Voter Registration Responsibilities and Procedures at MVD Offices

Presented by Raul Alvarez at the 2010 Managers Conference, this information outlines the key responsibilities for Voter Registration Contacts at MVD offices. It includes details on the importance of having designated contacts, handling voter registration forms, and adhering to procedures to offer voter registration opportunities to all DL/ID applicants. Compliance with timelines and coordination with County Clerks are emphasized to ensure efficient voter registration processes.

• Voter Registration
• MVD Offices
• Raul Alvarez
• Procedures
• Responsibilities

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1. Voter Registration MVD Responsibilities Presented by Raul Alvarez 2010 Managers Conference

2. Voter Registration Contact Every office, state municipal and private agent that issues DL/IDs will have an assigned Voter Registration Contact. This will be the manager of the office. If there is no manager assigned to the office, it will be the agent with the most seniority. The Voter Registration Contact will be responsible for: Making sure Voter Registration posters are placed in conspicuous locations Reading and understanding the Voter Registration manual provided by the Secretary of State Ensuring all agents who issue DL/IDs understand the procedures for verifying that every customer receiving a DL/ID is given the opportunity to register to vote

3. Answering questions from the public and agents pertaining to voter registration Forwarding Voter Registration forms to the County Clerk s office (in the county where the MVD office is located) within 10 days or within five days if the form is accepted within five days before the last day for registration to vote Notifying the County Clerk when the MVD office s supply of Voter Registration forms is low Notifying the County Clerk when the MVD office s supply of postage-paid return envelopes is low; or making other arrangements for the County Clerk to pick up the completed forms in compliance with the required timelines

4. Voter Registration Procedures Every Agent that issues a DL/ID will adhere to the following procedures without exception: Every applicant applying for a DL/ID must be asked if they would like to register to vote If agent determines that an applicant for issuance of a DL/ID or submitting a change of address at the field office was not given the opportunity to register to vote, the agent shall immediately notify the TRD Coordinator who shall send a letter and voter registration form to the individual offering him the opportunity to register to vote

5. On the MVD System driver application screen there is a Voter Registration field If the agent selects Y (Yes) , MVD System will prompt the agent to insert a Voter Registration form for printing or will automatically print the Voter Registration form The agent will print the form and have the customer sign, date and complete any applicable information Forms will be collected by the Voter Registration Contact and forwarded to the County Clerks Office in their county within 10 days or within five days if the form is accepted within five days before the last day for registration to vote

6. If the agent selects N (No), the transaction will be allowed to continue with no further action required If the agent fails to select Y or N , MVD System will display a dialog box that states; You are required to offer this applicant the opportunity to register to vote. Please select Y (Yes) or N (No) for Voter Registration . The agent must click on OK to proceed and select Y or N on the Voter Registration field The agent must ask clients who do not qualify for a license or ID card whether they would like to register to vote and provide all those who respond yes with a voter registration form unless the disqualification is for fraud.

7. Change of Address If an applicant changes their residence or mailing address on record when renewing a DL/ID, a dialog box will display on the agent s monitor asking if the applicant would like to notify the Secretary of States Office of the change of address. The agent must ask if the applicant would like MVD to notify the Secretary of State s Office If an applicant answers Y (Yes) , MVD System will automatically print a Voter Registration form to notify the Secretary of State s Office The agent is required to have the applicant sign, date and verify the information is complete and correct Forms will be collected by the Voter Registration Contact and forwarded to the County Clerks Office in their county If the applicant answers no, the transaction will be allowed to continue with no further action required

8. Change of Address Change of Address forms are available on the internet and intranet Any applicant wishing to comply with Motor Vehicle Code by notifying the Division of a change of address without being issued a new DL/ID should be given a Change of Address form MVD 10284 Agents should explain to customers that the form should be completed in full and mailed to Central Operations at the address displayed on the form Central Operations will be responsible for ensuring that the change of address is entered into the MVD system and notifying the Secretary of State s Office unless the customer requests that MVD not notify the Secretary of State s Office

9. Change of Address Request MVD-10284 was Rev. 08-09.

10. MVD 2.0 Voter Registration Process

11. In MVD 2.0 proceed with the issuance of a DL/ID following all the required steps. When you arrive at this screen the agent must ask the customer if they would like to register to vote. Select Y or N from the Voter Registration drop down menu

12. If you failed to select Y or N a dialog box will appear that states; You are required to offer this applicant the Opportunity to register to vote. Please select Y (Yes) or N (No) for voter registration . Note:if customer selects N , the transaction will continue with no further action required Select OK to proceed

13. When selecting Y or N for voter registration you will proceed to the Vision Screen. If customer request an address change, click on box that states: This driver has changed the Residential address. Please check the box if Secretary of State should be notified Enter Vision or Written Test scores Select Next to proceed

14. Fee Entry Screen Enter Form Cntrl#, Amount Due and License Preparation Notes Select Next to proceed

15. If a customer changes residence or mailing address and request that MVD notify the Secretary of States Office, a Voter Registration form will automatically print. The agent is required to have the applicant sign, date and verify the information is correct. Forms will be collected by the Voter Registration Contact to be forwarded to the County Clerks Office in their county.

16. Address Print Screen The Change Address Screen will appear. Select Print the Msg Select Next to proceed

17. Next the Reprint Form Screen will appear. Proceed with printing the Driver Application. Select Next to proceed

18. Proceed with printing the Voter Registration Form. Remember: All forms should be collected by the Voter Registration Contact and forwarded to the County Clerks Office in their county.

19. Voter Registration Form

20. Voter Registration Form

21. Questions?