DISTRIBUTION STATEMENT A: Approved for public release; distribution is

unlimited.

DEPARTMENT OF THE NAVY

HEADQUARTERS UNITED STATES MARINE CORPS

3000 MARINE CORPS PENTAGON

WASHINGTON DC 20350-3000

MCO 1742.1C

M&RA (MF)

25 June 2021

MARINE CORPS ORDER 1742.1C

From: Commandant of the Marine Corps 

To: Distribution List

Subj: VOTING ASSISTANCE PROGRAM 

Ref: (a) DoD Instruction 1000.04, “Federal Voting Assistance Program”,

 November 12, 2019

 (b) Federal Voting Assistance Program (FVAP), Voting Assistance Guide

 (c) MCO 5040.6J

 (d) SECNAVINST 5211.5F

 (e) SECNAV M-5210.1

 (f) MCO 5210.11F

 (g) 5 U.S.C. 552a

Encl: (1) Marine Corps Voting Assistance Program Policy

1. Situation. To publish policy, provide guidance, and assign 

responsibility for implementation of the Marine Corps Voting Assistance 

Program per references (a) through (g).

2. Cancellation. MCO 1742.1B

3. Mission. To ensure military personnel, their eligible family members, 

civilian federal employees, and those who are eligible to vote under the laws 

and procedures of their State of voting residence are afforded every 

opportunity to vote utilizing the Voting Assistance Program.

4. Execution

 a. Commander’s Intent and Concept of Operations

 (1) Commander’s Intent

 (a) To render the maximum assistance to all eligible voters in 

the exercise of their voting rights. 

 (b) Commanding officers, at all echelons of command, are

responsible for implementing this Order and for the administration and 

support of the Voting Assistance Program within their respective commands.

 (2) Concept of Operations

 (a) The Director, Marine and Family Programs Division (MF), under 

the staff cognizance of the Deputy Commandant for Manpower and Reserve 

Affairs (DC M&RA), manages the Voting Assistance Program of the Marine Corps, 
MCO 1742.1C

25 JUN 2021

2

and serves as the Senior Marine Corps Representative to the Federal Voting 

Assistance Program (FVAP). 

 (b) The Service Voting Action Officer (SVAO) serves as the 

Headquarters Marine Corps, Military Personnel Services, Voting Assistance 

Program (HQMC MFP-4) point of contact on voting, and manages and coordinates

the Marine Corps Voting Assistance Program.

 (c) Major Command Voting Assistance Officers (MCVAO) serve as 

liaisons between the SVAO and the subordinate commands within their areas of

responsibility. MCVAOs are appointed at the following locations: 

 Commander, U.S. Marine Corps Forces Command 

 Commander, U.S. Marine Corps Forces Pacific 

 Commander, U.S. Marine Forces Reserve 

 Commanding General, Marine Corps Recruiting Command

 Commanding General, Training and Education Command 

 Commander, U.S. Marine Corps Logistics Command 

 Commander, U.S. Marine Corps Forces Special Operations Command

 Commander, Marine Corps Installations Command 

 Commander, U.S. Marine Forces Europe/Africa 

 Commander, U.S. Marine Forces South

 Commander, U.S. Marine Forces Central Command 

 Commander, U.S. Marine Forces Korea

 Commander, U.S. Marine Forces Strategic Command

 Commander, U.S. Marine Forces Cyber Space Command

 Commanders of intermediate echelons of command with subordinate 

Unit Voting Assistance Officers (Marine Expeditionary Force, Marine Aircraft

Wing, Marine Logistics Group, and Marine Corps Division) 

 (d) Installation Voting Assistance Offices (IVA Offices) are 

established based on regional geographic requirements, as shown in Chapter 2. 

They are responsible for reporting and disseminating information to the 

populations, both military and civilian, who live and work aboard the

installation. The IVA Offices also serve as the liaison for coordination of 

surveys and workshops from Headquarters Marine Corps (HQMC MFP-4) and FVAP. 

