§ 183.6. Uniform procedures for the commissions relating to the process for identifying and removing duplicate records in the SURE system.
(a) A commission shall use the following process for identifying duplicate registration records for a new application or for an existing record where a commission’s registration record contains the most recent date of application for the potential duplicate.
(1) At a minimum, a commission shall identify record matches using an applicant’s or registrant’s first and last name as well as date of birth.
(2) If, upon examining the criteria in paragraph (1), the commission believes that the record is or may be a duplicate, it shall use any of the following items, if available, to determine if the record is a duplicate:
(i) The unique identifier.
(ii) The last four digits of an applicant’s or registrant’s Social Security number.
(iii) The driver’s license number of an applicant or registrant.
(3) If, upon examining the criteria in paragraph (1), the commission believes that the record is or may be a duplicate and the criteria in paragraph (2) are not available or are incomplete, it shall examine the signature of the applicant or registrant to determine if the record is a match. If the commission believes that the signatures match, it shall follow the procedures in paragraph (6).
(4) If the following apply, the commission shall mail the registrant a request for the information in paragraph (2)(ii) and (iii):
(i) The records are within a commission’s jurisdiction.
(ii) A record match is identified under the criteria of paragraph (1).
(iii) The criteria under paragraph (2) are unavailable or incomplete.
(iv) The criteria in paragraph (3) are not determined to be a match.
(5) If a record match is identified under the criteria of paragraphs (1) and (2), the following shall apply:
(i) If the records are within a commission’s jurisdiction, the record shall be deemed a duplicate and the commission shall update its registration records to reflect information on the most recent application. If one of the records is a new application, the commission shall send a voter identification card to the applicant in accordance with section 1328(c) of the act (relating to approval of registration applications).
(ii) If the record is not within a commission’s jurisdiction, the commission shall notify the commission in the other county of the potential duplicate registration record. The commission in the former county shall cancel the registrant’s registration record and notify the registrant by nonforwardable mail on a form approved by the Department that the registrant’s registration is a duplicate and has been cancelled.
(6) If a registration record match is identified under the criteria of paragraphs (1) and (3), the following shall apply:
(i) If the records are within a commission’s jurisdiction, the record shall be deemed a duplicate and the commission shall update its registration records to reflect information on the most recent application. If one of the records is a new application, the commission shall send a voter identification card to the applicant in accordance with section 1328(c) of the act.
(ii) If the records are outside a commission’s jurisdiction, the commission shall notify the commission in the registrant’s former county of residence that the registrant’s registration record may be a duplicate. The commission shall notify the registrant by nonforwardable mail on a form approved by the Department that the registrant’s registration appears to be a duplicate. If this notice is returned by the postmaster or not returned by the registrant 30 days prior to the next election, the commission shall cancel the registrant’s registration and notify the registrant by forwardable mail. In accordance with sections 1501(b)(1) and 1901(d)(1)(i) of the act (relating to removal notices; and removal of electors), the acceptance of a subsequent application for voter registration in another county shall serve as confirmation in writing that the registrant has changed residence to a location outside the county in which the registrant was registered and thereby loses voter registration status in the former county of residence. If the registrant returns the notice and the commission is satisfied with the explanation, no further action is required by the commission.
(7) If a record match is identified under the criteria of paragraph (2)(i) or (iii), the record shall be deemed a duplicate and the following shall apply:
(i) If the records are within a commission’s jurisdiction, the commission shall update its registration records to reflect information on the most recent application. If one of the records is a new application, the commission shall send a voter identification card to the applicant in accordance with section 1328(c) of the act.
(ii) If the records are outside a commission’s jurisdiction, the commission shall notify the commission in the registrant’s former county of residence that the registrant’s registration record is a duplicate and should be cancelled. The commission in the former county shall cancel the registrant’s registration record and notify the registrant by nonforwardable mail on a form approved by the Department that the registrant’s registration is a duplicate and has been cancelled.
(8) If the following apply, the commission may not consider the records as duplicates without additional information. A commission shall obtain additional information by following the procedures in subsection (c) and other procedures the commission deems appropriate.
(i) A registration record match is identified under the criteria of paragraph (1).
(ii) The criteria under paragraph (2) are unavailable or incomplete.
