svrs absentee ballot reports - sos.state.mn.us · online applications 5 ... followed by a more...

Office of the Minnesota Secretary of State–Elections Division

1

SVRS Absentee Ballot Reports SVRS has many reports available to assist with the administration of absentee balloting. SVRS Standard Reports has three report categories containing AB reports – Absentee Ballot (Local AB for municipal users), Absentee Ballot Board, and Activity. The category where the report is listed broadly defines the report’s intended use, e.g. reports in the Absentee Ballot Board category are used to assist with duties of the ballot board.

To better introduce election administrators to SVRS AB reports and how they can be utilized, AB administration has been broken down into 10 basic sections.

1. AB Voting Period Preparation 2. Ballot Labels and Ballot Materials 3. Daily Management 4. Online Applications 5. Troubleshooting and Researching Issues

6. Ballot Board Duties 7. HCF Outreach 8. Roster Supplements and Polling Place Lists 9. Post-Election 10. Activity Tracking

Each section includes a summary listing of helpful SVRS reports, followed by a more detailed synopsis of each report.

1. AB Voting Period Preparation Reports Available:

• Administrative Voter List Recurring AB and For Excel • Recurring Application Mail-Out Labels and For Excel • UOCAVA Applications On File

Administrative Voter List Recurring AB CATEGORY: Absentee Ballot and Local AB

This report provides a list of voters who have applied to automatically receive absentee ballot applications, (also known as permanent (recurring) absentee status), for any selected district. For example, you can generate this report for a given municipality or even a specific precinct. This report is available in two formats:

PDF

Excel


2

Recurring Application Mail-Out Labels and Labels for Excel CATEGORY: Absentee Ballot and Local AB

This report will provide mailing labels for voters with recurring (permanent) absentee status. Absentee ballot applications must be mailed to these voters at least 60 or 45 days before the election, dependent upon type. (See M.S. 203B.06 for information.) This report is available in two formats:

PDF

Excel

UOCAVA Applications on File CATEGORY: Absentee Ballot

This report provides a list of all UOCAVA records in the system with an approved application, even if ballots are not yet initialized. Given the time period that FPCAs remain active, this is a good report to run to determine the number and type of ballots to be distributed.

https://www.revisor.leg.state.mn.us/statutes/?id=203B.06

https://www.revisor.leg.state.mn.us/statutes/?id=203B.06


3

2. Ballot Labels and Ballot Materials Reports Available:

• AB Labels Proofing • Check Printed AB Labels for Registered/Non-Registered Changes

• AB Labels Avery • UOCAVA Ballots Materials

• AB Labels Dymo • UOCAVA Email Address for Excel

AB Labels Proofing CATEGORY: Absentee Ballot and Local AB

This report allows you to proof data entry quality of AB records for a selected election to ensure that label information is correct and verify that the label batch parameters set will contain the voters expected. Print dates and sent dates are not set by this report.

AB Labels Avery and Dymo CATEGORY: Absentee Ballot and Local AB

These reports will display labels for the selected election in the specified format. (See below for further details.) Generating these labels will apply both a printed date and a sent date to the records of the absentee voters found on this report. You may select ABs that were entered by the county, the designated municipality, or both. You may also select only labels for a particular delivery method (Agent, HCF, Hospital, In person or Mail Out). Before printing, ensure that the correct printer settings are established on your computer so that the labels with align properly.

NOTE: Labels may only be generated once from the reports menu. To reprint a labels report, you must go to AB Label Batches under the main Absentee Ballot menu and search for the batch (report) you wish to reprint. See the Appendix for some helpful hints when printing AB Labels reports.


4

Avery

This report displays labels created for the selected election in Avery 5160 type label format.

DYMO

This report produces labels for the selected election in DYMO label printer format.

Check Printed AB Labels for Registered / Non-registered Changes CATEGORY: Absentee Ballot and Local AB

This report identifies voters whose registration status has changed since labels for their absentee ballot were printed. (E.g. Voter now Active, but non-registered AB labels were printed or Voter no longer Active, but registered AB labels were printed.) This report should be run between the primary election and general election to confirm changes and ensure the correct labels and ballot materials are sent to the voter or after COA Express or Pending COA apps have been processed. If on the list, reprint labels using Dymo printer directly from voter’s AB record.