IVA Offices are required to be maintained at the following locations:

 Marine Corps Base Quantico, VA

 Marine Corps Air Station Cherry Point, NC

 Marine Corps Installations-East/MCB Camp Lejeune, NC

 Marine Corps Air Station New River, NC

 Marine Corps Air Station Beaufort, SC

 Marine Corps Recruit Depot Parris Island, SC

 Marine Corps Logistics Base Albany, GA

 Marine Corps Air Station Yuma, AZ

 Marine Corps Recruit Depot San Diego, CA

 Marine Corps Air Station Miramar, CA

 Marine Corps Installations-West/MCB Camp Pendleton, CA

 Marine Corps Mountain Warfare Training Center, Bridgeport, CA

 Marine Corps Logistics Base Barstow, CA

 Marine Corps Air Ground Combat Center, 29 Palms, CA

 Marine Corps Base Hawaii, Kaneohe Bay, HI

 Marine Corps Air Station Iwakuni, Japan

 Combined Arms Training Center, Camp Fuji, Japan

 Marine Corps Installations-Pacific/MCB Camp Butler, Japan
MCO 1742.1C

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3

 (e) Unit Voting Assistance Officers (UVAO) are responsible for 

updating and informing their unit personnel and commanders as to voting news, 

special voting emphasis week support requirements, and the reporting of 

quarterly voting assistance metrics to FVAP. 

 (f) The Voting Assistance Program is carried out to the greatest 

extent practicable, when compatible with military operations. This important 

determination is the responsibility of the commanding officer. The 

commanding officer’s support of this program should take into consideration 

mission requirements with a bias towards assisting the voters’ ability to 

prepare, send, and receive voting materials. 

 (g) The Inspector General of the Marine Corps and the Commanding 

General's Inspection Program includes the Voting Assistance Program as an 

item for specific review at every level of command. This review ensures that 

persons are informed and are provided an opportunity to exercise their right 

to vote and that the commands adequately provides for Voting Assistance 

Officers (VAO) and supporting materials. 

 (h) Training and Education Command will ensure that Marines 

attending recruit training, command courses, and service schools receive 

voter education training. This training is designed to encourage voting, and 

includes information on voting rights, information on the responsibilities 

and procedures of absentee registration, and the casting of absentee ballots.

 b. Subordinate Element Tasks

 (1) Deputy Commandant, Manpower and Reserve Affairs (DC M&RA) must:

 (a) Maintain responsibility for the content and update of this 

Order. Review this Order annually to ensure that it is necessary, current, 

and consistent with statutory authority.

 (b) Maintain responsibility for Marine Corps wide implementation 

of the Voting Assistance Program. 

 (c) Appoint the SVAO (preferably be a civilian employee GS-12 or 

higher) within Marine and Family Programs Division, MFP-4.

 (2) Commanding General, Marine Corps Recruiting Command must:

 (a) Provide each prospective enlistee with the U.S. Election 

Assistance Commission’s “National Mail Voter Registration Form” and the DD 

Form 2645, “Voter Registration Information Form” during processing. Ensure 

Marine Corps Recruiting Stations maintain an adequate supply of the “National 

Mail Voter Registration Form” and DD Form 2645 “Voter Registration 

Information Form” for distribution.

 (b) Provide to the Marines of Marine Corps Recruiting Command,

and their family members who are eligible to vote under the laws and 

procedures of their State of voting residence, assistance in completing and 

mailing of voter registration and absentee ballot forms when requested.

 (c) Transmit all completed registration applications within five 

calendar days to the appropriate State election office when assistance is 

requested from all eligible applicants.
MCO 1742.1C

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4

 (d) Provide each eligible prospective enlistee, who seeks 

assistance with registering to vote, the same degree of assistance for the 

completion of the “National Mail Voter Registration Form” as is provided for 

the completion of its office forms, e.g., the application for enlistment, 

unless the person refuses such assistance. Track and report to FVAP the 

statistical metrics identified in Chapter 4 utilizing the FVAP Administrative

Portal as required by reference (a). 

