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Texas Voter Registration Toolkit for Community Health Centers

/TexasCHCs | @TexasCHCs

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Welcome to the TACHC Voter Registration Toolkit!

Why register to vote?

Registering to vote is the first step toward becoming an active and engaged voter and

fully participating in the civic process. In the United States, we the people have the

power to determine who holds elected office -- from your local school board to the

nation’s president. Elected officials make important decisions that have an impact on

our individual lives and the collective future of our country on issues such as healthcare

and education.

Why conduct voter registration at community health centers?

Elections matter to the future of health centers and the health of our patients. But,

historically health center patients are among the least likely to vote, unless you get

involved. Voter turnout among health center patients increased in 2012 after health

centers reached out to patients through voter engagement activities.1 Community

health centers are the medical home for more than one million Texans. That’s a lot of

potential voters!

Beyond medical, dental, and behavioral health care, health centers are unique in the

support services they offer such as transportation, translation and eligibility/enrollment

services. Voter registration is another support service that health centers can offer their

patients to assist them to become more involved in their communities and civically

engaged. Voter registration also is an integral part of the enrollment process for health

insurance in the Marketplace, Medicaid and CHIP.

What are some key rules to ALWAYS follow?

Voter registration activities at health centers ALWAYS must be non-partisan and

ALWAYS must follow local and state voter registration guidelines.

1 Nonprofit Vote, www.nonprofitvote.org/2012-evaluation-nonprofits-increase-voting/

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In This Toolkit:

Getting Started with Voter Engagement: A CHECKLIST……………….………..4

501(c)(3) Permissible Activities Checklist……………………………………………..5

Voter Registration Law in Texas Community Health Centers……………..…6

Volunteer Deputy Registrars………………………………………………………………..7

Texas Community Health Centers Voter Registration Do’s & Don’ts….8-9

Making the Ask: Talking to Patients About Voter Registration...………...10

Making the Ask: Voter Registration in

Marketplace or Medicaid Enrollment.............................................……..11

Know Your Voter Registration Opportunities…………………………………….. 12

TACHC Voter Outreach Cards…………………………………………………………… 13

Available Resources………………………………………………...……………….……14-15

Additional Web Resources …………………………………………………………………...15

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Getting Started With Voter Engagement: A Checklist

Get Started Before you begin, think about why this work is important. Make a list of the benefits to your organization, your community and the individuals you serve. This might include advancing your issues, building clout or empowering your clients by promoting engaged and active citizenship. CAPACITY

Get buy-in from your Executive Director or other leadership

Choose a staff lead who can involve and motivate other staff and volunteers

Consider ways to engage the people you serve in your election activities

Identify assistance and resources from a community partner, your local or state elections office or online tools from Nonprofit VOTE and others Featured resource: Voter Participation Starter Kit for Nonprofits and Social Service Agencies KNOWLEDGE

Understand the guidelines for 501(c)(3)s on how to stay nonpartisan

Learn about voting in your state – deadlines, how to register and early voting options

Find out what’s on the ballot in your locality and state for the upcoming election Featured resource: Nonprofits, Voting and Elections: A Guide to Nonpartisan Voter Engagement PLANS Choose your target audience – clients, constituents, staff, your local community or others

Select appropriate opportunities for engagement: as part of daily services, in classes, at trainings or events, as a project for a youth group or incorporated into community outreach

Create a specific timeline for your plan Featured resource: Making a Plan for 2014 Webinar

Voter Registration Decide on your approach. Some nonprofits actively register voters, while others focus on promoting registration by announcing deadlines, making forms available or helping voters register online. If you plan to conduct voter registration make sure to: Familiarize yourself with your state’s voter registration procedures, how to obtain and return forms, online registration (if available) and guidelines for hosting a registration drive

Set concrete and attainable goals and tie them to deadlines

Target pre-existing opportunities – as part of services, tabling in your lobby, at events, or in the community at citizenship ceremonies, graduations or other events

Enlist volunteers and staff to enhance your efforts Featured resource: Voter Registration Toolkit and free poster, available in English and Spanish SOURCE: http://www.nonprofitvote.org/documents/2012/03/getting-started-with-voter-engagement.pdf

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501(C)(3) Permissible Activities Checklist

The IRS tax code contains a single

sentence related to the political activities of 501(c)(3)s. It says: 501(c)(3) nonprofits are “prohibited from directly or indirectly participating in, or intervening in any political campaign on behalf of (or in opposition to) any candidate for elective public office.” This political prohibition is generally known to mean:

A 501(c)(3) organization or staff member while working for or representing the nonprofit may not —

Endorse a candidate.

