Library: Policy
340:65-11-3. Voter registration services
Revised 9-15-22
(a) Voter registration offer. Oklahoma Human Services (OKDHS) Adult and Family Services (AFS) staff is federally mandated to offer voter registration services to applicants and recipients for qualifying events included in (1) through (3) of this subsection. Qualifying events include when persons: • 1
(1) apply for AFS benefits, such as Child Care Subsidy, Low Income Home Energy Assistance Program, SoonerCare (Medicaid), State Supplemental Payment, Supplemental Nutrition Assistance Program (SNAP), and Temporary Assistance for Needy Families;
(2) complete a mid-certification benefit renewal, annual benefit renewal, or SNAP certification renewal; or
(3) report an address or name change. • 2
(b) Voter registration forms. Voter registration forms include Form 08MP007E, Voter Registration Statement, and the Oklahoma State Election Board's, Oklahoma Voter Registration Application. • 3
(1) The applicant, recipient, or the worker records the applicant's or recipient's decision to apply or decline to register to vote. • 4
(2) When the applicant or recipient wants to apply to register to vote or does not want to answer the question: "If you are not registered to vote where you live now, would you like to apply to register to vote here today?" on Form 08MP007E, Voter Registration Statement, AFS staff gives or mails the Oklahoma Voter Registration Application to the applicant or recipient.
(3) When the applicant or recipient declines to apply to register to vote in writing, AFS staff does not give or mail an Oklahoma Voter Registration Application to the applicant or recipient. • 5
(c) Assistance completing the Oklahoma Voter Registration Application. AFS staff offers the same degree of assistance to applicants and recipients completing the Oklahoma Voter Registration Application as staff provides when completing an AFS application and renewal. • 6
(d) Confidentiality. AFS staff keeps the applicant's or recipient's decision to register or not to register to vote and all voter registration materials confidential.
(e) Prohibitions. AFS staff must not:
(1) seek to influence an applicant’s or recipient's political preference or party registration;
(2) display political preference or party allegiance;
(3) make statements or take action that has the purpose or effect of discouraging the applicant or recipient from registering to vote; or
(4) make statements or take action that has the purpose or effect of leading the applicant or recipient to believe that a decision to apply to register or a decision not to register to vote has any bearing on service or benefit availability.
(f) Record retention. AFS staff images and files a completed Form 08MP007E in the applicant's or recipient's case record. Completed Form 08MP007Es are retained until the case record is destroyed, per Oklahoma Administrative Code 340:65-1-5.
(g) Training. AFS staff are required to view voter registration training within 30 calendar days of their enter on duty date and annually thereafter. • 7
(h) Voter registration site coordinators. Each county director and field manager is responsible for assigning voter registration site coordinators for the counties they manage. Site coordinator duties include:
(1) maintaining a sufficient supply of Oklahoma Voter Registration Application forms; • 3
(2) compiling completed and partially completed Oklahoma Voter Registration Application forms daily and mailing them to the Oklahoma State Election Board at the close of each business week in the preaddressed, prepaid, postage envelopes the Oklahoma State Election Board provides; • 8
(3) maintaining a weekly count of Oklahoma Voter Registration Application forms mailed to the Oklahoma State Election Board and sending a monthly total to the AFS regional office.
(4) being the contact person for applicants, recipients, the public, or staff inquiries regarding the voter registration process for the counties they serve; • 9
(5) maintaining all voter registration posters as required;
(6) monitoring staff compliance with standard voter registration procedures included in this Section; • 10 and
(7) monitoring the staff’s completion of annual voter registration training. • 7
(i) Data collection. OKDHS produces a statewide monthly report regarding voter registration activity based on weekly data collection. • 11
INSTRUCTIONS TO STAFF
Revised 9-15-22
1. (a) For example, when a person applies for Supplemental Nutrition Assistance Program (SNAP) food benefits on the 10th of the month and applies for Child Care Subsidy benefits on the 20th of the same month, the worker offers voter registration services at each application.
(b) Whichever Adult and Family Services (AFS) staff interacts with the client is the person that must make the voter registration offer. For example, when the client drops off a renewal without staying to see a worker or calls to report an address change, the receptionist or other support personnel makes the voter registration offer. Refer to the Quest article "Voter Registration Offer" for frequently asked questions.
(c) An authorized representative, guardian, family member, or other person acting on the client's behalf cannot agree or decline voter registration services for the client. When someone acting on the client's behalf applies or renews benefits or reports an address change, AFS staff offers voter registration services to that person.
(1) For example, when Jane Smith renews benefits for her grandmother, AFS staff offers voter registration services to Jane Smith for Jane Smith, not for her grandmother.
(2) When AFS staff does not make the voter registration offer in person, the voter registration application is mailed to the case mailing address.
