Distribution of Voter Registration Materials – Specific Transactions Clause Samples

Distribution of Voter Registration Materials – Specific Transactions a. Unless otherwise specified, the procedures described in this Section III.B.3. shall be implemented no later than July 31, 2015. b. Each MassHealth member booklet that contains an application for Public Assistance Benefits and the downloadable version of the application available on MassHealth’s website shall include a Mail-In Voter Registration Application pre-coded with MassHealth’s Agency Code and the language contained in the Voter Preference Form. For the downloadable application, MassHealth may either incorporate these voter registration materials into such application, or include them in the same PDF or downloadable file containing such application. c. For each Client who drops off a change of address document (such as a utility bill) at a Local MassHealth Office without interacting with an Eligibility Worker or CSR , the Office receptionist shall: i. explain that if the Client wishes to register to vote, the Client can do so at the Local MassHealth Office and receive assistance in doing so, and that MassHealth will send the Client’s filled-out Voter Registration Application to the appropriate Local Election Officials, or, alternatively, that the Client can take home a Voter Registration Application. 3 In the event of unexpected delay in the operation of the Massachusetts online voter registration system or the creation of the MassHealth-specific URL, MassHealth and Plaintiffs will negotiate in good faith to agree upon a reasonable extension of the deadlines in Section III.B.2.e.. If MassHealth enables other Covered Transactions through its online application portal, MassHealth shall incorporate a link to the online voter registration system as part of the programming for such Covered Transactions. If such incorporation is not technologically feasible before May 1, 2016, MassHealth shall provide notice of such infeasibility to Plaintiffs’ counsel, and thereafter the parties shall negotiate in good faith a deadline for incorporation of such link. ii. if the Client wishes to register to vote at the Local MassHealth Office, provide an Agency Voter Registration Application; and iii. if the Client does not wish to register to vote at the Local MassHealth Office and wants to take a Mail-In Voter Registration Application home, provide a Mail-In Voter Registration Application pre-coded with MassHealth’s Agency Code. d. For each change of address received by MassHealth by office drop-off, telephone, mail or facsimile, MassHealth or its customer service ven...
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Distribution of Voter Registration Materials – Specific Transactions a. During each interview with a Client applying for Public Assistance Benefits at a Local DTA Office, DTA Case Managers shall distribute to each Client a pre-assembled packet that includes, on the top of the packet, a Mail-in Voter Registration Application and a Voter Preference Form.5 If a Client chooses to register to vote at a Local DTA Office, a Case Manager shall distribute the Agency Voter Registration Application to the Client and offer assistance in completing the Application, in accordance with the BEACON script attached hereto as Exhibit B. This provision shall also apply to Clients who are present in-person at a Local DTA Office but who use remote methods to conduct a Covered Transaction (e.g., by telephone in a separate room at a Local DTA Office). b. DTA shall include a Mail-in Voter Registration Application and a Voter Preference Form, together with the explanatory language shown in Exhibit A, in each mailing that starts a Client’s recertification process for Public Assistance Benefits, as provided in Section III.C.2.c above. If a Client subsequently visits a Local DTA Office for an in-office interview, a Case Manager shall offer to provide the Client additional voter registration materials in accordance with the BEACON script shown in Exhibit B. c. A Mail-in Voter Registration Application and a Voter Preference Form, together with the explanatory language shown in Exhibit A, shall be sent to each Client who changes his or her address regarding the receipt of Public Assistance Benefits, as provided in Section III.C.2.c above. 5 As stated in footnote 2 above, DTA shall use pre-coded or codable Mail-in Voter Registration Applications if they are made available by the SOC. d. If the Statewide NVRA Coordinator, Local NVRA Coordinator, or Director or Assistant Director at a Local DTA Office becomes aware that a specific Client did not receive a Voter Registration Application as required by this Agreement, a mailing shall be promptly sent to such Client, including a Mail-in Voter Registration Application, a Voter Preference Form, and a letter explaining why the mailing has been sent and including the explanatory language shown in Exhibit A. DTA shall also instruct Case Managers to follow this procedure. e. In addition to any other procedures and practices required by this Agreement, DTA shall request that EOHHS make a Mail-in Voter Registration Application available for download through Virtual Gateway for online SNAP applications. DTA shall furthe...
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