(iii) The criteria under paragraph (3) are not determined to be a match.
(b) A commission shall use the following process for identifying existing duplicate registration records where a commission’s registration record does not contain the most recent date of application for the potential duplicate:
(1) At a minimum, record matches shall be identified using a registrant’s first and last name as well as date of birth.
(2) If, upon examining the criteria in paragraph (1), the commission believes that the record is or may be a duplicate, it shall use any of the following items, if available, to determine if the record is a duplicate.
(i) The unique identifier.
(ii) The last four digits of a registrant’s Social Security number.
(iii) The driver’s license number of a registrant.
(3) If, upon examining the criteria in paragraph (1), the commission believes that the record is or may be a duplicate and the criteria in paragraph (2) are not available or are incomplete, it shall examine the signature of the registrant to determine if the record is a match. If the commission believes that the signatures match, it shall follow the procedures in paragraph (5).
(4) If a record match is identified under the criteria of paragraphs (1) and (2), the commission shall cancel the registrant’s registration record and notify the registrant by nonforwardable mail on a form approved by the Department that the registrant’s registration is a duplicate and has been cancelled.
(5) If a registration record match is identified under the criteria of paragraphs (1) and (3), the following shall apply:
(i) If the records are within a commission’s jurisdiction, the record shall be deemed a duplicate and the commission shall update its registration records to reflect information on the most recent application.
(ii) If the records are outside a commission’s jurisdiction, the commission shall notify the commission in the registrant’s former county of residence that the registrant’s registration record may be a duplicate. The commission shall notify the registrant by nonforwardable mail on a form approved by the Department that the registrant’s registration appears to be a duplicate. If this notice is returned by the postmaster or not returned by the registrant 30 days prior to the next election, the commission shall cancel the registrant’s registration and notify the registrant by forwardable mail. In accordance with sections 1501(b)(1) and 1901(d)(1)(i) of the act, the acceptance of a subsequent application for voter registration in another county shall serve as confirmation in writing that the registrant has changed residence to a location outside the county in which the registrant was registered and thereby loses voter registration status in the former county of residence. If the registrant returns the notice and the commission is satisfied with the explanation, no further action is required by the commission.
(6) If a record match is identified under the criteria in paragraph (2)(i) or (iii), the record shall be deemed a duplicate and the commission shall cancel the registrant’s registration record and notify the registrant by nonforwardable mail on a form approved by the Department that the registrant’s registration is a duplicate and has been cancelled.
(7) If the following apply, the commission may not consider the records duplicates without additional information. A commission shall obtain additional information by following the procedures in subsection (c) and other procedures the commission deems appropriate:
(i) A registration record match is identified under the criteria of paragraph (1).
(ii) The criteria under paragraph (2) are unavailable or incomplete.
(iii) The criteria under paragraph (3) are not determined to be a match.
(c) A commission shall use the following method for obtaining additional information to identify duplicate registration records. The commission shall ask a registrant for the following information when the commission mails an applicant or registrant correspondence relevant to the maintenance and accuracy of the voter registration records, including mailings listed under § 183.4(b)(7) (relating to uniform procedures for the commissions relating to entering data into the SURE system) or request for additional information from an applicant:
(1) The registrant’s driver’s license number.
(2) The last four digits of a registrant’s social security number.
(3) Verification of the registrant’s date of birth.
(4) Missing information that is required on the district or general register.
(d) A commission shall use the following methods for removing duplicate registration records from other sources:
(1) The commission shall implement the following processes for identifying matches on records containing death notices received from the Department of Health, in accordance with section 1505 of the act (relating to death of registrant):
(i) The Department will transmit the Deceased Voters List to the county of residence on the SURE system.
(ii) If the record matches the first and last name, date of birth, and the last four digits of the registrant’s Social Security number, the commission shall cancel the registrant’s registration record. If the record matches at least the first and last name and date of birth, the commission shall investigate. In its investigation, the commission may utilize the other sources available at section 1505(b) of the act to determine if the record should be cancelled.
(iii) Once a month, the commission shall run a check against the SURE system to determine if the Department of Health Deceased Voter’s List contains information on voters registered in its county.
(iv) The commission shall process the Deceased Voter’s List within 10 days of its receipt and cancel the registration of those registrants that it determines are deceased in accordance with section 1505 of the act.