 (3) Commanding General, Training and Education Command must ensure 

absentee voting training is provided in accordance with reference (a) to all 

Marine Corps student personnel, to include recruits and officer candidates in 

the entry-level pipeline. Ensure that absentee voting training is provided 

during the training course, and training rosters are maintained for three

years per the Department of the Navy General Record Schedule 1000-35.

 (4) Major Subordinate Commanders (listed in paragraph 4a(2)(c)) must:

 (a) Appoint a Major (O-4)/GS-12 or above as the MCVAO, and 

provide a copy of the MCVAO appointment letter to the SVAO. Grade waiver 

requests must be submitted to HQMC MFP-4, for processing. 

 (b) Ensure the MCVAO readdresses and forwards all voting 

information and materials to their subordinate command’s VAOs.

 (c) Ensure the MCVAO submits quarterly voting assistance reports 

to FVAP, as outlined in Chapter 1.

 (d) Ensure the results of all Voting Assistance Program 

inspections conducted by the Commanding General's Inspection Program of 

subordinate commands, utilizing the IGMC Functional Area Checklist 1742, are 

forwarded to the SVAO, HQMC MFP-4.

 (e) Reporting seniors and supervisors are required to annotate on 

the fitness reports or performance appraisals of the MCVAO, commenting on 

their performance as the assigned MCVAO.

 (5) Installation Commanders (listed in paragraph 4a(2)(d))must:

 (a) Appoint a Captain (O-3)/GS-11 or above as the IVAO who will 

report directly to the Installation Commander, establish an IVA Office, and 

provide HQMC MFP-4 a copy of the IVAO’s appointment letter and training 

certificate. Chief Warrant Officers (W-2 or above) can serve as IVAOs and

will require a grade waiver. Grade waiver requests, per appendix (c), must 

be submitted to HQMC MFP-4, for processing.

 (b) Ensure the IVAO disseminates voting information and outreach 

materials to all personnel aboard the installation.

 (c) Ensure the IVAO keeps track of all voting assistance and 

training provided by the IVA Office. The IVAO will submit a metrics report 

to FVAP on a quarterly basis, per Chapter 2. The IVAO shall ensure submitted 

voting assistance reports and training rosters are maintained for three

years, per the Department of the Navy General Record Schedule 1000-35.

 (d) Maintain an IVA Office in a well-advertised, easily 

accessible, and frequently visited location aboard the installation as 

outlined in Chapter 2. 
MCO 1742.1C

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5

 (e) Provide the installation’s directory service with the phone

number and email contact information for the IVA Office. A standardized 

official email address in the form of “vote(Unit)@usmc.mil” must be 

established to ensure efficient contact with the IVA Office.

 (f) Reporting seniors and supervisors are required to annotate on 

the fitness reports or performance appraisals of the IVAO, commenting on 

their performance as the assigned IVAO.

 (6) Unit Commanders

 (a) The Commander of each battalion, squadron, and geographically 

separated units must assign in writing, an officer or a SNCO (O-1/W-1/E-7) or 

above as the UVAO. If a SNCO is appointed as the UVAO, the appointment 

letter will include specific written authorization by the commander that “the 

UVAO is authorized to witness and administer oaths as required by State

election regulations.” Grade waiver requests, per appendix (c), must be 

submitted to HQMC MFP-4 for processing. Provide a copy of the UVAO’s

appointment letter to the appropriate higher headquarter’s MCVAO in the 

UVAO’s reporting chain of command.

 (b) Ensure the maximum number of Service members to be 

represented by the UVAO is 200. Unit commanders with over 200 Service 

members in their unit must appoint an Assistant Unit Voting Assistance 

Officer (AUVAO)for each additional 200 persons assigned to the unit; (for 

example, if 201-400 Service members, appoint one primary and one AUVAO, if 

401-600 members appoint one primary and two AUVAOs). Sufficient UVAOs and 

AUVAOs must be assigned to be readily available and equipped to give personal 

voting assistance to all eligible voters. Ensure all UVAOs and AUVAOs are 

properly trained and instructed in the proper procedures necessary to carry 

out their responsibilities. 