Make a campaign contribution to, or an expenditure for, a candidate.

Rate candidates on who is most favorable to their issue(s).

Let candidates use the organization’s facilities or resources, unless those resources are made equally available to all candidates at their fair market value.

The IRS affirmatively states that 501(c)(3) organizations can conduct voter engagement or connect with candidates on a nonpartisan basis. Nonprofits may conduct a wide range of nonpartisan engagement activities to encourage participation, educate voters and talk to candidates about their issues. Conduct or Promote Voter Registration: Conduct voter

registration drives* and incorporate registration into ongoing

services. Promote voter registration on your website and in

your communications.

Host or Co-Sponsor a Candidate Forum: Help your

community familiarize themselves with the candidates and

where they stand on the issues.

Distribute Nonpartisan Sample Ballots, Candidate

Questionnaires or Voter Guides: Provide nonpartisan

information about who and what is on the ballot to help your

constituents and community understand what’s at stake.

Continue Issue Advocacy During an Election: Continue your

regular issue advocacy or lobbying activities related to

pending legislation. Election season is a great time to put a

spotlight on your organization’s mission and goals.

Educate Voters on the Voting Process: Demystify the voting

process by helping voters determine where, when and how to

vote. Look up polling locations and describe to new voters

what will happen at the polls.

Encourage Staff to Serve as Poll Workers or Translators:

Nonprofit staff can facilitate the democratic process and help

your community participate fully on Election Day.

Educate the Candidates on Your Issues: Send candidates

your research and policy ideas. Be sure to share the materials

with every candidate in a particular race.

Organize Get-Out-the-Vote Activities: Offer rides to the polls,

distribute cards with election information and turn Election

Day into a celebration!

Encourage and Remind People to Vote: Incorporate voting

reminders into services and programs. Make the election

visible in your communications and at your agency.

Resources Nonprofit VOTE — www.nonprofitvote.org

Nonprofits, Voting and Elections: A 501(c)(3) Guide to Nonpartisan Voter Engagement

Bolder Advocacy (AFJ) — www.bolderadvocacy.org

“Election Checklist for 501(c)(3) Public Charities” IRS — www.irs.gov, www.stayexempt.irs.gov

“Election Year Activities for Section 501(c)(3) Organizations” (FS-2006-17, February 2006)

“Political Campaigns and Charities: A Presentation”

Certain types of federal funds such as Community Service Block Grants or AmeriCorps funding cannot be used for voter registration. Other types of federal assistance like Medicaid, WIC and food stamps require the program to offer voter registration. For more see our factsheet on Federal Funds and Voter Registration.

SOURCE: http://www.nonprofitvote.org/documents/2010/09/501c3-activities-en.pdf

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Voter Registration Law in Texas Community Health Centers

Nonpartisan voter registration gives patients a convenient place to sign up for civic

participation, and is not considered prohibited political activity for Community Health Centers

in Texas.

Outstationed Eligibility Workers:

Texas Medicaid outstationed eligibility workers (OEWs) are already required under the law2 to

provide voter registration forms and assistance, and so must do so when stationed at a

Community Health Center.3

Certified Application Counselors:

Certified Application Counselors (CACs) are expected to ask whether someone is interested in

registering to vote when assisting with Marketplace applications, and so should do so when

working at a Community Health Center.4

Other Community Health Center Employees (non-OEWs and non-CACs):

Other center employees are generally permitted to provide nonpartisan voter registration

services. If you conduct voter registration at one site, you should conduct it at each of your

other sites in proportion to the resources at each site.

