National Voter Registration Act (NVRA): Recording Responses in FACS

AFS staff must record the client’s responses to the voter preference question in FACS by selecting the appropriate answer(s) for the Voter Registration Dialogue box.

The computer system will then keep track of qualifying events and client responses and automatically record a case note.

OKDHSLive! includes a voter registration screen where the client must answer the voter preference question before he or she can submit a renewal or application.

To record the offer to the voter registration preference question open a case in FACS. A dialogue box titled “Voter Registration Request” will appear.

Select the type of action you are taking on the case.

Your choices are:

  • ADDRESS OR NAME CHANGE
  • APPLICATION OR SNAP CERTIFICATION RENEWAL (NOT INITIATED THROUGH OKDHSLIVE).
  • MID-CERTIFICATION OR ANNUAL RENEWAL (NOT INITIATED THROUGH OKDHSLIVE), INCLUDES RE-OPENS AFTER A 36S CLOSURE
  • APPLICATION, RENEWAL, OR ADDRESS CHANGE, BUT VOTER REGISTRATION PROCESS ALREADY RECORDED FOR THIS ACTION
  • OTHER

If you check “APPLICATION, RENEWAL, OR ADDRESS CHANGE, BUT VOTER REGISTRATION PROCESS ALREADY RECORDED FOR THIS ACTION” you are indicating that voter registration services were offered and the client’s response was already recorded for this qualifying event.

If you check “OTHER” you are indicating that a qualifying event has not occurred.

If you check “ADDRESS OF NAME CHANGE” the system will automatically record a “YES” response and a Voter Registration Application will be mailed.

If you check “APPLICATION OR SNAP CERTIFICATION RENEWAL (NOT INITIATED THROUGH OKDHSLIVE)” or “MID-CERTIFICATION OR ANNUAL RENEWALS (NOT INITIATED THROUGH OKDHSLIVE), INCLUDES RE-OPENS AFTER A ‘36S’ CLOSURE” a new Voter Registration Request dialogue box will appear.

You can read the summary at the top of the screen or click on the Voter Registration Statement hyperlink and summarize the form for the client. It is important to remember that during a face-to-face encounter, the client must be given a Voter Registration Statement to read during your explanation.

Anytime the voter registration offer is made by phone, workers are to summarize this information and present it to the client, much like the Rights and Responsibilities are presented.

You must record the client’s response before you are able to access other FACS tabs and fields.

Possible responses include:

  • YES (A Voter Registration Application WILL BE MAILED).
  • YES, A Voter Registration Application WAS PROVIDED IN PERSON. (NO Voter Registration Application WILL BE MAILED).
  • NO (NO Voter Registration Application WILL BE MAILED).
  • I DO NOT WANT TO ANSWER THE QUESTION. (A Voter Registration Application WILL BE MAILED).

┬áIf the client wants to register to vote and complete a Voter Registration Application during an in-person contact, DHS staff should give the client a Voter Registration Application and check the second “YES” option.

**Do not check NO (NO Voter Registration Application WILL BE MAILED), unless the client checked NO to the voter registration preference question:

  • On the Responsibilities and Signature for Benefits portion of the application or renewal and signed the form, or
  • On the Voter Registration Statement and signed the form, or
  • On the LIHEAP application and signed the form

When the client verbally tells you he or she does not want to register to vote but does not check No and sign the Rights, Responsibilities and Signature for Benefits form, or the Voter Registration Statement, or the LIHEAP application, you must still either give or mail a Voter Registration Application to the client.

You should explain that federal voter registration regulations require DHS staff to give or mail a Voter Registration Application to the client unless he or she checks NO to the voter registration preference question on one of the three previous forms listed and signs the applicable form.

If the client does not choose to do this, you would check either:

  • YES (A Voter Registration Application WILL BE MAILED) or
  • YES, A Voter Registration Application WAS PROVIDED IN PERSON (NO Voter Registration Application WILL BE MAILED), or
  • I DO NOT WANT TO ANSWER THE QUESTION. (A Voter Registration Application WILL BE MAILED)

FACS will automatically create a case note documenting the date voter registration services were offered. The case note will read:

“VOTER REGISTRATION STATEMENT COMPLETED.”

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