(d) AFS staff is required to offer and record the answer to the voter preference question only to the person completing the application, renewal, or address or name change. When other household members are present during an interview, the worker offers each of them an Oklahoma Voter Registration Application, but does not record their responses in Family Assistance/Client Services (FACS).
(e) The AFS worker documents the client's response to the voter preference question in the FACS voter registration request dialogue box.
(1) When the worker opens a case in FACS, a Voter Registration Request dialogue box appears prompting the worker to select the action taken for this case. Action types include:
(A) address or name change;
(B) application or SNAP certification renewal, (not initiated through OKDHSLive);
(C) mid-certification or annual renewals, (not initiated through OKDHSLive) includes re-opens after a 36S closure;
(D) application, renewal, or address or name change, but voter registration process already recorded for this action; and
(E) other.
(2) When the worker chooses (e)(1)(B) or (C) of this Instruction, the second Voter Registration Request dialogue box appears. The worker records the client's response to the voter preference question before the worker is able to access other FACS tabs and fields. Possible responses include:
(A) Yes (a voter registration application will be mailed);
(B) Yes a voter registration application was provided in person, (no voter registration application will be mailed);
(C) No (no voter registration application will be mailed); and
(D) I do not want to answer the question, (a voter registration application will be mailed).
(3) When the worker chooses (e)(1)(A) of this Instruction, the second dialogue box does not appear. The system records a Yes (a voter registration application will be mailed).
(4) Every time FACS or OKDHSLive collects a response, the system creates a Case Info type case note that reads, "Voter registration statement completed."
(f) Before submitting an application or renewal through OKDHSLive, the client must answer the voter preference question, "If you are not registered to vote where you live now, would you like to apply to register to vote here today?" In addition to the question, the OKDHSLive Voter Registration screen includes a summarized version of Form 08MP007E, Voter Registration Statement, and a hyperlink to the Voter Registration Application. The client may download or print the Voter Registration Application.
(1) Possible responses to the voter preference question include:
(A) yes, please mail a voter registration application to the case mailing address; or
(B) no.
(2) The system creates a FACS case note that reads, "Voter registration statement completed."
(g) When Oklahoma Human Services (OKDHS) mails an Oklahoma Voter Registration Application to a client, the system attaches a cover sheet explaining why it was mailed, a summary of the information contained on Form 08MP007E, and includes 1-877-653-4798 as the phone number to call for assistance.
2. (a) The client may report address or name changes in person, by phone, email, or mail.
(1) When the worker opens a case in FACS and chooses 'address or name change' to the first Voter Registration Request dialogue box, a Voter Registration Application is automatically mailed to the client.
(2) When the worker or reception staff speaks to the client about the address or name change, staff explains that OKDHS is required to offer voter registration services for this type of change and will mail the client a Voter Registration Application and cover sheet explaining the offer. The cover sheet explains voter registration services and includes a phone number the person may call for help.
(b) Per Oklahoma Administrative Code 340:65-5-1 Instruction to Staff 4(d), the worker does not change a person's name on the system until the client provides a Social Security card showing the new name; however, the worker does not need proof of the name change before offering voter registration services.
3. (a) When the client completes Form 08MP007E, AFS staff images and files the form in the case record.
(b) The OKDHS-identified Oklahoma Voter Registration Application is hyperlinked in the Quest article "National Voter Registration Act (NVRA):Voter Registration Application."
(c) Voter registration site coordinators are responsible for keeping a sufficient number of Form 08MP007Es and Oklahoma Voter Registration Applications in the reception area for county staff use. OKDHS Mail Center staff prints and mails the Voter Registration Applications and cover sheets when the worker chooses Yes, (a voter registration application will be mailed).
(d) When the client completes or partially completes an Oklahoma Voter Registration Application form in the office, AFS staff:
(1) dates and location stamps the application; and
(2) gives it to the voter registration site coordinator on the same day to mail.
4. (a) The worker documents all voter registration offers and responses in the FACS Voter Registration Request dialogue box or OKDHSLive tracks the offer. Refer to Quest article "Recording Responses in FACS." When the client completes Form 08MP007E, AFS staff images and files it in the case record and records the offer and response in FACS.
(1) The AFS staff making the voter registration offer explains Form 08MP007E voter registration information to the client.
(A) When AFS staff makes the offer in person, staff gives Form 08MP007E to the client to read.
(i) When the client chooses to apply to register to vote or declines to answer the question, AFS staff gives the client the Oklahoma Voter Registration Application and offers assistance to complete the form.
(ii) When the client declines to register, the declination must be in writing. The worker asks the client to check No, and sign Form 08MP007E. When the client does not check No and does not sign the form, the worker must give the client a Voter Registration Application. When the client refuses to take the Voter Registration Application, AFS staff checks Yes, (a voter registration application will be mailed).