Note: Some centers may have funding sources that disallow voter registration (for example, a

multi-services organization receiving funds from Head Start may be prohibited from providing

voter registration aid), so each center must apply those specific funding requirements.

2 See National Voter Registration Act at 42 USC § 1973gg-5, Texas Election Code Chapter 20, and Texas Works Handbook Section A-1521 voter registration reference and Texas Medicaid Eligibility Handbook Section 1700 voter registration reference.

3 See Program Assistance Letter (PAL) 2000-18. ftp://ftp.hrsa.gov/bphc/docs/2000PALS/2000-18.pdf 4 See http://marketplace.cms.gov/getofficialresources/publications-and-articles/questions-about-voter-

registration.pdf for more information.

SOURCE: Excerpted from TACHC Optimizing Comprehensive Clinical Care (OC³) Compliance and Performance Improvement (CPI) Manual, Executive Management Chapter.

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Volunteer Deputy Registrars (VDRs)

Although you don’t need to be a Volunteer Deputy Registrar to assist people with voter

registration, becoming deputized as a VDR provides additional training and allows you to

give people registering to vote a receipt to prove they registered.

What is a Volunteer Deputy Registrar?

Volunteer Deputy Registrars are entrusted with the responsibility of officially registering

voters in the State of Texas. They are appointed by county voter registrars and charged

with helping increase voter registration in the state.

How Do I Become a VDR?

Contact the voter registrar in your county. Your county voter registrar will explain your

county’s training requirements for becoming a VDR, which usually involve attending a

free 1-2 hour training session. Once you have completed training, the voter registrar will

issue you a certificate of appointment and give you a receipt book (some counties have

voter registration forms with tear-off receipts). You must be at least 18 years old, be a

U.S. citizen and a Texas resident. All of the qualifications are listed on the website at the

bottom of this page.

What are the Main Duties of a VDR?

A VDR may distribute and accept a voter registration application form from any eligible

resident of the county in which you are deputized and may hold voter registration drives.

VDRs also may distribute and accept applications from voters who wish to change or

correct information on their voter registration certificate (such as name or address). VDRs

are required to review the application for completeness in the applicant’s presence,

provide a receipt and deliver the applications within the required time to the county

voter registrar office. There is no minimum time commitment required.

Can I Still Conduct Voter Registration if I am Not a VDR?

Absolutely! Use the self-addressed postage-paid form or the downloadable form from the

Secretary of State’s website (requires postage). You may review the application for

completeness. Unless you are a VDR, you MAY NOT collect completed forms. Neither

VDRs or non-VDRs may mail a completed form or provide an envelope or postage.

SOURCE: http://www.sos.state.tx.us/elections/pamphlets/deputy.shtml

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Voter Registration Do’s and Don’ts at Texas Community Health Centers

DO DO DO DO DO DO DO DO DO DO DO DO DO DO

BEST PRACTICES

Treat voter registration as another service you are offering. Provide voter registration and education, distribute sample ballots and non-partisan guides (such as the guides by the League of Women Voters) and remind clients to vote. Include voter registration in your outreach message and advertise it throughout your center.

Ask clients “can I update your voter registration?” This is more effective than “do you want to register to vote?”

Use your county’s official voter registration forms or the statewide form provided by the Secretary of State’s office, www.votetexas.gov.

Tell clients who complete a voter registration form that they will be mailed a voter registration card after their application is processed by the county clerk.

If you are not a deputy voter registrar, you can still review the completed form to check for errors.

DEPUTY VOTER REGISTRARS

Only deputy voter registrars may collect voter registration forms.

Deputy voter registrars must review completed forms in the applicant’s presence to make sure they are accurate and complete, provide receipts and remind clients to keep the receipt as verification of their voter registration.

Deputy voter registrars must deliver to the county voter registrar the completed voter registration forms in person by 5 p.m. on the 5th day after they are received OR on the voter deadline date, whichever occurs first. This includes weekends and holidays.

Deputy voter registrars may only register voters in the county where they became deputy registrars. They may be deputy registrars in more than one county.

