DEPARTMENT OF THE NAVY

OFFICE OF THE CHIEF OF NAVAL OPERATIONS

2000 NAVY PENTAGON

WASHINGTON, DC 20350-2000

 OPNAVINST 1742.1C

 N4

 5 Feb 2016

OPNAV INSTRUCTION 1742.1C

From: Chief of Naval Operations

Subj: NAVY VOTING ASSISTANCE PROGRAM

Ref: (a) DoD Instruction 1000.04 of 13 September 2012

Encl: (1) Self-Assessment Checklist for VAOs

1. Purpose

 a. To establish policy and assign responsibilities for the 

Navy Voting Assistance Program (NVAP), per reference (a). This 

instruction is a complete revision and should be reviewed in its 

entirety.

 b. Significant changes include the establishment of digital 

delivery as the primary means for distributing voting forms;

updated responsibilities for program review; new criteria for 

the designation of voting assistance officers (VAO); the 

requirement that every VAO register for and report quarterly

voter assistance metrics in the Federal Voting Assistance 

Program (FVAP) portal; and the requirement for commanders, 

commanding officers, and officers in charge to comment on unit 

VAO performance within the VAO’s evaluation or fitness report.

2. Cancellation. OPNAVINST 1742.1B.

3. Responsibilities

 a. Office of the Chief of Naval Operations, Director, Shore 

Readiness Division (OPNAV (N46)) must:

 (1) Develop policy and strategic plans to ensure proper 

operation, resourcing, and management of the NVAP.

 (2) Prepare NVAP requirements to support programming of 

resources throughout the 5-year defense plan.
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 (3) Oversee the activities of the program manager for 

the NVAP to ensure effectiveness and efficiency in satisfying 

Chief of Naval Operations and end user requirements. Monitor 

compliance with policy and progress toward meeting strategic 

plans.

 b. Commander, Navy Installations Command, is designated as 

the Navy’s senior service voting representative responsible for 

execution of NVAP policy and must:

 (1) Manage, maintain, oversee, and operate the NVAP, 

related services, facilities, and equipment to include the 

Voting Information Management System (VIMS), the Navy’s online 

database through which VAOs manage their respective programs.

 (2) Prepare NVAP requirements to support programming of 

installation operations and maintenance resources throughout the 

5-year defense plan.

 (3) Provide written operational guidance and staff 

training that stresses stewardship, fiscal and program 

accountability, use of technology, and customer satisfaction.

 (4) Conduct and evaluate customer and employee surveys, 

collate information, recommend solutions to issues, and develop 

service improvement programs.

 (5) Formulate and recommend to the Deputy Chief of Naval 

Operations, Fleet Readiness and Logistics (CNO N4) changes to 

the NVAP policy and criteria, and standards for plans and 

maintenance of the program.

 (6) The senior service voting representative must

designate a service voting action officer, preferably a civilian 

employee (General Schedule (GS)-12 or higher) who manages the 

NVAP as their primary duty. If the designated service voting 

action officer is a military member, this person should be of 

pay grade O-4 (if an officer) or E-8 (if enlisted), or higher.

 c. The senior voting action officer must:

 (1) Serve as the senior service voting representative’s

direct representative on voting matters.
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 (2) Administer and manage all aspects of the NVAP.

 (3) Coordinate voting assistance efforts with the FVAP, 

Navy region VAOs, installation VAOs, other echelon 2 VAOs, and 

other stakeholders.

 (4) Develop, publish, and execute a Navy voting action 

plan and a communications plan for Federal election years (evennumbered years) to coordinate all aspects of the Navy’s voting 

assistance effort.

 (5) Assist FVAP and the Naval Inspector General in 

conducting official surveys and preparing reports per reference 

(a).

 (6) Maintain a list of current installation voter 

assistance offices including installation VAO location, 

address(es), phone number(s), and email address(es).

 (7) Maintain current VAO contact information within the 

VIMS.

