QVF Refresh Chapter 3

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QVF Refresh Chapter 3

QVF Inbox

QVF Help Desk 4/30/2020

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Voter notifications make up the bulk of your Inbox and indicate changes made to your voters that require some additional processing. The Requests group includes the list of requests from your jurisdiction to either merge voter records, delete records with mistakes, or change the Street Index and that status of that request.

Note: Occasionally, there may be critical communications from BOE of an urgent nature. Your use of the QVF will be locked until such notifications have been marked “Read” as detailed below.

General Notifications

The BOE will send messages and reminders to the General category of the Inbox. When items have not yet been opened, they will appear as “New”.

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Voter Notifications

The voter notifications indicate changes that have already been made to voter records and the clerk’s office has a responsibility to follow-up on those changes accordingly depending on the type of change. This usually involves printing or updating master cards, sending voter id cards, or moving master cards to a cancellation file for 5 years.

Keep in mind that some voter registration transactions are paperless; therefore, the QVF Inbox is the only way you will receive notice of the changes. However, some transactions such as new voter registrations require the voter to provide information like a citizenship affirmation or signature on paper. It is your responsibility to first make sure that the application is acceptable before processing the electronic notification of the application in the Inbox.

It is also important to remember that Voter Notifications must be processed in a timely manner. Voter’s who have registered or moved should be sent an ID card within two to three weeks of their application being received.

Here is a table to help to help you manage your Inbox and navigate which types of voters (new or moving) require paperwork or status changes if the paperwork is insufficient in some way. For more details on how to process

applications and determine if an application is insufficient, please refer to QVF Refresh Ch. 4 or the Election Officials’

Manual Ch. 2.

Filters

At the top of the Voter Inbox, you can filter notifications by type, school district, effective dates, and choose to show messages already closed or hide the notifications of changes made by you. The Type menu lets you choose to show all transactions, only show voters with single changes, only show voters with multiple changes. Closed messages are still accessible for 30 days after being closed.

Paper Application Received No Paper Application Received New Registration Existing Voter

(Moving within MI)

New Registration Existing Voter (Moving within MI) No

Signature on

Application

Reject – No Signature

Digitized Sig. = Active

Verify – Sign Registration Card

Digitized Sig. = Active No Digitized. Sig. =

Verify – Sign Registration Card

No Digitized Sig. = Verify – Sign Registration Card

Citizenship box

unchecked

Challenge - Citizenship – Confirm

Challenge - Citizenship

– Confirm Verify – Citizenship Active

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The column header filter is automatically enabled to make filtering and searching for certain types of notifications easier for you. Like the grids throughout the QVF, you can filter the notifications in a variety of ways and sort the notifications to efficiently process similar notifications in groups.

Action/Type

The Action/Type column contains a description of what happened to the QVF record. The Action description may contain any of the following details:

Changed Address To: an existing voter from your jurisdiction moved to a different address within your jurisdiction.

Send a voter id card and update their master card.

Moved From: an existing voter has moved into your jurisdiction. Once all requirements of the application have been met (citizenship, signature, age, valid address) send a voter id card and create a master card for your office.

Moved To New Jurisdiction: the voter has moved out of your jurisdiction and registered elsewhere in Michigan.

Update the master card and retain it for 5 years in your cancellation files.

Name Change: the voter’s name has been updated in QVF. Update the master card and send a new voter id card.

Note: Name changes for a voter with a Michigan driver’s license or personal id must be processed at a Secretary of State Branch office before name changes can be applied to QVF.

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Status Changed To: indicates the voter’s status was changed. Note the new status on the voter’s master card and if necessary, re-file the card according to the new status, such as if the voter has been cancelled.

Status Changed to Cancel – NVRA: The voter was on the cancellation countdown through two Federal Elections without verifying their residential address and has been cancelled. Update the master card and retain it for 5 years in your cancellation files.

Street Information Updated by State: Updates were made to the QVF Street Index affecting the voter’s address, precinct, or associated districts. Send a new id card and either update the master card or make a new one.

Voter Information Updated with Data from the DLN: a voter’s personally identifying information was updated by a transaction at a SOS Branch office. These are typically changes to a name, gender, or date of birth. Update the master card and send a new voter id card.

Voter Issued New Ballot: The voter has moved out of your jurisdiction and has been issued a ballot in their new jurisdiction.

Source

In the voter notification grid, the Source column contains information on the operator that entered the new information such as user, branch office, or automatic server process.

If you do not wish to see the transactions or changes that you entered, check the “Hide Own Transactions” box to omit your changes from view.

Types of sources may include:

• DLTOQVF: indicates a server process which updated the record in QVF to match the information associated to the driver license or state id. In most cases this will indicate the code for the branch office where the voter went to make the changes such as “DLtoQVF@228” or “Capital Area SuperCenter Branch”.

• DLTOQVF@830: indicates that changes to the voter’s driver license or state id were made online through ExpressSOS.com. You will not receive any paperwork for these transactions.

• QVF Users: when a QVF user makes a change to a record, the source will include their username and their jurisdiction code. Changes made by Bureau of Elections staff will show as username@0.

• MVIC: Voters registering or changing their address using our Online Voter Registration system will appear in the Inbox with the source of “MVIC”.

• Rockthevote: When a person registers using a 3^rd party voter registration organization of Rock the Vote, “RocktheVote” appears as the source.

Edit

Click the Edit button to leave the Inbox and open the voter’s full record. When a checkmark appears on the Edit button, a digitized signature transmitted from the Secretary of State is available in QVF and will display below the list of voter notifications in the Inbox.

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Response: New vs. Closed

Notifications will come into the Inbox as New. Once the follow-up action is complete and you no longer need to see the notification you should close the notification. Items can be closed by selecting one or more notifications (such as with the “Select All” button) and clicking “Set To Closed”. This is particularly helpful when using the filter options and processing the Inbox in batches. Or an individual item can be closed by clicking the response button.

Closed items will not automatically appear in the Inbox but will still be available for 30 days to restore by making as “New”.

Click the “Show Closed Message”

box to see only the Closed notifications and the Closed date.

Printing ID & Master Cards

Voter ID cards and Master cards can be generated from the QVF Inbox individually or for multiple voters at once.

They can also be printed immediately or sent to the Print Queue to print later.

1. Select one or more voters by checking the selection box or using the “Select All” button 2. Click the Master Card or ID Card button

3. Review that the print option on the next window reflects the correct stock you are using. Change it if necessary (QVF-Printed Front or Pre-Printed Form)

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Note: The icon for printing may vary depending on the default pdf viewer or your version of Adobe.

Printing an Inbox List

To print a customized list of Voter Inbox notifications, use the filter options from the grid to isolate the items you are interested in printing a list of. Click the Inbox List button to generate a pdf file of the information that can be opened or saved. This file can also be generated as a CSV file instead, simply click the arrow on the button to specify the alternative format.

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Request Notifications

When requests are submitted to merge duplicate records, delete records with mistakes, or update the Street Index the status of those requests can be monitored from this portion of your Inbox. The status of the request is listed in the Action column.

Click the Edit button to view the details of the request.

QVF Refresh Chapter 3