SPECIAL POPULATIONS

Do assure victims of domestic violence, assault or stalking that they can keep their address private if they register to vote. Visit www.oag.state.tx.us/victims/acp.shtml for more information.

Register people with a past felony conviction if they have completed their term of incarceration, parole or supervision or completed a period of probation (otherwise known as “off paper”).

Register people who are homeless by having them describe where they live and/or using a shelter or outreach center as their mailing address.

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Voter Registration Do’s and Don’ts at Texas Community Health Centers

DON’T DON’T DON’T DON’T DON’T DON’T DON’T

DON’T engage in political discussions or discuss your personal opinions about political issues or candidates.

DON’T link voter registration to a single issue.

DON’T determine whether applicants are qualified to vote, or make the applicant provide a phone number, gender, Social Security or driver’s license number.

DON’T advise clients on how to vote or rate candidates on issues.

DON’T photocopy or print multiple copies of a client’s voter registration form.

DON’T provide an envelope or postage to a client to mail their completed voter registration form.

DON’T accept a voter’s application for submission if you are not a deputy voter registrar.

DON’T use a drop box for voters to leave their applications.

DON’T mail completed voter registration forms.

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Making the Ask: Talking to Patients About Voter Registration

Asking the Voter Registration Question

Helping someone register to vote starts with having a good

way to ask the question. Use your experience to identify

what works best for you. Here are suggestions.

Making the transition to voter registration “Another important service we offer is helping you register to vote or update your registration. Your being a voter really matters to your health care and your health center. I can help you quickly register to vote or update your registration right now.” Start with this question “Can I update your voter registration?” This has proven more effective than just asking “Do you want to register to vote?” If the person says they’re registered, be sure to ask “Have you moved recently?” Many people move and need to update their voter registration or they will be unable to vote.

It’s Fast, Easy… and Convenient Assure the patient it’s easy to do and can be done quickly. “It’ll just take a few minutes.” “Here, let me show you how easy it is.” Show the patient the form and the sections to be filled out. Remind them doing it now saves the time and the trouble of doing it later “Doing it here will save you time. We already have a postage paid form for you to fill out and pop in the mail.”

OR, if you are Volunteer Deputy Registrar (VDR)

“Doing it here will save you time. We already have the form, and as a Volunteer Deputy Registrar, I’ll return it for you to the correct election office.”

It’s Important If people hesitate or say they don’t want to register, talk about the importance of voting or the importance to the health center. “Every vote counts. Many elections are decided by less than 100 votes.“ “If you’re not registered, you can’t vote. Don’t miss the opportunity express your opinion in the next election.”

SOURCE: www.communityhealthvote.net

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Making the Ask: Voter Registration in Marketplace/Medicaid Enrollment

Below is a sample script to help guide your voter registration conversation with patients. After a patient submits their Marketplace or Medicaid application, there are a few minutes between hitting submit to receiving their confirmation email. This is a good time to talk about voter registration. Intro: The next question on the form is about updating your voter registration. Another important service we offer our patients is helping you register to vote or update your registration. Your vote really matters to you and your health center so I can help you quickly register to vote or update your registration right now. Health Center Employee Ask: Are you registered to vote at your current address? Possible Patient Responses: 1. “Yes. I’m already registered and my information is current.” That’s great! Please remind your family and friends to register, too. 2. “Yes but I moved recently”

Doing it here will save you time. We have a postage paid form for you to fill out and for you to pop in the mail.

OR, if you are Volunteer Deputy Registrar (VDR)

Doing it here will save you time. We already have the form, and as a Volunteer Deputy Registrar, I’ll return it for you to the correct election office.

3. “I don’t want to register” or “I don’t care about voting.”

I understand. There are a lot of challenges out there. We have a goal of registering 100 percent of our eligible patients here at _________. It’s important the voices in our communities are heard. Our ability to serve people like you can depend on the support of elected officials and it helps when they know our patients are registered to vote.

4. “I don’t have time.”

I know you are really busy. The form only takes a couple minutes. You can save time by registering with me today. We already have a postage paid form for you to fill out and for you to pop in the mail.

