CHAPTER 23 GREB Handbook

CHAPTER 23 GREB Handbook

GREB Handbook

June 2016

Contents

1. GOVERNANCE ..................................................................................................................... 3

1.1 GOVERNING BODIES .............................................................................................................. 3 1.2 ELECTORAL BOARD ............................................................................................................... 3 1.2.1 ORGANIZATION ................................................................................................................................. 3

1.3 GENERAL REGISTRAR .......................................................................................................... 35

1.4 OFFICERS OF ELECTION ...................................................................................................... 57

1.5 APPENDIX ............................................................................................................................. 67

2. VOTER REGISTRATION/LIST MAINTENANCE ........................................................ 72

2.1 DEFINITION OF LIST MAINTENANCE ................................................................................... 72

2.2 NATIONAL VOTER REGISTRATION ACT (NVRA) ........................................................... 73

2.3 VIRGINIAS LIST MAINTENANCE PROGRAMS ..................................................................... 73

3. VOTER REGISTRATION .................................................................................................. 90

3.1 WHO IS ELIGIBLE? .............................................................................................................. 90

3.2 METHODS OF REGISTRATION .............................................................................................. 97

3.3 TIMELINESS OF APPLICATIONS.......................................................................................... 105

3.4 APPLICATIONS .................................................................................................................... 107

3.5 PROCEDURES UPON RECEIPT OF VOTER REGISTRATION APPLICATIONS........................ 112 3.6 PROCESSING A VALID VOTER REGISTRATION APPLICATION IN VERIS ......................... 124

3.7 DENYING A REGISTRATION APPLICATION ........................................................................ 125

4. CANDIDATE AND REFERENDA PROCESSING ....................................................... 130

4.1 FORMS TO BE FILED BY TYPE OF CANDIDATE .................................................................... 130

4.2 HOW TO PROCESS CANDIDATE FORMS ............................................................................... 133 4.3 REQUIRED COMMUNICATIONS ........................................................................................... 146 4.4 CERTIFICATION OF LOCAL REFERENDA ........................................................................... 152

4.5 CANDIDATE MANAGEMENT ............................................................................................... 153

5. CAMPAIGN FINANCE AND ADVERTISING ............................................................. 160

5.1 GENERAL INFORMATION ................................................................................................... 160

5.2 CAMPAIGN FINANCE FILINGS ............................................................................................. 162

5.3 RETENTION OF REPORTS ................................................................................................... 172

5.4 PENALTIES .......................................................................................................................... 172 5.5 POLITICAL ADVERTISEMENTS ........................................................................................... 174

5.6 LETTER TEMPLATES ......................................................................................................... 174

6. CENTRAL ABSENTEE PRECINCT (CAP) .................................................................. 182

6.1 REASONS FOR ESTABLISHING THE CAP ........................................................................... 182 6.2 USE IN TOWN ELECTIONS .................................................................................................. 183

6.3 LOCATION OF THE CAP ..................................................................................................... 183

6.4 HOW TO ESTABLISH A CAP ............................................................................................... 184

6.5 STAFFING THE CAP AND HOURS TO BE OBSERVED ........................................................... 185

6.6 TRAINING OFFICERS OF ELECTION ................................................................................... 186

6.7 OFFICERS TO VOTE ABSENTEE .......................................................................................... 186

6.8 CAP POLLING PLACE ARRANGEMENT ............................................................................. 187

6.9 USE OF VOTING EQUIPMENT FOR IN-PERSON ABSENTEE VOTING .................................. 188

6.10 OPENING THE CAP ............................................................................................................ 192

6.11 DURING THE DAY ............................................................................................................... 193

6.12 CLOSING THE POLLS AT CAPCOUNTING MUST START IMMEDIATELY ...................... 195

6.13 ADDENDUM 1 - PLANNING BEFORE ELECTION DAY CHECKLIST ..................................... 198

6.14 ADDENDUM 2 - HAVA ID AND OTHER SPECIAL CIRCUMSTANCES .................................. 199

6.15 ADDENDUM 3 HAND COUNTING BALLOTS ..................................................................... 200 6.16 ADDENDUM 4 ALTERNATIVE PROCEDURES FOR PREPARING AB BALLOTS ................. 203

7. ABSENTEE VOTING ....................................................................................................... 214

7.1 IN GENERAL ....................................................................................................................... 214 7.2 ABSENTEE BALLOT READINESS .............................................................................. 215

7.3 VIRGINIA ABSENTEE VOTING REASONS .............................................................. 217

7.4 ABSENTEE APPLICATION TYPES PERMITTED IN VIRGINIA .......................... 218

7.5 VOTING BY MAIL .......................................................................................................... 218

7.6 VOTING ABSENTEE IN-PERSON ............................................................................... 253

7.7 VOTERS IN VERIS WITH A FLAG STATUS MILITARY, OVERSEAS OR

FEDERAL ONLY ..................................................................................................................... 258

7.8 OUTSIDE POLLS/CURBSIDE VOTING AT THE ABSENTEE PRECINCT .......... 262

7.9 LATE VOTER REGISTRATION (AFTER BOOKS CLOSE) .................................... 266

7.10 VOTER NEEDS ASSISTANCE AT THE ABSENTEE PRECINCT ........................... 267

7.11 CHANGE OF ADDRESS SCENARIOS FOR IN-PERSON VOTERS........................ 268

7.12 RECEIPT OF MAILED BALLOTS ............................................................................... 271

7.13 REPLACEMENT BALLOTS ......................................................................................... 272

7.14 PROCESSING BALLOTS BEFORE ELECTION DAY - EXPEDITED ABSENTEE

PROCEDURES ......................................................................................................................... 275

7.15 UOCAVA BALLOTS RETURNED AFTER THE POLLS CLOSE ............................ 276

7.16 SPECIAL BALLOTS ....................................................................................................... 278

7.17 ABSENTEE VOTING REPORTS .................................................................................. 280

7.18 INSPECTION OF ABSENTEE BALLOT APPLICATIONS ...................................... 284

7.19 ABSENTEE BALLOT APPLICATION CHAIN-OF-CUSTODY (TRANSMISSION

OF ORIGINAL APPLICATIONS TO CLERK OF COURT) .............................................. 284

7.20 ABSENTEE DEADLINES ............................................................................................... 284

8. MANAGING SPLIT PRECINCTS .................................................................................. 290

8.1 OVERVIEW ...................................................................................................................... 290

8.2 DEFINING SPLIT PRECINCTS .............................................................................................. 290

8.3 HOW SPLIT PRECINCTS ARE CREATED ............................................................................. 291

8.4 MANAGING SPLIT PRECINCTS IN GENERAL ..................................................................... 291

8.5 A SAMPLE SPLIT PRECINCT ............................................................................................... 292

8.6 IN THE REGISTRAR AND ELECTORAL BOARD OFFICES .................................................... 293

8.7 ORDERING BALLOTS ..........................