(v) Except as provided at section 1505(b) of the act, a commission cannot remove a registrant simply because an individual, other than an employee of the office of the register of wills, claims that the registrant has moved or died. The commission shall have the documentation listed in section 1505(b) of the act before removing any name from the voter registration list.
(2) A commission shall implement the following processes for identifying record matches on changes of address received from PENNDOT:
(i) The commission shall compare the records to its registration records on the SURE system.
(ii) The commission shall determine if the individual is a registrant in its county.
(iii) The commission shall determine from the SURE system if the change of address is within the jurisdiction of the commission or outside the jurisdiction of the commission.
(A) For address changes within the commission’s jurisdiction, the commission shall mail a voter identification card, in accordance with section 1328 of the act, within 10 days of its receipt. Changes of address made after the voter registration deadline preceding an election shall be processed within 10 days after the election.
(B) For address changes outside the commission’s jurisdiction, the SURE system will notify the county of prior residence. The former commission will process the changes in accordance with section 1323(c)(4) of the act (relating to application with driver’s license application) and forward the registrant’s record and voting history to the new county of residence if the record is within the former commission’s jurisdiction. A commission shall process the transfer within 10 days in accordance with section 1328 of the act. Changes of address made after the voter registration deadline preceding an election shall be processed within 10 days after the election.
(iv) If the voter identification card in subparagraph (iii)(A) is returned by the postmaster, the commission shall use the following procedures:
(A) The commission shall complete the applicable items on the AVN and mail it to the registrant at the new address. The commission shall mail the AVNs first class, forwardable, return postage guaranteed. The commission shall mark the registrant’s registration record as inactive.
(B) If the registrant does not return the CAVN-IC within 10 days, the commission shall process the change of address, making the necessary corrections in the general and district registers.
(C) If the registrant returns the CAVN-IC, signed and dated, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission may not change the address.
(D) If the postmaster returns the CAVN-IC, the commission shall complete the applicable information on the AVN and mail it to the registrant’s former address in accordance with section 1901(d)(2) of the act. Because this notice was sent as a result of information submitted by the registrant to PENNDOT and as a result of mail being returned by the postmaster as undeliverable, the commission shall check both corresponding boxes at the top of the notice.
(E) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission shall update the registrant’s voter registration record accordingly, in accordance with section 1901(d)(3) of the act.
(F) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall update the registrant’s voter registration record and mark it as active.
(G) The commission shall require a written affirmation before it permits an inactive registrant to vote in an election during the time period beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s registration.
(v) If the commission determines that a registrant listed on the PENNDOT Change of Address report has changed his address to another county and is a registered elector in the county, the commission shall use the following procedures:
(A) The commission shall mail the CAVN-OC to the registrant at the new address. The Commission shall mail the CAVN-OCs first class, nonforwardable, return postage guaranteed.
(B) If the registrant does not return the CAVN-OC within 10 days, the commission shall cancel the registration in its county and transfer the registrant’s voter registration record, including voting history, to the county to which the registrant has changed the registrant’s address. The commission shall send to the registration office in the county of the registrant’s new residence the information needed to process the transferred registration record including the registrant’s new address.
(C) If the registrant returns the CAVN-OC, signed and dated, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission may not change the address, and the voter registration records shall remain in the county.
(D) If the postmaster returns the CAVN-OC, the commission shall complete the applicable information on the AVN and mail it to the registrant’s former address in accordance with section 1901(d)(2) of the act. Because this notice was sent as a result of information submitted by the registrant to PENNDOT and as a result of mail being returned by the postmaster as undeliverable, the commission shall check both corresponding boxes at the top of the notice. The commission shall name the registrant’s voter registration record as inactive.
(E) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission shall cancel the registrant’s voter registration. The commission shall maintain the record for 5 years in accordance with section 1904(a) of the act.
(F) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall update the registrant’s voter registration record and mark it as active.
(G) The commission shall require a written affirmation before it permits a registrant to vote in an election during the time beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s registration.
