**Voter registration must be offered every time a client has a qualifying event**

 **Voter registration must be offered no matter the amount of time that has passed since the last qualifying event. **

What are qualifying events?

Qualifying events include:

• Applying for new AFS benefits or a SNAP certification renewal not initiated through OKDHSLive!
• A mid-certification renewal or an annual renewal not initiated through OKDHSLive!
  • This includes re-opens after a “36S” closure
• When the client reports an address or name change

Examples:

1. A client calls her worker to report an address change. Voter registration is offered as an address change is considered a qualifying event.
2. A client visits the office to apply for TANF benefits. Voter registration is offered as an application for new benefits is considered a qualifying event.
3. A client applies for SNAP on May 9^th and voter registration is offered. The same client returns to the office on May 27^th to apply for Child Care. Voter registration must be offered again as both instances are qualifying events (Application for new benefits)
4. A client applies for SNAP on the morning of July 10^th and voter registration is offered. The same client calls later that day and reports that he has a new address to report. Another offer of voter registration is required as an address change is considered a qualifying event.

Additional FAQs:

How does the worker know if someone already recorded a voter registration offer for a qualifying event?

When someone records a voter registration offer in FACS or OKDHSLive!, the system enters a case note that says “Voter registration statement completed.”

Is it okay to record a voter registration offer more than once for the same qualifying event?

No, DHS is responsible for accurately tracking voter registration offers and responses. Staff should not knowingly record a voter registration offer more than once. Staff should check to see if a case note was entered for the qualifying event before offering voter registration services again.

When the client reports a name change, should staff wait to offer voter registration services until after the client verifies the name change?

No. If you talk to the client about a name change, you should make the voter registration offer and record the response at that time. The State Election Board is responsible for verifying the change for voter registration purposes.

You are responsible for verifying a name change before changing the name on the DHS case record. When the client provides proof of the name change and you are ready to change the case name, choose “application, renewal, or address change, but the voter registration has already been recorded for this action on the Voter Registration Request dialogue box.

A client signed Form 08MP007E, Voter Registration Statement, but could not stay to complete interview. Do I need to address voter registration at the time of the interview?

No. While the interview is a qualifying event, we have already addressed voter registration with the form.

Is it considered a qualifying event when I transfer benefits to another case record such as when an Aid to the Disabled case transfers to an Aid to the Aged case?

Unless you are completing an application or renewal at the same time, this is not considered a qualifying event. When the Voter Registration Request dialogue box appears, check “Other”.

If I am completing two renewals at the same time, such as when a TANF renewal and companion Aid to the Disabled renewal are both due, should I check Yes on both cases and mail the client two Voter Registration Applications?

They are both qualifying events but we do not want to give or mail the client two Voter Registration Applications. The worker should choose “mid-certification or annual renewal not completed through OKDHSLive!” on the primary case containing the adult and “application, renewal, or address change, but the voter registration process has already been recorded for the action on the other case.