number, gender, Social Security or driver’s license number.
DON’T advise clients on how to vote or rate candidates on issues.
DON’T photocopy or print multiple copies of a client’s voter registration form.
DON’T provide an envelope or postage to a client to mail their completed voter registration form.
DON’T accept a voter’s application for submission if you are not a deputy voter registrar.
DON’T use a drop box for voters to leave their applications.
DON’T mail completed voter registration forms.
Page 10 of 15 TACHC Voter Registration Toolkit
Making the Ask: Talking to Patients About Voter Registration
Asking the Voter Registration Question
Helping someone register to vote starts with having a good
way to ask the question. Use your experience to identify
what works best for you. Here are suggestions.
Making the transition to voter registration “Another important service we offer is helping you register to vote or update your registration. Your being a voter really matters to your health care and your health center. I can help you quickly register to vote or update your registration right now.” Start with this question “Can I update your voter registration?” This has proven more effective than just asking “Do you want to register to vote?” If the person says they’re registered, be sure to ask “Have you moved recently?” Many people move and need to update their voter registration or they will be unable to vote.
It’s Fast, Easy… and Convenient Assure the patient it’s easy to do and can be done quickly. “It’ll just take a few minutes.” “Here, let me show you how easy it is.” Show the patient the form and the sections to be filled out. Remind them doing it now saves the time and the trouble of doing it later “Doing it here will save you time. We already have a postage paid form for you to fill out and pop in the mail.”
OR, if you are Volunteer Deputy Registrar (VDR)
“Doing it here will save you time. We already have the form, and as a Volunteer Deputy Registrar, I’ll return it for you to the correct election office.”
It’s Important If people hesitate or say they don’t want to register, talk about the importance of voting or the importance to the health center. “Every vote counts. Many elections are decided by less than 100 votes.“ “If you’re not registered, you can’t vote. Don’t miss the opportunity express your opinion in the next election.”
SOURCE: www.communityhealthvote.net
Page 11 of 15 TACHC Voter Registration Toolkit
Making the Ask: Voter Registration in Marketplace/Medicaid Enrollment
Below is a sample script to help guide your voter registration conversation with patients. After a patient submits their Marketplace or Medicaid application, there are a few minutes between hitting submit to receiving their confirmation email. This is a good time to talk about voter registration. Intro: The next question on the form is about updating your voter registration. Another important service we offer our patients is helping you register to vote or update your registration. Your vote really matters to you and your health center so I can help you quickly register to vote or update your registration right now. Health Center Employee Ask: Are you registered to vote at your current address? Possible Patient Responses: 1. “Yes. I’m already registered and my information is current.” That’s great! Please remind your family and friends to register, too. 2. “Yes but I moved recently”
Doing it here will save you time. We have a postage paid form for you to fill out and for you to pop in the mail.
OR, if you are Volunteer Deputy Registrar (VDR)
Doing it here will save you time. We already have the form, and as a Volunteer Deputy Registrar, I’ll return it for you to the correct election office.
3. “I don’t want to register” or “I don’t care about voting.”
I understand. There are a lot of challenges out there. We have a goal of registering 100 percent of our eligible patients here at _________. It’s important the voices in our communities are heard. Our ability to serve people like you can depend on the support of elected officials and it helps when they know our patients are registered to vote.
4. “I don’t have time.”
I know you are really busy. The form only takes a couple minutes. You can save time by registering with me today. We already have a postage paid form for you to fill out and for you to pop in the mail.
OR, if you are Volunteer Deputy Registrar (VDR)
Doing it here will save you time. We already have the form, and as a Volunteer Deputy Registrar, I’ll return it for you to the correct election office.
SOURCE: www.communityhealthvote.net
Page 12 of 15 TACHC Voter Registration Toolkit
Know Your Voter Registration Opportunities
Where Can Health Centers Do Voter Registration Activities?
Start by registering your board and staff!!!