(vi) If the commission determines that registrants identified on the PENNDOT Change of Address Report have changed their residence to another state and are registered voters in the county, the commission shall implement the following procedures:
(A) The commission shall complete the applicable information on the AVN and mail it to the registrant’s former address in accordance with section 1901(d)(2) of the act. The commission shall check the box at the top of the notice indicating that the notice was sent as a result of information submitted by the registrant to PENNDOT. The commission shall mark the registrant’s registration record as inactive.
(B) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission shall cancel the registrant’s voter registration. The commission shall maintain the record for 5 years in accordance with section 1904(a) of the act (relating to files).
(C) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall update the registrant’s registration record and mark it as active.
(D) The commission shall require a written affirmation before it permits a registrant to vote in an election during the time period beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s registration.
(3) A commission shall implement the following processes for identifying matches on records obtained from a NCOA conducted by the commission in accordance with section 1901(b)(1)(i) of the act:
(i) Within 1 year of certification by the Secretary that all counties have been connected to the SURE system, and at least once per year thereafter, the Department will purchase the NCOA list.
(ii) The Department will compare the list to the SURE system database.
(iii) The SURE system will determine if the data contains a registered voter, and, if so, in what county.
(iv) The Department will notify the commission of the address change.
(v) The commission shall send appropriate mailings in accordance with section 1901(b)(1) of the act.
(vi) The commission shall maintain the status of the mailing and response, including the dates, on the SURE system.
(vii) The commission, if it chooses, may purchase the NCOA list for processing this voter removal program.
(4) A commission shall identify matches on records for changes of address within the same county based on information obtained from the NCOA program, in accordance with section 1901(b)(1)(i) of the act. In the case of registrants whose mailing is not returned by the United States Postal Service (Postal Service), the commission is not required to take any further action. If a mailing to a registrant is returned by the Postal Service, the commission shall categorize the returned mail into one of two categories: returned mail with information from the Postal Service indicating a change of address within the county and returned mail with information from the Postal Service indicating a change of address outside the county or with no further address information available.
(i) The commission shall update the registrant’s voter registration records to indicate the new address. The commission shall complete a NCA and send it to the registrant’s prior address by forwardable mail with a postage prepaid preaddressed return form.
(ii) If the registrant returns the NCA, signed and dated, verifying the change of address, the commission is not required to take any further action because the registrant’s voter registration records have already been updated.
(iii) If the registrant returns the NCA, signed and dated, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall correct the voter registration records accordingly.
(iv) If the postmaster returns the NCA or if the registrant does not return the NCA, the commission shall complete, mark and mail an AVN to the registrant’s former address in accordance with section 1901(d)(2) of the act.
(v) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission is not required to take any further action because the registrant’s voter registration records have already been updated.
(vi) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall correct the voter registration records accordingly.
(vii) If the registrant does not return the AVN 30 days before the election or if it is returned by the Postal Service as undeliverable, the commission shall mark as inactive the registrant’s voter registration card or mark the individual’s record on the SURE system as inactive. The cards and records marked as inactive shall constitute the inactive file of registered voters for the county. The commission shall include these cards with the other registration cards sent to the precincts on election day.
(viii) The commission shall require a written affirmation before it permits an inactive registrant to vote in an election during the time beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s registration.
(5) A commission shall implement the following procedures for identifying matches on records to an address outside the county obtained from a NCOA, in accordance with section 1901(b)(1)(i) of the act. In the case of registrants whose mailing is not returned by the Postal Service, the commission is not required to take any further action. If a mailing to a registrant is returned by the Postal Service, the commission shall categorize the returned mail into one of two categories: returned mail with information from the Postal Service indicating a change of address within the county and returned mail with information from the Postal Service indicating a change of address outside the county or with no further address information available.
(i) The commission shall complete the applicable information on the NCA and send it to the registrant’s prior address by forwardable mail with a postage prepaid preaddressed return form by which the registrant may verify or correct the address information as required by section 1901(b)(1)(ii) of the act.
(ii) If the registrant returns the NCA, signed and dated, verifying the change of address, the commission shall cancel the registrant’s voter registration.
(iii) If the registrant returns the NCA, signed and dated, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission may not change the registrant’s voter registration.
(iv) If the postmaster returns the NCA or if the registrant does not return the NCA, the commission shall complete, mark and mail an AVN, to the registrant’s former address in accordance with section 1901(d) of the act.
(v) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission shall cancel the registrant’s voter registration.