UOCAVA Email Address for Excel CATEGORY: Absentee Ballot

This report lists the email address for UOCAVA voters within a specified date range who have requested their materials delivered via email. It can be run countywide or for an individual jurisdiction. This report is designed for use when the UOCAVA Email Delivery process in SVRS is not utilized. The report assists in putting together the correct ballot materials and addressing the email to be sent to voters.


5

UOCAVA Ballot Materials CATEGORY: Absentee Ballot

This report contains the cover letter, instructions, envelope templates and certification to be included with the ballot and sent to UOCAVA voters who requested email delivery. When the SVRS UOCAVA Email Delivery process is used, these materials are automatically attached to the message sent to the county’s specified UOCAVA Email Delivery Inbox.

3. Daily Management Reports Available:

• Absentee Ballot Count: Current Ballot Status • Rejected, Undeliverable, and Spoiled or Lost Ballots

• Absentee Ballot Count: Accepted and Rejected • Absentee and Mail Ballot Issues for Future Elections

• Absentee Ballot Count: Accepted by Ballot and Material Types

• UOCAVA Current Ballot Status by Delivery Method

Absentee Ballot Count: Current Ballot Status CATEGORY: Absentee Ballot and Local AB

This report allows you to review the present status of ABs in the jurisdiction selected for a chosen election. It can be run for a specific application type – Regular (includes Mail Ballot), UOCAVA or Presidential. It details the number of ballots transmitted (sent), returned, received, accepted, rejected, undeliverable, spoiled or lost, unknown, replaced and not transmitted. The report is only a snapshot, accurate at the point in time it was produced. (The “Received” column only displays the ballots that are currently in Received status, e.g. those that have not yet been marked


6

Accepted or Rejected in SVRS. Once a ballot is marked Accepted or Rejected in SVRS, it will not be counted in the Received column of this report.) The report can be used to confirm that ballots have been fully processed in SVRS and all ballots have been transmitted to voters.

Absentee Ballot Count: Accepted and Rejected CATEGORY: Activity

This report can be used to verify the number of accepted and rejected ballots against what is recorded in SVRS. It can be run by date or by date range. It can be used to monitor the daily flow of absentee ballots.

Absentee Ballot Count: Accepted by Ballot / Material Types CATEGORY: Absentee Ballot and Local AB

Very similar in format and content to the Absentee Ballot Count: Accepted and Rejected report, this report is limited to accepted ballots only and provides a further breakdown by material type. Output includes Regular, UOCAVA,


7

FWAB, and Presidential. It can be run by date or by date range. It is a tool to help with daily management of the flow of absentee ballots. If all counted ballots are properly processed in SVRS, this report can also be used to: reconcile daily absentee accepting/rejecting, and enter or proof AB statistics in ERS.

Rejected, Undeliverable, and Spoiled or Lost Ballots CATEGORY: Absentee Ballot and Local AB

This report identifies ballots marked as rejected, undeliverable, and spoiled/lost in the system. It can be used to ensure that the proper follow-up has occurred, e.g. that a rejected ballot has had a replacement issued. It tracks both absentee and mail ballots, and can be run for a specific date, date range, or all dates.

Absentee and Mail Ballot Issues for Future Elections CATEGORY: Absentee Ballot, Local AB and Mail Ballot

This report lists absentee and mail ballot records and ballots for upcoming elections that have potential issues, e.g. voter has more than 1 ballot for the same election; challenged voter linked to an active MB record; voter’s MB record has a different address than their voter record. This report should be reviewed weekly, if not daily. Before beginning to process accepted ABs/MBs – marking the roster and separating the envelope and ballot – review the report to ensure that voters with accepted ballots are not listed. Any issues should be resolved before processing the ballot. This report is generated in Excel format.


8

UOCAVA Current Ballot Status by Delivery Method CATEGORY: Absentee Ballot

This report provides a count by precinct, material type and delivery method of the present status (Initialized, Sent, Received, Accepted, Rejected, Spoiled/Lost, or Undeliverable) of UOCAVA ballots in the specified district. It can be run for countywide, for a specific school district, or for a single precinct. NOTE: Like the Absentee Ballot Count: Current Ballot Status report, this report is only a snapshot, accurate at the point in time it was produced

4. Online Applications Reports Available:

• Online Application Counts by Processing Status • Online Regular AB Received by Application Date • Online UOCAVA Received by Application Date

Online Application Counts by Processing Status CATEGORY: Absentee Ballot

This report lists counts of online applications received through the Voter Information Portal (VIP) with breakouts by security check status and queued/pending status. It includes regular absentee, UOCAVA and voter registration. Each application type is listed on a separate sheet within the file. The report can be run by date range. This report can be used to monitor queued applications awaiting processing and those apps that have yet to be queued.

