333333

Texas Voter Registration Toolkit

for Community Health Centers
/TexasCHCs | @TexasCHCs


Page 2 of 15 TACHC Voter Registration Toolkit

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
nations 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. Thats 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/


Page 3 of 15 TACHC Voter Registration Toolkit

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 Dos & Donts.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


Page 4 of 15 TACHC Voter Registration Toolkit


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 whats 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 states 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


Page 5 of 15 TACHC Voter Registration Toolkit

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 organizations 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 whats 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 organizations 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


Page 6 of 15 TACHC Voter Registration Toolkit

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 law
2
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 (OC) Compliance and
Performance Improvement (CPI) Manual, Executive Management Chapter.




Page 7 of 15 TACHC Voter Registration Toolkit

Volunteer Deputy Registrars (VDRs)
Although you dont 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
countys 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 applicants 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 States 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


Page 8 of 15 TACHC Voter Registration Toolkit


Voter Registration Dos and Donts 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 countys official voter registration forms or the statewide form provided by the Secretary of
States 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 applicants 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.


Page 9 of 15 TACHC Voter Registration Toolkit

Voter Registration Dos and Donts at Texas Community
Health Centers
DONT DONT DONT DONT DONT DONT DONT

DONT engage in political discussions or discuss your personal opinions about political issues or
candidates.
DONT link voter registration to a single issue.
DONT determine whether applicants are qualified to vote, or make the applicant provide a
phone number, gender, Social Security or drivers license number.
DONT advise clients on how to vote or rate candidates on issues.
DONT photocopy or print multiple copies of a clients voter registration form.
DONT provide an envelope or postage to a client to mail their completed voter registration
form.
DONT accept a voters application for submission if you are not a deputy voter registrar.
DONT use a drop box for voters to leave their applications.
DONT mail completed voter registration forms.





Page 10 of 15 TACHC Voter Registration Toolkit

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 theyre 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.

Its Fast, Easy and Convenient
Assure the patient its easy to do and can be done quickly.
Itll 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, Ill return it
for you to the correct election office.

Its Important
If people hesitate or say they dont 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 youre not registered, you cant vote. Dont miss the opportunity express your opinion in the
next election.


SOURCE: www.communityhealthvote.net



Page 11 of 15 TACHC Voter Registration Toolkit

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. Im already registered and my information is current.

Thats 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, Ill return it for
you to the correct election office.

3. I dont want to register or I dont 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 _________. Its 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 dont 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, Ill return it for
you to the correct election office.

SOURCE: www.communityhealthvote.net


Page 12 of 15 TACHC Voter Registration Toolkit

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 (2
nd
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.


Page 13 of 15 TACHC Voter Registration Toolkit

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 TACHCs Andrea Abel, aabel@tachc.org
Mail completed cards to TACHC, 5900 Southwest Pkwy, Bldg 3, Austin, TX 78735.



Page 14 of 15 TACHC Voter Registration Toolkit

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.


Page 15 of 15 TACHC Voter Registration Toolkit


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