(vi) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission may not change the address.
(vii) If the registrant does not return the AVN 30 days before the election or if it is returned by the Postal Service as undeliverable, the commission shall mark as inactive the registrant’s voter registration card. The commission shall include the cards with the other registration cards sent to the precincts on election day.
(viii) The commission shall require a written affirmation before it permits an inactive registrant to vote in an election during the time beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s registration.
(6) The commission may, as one of its mandatory voter removal programs, establish a program to maintain the accuracy of voter registration records for the county by sending a direct, nonforwardable first class ‘‘Return If Undeliverable—Address Correction Requested’’ mailing to the registrants in the county whose registration records are not marked as inactive. A commission shall implement the following procedures for identifying matches on records where the commission ascertains that a registrant has changed his address to an address within the county based on information supplied by the postmaster from a returned CM, conducted by the commission in accordance with section 1901(b)(1)(ii) of the act:
(i) The commission shall update the registrant’s voter registration records to indicate the new address. The commission shall complete the applicable information on the NCA and send it to the registrant’s prior address by forwardable mail with a postage prepaid preaddressed return form by which the registrant may verify or correct the address information, as required by section 1901(b)(1) of the act.
(ii) If the registrant returns the NCA, signed and dated, verifying the change of address, the commission is not required to take any further action because the registrant’s voter registration records have already been updated.
(iii) If the registrant returns the NCA, signed and dated, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall correct the voter registration records accordingly.
(iv) If the postmaster returns the NCA or if the registrant does not return the NCA, the commission shall complete, mark and mail an AVN to the registrant’s former address in accordance with section 1901(d) of the act.
(v) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission is not required to take any further action because the registrant’s voter registration records have already been updated.
(vi) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission shall correct the voter registration records accordingly.
(vii) If the registrant does not return the AVN 30 days before the election or if it is returned by the Postal Service as undeliverable, the commission shall mark the record as inactive on the registrant’s voter registration card. The cards marked as inactive shall constitute the inactive file of registered voters for the county. The commission shall include these cards with the other registration cards sent to the precincts on election day.
(viii) The commission shall require a written affirmation before it permits an inactive registrant to vote in an election during the time period beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s voter registration
(7) A commission shall implement the following procedures for identifying matches on records where the commission ascertains that a registrant has changed his address to an address outside the county based on information supplied by the Postal Service from a returned CM, conducted by the commission in accordance with section 1901(b)(1)(ii) of the act, or if no further address information is available:
(i) The commission shall complete the applicable information on the NCA and send it to the registrant’s prior address by forwardable mail with a postage prepaid preaddressed return form by which the registrant may verify or correct the address information as required by section 1901(b)(1) of the act.
(ii) If the registrant returns the NCA, signed and dated, verifying the change of address, the commission shall cancel the registrant’s voter registration.
(iii) If the registrant returns the NCA, signed and dated, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission may not change the registrant’s voter registration.
(iv) If the postmaster returns the NCA or if the registrant does not return the NCA, the commission shall complete and mail an AVN to the registrant’s former address in accordance with section 1901(d) of the act.
(v) If the registrant returns the AVN, signed and dated, 30 days before the election, confirming the change of address, the commission shall cancel the registrant’s voter registration.
(vi) If the registrant returns the AVN, signed and dated, 30 days before the election, with an explanation of why the registrant’s address should not be changed for voter registration purposes and the commission is satisfied with the explanation, the commission may not change the address.
(vii) If the registrant does not return the AVN 30 days before the election or if it is returned by the Postal Service as undeliverable, the commission shall mark inactive the registrant’s voter registration card. The commission shall include these cards with the other registration cards sent to the precincts on election day.
(viii) The commission shall require a written affirmation before it permits an inactive registrant to vote in an election during the time beginning with the date the AVN is mailed and ending on the day after the date of the second General Election for Federal office that occurs after the date of the notice. If the registrant does not vote in an election during that period, the commission shall cancel the registrant’s voter registration.
(8) A commission shall report duplicate applications in categories according to the agency or method by which the duplicate was generated.
Source The provisions of this § 183.6 adopted December 27, 2002, effective January 27, 2003, 32 Pa.B. 6340.
Cross References This section cited in 4 Pa. Code § 183.11 (relating to records).
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