Online Regular AB Received by Application Date CATEGORY: Absentee Ballot and Local AB

This report lists Regular absentee ballot applications by the application date range selected. It includes all applications submitted - those awaiting the security check, those that failed the check, those awaiting processing, and those already filled. This report lists all data input by the AB applicant. It can be used to confirm the submission of an online application, check the date the auto-generated email was sent to the voter, and verify the app’s status in the process. The report can also serve as a report of apps received via online.


9

Online UOCAVA Received by Application Date CATEGORY: Absentee Ballot

This report lists UOCAVA AB applications by the application date range selected. It includes all applications submitted - those awaiting the security check, those that failed the check, those awaiting processing, and those already filled. This report lists all data input by the AB applicant. It can be used to confirm the submission of an online application, check the date the auto-generated email was sent to the voter, and verify the app’s status in the process. The report can also serve as a report of apps received via online.

5. Troubleshooting and Researching Issues Reports Available:

• Absentee Ballot Records with Ballot History and For Excel • Potential Duplicate UOCAVA Applications

• Absentee and Mail Ballot Issues for Future Elections • UOCAVA’s With Non-Matching Precincts

• NCOA Activity Affecting Absentee Voters

Absentee Ballot Records with Ballot History CATEGORY: Absentee Ballot and Local AB

This report details ballot history by voter for a selected election. You may select ABs that were entered by the county only, the designated municipality only, or both. You may also select only applications with a particular delivery method requested (Agent, HCF, Hospital, in person, or mail out). This report contains all system information known about an AB or MB record. This report is available in two formats:


10

PDF

Excel

Absentee and Mail Ballot Issues for Future Elections CATEGORY: Absentee Ballot, Local AB and Mail Ballot

This report is described in section three. See pages 7-8.

NCOA Activity Affecting Absentee Voters CATEGORY: Absentee Ballot and Local AB

This report identifies COA records (either COA Express or Pending Apps COA Queued for Processing) that have been processed for voters that have an active absentee ballot (or mail ballot) record. This report will help determine if an administrator needs to contact another county, inactivate the AB record, send a new application, or correct the status of the voter record status to remove the Challenge-Different AB Address (in the case when COA caused the address on the voter to match the address on the AB record.) This report should be generated after COA Express or Pending COA apps have been processed.


11

Potential Duplicate UOCAVA Applications CATEGORY: Absentee Ballot

For all active UOCAVA records in your county, this report conducts a statewide search for other active UOCAVA records for the same voter.

6. Ballot Board Duties Reports Available:

• Absentee Ballot Precinct Record • Absentee Ballots by Current Status and Location

Absentee Ballot Precinct Record CATEGORY: Absentee Ballot and Local AB

This report details all absentees by precinct for a selected status in a selected election. If not marking accept/reject directly in SVRS, the report can be used by the ballot board to record envelope outcome (accepted or rejected), and then provided to administrator for later entry into SVRS.

Absentee Ballots by Current Status and Location CATEGORY: Absentee Ballot Board

This report lists absentee ballots by precinct and identifies the current status of the ballot. It can be generated for a specific application type (Regular, UOCAVA, Presidential) and for specific ballot status(es). It can also be set to exclude ballots managed by the county or municipality. This report can accompany ballots being delivered to the ballot board as a cover report that lists what is being delivered. Or, it can be used to track what should have been delivered to the board.


12

7. HCF Outreach Reports Available:

• Residential HCFs for Excel • Absentee Voter List

• AB Labels Avery – HCF only • AB Labels Dymo – HCF only

Residential HCFs for Excel CATEGORY: Absentee Ballot

County users have the ability to set up Residential Facility profiles in SVRS for facilities that qualify for the health care facility (HCF) outreach required by M.S. 203B.11. The Residential HCFs for Excel report lists all HCFs entered into SVRS, their address and contact information for a specified jurisdiction. For example, the report can be run countywide or for a specific municipality. This report is used to assist in the management of outreach to health care facilities.