 (c) Ensure the UVAOs readdresses and disseminates voting 

information to all Marines, eligible family members, and civilian federal 

employees who are eligible to vote under the laws and procedures of their 

State of voting residence.

 (d) Ensure the UVAOs submit quarterly voting assistance reports 

to FVAP as outlined in Chapter 3, and maintain copies of the submitted 

quarterly unit voting assistance reports on file for three years, per the 

Department of the Navy General Record Schedule 1000-35.

 (e) Ensure all unit personnel receive annual absentee voter

training, and maintain training rosters on file for three years per the 

Department of the Navy General Record Schedule 1000-35. 

 (f) Reporting seniors and supervisors are required to annotate on 

the fitness reports or performance appraisals of the UVAO, commenting on 

their performance as the assigned UVAO.

 (7) Inspector General of the Marine Corps and Command Inspectors 

General must include the Voting Assistance Program as an item for specific 

review during inspections, and forward the results of such inspections to 

HQMC MFP-4 for trend analysis on an annual basis. Discrepancies and findings 

will be forwarded to allow program managers to improve training and education 

materials. Submit an annual report on the effectiveness and compliance of 
MCO 1742.1C

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6

the Marine Corps Voting Assistance Program to the Inspector General of the 

Department of Defense (DoDIG).

 (8) Service Voting Action Officer

 (a) Effectively and expeditiously communicate with and 

disseminate the most current voting information to commanders and all VAOs.

 (b) Ensure Service members receive information on federal voting 

rights and benefits covered under Chapter 203 of title 52, U.S.C., and 

receive efficient voting assistance upon request.

 (c) Submit an annual after-action report on Marine Corps voting 

assistance activities to the Director, FVAP in the format and manner 

prescribed by the Director, FVAP.

 (d) Make timely distribution to VAOs all pertinent information on 

election dates and State voting requirements. This information will be sent 

to the MCVAOs listed in paragraph 4a(2)(c) and those IVA Offices identified 

in paragraph 4a(2)(d). It is the responsibility of the MCVAOs and IVAOs to 

forward all voting information received to their subordinate VAOs.

 (e) Administer and manage all aspects of the Marine Corps Voting 

Assistance Program, and represent the Marine Corps at FVAP meetings.

 (f) Conduct Voting Assistance Program inspections as part of the 

Inspector General of the Marine Corps Inspection Team, and conduct IVA Office 

visits to monitor local voting assistance operations, conduct IVA Office

staff training during election years, and when required to ensure effective 

IVA Office operations.

 (g) Ensure the distribution of voting outreach materials and 

informational resources to the MCVAOs, IVAOs, and IVA Offices.

 (h) Provide service-level liaison and assistance in conducting 

official FVAP surveys and preparing requested reports per reference (a).

 (i) Develop and publish an annual Marine Corps Voting Action Plan 

to coordinate all aspects of the Marine Corps’ Voting Assistance Program.

5. Administration and Logistics

 a. Recommendations. Recommendations concerning the contents of this 

Order may be sent to HQMC MFP-4 via the appropriate chain of command.

 b. Privacy Act. Any misuse or unauthorized disclosure of Personally 

Identifiable Information (PII) may result in both civil and criminal 

penalties. The Department of the Navy (DON) recognizes that the privacy of 

an individual is a personal and fundamental right that shall be respected and 

protected. The DON's need to collect, use, maintain, or disseminate PII 

about individuals for purposes of discharging its statutory responsibilities 

shall be balanced against the individuals' right to be protected against 

unwarranted invasion of privacy. All collection, use, maintenance, or 

dissemination of PII shall be in accordance with the Privacy Act of 1974, as 

amended (5 U.S.C. 552a) and implemented per SECNAVINST 5211.5F.
MCO 1742.1C

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7

 c. Records Management. Records created as a result of this directive

shall be managed according to National Archives and Records Administration 

(NARA)-approved dispositions per SECNAV M-5210.1 CH-1 to ensure proper 

maintenance, use, accessibility and preservation, regardless of format or 

medium. Records disposition schedules are located on the Department of the 

Navy/Assistant for Administration (DON/AA), Directives and Records Management 

Division (DRMD) portal page at: 

https://portal.secnav.navy.mil/orgs/DUSNM/DONAA/DRM/Records-and-InformationManagement/Approved%20Record%20Schedules/Forms/AllItems.aspx. Refer to