 (8) Monitor program compliance of all subordinate 

commands to include ensuring that all subordinate VAOs maintain 

an account in the FVAP online portal and report voter assistance 

metrics via this system on a quarterly basis.

 d. Naval Inspector General must use enclosure (1) to 

annually review the voting assistance programs at various levels 

of command to ensure compliance and submit a report to the 

Department of Defense (DoD) Inspector General by 31 January of 

the following year, per reference (a).

 e. Commander, Navy Reserve Forces Command, must coordinate 

with the senior service voting representative to maintain a 

contingency absentee voting program for reserve units and 

activated and deployed personnel.

 f. Commander, Navy Recruiting Command, must ensure all 

personnel assigned to recruitment offices are familiar with this 

instruction and reference (a) and are trained to provide voter 

registration assistance. Recruitment offices must:
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 (1) Provide citizens with the National Mail Voter 

Registration Form per reference (a) and transmit completed forms 

within 5 calendar days to the appropriate election official.

 (2) Maintain reporting metrics in the manner prescribed 

by FVAP and maintain them on file for 2 years.

 g. Commanding Officer, Recruit Training Command, must:

 (1) Ensure recruits receive one training period 

dedicated to voting rights and responsibilities and absentee 

voting procedures, as specified by the service voting action 

officer.

 (2) Ensure each recruit, prior to graduation, has the 

opportunity to register to vote and to notify their local 

election official of their pending change of mailing address by 

completing the SF 76 Federal Post Card Application (FPCA). SF 

76 may be filled out electronically and printed for mailing or a 

hard copy form provided by Recruit Training Command may be 

completed and mailed.

 (3) Ensure that every recruit undergoing training during 

a Federal election year is provided the opportunity to register 

to vote and request an absentee ballot by completing the SF 76. 

This must be accomplished as early as possible when a recruit 

arrives at Recruit Training Command to allow the maximum amount 

of time possible for processing of absentee voting materials.

 h. Echelon 2 commands must designate an echelon 2 VAO in 

writing. Echelon 2 VAOs should be civilian employees (GS-12 or 

higher), when possible, or a military member of pay grade O-4 or

E-8 or higher. Echelon 2 VAOs must:

 (1) Complete FVAP training before assuming duties and 

maintain a record of training and continuity documentation as 

outlined on the FVAP Web site at http://www.fvap.gov.

 (2) Serve as the principal point of contact for the 

voting assistance program within the echelon 2 command and all 

subordinate commands.

 (3) Ensure program compliance of all subordinate 

commands by maintaining current VAO contact information within
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the VIMS, and ensuring those subordinate units VAOs are 

submitting voter assistance metrics via the FVAP portal on a 

quarterly basis as prescribed by the service voting action 

officer.

 (4) Ensure voting program compliance is assessed during 

inspector general reviews within the echelon. Results of each 

inspection must be forwarded to the Naval Inspector General and 

service voting action officer, not later than 15 December of 

each year. Enclosure (1) is a recommended checklist of the 

minimum criteria that must be assessed. The Naval Inspector 

General may direct an alternative inspection format, as 

necessary. Inspections must be conducted by the internal 

inspector general, in conjunction with other scheduled 

inspections.

 (5) Attend an FVAP voting assistance workshop during 

even-numbered years with elections for Federal office. If the 

installation is not scheduled to receive FVAP workshop training, 

training must be attended at a nearby installation. VAOs at 

remote locations can access the FVAP Web site for training.

 (6) If a unit VAO is not separately assigned within the 

echelon 2 headquarters command, the echelon 2 VAO must carry out 

the duties outlined in subparagraph 3i.

 i. Region commanders must designate a region VAO in 

writing. Region VAOs should be a civilian employee (GS-12 or 

higher), when possible, or a military member of pay grade O-4 or

E-8 or higher. Region VAOs must:

 (1) Complete FVAP training before assuming duties as 

region VAO and during even-numbered years. Maintain a record of 

training and continuity documentation, as outlined at 

http://www.fvap.gov.

 (2) Serve as the principal point of contact for the 

voting assistance program of their command and all subordinate 

commands, in particular, installations, and installation voter 

assistance offices.

 (3) Ensure program compliance of all subordinate 

commands by maintaining current VAO contact information within 
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the VIMS, and ensuring those subordinate units’ VAOs are

submitting voter assistance metrics via the FVAP portal on a 

quarterly basis.

 (4) Ensure region Web sites have active links to the 

FVAP Web site: http://www.fvap.gov.