Absentee Voter List CATEGORY: Absentee Ballot and Local AB

This report lists absentee voters for a particular election for a selected jurisdiction and a selected date range. It includes some AB application information. This report serves as a good reference for HCF election judges while conducting outreach, as it is a record of all those that have submitted an AB application and received a ballot. For example, if an individual already applied and received a ballot through the mail, this could help prevent a second application and ballot being issued during HCF outreach.

https://www.revisor.mn.gov/statutes/?id=203B.11


13

AB Labels Avery and Dymo – HCF Only CATEGORY: Absentee Ballot and Local AB

As discussed in section two above, AB Label reports can be tailored to print only labels that meet a defined set of criteria. To print a report that includes labels for HCF voters only, use the Regular Application Delivery Method parameter section to exclude labels for other voters. Reports can be run by individual facility (Figure 1), or for all facilities (Figure 2).

For further information regarding label reports, see section two above.

Figure 1 Figure 2

8. Roster Supplements and Polling Place Lists Reports Available:

• Roster Supplement: Accepted Absentee Ballots for Registered Voters • Absentee Election Day Registrants for Polling Place • Roster Supplement: Accepted Absentee Ballots for Election Day Registrants


14

Roster Supplement: Accepted Absentee Ballots for Registered Voters CATEGORY: Absentee Ballot Board

This report is used after rosters have been generated. It lists registered voters with ballots accepted after the point in time rosters are created. It is used to manually print or stamp “A.B.” or “M.B.” on rosters for the registered voters. This report can be run to include all ballots accepted after roster creation, or for a given date and time range. Regardless of date and time selected, this report will never contain names of voters whose ballots were accepted before rosters were generated, as these voters will already be marked on the roster.

Absentee Election Day Registrants for Polling Place CATEGORY: Absentee Ballot Board

This report lists nonregistered voters (those who received NR AB materials) whose ballots were accepted. It is used by EDR election judges at the polling place. Judges should review the list before registering each voter on Election Day; if a voter’s name appears on this list, they should not be allowed to register and vote because they have already done so by absentee ballot.


15

Roster Supplement: Accepted Absentee Ballots for Election Day Registrants CATEGORY: Absentee Ballot Board

This report serves as a supplement to the Absentee EDR for Polling Place report. It also lists non-registered voters with accepted ballots. This report can be run to include all ballots accepted after roster creation, or for a given date and time range (e.g. after the AB EDR for Polling Place report was printed). It is used by the AB board members when checking to see if a voter has registered and voted in person on Election Day. If a voter has not voted, polling place judges add their name to the Absentee Election Day Registrants for Polling Place list that they have in their possession. If the voter has already voted in person, AB board members write “signed” on this supplement report, and change the ballot status to “Rejected”.

9. Post-Election Reports Available:

• Absentee Election Day Registrants Roster • Rejected AB Post-Election Notices

• Absentee Ballot Records by Election (Public Inspection List) • UOCAVA Statistics Certification

• UOCAVA Precinct Record • Absentee Voting Statistics for Election and For Excel

Absentee Election Day Registrants Roster CATEGORY: Absentee Ballot Board

Like the two preceding reports, this report lists non-registered voters with an accepted absentee ballot. This report is to be generated after the election. This report replaces the blank EDR pages and eliminates the need to hand-write absentee Election Day Registrant names on a roster page. It is a final roster by precinct of AB EDRs to be retained with the polling place election rosters. This report also includes space to account for Safe At Home voters in the precinct.


16

Absentee Ballot Records by Election (Public Inspection List) CATEGORY: Absentee Ballot and Local AB

The list of those who applied for an absentee ballot is public information after the polls close on Election Day. (M.S. 203B.04, subd. 1 (d)) This report contains only public data and is suitable for inspection when an appropriate request is made.




17

UOCAVA Precinct Record CATEGORY: Absentee Ballot, Absentee Ballot Board and Local AB

This report is a list of UOCAVA applications filed, ballots sent, and final ballot outcome for a selected election. This report should be printed after each election and retained with the other election materials as required by M.S. 203B.26.

