Section 6 Registering a New Voter

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Registering a New Voter

When a voter cannot be found after numerous voter search attempts, the voter must complete a Colorado Voter Registration Form to register to vote.

You must have the “VSPC Create New Voter” role to have access to the voter registration screen.

1. Click on the New Voter tab to open the voter registration screen.

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2. US Citizen: Select “Yes” or “No” to whether the voter confirmed US Citizenship

If you select “No”, the system will not permit you to register the voter. You will receive the message:

If you select “Yes”, the voter registration screen will expand.

3. Election Judge: Select whether the voter signed up to be an Election Judge -- not an option on all forms

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4. Enter the Keyline information. Field with an (asterisk*) are required fields:

Last Name* First Name* Middle Name Suffix Previous Name button to add

a voter’s previous name Birth Date* Gender DL SSN

If both DL & SSN are not provided, then place a check in the “No Driver’s License, ID Card, or SSN” box.

5. Click the Perform Checks button.

When Perform Checks is clicked, the system checks against all voter records/statuses: Active, Inactive, Cancelled, Pending and Incomplete.

New voters who indicate on the registration form that they do not have a DL number or Colorado ID number, will be registered as ID Required even if they provide the last four digits of their SSN.

They must present an acceptable form of ID when voting in-person or include a copy of acceptable ID when mailing back or dropping off their mail ballot.

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Handling System Checks

The system performs a series of system checks to identify discrepancies with other databases. If the voter information verifies against the databases listed below, Then you will receive the “All Checks Passed” green box. However, if there is a discrepancy with the information you entered, you will encounter one or more of the following screens:

Potential Duplicate Voter checks existing records in SCORE that could be a potential match to this voter, which would indicate the voter could have an existing record (p. 62)

CDOR- Colorado Department of Revenue checks the voter information entered with the information on record with the Department of Revenue (p. 65)

CDOC – Colorado Department of Corrections checks voters flagged as felons. The system will not allow you to proceed with a voter whose record is matched with CDOC discrepancy (p. 67)

CDPHE – Colorado Department of Health checks voters flagged as deceased. The system will not allow you to proceed with a voter whose record is matched with CDPHE discrepancy (p. 67)

If there is a discrepancy with any of the aforementioned databases. It will be indicated in the “Keyline Check Details” screen, as seen on the right.

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In this example, the discrepancy is that there is a Potential Duplicate Voter match in SCORE.

7. Compare the information “You Entered” to the “Possible Matches with Existing Voters”

The information matching what you entered is highlighted in bolded green text

The information that does not match what you entered is highlighted in red text

Follow the 3 minimum matching criteria guidelines to determine if any of the Possible Matches belong to the voter you’re processing. At times you may need to verbally clarify the discrepancy with the voter.

Note: If an existing record has a 100% DL match with the voter you are processing, and minimum matching criteria exists…then you must select the existing voter record to proceed.

If an existing record has a 100% DL match with the voter you are processing, and minimum matching criteria does NOT exist…then close the screen and research the DL in CDOR. Reference Addendum D, page 85 for further guidance.

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If none of the records match and you want to proceed with registering a new voter:

Click on the No Match – Proceed with New Voter and Continue buttons

Resolve any other system checks before proceeding to register the new voter

If you found a match with an existing voter:

Click on the voter record to highlight in green, and then click the Continue button

Proceed to update the voter’s record, per section 5 “Updating a Voter’s Record”, page 51

IMPORTANT! If you make changes/edit the Keyline, then the Keyline information will continuously undergo the HAVV checks for Duplicate Voter, CDOR, CDOC and CDPHE).

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Remember, you could receive more than one potential discrepancy in the Keyline Check Details pop-up.

If that is the case, you start from the top and resolve each potential discrepancy in order to proceed with updating the voter’s record.

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Discrepancy with CDOR Record

Another system check you will encounter when registering a new voter is the “Discrepancy with CDOR Record” screen.

Compare the information “You Entered” to the “CDOR record”

The CDOR information matching what you entered is highlighted in the CDOR Record in bolded green text

The CDOR information that does not match what you entered is highlighted in the CDOR Record in red text

Follow the 3 minimum matching criteria guidelines to determine if the CDOR record belongs to the voter. At times you may need to clarify the discrepancy with the voter.