 (5) Ensure installation voter assistance offices within 

their region are operating as required by this instruction and 

by reference (a). This includes:

 (a) Reviewing all installation voter assistance

office deliverables for correctness, when requested by the 

service voting action officer, before they are submitted to the 

service voting action officer.

 (b) Ensuring installation voter assistance offices 

actively promote key voter awareness initiatives including Armed 

Forces Voters Week, Absentee Voting Week, and others as outlined 

in both the FVAP and Navy voting action plans.

 (6) Attend an FVAP voting assistance workshop during 

Federal election (even-numbered) years. If the installation is 

not scheduled to receive FVAP workshop training, attend training 

at a nearby installation. VAOs at remote locations can access 

the FVAP Web site for training.

 (7) If a unit VAO is not separately assigned within the 

region headquarters command, the region VAO must carry out the 

duties outlined in subparagraph 3i(1).

 j. Installation commanding officers must appoint an 

installation VAO in writing. The installation VAO should be a 

civilian employee (GS-12 or higher), when possible, or a 

military member of pay grade O-4 or E-8 or higher and must:

 (1) Complete installation VAO training at 

http://www.fvap.gov before assuming duties as installation VAO 

and maintain a record of training and installation VAO 

continuity documentation in a local program binder as outlined 

at http://www.fvap.gov.
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 (2) Report directly to the installation commanding 

officer concerning the effectiveness and status of the 

installation voting assistance program.

 (3) Establish, maintain, operate, and be responsible for 

the installation voter assistance office. Commands must colocate installation voter assistance offices with an existing 

high-traffic office and advertise the location well. The 

installation voter assistance office must be staffed during 

fixed hours with a trained VAO per reference (a). The 

installation voter assistance office must:

 (a) Provide voter assistance and act as a voter 

registration agency per reference (a).

 (b) Be included in personnel check-in and check-out 

activities. This requirement must be listed on personnel checkin and check-out forms.

 (c) Provide voter assistance to military personnel 

both before and after deployments of 6 months or longer.

 (d) Assist voters with the absentee voting process 

per reference (a), to include completion of the SF 76, SF 186

Federal Write-In Absentee Ballot (FWAB), or National Mail Voter 

Registration Form, as applicable.

 (e) Report voter assistance metrics on a quarterly 

basis via the FVAP portal as prescribed by the senior voting 

action officer.

 (4) Ensure that the installation Web site has a link to 

the FVAP Web site: http://www.fvap.gov.

 (5) Maintain current contact information (name, e-mail, 

address, office location, and contact phone numbers) on file 

with the service voting action officer and in VIMS, and alert 

the service voting action officer any time a personnel change 

occurs.

 (6) Maintain a primary contact phone number for the 

installation voter assistance office with voicemail that 
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identifies the installation voter assistance office, lists hours

of operation, and indicates expected timeframe for a return 

call.

 (7) Work with FVAP and the service VAO to coordinate and 

plan local voting assistance workshops during even-numbered 

years with elections for Federal office. If the installation is 

not scheduled to receive FVAP workshop training, the 

installation VAO must attend training at a nearby installation

and help the host installation advertise the training. 

Installation VAOs at remote locations can access the FVAP Web

site for training, or contact the service voting action officer

for more options.

 (8) If a unit VAO is not separately assigned within the 

installation headquarters command, the installation VAO must

carry out the duties outlined in subparagraph 3j(1).

 (9) Per section 1566f of title 10, United States Code, 

VAOs must indicate performance of their duties in the comments 

section or collateral duty block of their evaluation or fitness 

report.

 k. All commanders, commanding officers, and officers in 

charge of commands with 25 or more permanently assigned 

personnel must:

 (1) Designate a unit VAO, in writing, preferably an O-2 

or higher officer, or a chief petty officer, E-7 or higher. An 

assistant VAO must be designated as necessary, according to 

command size. Commands with less than 25 permanently assigned

personnel must receive voting assistance via their immediate 

superior in command or their installation voter assistance

office. They may also choose to assign a VAO and maintain a 

command level voting assistance program.

 (2) Encourage eligible voters in the command to 

participate in elections at the Federal, State, and local level.

