111-19-07 Processing voter registration applications received from the secretary of state electronically and from designated agencies, other registration agencies and deputy registrars of motor vehicles, by boards of elections.

(A) When a board of elections receives by electronic means from the secretary of state a new or updated voter registration that has been received by the secretary from a designated agency, other registration agency, or deputy registrar of motor vehicles, the board shall maintain the electronic transmission in a separate file or enter it in its database as a pending status until it compares the electronic record received from the secretary of state with the voter registration application form received from the designated agency, other registration agency, or deputy registrar of the bureau of motor vehicles and verifies, as required by federal and state law, the qualifications of a new registrant or an elector who has applied for a change of name or residence for which there is a voter registration application form, before the voter registration application is added to the statewide voter registration database.

(B) The board of elections shall review and maintain completed voter registration application forms that are transmitted to the board of elections, as required under section 3503.10 or 3503.11 of the Revised Code.

(C) If the board of elections does not receive an original completed new voter registration application within ten days after the board of elections received the electronic transmission of that new voter registration application from the secretary of state, the board of elections shall contact the designated agency, other registration agency, or deputy registrar of motor vehicles to determine whether the original completed new voter registration application has been transmitted. If no original completed new voter registration application form is received for a new voter registration application within twenty days after the board of elections received the electronic transmission of the new voter registration application from the secretary of state, the board of elections shall send to the elector a new voter registration application form to complete and return to the board of elections in order to obtain the elector's original signature. If the original signature is received after the deadline to register for a particular election but more than fourteen days before the election, the elector shall be entitled to vote at that election. Nothing in this rule causes a new voter registration application to permit an individual to be registered to vote without an original signature being supplied to the board of elections.

(D) In the case of voter registration applications where the elector has updated his or her name or residence address and where no original voter registration application form is required by law, the board shall include an identifier for such voter registration application that represents the status that no original voter registration application form was required or supplied by the designated agency, other registration agency, or deputy registrar of motor vehicles, and that the elector's information was verified by the agency or deputy registrar and by the secretary of state, as required by law.

(E) When a board of elections receives an electronic transmission of a voter registration application from the secretary of state that has been received by the secretary from a designated agency, other registration agency, or deputy registrar of motor vehicles, the board of elections shall retain the secretary's source identifier for the voter registration application and the unique identifier supplied by the designated agency, other registration agency, or deputy registrar of motor vehicles for the voter registration application. The unique identifier supplied by the designated agency, other registration agency, or deputy registrar of motor vehicles shall be used by the board of elections to match the electronic data to original voter registration application forms for purposes of comparison and verification and to qualify the voter registration data to be entered into the statewide voter registration database. The board of elections shall not cause the source identifier to appear on the original voter registration application form and shall redact the unique identifier to be redacted from public view of a voter registration application form.

Effective: 01/07/2011
R.C. 119.032 review dates: 07/15/2015
Promulgated Under: 119.03
Statutory Authority: 3503.09 , 3501.05
Rule Amplifies: RC 3503.09 , 3503.10 , 3503.11