New York Regulations § 6213.5 Duties of the State Board of Elections

Regulation Text

(a)

(1) The State Board of Elections shall develop a voter registration form for use by the designated voter registration agencies. The form shall be designed to prevent the disclosure of the agency where an applicant completed the registration form and shall meet all the requirements of State and Federal law.

(2) The State Board shall assign an identification code to every agency site participating in the program. Sites shall be designated by program and State agency sub-contractors who receive State funding from agencies providing services to persons with disabilities shall receive separate site codes. The State Board shall retain the only list of said identification codes.

(3) The State Board shall provide sufficient copies of the registration form to all participating agencies for use in the agency assisted voter registration program.

(b) The State Board shall consult with the Department of Motor Vehicles on the design of a voter registration form for use by the department in its voter registration program. The form shall meet all requirements of State and Federal law.

(c)

(1) The State Board of Elections shall develop a transmittal document to accompany the transmittal of completed registration applications from agencies to local boards. Local boards will be required to forward copies of these documents to the State Board. The transmittal document shall serve as the basic source of statistical information required from the State by the Federal Elections Commission rules and regulations.

(2) The transmittal document shall be an NCR form in triplicate. It shall require the following information:

(i) to be provided by each transmitting agency:

(a) site code;

(b) date of transmittal;

(d) number of declinations because already registered;

(e) number of declinations with no explanation;

(f) number of persons who requested and received a mail registration form; and

(g) total number of transmittals to date;

(ii) to be provided by each local board of elections:

(a) number of new registrations contained in the batch;

(b) number of address changes contained in the batch;

(d) number of name changes contained in the batch;

(e) number of duplicate registrations contained in the batch;

(f) number of incomplete forms contained in the batch; and

(g) any problems encountered with the particular agency site.

(3) The State Board shall compile the statistics contained in the transmittal documents as they are received from the local boards of elections. The State Board of Elections may request that each participating agency submit data on the volume of transactions processed by each agency for comparison to transmittal statistics. The State Board will regularly monitor such information, to assess compliance, and shall make inquiries and recommendations based on such assessment. This information shall be forwarded to the Federal Election Commission, the Governor and State Legislature annually. The information shall be available upon request to the public.

(d) The State Board shall transmit to the appropriate local board all Federal voter registration forms received at the State Board. All such forms received on the 20th day before an election shall be time stamped at the State Board and then forwarded by overnight mail to the appropriate board for processing.

(e) At least quarterly, the State Board shall transmit to the appropriate local board of elections:

(1) all notices from Federal and State courts of felony convictions and prison sentences;

(2) all notices from courts that an individual has been adjudicated incompetent;

(3) the names of persons for whom death certificates have been filed with the Department of Health.

(f) The State Board of Elections shall be responsible for developing training programs on the requirements and implementation of this act and shall be responsible for providing training to all participating agency trainers. Those trainers, in consultation with the State Board, shall be responsible for training current agency employees and shall develop a system for training all new employees. The State Board shall provide such training as often as it deems appropriate.

(g) The State Board of Elections shall design, prepare and distribute informational and promotional materials and re-supply each site, as necessary. Materials shall be produced in English, Spanish and Chinese and shall be written to accommodate minimum levels of literacy. Agencies shall prominently display appropriate materials at each work station and in each public area of the agency.

(h) The State Board of Elections shall prepare and distribute informational guides to local boards, agencies and the public, which shall contain all necessary provisions of the State Election Law and rules and regulations of the State Board of Elections, relative to the implementation of and compliance with the National Voter Registration Act.

(i) The State Board of Elections shall, in consultation with the Department of Immigration and Naturalization Services, provide information and registration forms to be distributed to all new citizens at Immigration and Naturalization Services ceremonies across the State.

(j) The State Board of Elections shall consult with the Department of Defense to develop the necessary procedures for providing voter registration forms at armed forces recruiting stations across the State; and for the transmittal of completed forms received at such recruiting stations to the State Board.

(k) When a complaint is received via the toll free number provided in the agency and motor vehicle voter registration forms, State Board employees will take all appropriate steps towards resolving the complaint as quickly as possible. In order to ensure that a caller is able to exercise his/her rights as outlined in section 11 of the National Voter Registration Act, all persons filing a complaint via the toll free number will be sent a complaint form which should be completed and returned to the State Board of Elections.

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