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2017 Electronic Registration Information Center (ERIC) Movers Postcards Deadline

Posted in
Priority: 
Timely Attention Required
Date: 
December 15, 2017
To: 
Wisconsin County Clerks
To: 
Wisconsin Municipal Clerks
To: 
City of Milwaukee Election Commission
To: 
Milwaukee County Election Commission
From: 
Michael Haas, Interim Administrator
From: 
Jodi Kitts, WisVote Elections Specialist
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Memo - ERIC Movers Deadline.pdf81.6 KB

Today, December 15, 2017, is the deadline for a voter to respond with a Request for Continuation of Registration for the 2017 ERIC Movers postcards.

After 5 p.m. on Friday, January 5, 2018, Elections Commission technical staff will inactivate the voter records of individuals who did not respond to the notice of suspension of registration sent October 31 – November 6. We chose to inactivate the records after the first of the year because we understand clerks are under time constraints at the end of the year due to other competing priorities. We also wanted to allow time for clerks to review their duplicate Reg List Alerts in WisVote.

The ERIC Movers postcards have driven more than 20,000 voters to the MyVote site to update their registrations. With this volume, it is important for data quality and maintenance of the voter records in WisVote, that clerks review and act upon duplicate Reg List alerts upon prior to the inactivation of these records.

Voters whose status remains “Active Suspended” as of January 5, 2018 will be marked as “Inactive – Moved” in WisVote. It is very important for clerks to record any Continuation of Registration requests in WisVote before January 5, 2018. Clerks should also continue to record postcards that are returned as undeliverable. This will ensure accuracy of the process and that voter registrations are not erroneously inactivated. Many clerks have asked, “Why should I record the undeliverable postcards if the voter records are going to be updated to an inactive status? The simple answer is that recording the undeliverable mailings in WisVote indicates whether a voter did not respond versus if a card was returned undeliverable, which may indicate different circumstances.

If clerks continue to receive responses or postcards after the December 15, 2017 deadline, please handle as follows:

Undeliverables:

  • Clerks can continue to record undeliverable ERIC Movers postcards using the Mailings tile in WisVote.

Continuations:

If you receive a Continuation of Registration request after December 15, 2017, please check the post mark.

  • If a postcard is postmarked on or before December 15, 2017, or if it does not have a postmark, this is considered a valid continuation request. Process in the WisVote Mailings tile as you have been doing.
  • If the post card is postmarked after December 15, 2017, this is not a valid continuation request. The voter must re-register. Commission staff recommends directing the voter to https://MyVote.Wi.gov or mailing the voter an EL-131 registration form.

Because this is the first time the Commission has implemented the ERIC Movers process, please contact us if you have any questions regarding late continuation requests.

Returned postcards should be filed in accordance with standard election document-retention-policies. Any postcard requesting continuation should be attached to the original voter registration forms.

Any returned postcards resulting in the deactivation of a registration should be kept with the original voter registration documents until the expiration of the four-year records retention deadline per Wis. Stat. 7.23(1)(c).

The Commission would like to thank all clerks for their efforts in the process so far. Clerks with questions may contact the Elections Commission Help Desk at (608) 261-2028, or at Elections@wi.gov