 (3) Ensure all voters are given an opportunity to 

register and vote in any election for which they are eligible,

unless precluded by military necessity.
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 (4) Ensure voting assistance is provided in such a

manner as to safeguard the integrity of the electoral process 

and secrecy of the ballot.

 (5) Take all necessary steps to prevent fraud and to 

protect voters against any coercion, to include:

 (a) Navy members must not attempt to influence any 

other member to vote or not to vote, or require any member to 

march to any polling place or place of voting. Nothing in this 

instruction prohibits free discussion about political issues or 

candidates for public office.

 (b) No person may poll any voter in the Department 

of the Navy before or after they vote, beyond official surveys 

authorized by reference (a).

 l. Unit VAOs must:

 (1) Complete VAO training at http://www.fvap.gov prior 

to assuming the duties as VAO. Training records must be 

maintained on file in the VAO continuity documentation in a 

local program binder as outlined at http://www.fvap.gov.

 (2) Administer the command voting assistance program and 

serve as the main point of contact for voting assistance, per

reference (a).

 (3) Provide all personnel with information concerning

absentee voter registration, ballot requests, absentee ballot 

submission information, and deadlines.

 (4) Publicize elections and increase voter awareness 

throughout the command by utilizing information workshops, plan 

of the day notes, posters, site TV, or any other medium 

available.

 (5) Actively support Navy and DoD voting promotions, 

such as Armed Forces Voters Week.

 (6) Maintain liaison with the command ombudsman for the 

purpose of sharing voting information and forms and materials 

with voting-age family members.
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 (7) Report voter assistance metrics on a quarterly basis

via the FVAP portal as prescribed by the service voting action 

officer.

 (8) Quarterly, and when information changes, update VIMS 

or other electronic record keeping systems, as designated by the 

service voting action officer.

 (9) Distribute, by hand or electronically, the SF 76 to 

mustering personnel and the command ombudsman by the dates

outlined in subparagraphs 3l(9)(a) and 3l(9)(b). Completion of 

this requirement must be documented in VIMS and maintained on 

file. The command record may not include names or identifying 

information of any individual.

 (a) 15 January of each calendar year

 (b) 15 August of even-numbered years

 (10) Ensure absentee voting training is included on predeployment checklists and procedures for all hands.

 (11) Ensure command indoctrination and check-in and 

check-out lists include the VAO and that all hands receive 

annual absentee voting training. All-hands training 

documentation must be maintained on file.

 (12) Administer oaths as outlined in reference (a).

 (13) At the conclusion of each election year (evennumbered years), review program effectiveness by using enclosure 

(1), and forward the evaluation and detailed corrective action 

taken to the commanding officer or officer in charge for review. 

Maintain the evaluation on file for 3 years.

 (14) Maintain an up-to-date file of voting references 

and forms and continually review resources for VAOs listed at 

http://www.fvap.gov.

 (15) Assist in conducting official surveys as directed 

by the service voting action officer.
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 (16) Monitor the voting programs of reporting 

subordinates and provide support, as needed.

 (17) Attend an FVAP voting assistance workshop during 

even-numbered years with elections for Federal office at their 

local installation. If the installation is not scheduled to 

receive FVAP workshop training, attend training at a nearby 

installation. VAOs at remote locations can access the FVAP Web

site for training. 

 (18) Per section 1566(f) of title 10, United States 

Code, VAOs must indicate performance of their duties in the 

comments section or collateral duty block of their evaluation or 

fitness report.

4. Records Management. Records created as a result of this 

instruction, regardless of media and format, must be managed per 

Secretary of the Navy Manual 5210.1 of January 2012.

5. Forms and Information Management Control

 a. Forms

 (1) SF 76 Federal Post Card Application (FPCA), S/N 

7540-00-634-5053, and the SF 186 Federal Write-In Absentee 

Ballot (FWAB), S/N 7540-01-218-4384, are available for download 

from http://www.fvap.gov. Stocked forms can be ordered on 

General Services Administration (GSA) Global Supply Web site at 

http://www.gsa.gov/globalsupply, or by calling GSA Global Supply 

customer assistance at 800-525-8027 and selecting option 3 on 

the phone menu.