Lobbies and waiting rooms
Check-in
During Medicaid, CHIP or Health Insurance Marketplace enrollment
Health fairs
National Health Center Week (2nd week in August), www.healthcenterweek.org
National Voter Registration Day (September 23, 2014), www.nationalvoterregistrationday.org
Anywhere you conduct outreach activities!
www.mytexasmyhealth.org Certified Application Counselors: The My Texas My Health website now has a link with voter information for clients.
Making Voter Engagement And Voting More Visible A key to conducting a successful voter engagement effort at any health center is creating a sense that it is
important. You can do this by making your activities and the opportunity for patients to become registered and
engaged visible throughout the health center all the time.
Ways to Raise Visibility at Your Health Center
Create a central and visible voter engagement “kiosk” area in your waiting room where all materials and registration forms can be filled out and turned in
Put posters and other signage throughout the center: waiting areas, hallways, exam rooms or anywhere clients may see them
Have staff wear buttons or stickers letting clients know voter registration is available Mention the availability of voter registration and voter information in your center newsletter or on inserts in your patient mailings
Posters, buttons and other materials and templates are available through the Community Health Vote website,
www.communityhealthvote.net.
Page 13 of 15 TACHC Voter Registration Toolkit
TACHC Voter Outreach Cards
Keeping Track of Voter Registration
Activities: TACHC Voter Outreach Card
T ACHC developed a voter outreach card to be
offered anytime voter registration is discussed.
Filling out the card is optional. You do not have
to register to vote to complete the card.
The card may be used for a few different outreach purposes:
Receive reminders on upcoming elections, poll locations and proper ID needed to vote.
Receive more information on access to health care and coverage for all Texans.
Track number of people who register to vote at your health center or health center community event.
Strengthen your Community Health Center by creating a network of health center advocates.
Tips on filling out the card:
Remind people to print and write legibly.
Have EVERYONE use their home addresses. This way, they will receive election and voting information based on their precinct and individual polling place.
Have staff/board use their WORK EMAIL address.
How to get the cards and what to do with the cards:
To get cards, send an email to TACHC’s Andrea Abel, [email protected]
Mail completed cards to TACHC, 5900 Southwest Pkwy, Bldg 3, Austin, TX 78735.
Page 14 of 15 TACHC Voter Registration Toolkit
Available Resources
Texas Association of Community Health Centers www.tachc.org For more information on voter registration activities at your health center, contact Andrea Abel, TACHC Voter Registration Project Coordinator, [email protected], (512) 329-5959
My Texas My Health www.mytexasmyhealth.org Developed by TACHC as a way to connect patients and consumers with Certified Application Counselors at
community health center, the website now has voter education information and resources.
Texas Secretary of State Voter Information www.votetexas.gov
Information on how to register to vote and how, where, and when to vote.
Nonprofit VOTE www.nonprofitvote.org
Nonpartisan resources to help nonprofits integrate voter engagement into their ongoing activities and services.
Community Health Vote www.communityhealthvote.net
Nonpartisan resources to help community health centers integrate voter registration assistance into patient services provided.
Page 15 of 15 TACHC Voter Registration Toolkit
League of Women Voters of Texas www.lwvtexas.org Nonpartisan elections & voters guides, information on Texas constitutional amendments, issue studies, and links to federal, state, and local elected officials.
Texas County Voter Registration Officials www.sos.state.tx.us/elections/voter/votregduties.shtml
Find county voter registration officials and county elections website.
Additional Web Resources
Getting Started With Voter Engagement: A Checklist
http://www.nonprofitvote.org/documents/2010/08/a-voter-participation-starter-kit.pdf
http://www.nonprofitvote.org/nonprofits-voting-elections-online/
http://youtu.be/xBL5XHcJRac http://www.nonprofitvote.org/documents/2011/09/a-voter-registration-toolkit.pdf
http://www.nonprofitvote.org/documents/2012/01/a-voter-registration-toolkit-spanish.pdf