Each CAO must:
Display a current voter registration poster.
Keep a supply of Voter Registration Application forms (DSBE 600) and return envelopes in the reception area.
Post a sign in the reception area to show where the Voter Registration Application forms are kept.
Each CAO must have a plan to make sure staff offers a Voter Registration Application form, even if the person is not applying for benefits, and provide help with the form if clients need it. Multiple forms only need to be provided when the client requests multiple forms.
The CAO must not:
Make any statement or take any action that makes applicants think their decision to register or not has any effect on the availability of services or benefits.
Try to influence a client’s party preference or party registration.
Show any political preference or party allegiance.
Make any statement or take any action that discourages the applicant from registering to vote.
Use any information about a decision not to register to vote for any purpose other than voter registration.
The CAO must forward to the OIM Coordinator any complaints made by the public regarding the provision of voter registration services.
When a client comes into the CAO to report a change of address, receptionists will ask the client to fill out the Preference form (Voter Registration Questions form) (PA 1656) if the change of address is not reported on a Food Stamp Program Change Report (PA 239SP) or any benefits application or form with a Voter Registration block.
If the client checks “Yes” on the form or leaves the answer blank, the receptionist should give the client a Voter Registration Cover Letter (CM 506) and a Voter Registration Application form (DSBE 600) and ask him or her to fill out the form.
If the client refuses to mark any boxes or otherwise complete the PA 1656, the receptionist must provide the client with a CM 506 and a DSBE 600 The receptionist must note on the PA 1656 the client’s name and address and that the client was given a DSBE 600
The receptionist should give completed DSBE 600 forms to the office liaison. A completed PA 1656 should be retained in the case record for 24 months.
Caseworkers must offer voter registration services at application or redetermination, including any home visits used for these purposes, or when a change of address is reported. Voter registration service also applies to information reported over the telephone or via computer (COMPASS application or redetermination). In addition, voter registration services must be offered with a Food Stamp Program Change Report (PA 239SP) and any other application or form with a Voter Registration block. The decision whether to register to vote is captured on the voter registration section of application, renewal and SAR forms. It is also captured on the COMPASS Individual Details screen and may be captured on a Preference form (Voter Registration Questions form (PA 1656).
The caseworker must check the voter registration section of application, renewal and SAR forms. Complete the “County Assistance Office Staff will complete this box based upon your response above” block. The caseworker must check the Summary screen for COMPASS transactions.
NOTE: If the Voter Registration section does not appear on a COMPASS summary screen, the casework will consider the answer to have been left “blank”.
If the person wants to register to vote or leaves the answer blank, the caseworker must give/mail the person a CM 506 and a DSBE 600 and tell the person to complete the form in blue or black ink.
Enter the correct voter registration code in the Individual Non-Financial Demographics screen in eCIS, according to the Voter Registration Code Table (TVRT).
1- Yes, form given to client.
2- Yes, CAO transmitted form.
3- Declined, not interested.
5- Not a U.S. citizen.
6- Declined, already registered.
8- Form mailed to client.
Caseworkers must provide the client with a CM 506 and a DSBE 600 if the client answers either "Yes" to the voter registration question or leaves the answer blank.
Answering the voter registration question is optional for the client. The CAO cannot require the client to complete the Voter Registration Questions form (PA 1656) in order for the CAO to avoid sending the CM 506 and the DSBE 600
Example: Ms. Greene submits an Application for Benefits (PA 600) for Supplemental Nutrition Assistance Program (SNAP) benefits. She has left the voter registration questions unanswered on her application. During her phone interview, the caseworker asks her whether she would like to register to vote.
Whether Ms. Greene says "yes", "no" or tells the caseworker that she does not want to answer the questions, the caseworker will send Ms. Greene a CM 506 and a DSBE 600, since Ms. Greene left the voter registration questions on her Application for Benefits unanswered. The caseworker does not send a PA 1656, since Ms. Greene already received the voter registration questions as part of her Application for Benefits.
For completed DSBE 600 forms the case worker must:
Review the completed DSBE 600, including the signature and the date.
Give the complete DSBE 600 to the CAO liaison.
When a client reports a change of address that is not in response to a question on the SAR or renewal form, the caseworker should, if possible:
Ask the client if he/she would like to register to vote at the new address.
Remind the person that if he/she is currently registered to vote, a new registration form with the new address may need to be filled out.
If the client:
Wants to register to vote or change his/her voter registration address, the CAO will mail or give the client the PA 1656, CM 506 and the DSBE 600 Follow the process above for completed forms.
Does not want to register to vote or change his/her voter registration address, the CAO will mail or give the client the PA 1656.
NOTE: If the CAO mails the PA 1656 and the client does not return the PA 1656, the CAO is not required to take further action regarding voter registration for that transaction.
Refuses to mark any boxes or otherwise complete the PA 1656 or returns the PA 1656 without marking any boxes, the caseworker must provide the client with a CM 506 and a DSBE 600,. The caseworker must note the client’s name and address on the PA 1656 and note on the PA 1656 and in case comments that the client was provided a DSBE 600.
If the address change is reported with no direct contact with CAO staff, mail the PA 1656 (if the change of address is not reported on a form with a Voter Registration block) to the client .
NOTE: If the CAO mails the PA 1656 and the client does not return the PA 1656, the CAO is not required to take further action regarding voter registration for that transaction.
Any decisions or actions taken by the CAO relating to voter registration should be noted in the case file.
When asked, CAO staff should help clients complete the DSBE 600. If you assist an individual in completing the form, enter DPW's agency code (available from your Voter Registration Site Coordinator) in box 10. Indicate on the Preference form (Voter Registration Questions form ( PA 1656) that you assisted in the completion of the DSBE 600.
Reissued November 1, 2012, replacing August 10, 2012