Rejected AB Post-Election Notices CATEGORY: Absentee Ballot and Local AB

This report contains the letters required to be sent to regular absentee voters whose ballots were rejected and who did not otherwise vote in the election (by replacement absentee or in-person at the polling place) six to 10 weeks after the general election. (Refer to M.S. 203B.121) These notices are not required for the primary election. This report cannot be generated until six weeks have elapsed since the election. In order to run the report, administrators must confirm that voter history has been posted. It is a good idea to print the Summary Only report for your records, as this notice is not recorded in the Correspondence log in a voter’s record.





18

UOCAVA Statistics Certification CATEGORY: Absentee Ballot

This report is used to meet federal and state reporting requirements for UOCAVA ballots. Counties must certify to OSS the number of ballots transmitted to and received from voters voting under UOCAVA law. This report, signed by the auditor, certifies the UOCAVA statistics for a given county. Counties must submit this report no later than 60 days following the general election in even years. It is not required for the primary election.

Absentee Voting Statistics for Election CATEGORY: Absentee Ballot and Local AB

This report details rejection statistics for absentees for a selected election by precinct. It can be generated for a specific application type (Regular, UOCAVA, Presidential) and/or by application received via method (county, mail, fax, email scan, online, mail ballot). This report is available in two formats:

PDF


19

Excel

10. Activity Tracking Reports Available:

• Accepted Absentee / Mail Ballot List • Absentee Ballot Transaction Statistics by Month • Absentee Ballot Transaction Statistics by Day

Accepted Absentee / Mail Ballot List CATEGORY: Absentee Ballot and Local AB

This report is designed to fill public requests for a list of accepted AB/MB ballots in advance of the election, as permitted by M.S. 203B.12. (OSS fills these requests for the state primary and state general election. The auditor or municipal clerk are responsible for other elections.) The report is in comma-delimited text format. It can be run for a specific election – e.g. the 11/7/2017 Municipal Election – or an election date – e.g. 11/7/2017 which would include all elections in the county on that day (municipal general, school district general, special elections, etc.)

Note: For local elections that are not using SVRS to administer absentee voting, the list of accepted ballots will need to be maintained by hand.

Reminder: Under 203B.12, subd. 7, the names of voters who have submitted applications is not public until 8:00PM on Election Day.

Absentee Ballot Transaction Statistics by Day CATEGORY: Activity

This report displays the number of absentee ballot applications entered and the number of ballots updated to each ballot status on each day of a certain month. This report counts Activity, not ballots (e.g. a ballot that changed statuses 5 times will get counted as 5 units of activity under the different statuses the ballot was changed to.) The report would be useful in gauging the amount of work expended for absentee administration.


20

Absentee Ballot Transaction Statistics by Month CATEGORY: Activity

This report displays the number of absentee ballot applications entered and the number of ballots updated by each ballot status during each month of a certain year. This report counts Activity, not ballots (e.g. a ballot that changed statuses 5 times will get counted as 5 units of activity under the different statuses the ballot was changed to). The report would be useful in gauging the amount of work expended for absentee administration.


21

Appendix SVRS: Report Categories Absentee Ballot Absentee Ballot Board

Local AB Activity


22

AB Labels Reports: Helpful Hints To prepare:

• Use the AB Labels Proofing report to review labels before running AB Labels Avery or Dymo • Check your print settings and confirm that they match the recommended settings before running the labels

reports. See the user document SVRS Technical Requirements, Internet Security and PDF Print Settings for guidance.

Running reports:

Limit a report to one Application Type

For Regular Applications:

Run separate reports for each Material Type (Registered and Non-registered) or use Group By Registered/Non-Registered option to keep the material types together

or

Use Regular Application Delivery Method checkboxes to limit a report to just those ballots to be issued by a given method. (Especially helpful when preparing materials for health care facility outreach. Can be run for all HCF voters or for a specific facility, as shown directly below.)

Use Group By checkboxes to arrange labels by school district (useful when school district splits exist in precincts)

For UOCAVA Applications

Reports can be run to include just one ballot type (Full Precinct vs. Federal-Only) using the UOCAVA Category checkboxes

• Full Precinct:

• Federal-Only:


23

Run separate reports for each UOCAVA Delivery Method

or or

Use Group By checkboxes to arrange labels by school district (useful when school district splits exist in precincts)

For Presidential Applications

Use Group By checkboxes to arrange labels by precinct and school district (useful when school district splits exist in precincts)

svrs absentee ballot reports - sos.state.mn.us · online applications 5 ... followed by a more...

Documents