Note: If there is a 100% DL match with the CDOR record but it’s a completely different voter, verify you entered the DL correctly.

If the DL was entered incorrectly, click the Edit Keyline button to make corrections and Perform Checks again.

If the DL was entered correctly, research further. Go into each voter record in SCORE Citrix to view scanned images or conduct a CDOR search to resolve the discrepancy. * Reference Addendum E (page 86) for further guidance

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After comparing the information, make a decision on how you would like to proceed:

Click the Yes button to manually confirm this is the voter’s CDOR record

Click the No button if you’ve determined the CDOR record is not a match.

Click the Edit Keyline to make corrections to the Keyline

Click the Close button exit the screen.

Exiting the screen does not allow you to proceed. You must answer the CDOR question.

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Encountering Potential CDOC Felon (or Potential CDPHE Deceased) discrepancies are a rarity at VSPC locations, but in the event you receive one, resolve it accordingly:

If it is a voter match, click on the voter record to highlight it in red. The system will return to the voter registration screen. “Felon Match Selected” is indicated in the red box, which means you cannot proceed to register a felon. Follow your county business process. Reference Addendum F, page 87 for further guidance.

The same process is valid for Potential CDPHE Deceased voter matches. Reference Addendum G, page 88 for further guidance.

If it’s NOT a voter match, you must click the No Match-Proceed with New Voter button, and continue to resolve other discrepancies. if any.

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Entering Addresses 68

In this example, we are able to proceed with registering a new voter.

Green boxes confirm the voter has passed all checks and you have chosen to proceed with new voter

The cursor starts in the Residence field

NOTE:The Non Standard residence tab is available, and should only be used per county business protocol.

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Entering Addresses

8. Enter the voter’s Residence addressin the designated fields.

[The Street Name will auto-fill as you type]

Once you enter at least a House# and Street Name, the Address Finder will search any matching address ranges in your county’s address library.

However, if you entered invalid residence address information (e.g. letters in the House# field), then the Address Not Found message will display.

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Entering Addresses

If an address is flagged with a red indicator, additional information or a usable address must be entered. Otherwise, the system will not save the address.

The example shows the address entered is unit required. Voters MUST provide BOTH the Unit Type and Unit Number. (Example, Apt 5, Bldg C- 41, #12). If unit type or unit number is missing, ask the voter to provide it on the registration form/signature card!

Other red indicators you will encounter are:

The voter must provide a Residential address. Voter’s cannot use a business/commercial address as a place of residence (Homeless persons are the exception, in which case, contact your Election Administrator)

The voter must provide a Mailing Address for general mail delivery.

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Entering Addresses

9. Click on the correct address and verify the remainder of the information auto-populates.

*If it’s a unique address (meaning no other residential address in your county shares the same House#, Street Name, Street Type and City), the Address Finder will display the only matching address and auto-populate the remaining fields when you tab beyond the Street Name field.

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Entering Addresses

Work your way down the registration page.

10. Enter the voter’s Mailing address, if the voter has one.

International addresses must be entered in the “Outside US” tab

11. Enter the voter’s Ballot address, if the voter has one. A Ballot address is a third address where the voter wants their ballot to be mailed.

International addresses must be entered in the “Outside US” tab

NOTE:There is not a UOCAVA checkbox, You must manually flag UOCAVA voters in SCORE Citrix.

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Entering Remaining Voter InformationPreference is a dynamic dropdown in webSCORE.If the Affiliation is Unaffiliated or Political Organization, Preference will display.If the record is Unaffiliated or a Political Organization and already has a Preference the Preference will display.

12. Enter the remaining fields as provided by the voter. (The *asterisk signifies a required field):

Phone Number Receive Emails (Defaults to “No”) Email Address (*Required if voter opts to

receive emails) Affiliation Preference

Note: Mail Ballot party Preference is in webSCORE.

13. Click the Save button to save the changes to the voter’s record

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The voter is successfully registered as shown in the Voter Information section.

Now you are ready to issue the ballot.

New voters who indicate on the registration form that they do not have a DL number or Colorado ID number, will be registered as ID Required even if they provide the last four digits of their SSN.

They must present an acceptable form of ID when voting in-person or include a copy of acceptable ID when mailing back or dropping off their mail ballot.

New Voter Registered Successfully!

5/11/2018

You have completed Section 6: Registering a New Voter.

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