 (2) National Mail Voter Registration Form is available 

for download from the U.S. Election Assistance Commission Web 

site, http://www.eac.gov/voter_resources/register_to_vote.aspx.

 b. Information Management Control

 (1) Data collections contained in subparagraphs 3h(3) 

and 3i(3) has been assigned OPNAV RCS 1742-1.
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 (2) Data collection contained in subparagraph 3j(3)(e)

falls under DD-P&R(Q)2346.

 

 P. H. CULLOM

 Deputy Chief of Naval Operations

 (Fleet Readiness and Logistics)

Distribution:

Electronic only, via Department of the Navy Issuances Web site

http://doni.documentservices.dla.mil/
 OPNAVINST 1742.1C

5 Feb 2016

Enclosure (1)

SELF-ASSESSMENT CHECKLIST FOR VAOs

1. All VAOs

 a. Is the VAO of the appropriate rank or grade?

 b. Is the VAO designated in writing?

 c. Does the VAO have electronic or hardcopies of:

 (1) The current Voting Assistance Guide?

 (2) SF 76 Federal Post Card Application?

 (3) SF 186 Federal Write-in Absentee Ballot?

 d. Has the VAO registered current command information in 

the VIMS, or similar database, and has the VAO ensured that 

contact information is current and correct for subordinate 

commands?

 e. Has the VAO completed training prior to designation and 

on even numbered years at FVAP workshops (if available)?

 f. Did the VAO develop a comprehensive command-wide voting 

awareness and assistance program (for example: plan of the day 

notes, posters, brochures, or other creative outreach media)?

 g. Did the VAO ensure and track that all Service members 

received at least one training period devoted to absentee 

registration and voting annually?

 h. Is the VAO included on the command check-in and checkout sheet and command indoctrination?

 i. Does the VAO have a continuity folder or program binder 

that includes program instructions and references, training 

records, FVAP and NVAP directives, and other pertinent 

information as recommended on the FVAP Web site?

 j. Did the command establish a well-advertised and fixed 

location where absentee voting materials and assistance is 

available?
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2 Enclosure (1)

 k. Does the continuity folder include records of electronic 

or in-hand delivery of the SF 76 to all Service members, their 

family members, and DoD employees within the command?

 l. Does the VAO conduct a program review using this form or 

other suitable checklist at the conclusion of each election year

(even-numbered years) and forward the evaluation and detailed 

corrective action taken to the commanding officer or officer in 

charge? Are reviews maintained on file for 3 years?

 m. Does the VAO have adequate time to perform duties?

 n. Does the VAO ensure that quarterly reports are filed on 

the FVAP portal denoting numbers of personnel assisted within 

their command?

 o. Does the VAO ensure that performance of his or her 

duties is indicated in the collateral duty or comments section 

of his or her evaluation or fitness report?

2. Additional Installation VAO

 a. Does the installation VAO maintain current contact 

information (phone number, office location description, address, 

and email address) with FVAP and the service voting action 

officer?

 b. Does the installation voter assistance office primary 

phone number include voicemail that identifies the installation 

voter assistance office, lists hours of operation, and indicates

a timeframe for a return call?

 c. Does the installation VAO maintain a file of previous 

quarterly reports?

 d. Is the installation voting assistance office in a welladvertised and fixed location?

 e. Does the installation VAO have a comprehensive system in 

place to advertise the installation voter assistance office 

across the installation (examples include posters, base 

newspaper notes, installation-wide emails, advertising at high 

traffic areas such as gyms or galleys, posting of banners, 

etc.)?
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 f. Does the installation Web site include a link to the 

FVAP Web site?

 g. Does the installation VAO ensure a VAO was assigned to 

all local and tenant commands and geographically separated 

units?

3. Additional Region VAO

 a. Does the region VAO actively monitor cognizant 

installation VAOs and installation voter assistance offices, to 

ensure program compliance?

 b. Did the region VAO work with the inspector general via 

Commander, Navy Installations Command, headquarters to ensure 

that NVAP compliance is assessed during routine inspections?

4. Additional Echelon 2 VAO

 a. Does the echelon 2 VAO ensure that VAOs at all 

subordinate commands maintain current contact information in

VIMS?

 b. Does the echelon 2 VAO ensure voting program compliance 

of subordinate commands?