Outline for Training Voter Assistance Officers-2006
It is essential that all volunteers be properly trained. Bad advice to registrants will reflect poorly on your club. Although a volunteer can of course be trained individually, it is advisable to offer a group session; the questions asked by one will benefit all; and they can practice by registering each other.
A good teaching aid is the Power Point presentation used by the FVAP. Attendees at the Interim Conference workshop have a hard copy of this; an electronic copy is on the Conference CD-Rom, as well as on the FVAP website.
Review the FAWCO website for “Organizing the Campaign” document.
1. Introduction: General Background
a. History of voting from overseas
1. First federal law passed ONLY in 1975; improved by subsequent laws.
2. Latest, the 1986 "Uniformed and Overseas Citizens Absentee Voting Act" (UOCAVA), guarantees overseas citizens the right to vote in state of last residence - for federal offices only - without risk of tax liability.
b. Importance of helping overseas citizens to vote
1. To preserve democracy
2. To impress upon Congress that we exist, and care
3. To enhance the PR of your club/organization!
2. The Federal Voting Assistance Program (FVAP) www.fvap.gov
a. Its mission (see VAG Chap.I)
b. Materials and resources that the FVAP produces and distributes: Show examples of the VAG, the FPCA, FWAB, and any pamphlets/posters etc. you have.
3. The Voting Assistance Guide (VAG)
a. Each volunteer should be given her own copy.
b. Explain the Chapters. Study Chapter II, then make sure each volunteer fully understands how to find the requirements for each state in Chapter III.
c. Point out the different topics covered in the appendices:
1. Lists of Primaries (note difference between presidential and state)
2. Electronic transmission explanations, including a sheet to be photocopied for eventual use by late registrants. If you haven't already done so, discuss possible electronic transmission of election materials by some states and share the summary list of these states distributed by this committee.
3. Full text of UOCAVA, noting Sec.106 re taxes
4. Pages re "probable state income tax liability" (to be shown to a registrant who wishes to vote a full ballot)
4. The Federal Post Card Application (FPCA) Form 76 (rev.10-2005)
a. Each volunteer should have a supply, to help individuals
b. Give each volunteer the page (from this committee) "HOW TO COMPLETE THE FPCA"
c. Go through each item of the form, explaining how to complete correctly. Compare with several shaded samples for states (at beginning of each section of Chapter III). Emphasize importance of legibility and of our recommendations on the "HOW TO" page.
d. Explain how to find the title & address for voter's election district (Local Election Official) - and which address to put where, including the small return postcard. Note that only a fraction of election districts actually return this. Also three states (Maine, Michigan and Wisconsin) do not have all LEO addresses in the VAG. For more information go to: http://www.ovf-eod.org. The Election Official Directory is a complete, online database of the 7,838 US Local Election Officials (LEOs) produced by the Overseas Vote Foundation.
e. Explain how to fold and post if not at a session where a Consular Officer will take completed FPCA's for free mailing. It is helpful to know the local postage required.
5. The Federal Write-In Ballot (FWAB)
a. Give a supply to each volunteer, to be handed out with the FPCA's (as a "just in case" measure), or to hold until needed.
b. Note that the envelope can be used to return a ballot received by FAX.
c. Emphasize the conditions for using the FWAB (VAG Chap.II)
6. Suggested Procedure To Assist Applicants
Years of FAWCO experience has determined that the following procedure is the easiest and most efficient. We assume that each volunteer will use her own - perhaps annotated - copy of the VAG, and that separate state information folders will be available, as well as copies (under plastic) of the "HOW TO COMPLETE THE FPCA" page.
a. Determine state where applicant will vote and loan applicant folder of instructions for that state, plus a copy of the "HOW TO COMPLETE THE FPCA" page.
b. Help applicant find address (and correct title) to which FPCA must be sent, then instruct on completing the addresses on FPCA
c. Determine if the state requires notarization, witnessing, or anything else special, and explain to client - who may have to hold signature until witness is present.
d. Indicate shaded areas on sample FPCA for state and leave client to fill in their own information, pointing out - and explaining - recommendations listed on the "HOW TO COMPLETE THE FPCA" page.
e. Ask the applicant to show you the completed FPCA, which you should check before giving to Counselor officer for posting - and notarization if required. When assisting persons outside of an organized session, indicate how to post privately (know postage rate!).
f. Record name of applicant and state on list. If this is an organized session, one person can be designated to do this.
g. At all stages, be prepared to answer - or find the answers to - all questions - i.e., why "1.c."? ... or, will I really not incur tax problems? ... or, why must I use last address in U.S.? ...
7. Practice
Take time at the end of your training session for the volunteers to sign up each other. Then check all completed FPCA's and discuss any mistakes with the whole group. This hands-on practice helps greatly to understand the process. You could also draft a small quiz for the "students"!
8. Material For Volunteers
In addition to a VAG, and a supply of FPCA's and FWAB's, each volunteer should be given a copy of the following pages supplied by this committee:
* How To Complete The FPCA
* Ready Reference Chart : see Voting from Overseas in the year 2006 document on the FAWCO website
8. Be sure to properly thank all of your volunteers!
Chair, FAWCO Voting-from-Overseas Committee
revised March 2006 by LGC