OR, if you are Volunteer Deputy Registrar (VDR)

Doing it here will save you time. We already have the form, and as a Volunteer Deputy Registrar, I’ll return it for you to the correct election office.

SOURCE: www.communityhealthvote.net

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Know Your Voter Registration Opportunities

Where Can Health Centers Do Voter Registration Activities?

Start by registering your board and staff!!!

Lobbies and waiting rooms

Check-in

During Medicaid, CHIP or Health Insurance Marketplace enrollment

Health fairs

National Health Center Week (2nd week in August), www.healthcenterweek.org

National Voter Registration Day (September 23, 2014), www.nationalvoterregistrationday.org

Anywhere you conduct outreach activities!

www.mytexasmyhealth.org Certified Application Counselors: The My Texas My Health website now has a link with voter information for clients.

Making Voter Engagement And Voting More Visible A key to conducting a successful voter engagement effort at any health center is creating a sense that it is

important. You can do this by making your activities and the opportunity for patients to become registered and

engaged visible throughout the health center all the time.

Ways to Raise Visibility at Your Health Center

Create a central and visible voter engagement “kiosk” area in your waiting room where all materials and registration forms can be filled out and turned in

Put posters and other signage throughout the center: waiting areas, hallways, exam rooms or anywhere clients may see them

Have staff wear buttons or stickers letting clients know voter registration is available Mention the availability of voter registration and voter information in your center newsletter or on inserts in your patient mailings

Posters, buttons and other materials and templates are available through the Community Health Vote website,

www.communityhealthvote.net.

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TACHC Voter Outreach Cards

Keeping Track of Voter Registration

Activities: TACHC Voter Outreach Card

T ACHC developed a voter outreach card to be

offered anytime voter registration is discussed.

Filling out the card is optional. You do not have

to register to vote to complete the card.

The card may be used for a few different outreach purposes:

Receive reminders on upcoming elections, poll locations and proper ID needed to vote.

Receive more information on access to health care and coverage for all Texans.

Track number of people who register to vote at your health center or health center community event.

Strengthen your Community Health Center by creating a network of health center advocates.

Tips on filling out the card:

Remind people to print and write legibly.

Have EVERYONE use their home addresses. This way, they will receive election and voting information based on their precinct and individual polling place.

Have staff/board use their WORK EMAIL address.

How to get the cards and what to do with the cards:

To get cards, send an email to TACHC’s Andrea Abel, aabel@tachc.org

Mail completed cards to TACHC, 5900 Southwest Pkwy, Bldg 3, Austin, TX 78735.

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Available Resources

Texas Association of Community Health Centers www.tachc.org For more information on voter registration activities at your health center, contact Andrea Abel, TACHC Voter Registration Project Coordinator, aabel@tachc.org, (512) 329-5959

My Texas My Health www.mytexasmyhealth.org Developed by TACHC as a way to connect patients and consumers with Certified Application Counselors at

community health center, the website now has voter education information and resources.

Texas Secretary of State Voter Information www.votetexas.gov

Information on how to register to vote and how, where, and when to vote.

Nonprofit VOTE www.nonprofitvote.org

Nonpartisan resources to help nonprofits integrate voter engagement into their ongoing activities and services.

Community Health Vote www.communityhealthvote.net

Nonpartisan resources to help community health centers integrate voter registration assistance into patient services provided.

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League of Women Voters of Texas www.lwvtexas.org Nonpartisan elections & voters guides, information on Texas constitutional amendments, issue studies, and links to federal, state, and local elected officials.

Texas County Voter Registration Officials www.sos.state.tx.us/elections/voter/votregduties.shtml

Find county voter registration officials and county elections website.

Additional Web Resources

Getting Started With Voter Engagement: A Checklist

http://www.nonprofitvote.org/documents/2010/08/a-voter-participation-starter-kit.pdf

http://www.nonprofitvote.org/nonprofits-voting-elections-online/

http://youtu.be/xBL5XHcJRac http://www.nonprofitvote.org/documents/2011/09/a-voter-registration-toolkit.pdf

http://www.nonprofitvote.org/documents/2012/01/a-voter-registration-toolkit-spanish.pdf