(B) When AFS staff interviews the client by phone, he or she explains that OKDHS is required to offer voter registration services and the client will receive an Oklahoma Voter Registration Application and cover sheet in the mail. The cover sheet includes a telephone number the applicant or recipient may call to receive help in completing the application form.
(2) When the client submits an application, benefit renewal, or SNAP certification renewal through okdhslive.org, the client must answer the voter preference question before submitting the application or renewal. In addition to the voter preference question, the OKDHSLive Voter Registration screen includes a summarized version of Form 08MP007E and a hyperlink to the Voter Registration Application. When the client electronically signs the application or renewal, he or she also accepts or declines voter registration services.
(3) When the worker emails the client regarding an address change, the worker explains that an Oklahoma Voter Registration Application and cover sheet will be mailed.
5. (a) In writing means the client checked No to the voter preference question and signed:
(1) Form 08MP007E;
(2) Form 08MP003E, Rights, Responsibilities, and Signature for Benefits;
(3) Form 08LH002E, Low Income Home Energy Assistance Program (LIHEAP) Walk-In Application; or
(4) the application or renewal electronically in OKDHSLive.
(b) When the client does not sign one of these forms during the face-to-face contact or prior to a phone contact, the worker checks:
(1) Yes, (a voter registration application will be mailed); or
(2) Yes, (a voter registration application was provided in person).
(c) The client must check Yes or No to the voter preference question before submitting an application or renewal through OKDHSLive.
6. (a) When AFS staff makes the voter registration offer in person, AFS staff gives the client the Oklahoma Voter Registration Application form and offers assistance to complete the application. The worker informs the client that he or she may complete the form in private or take it home to complete.
(1) When the client requests assistance completing the application, AFS staff assists to the degree requested. This may include reading the instructions and questions to the client, answering the client's questions, or completing the form for the client. AFS staff is prohibited from giving advice on which political party to choose or deciding if the client is eligible to vote.
(2) When the client chooses to complete the Oklahoma Voter Registration Application in the OKDHS office, AFS staff reviews it for completeness and points out any missing information. When the client does not list a street or 911 address on the Voter Registration Application, AFS staff checks to be sure the client listed driving directions to his or her home. AFS staff informs the client the completed Voter Registration Application will be mailed to the Oklahoma State Election Board.
(3) When the client elects to complete the Oklahoma Voter Registration Application at home, AFS staff is not responsible to track completion.
(b) When OKDHS makes the voter registration offer by phone, email, or through OKDHSLive, the OKDHS Mail Center staff prints and mails the Oklahoma Voter Registration Application and cover sheet to the client. The cover sheet includes a phone number the client may call to obtain assistance completing the application.
7. AFS staff must complete voter registration training once per calendar year. Refer to the Quest article "Voter Registration Annual Training" for information regarding how to access the training in the Learning Management System. An attendance record is kept of annual voter registration training and voter registration site coordinators are responsible for monitoring training completion by AFS staff.
8. (a) The close of the business week is every Friday or the last business day of the week when the office is not open on Friday.
(1) Voter registration closes 24-calendar days before an election.
(2) During this time period, voter registration site coordinators mail completed Oklahoma Voter Registration Applications to the Oklahoma State Election Board more frequently to ensure applications are postmarked prior to the final registration date.
(3) AFS administration sends alerts to voter registration site coordinators and county directors to identify these time periods.
(b) Voter registration site coordinators offer preaddressed and prepaid postage Oklahoma State Election Board envelopes from the OKDHS Supply Warehouse.
9. When voter registration site coordinators receive complaints related to the National Voter Registration Act (NVRA), they consult with the appropriate county director and take appropriate remedial actions. Voter registration site coordinators are responsible for tracking and reporting complaints and the remedial measures taken to the AFS Operations deputy director. The AFS deputy director reports this information to the OKDHS NVRA coordinator.
10. (a) Monitoring compliance includes:
(1) talking to staff;
(2) observing procedures at the reception window and interview rooms to ensure staff are making voter registration offers, providing clients with voter registration applications, and offering equal assistance in completing voter registration applications as staff offer in completing benefit applications and renewals; and
(3) ensuring all AFS staff complete annual NVRA training and that new employees complete training within 30-calendar days of their enter-on-duty date.
(b) When voter registration site coordinators determine that a client was not offered voter registration services for a qualifying event, they ensure that an Oklahoma Voter Registration Application is mailed to the client within five-calendar days of the determination by recording a "Yes, (a voter registration application will be mailed)" in the FACS Voter Registration Request dialogue box of the client's case.
11. Information compiled in the report is collected from staff entries in the FACS voter registration dialogue box, client responses to the voter preference question on OKDHSLive, and information compiled by voter registration site coordinators.
