Managing the Absentee Ballot Process
Step 1. Printing Absentee Applications
Go to Reports > Absentee > Labels for Absentee Applications.
In VISTA, the definition of a permanent absentee voter is anyone who has the "permanent absentee" check box selected. This check box is located under the absentee tab of the voter's record. This doesn't mean that the voter will receive an absentee ballot. It simply means that they will get an application on an annual basis to become an absentee voter for that year.
Step 2. Scan Returned Absentee Applications
Go to Elections > Absentee Ballots > Scan Returned Absentee Applications
When returning the absentee applications, you will have to select the add button to insert a date range/absentee record. This date range determines how long a person will be considered an absentee voter. Unless they are receiving a federal postcard, the default is the date that you returned the application through the end of the year. However, the range can be customised to whatever you want. Finally select the save button. The voter will now be considered an absentee voter for whatever period of time you designated.
Step 3. Printing Absentee Ballots
Go to Reports > Absentee > Labels for Absentee Ballots.
When a label is printed, that person will be marked as having received an absentee ballot. In addition, the date that the labels were printed is used for the date that it was mailed. Once a absentee label has been printed, you won't be able to print another one for them until you delete their history record stating that one was sent to them. This is done by going into their absentee voting history.
Now that you have your absentee labels, you have two options
.Option 1: Put the labels on, send them out and proceed to step 5. In this option, you are not worried about tracking ballot numbers.
Option 2: Proceed to step 4 and insert the ballot number that each voter is receiving.
Step 4. Scan and Enter Absentee and By-Mail Ballots
Go to Elections > Absentee Ballots > Enter Absentee Ballot Number
Recording the ballot number associated with each voter is relatively easy. Simply scan the absentee label, hand-enter the ballot number in the ballot # field and select save. To record additional ballot numbers, just scan each barcode and save after every scan.
If you are not using a scanner, hand-enter the voter id number, insert the ballot number and select the save button. Whether you are using the scanning or hand-entering method, you only have to insert the ballot number by hand once and VISTA will then issue the next number in that sequence. Keep in mind that if you close this screen that you will have to remember where you left off and insert that number to start recording ballot numbers again.
Step 5. Scan Returned Absentee Ballots
Go to Elections > Absentee Ballots > Scan Returned Absentee Ballots.
This is the last step in the process. To make the process of recording absentee votes easier, it is recommended that you break the ballots up into three categories: counted; not counted; undeliverable. The designation of the category must be selected before you record the ballot. After selecting the check box for "counted", start scanning the ballots that fall within this category. Then select the "not counted" check box and proceed as previously mentioned. While you are not required to break the ballots out by category it is faster.
Various Absentee Reports (Reports > Absentee Tab)
The following absentee reports will help you manage and track your absentee voters:
Absentee Ballot Status: Total ballots sent out and returned by precinct
Absentee List: Provides a listing of your permanent absentee voters (those receiving absentee applications)
Absentee Ballots Sent and Returned: Sent and returned by county
Voters Receiving Absentee Ballots: Includes the names of voters receiving absentee ballots, dates sent, dates returned, type (absentee, by-mail), and precinct
Ballots Sent By Date: Find how many ballots have been sent out by a specific date range
Applications and Actives By Precinct: Overview of applications and actives by precinct
Absentee Ballots to Send By Precinct: See the report title
Disposition of Absentee Ballots: Includes the overall total, number sent and returned by absentee category
Absentee Ballot Management: Reprinting Labels and Changing Mailed-On Dates
Go to Elections > Absentee Ballots > Absentee Ballot Management
This form provides two options. You can either change the mail-on date and/or re-print your absentee ballot labels.
Changing the Date: As you might recall, when labels are printed that is the date that VISTA records that they were sent. If you want the date to be something different, simply select the checkbox of the appropriate date and select the "change date sent to today". It will then insert today's date.
Reprinting Labels: If for some reason something happens to your printer while printing labels and the job is interrupted, you will have to come to this screen, select the date of the job that you were printing and select the delete button. If you don't do this, you won't be able to print the labels again, as VISTA thinks that the person has already received an absentee voter ballot. In short, this process clears the palette and allows you to print that job again.
What If I Only Want to Reprint A Few Labels? If the batch of labels that you need to print is large, selecting the batch/order check box and selecting the delete button is the best option in most cases. However, say that you only want to reprint a few labels. Instead of deleting the entire batch, the best method will be to conduct a search for the voter, go into their record, select history (at the top of the page), select absentee. On the form that opens, select the ballot that you want to delete and then select the delete ballot information button at the bottom of the page.
Managing an Absentee Voter From Their Voter Record
If you want to make someone an absentee voter, you can go into their record via the voter search screen and select the absentee tab. As mentioned earlier, a voter is an absentee voter if they have a date range entered. To add a date range, select the add the button and enter the desired information. The default range is today's date through the end of the year. This can be modified to your specifications.
Managing Over The Counter Ballots and Early Voters
If a voter requests an over-the-counter absentee ballot, go to the voter search screen to locate the voter. After identifying the voter, select the voter (one mouse click) and then right-click on their record. You will see a number of options. Choose "early/absentee voting" to issue a ballot and record early voting history.
Heads-up! Before you can issue an OTC ballot, you will need to assign a ballot style to each precinct. This is done in the precincting section.
Over-The Counter Ballot: If you are issuing an OTC ballot, select the absentee vote check box, enter the ballot number and select the save button. To spoil the ballot, select the spoil check box on the same screen and select save. If you are going to reissue another ballot, select the absentee check box again and enter the new ballot number.
Returning The Ballot: You have two options to return the OTC ballot. The first is probably the easiest as it saves a couple of steps. When issuing the ballot, select the return check box at the same time to perform both operations at once. Don't forget to select save.
The second option allows you to return the ballot from the voter search screen. Select the person's record and then right-click on it. Choose the "ballot returned" and select the election. That's it.
Recording Early Voting History
You will perform the same steps used to issue an OTC ballot. The difference is that you will select the early vote check box instead of absentee vote. If the signature book and line number that they signed when voting is incorrect, simply insert the correct information.