MCO 5210.11F for Marine Corps records management policy and procedures.

 d. This Order should be read in its entirety for familiarity and 

compliance with current requirements.

6. Command and Signal 

 a. Command. This Order is applicable to the Marine Corps Total Force. 

 b. Signal. This Order is effective the date signed. 

DAVID A. OTTIGNON

Deputy Commandant for

Manpower and Reserve Affairs

Distribution: PCN 10202468100 
MCO 1742.1C

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i

TABLE OF CONTENTS

IDENTIFICATION TITLE PAGE

Chapter 1 Major Command Voting Assistance Officers 1-1

Chapter 2 Installation Voting Assistance Officers 2-1

Chapter 3 Unit Voting Assistance Officers 3-1

Chapter 4 Recruiters 4-1

Chapter 5 Individual Voter Procedures 5-1

Chapter 6 Voting Materials and Forms 6-1

APPENDIX A Glossary of Acronyms and Abbreviations A-1

APPENDIX B Glossary of Terms and Definitions B-1

APPENDIX C Grade Waiver Request Letter Template C-1
MCO 1742.1C

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1-1 Enclosure (1)

Chapter 1

Major Command Voting Assistance Officers (MCVAO)

1. Complete the VAO training course as prescribed by the Director, FVAP and 

maintain a copy of the completion certificate. Training must be completed no 

later than 30 days after the assumption of duties. The VAO training course 

is available online at FVAP.gov. 

2. Provide and disseminate all current voting information to the subordinate 

commands within your areas of responsibility. This information includes 

election dates, officials to be elected, constitutional amendments, proposals 

to be voted on, absentee registration, absentee voting procedures, and Marine 

Corps messages on voting as received from FVAP and the SVAO. It also 

includes the distribution of absentee voting materials, voting assistance 

guides, and all other relevant voting outreach information received from 

higher headquarters. Venues such as unit SharePoint platforms, official 

email, command social media platforms, and command websites are recommended 

avenues for communicating this information to all eligible voters. 

3. Ensure all uniformed service personnel, their eligible family members,

civilian federal employees, and all qualified voters who have access to 

Marine Corps installations are afforded the opportunity to receive voting 

assistance. This must include guidance regarding where to find information 

on election dates, local State election offices, constitutional amendments, 

ballot proposals, as well as municipal, primary, and general elections. This 

assistance must include absentee voting training for all uniformed personnel. 

Ensure that all absentee voting training is documented and training rosters 

are maintained on file for three years per the Department of the Navy General 

Record Schedule 1000-35.

4. By 15 January of each year and by 15 July of even-numbered years, ensure

SF76 Federal Post Card Applications (FPCA) are distributed within your command 

to all uniformed service personnel and all eligible voters, including 

eligible family members where practical. Distribution of FPCAs through 

either in-hand delivery or electronic means is acceptable.

5. By 15 July of each year, commands outside the United States must ensure 

additional copies of FPCAs are distributed to all Service members, civilian 

federal employees, and all eligible voters.

6. By 15 September, during even-numbered years, ensure additional copies of 

FPCAs are distributed within your command to all uniformed service personnel, 

civilian federal employees, and all eligible voters stationed within the 

United States. 

7. Ensure the command’s directory include the location and office telephone 

number of the MCVAO. 

8. Conduct voting assistance and information events during Armed Forces 

Voters’ Week (typically the last week of June during even-numbered years), 

Overseas Citizens Voters’ week (runs concurrently with Armed Forces Voters’

Week), and Absentee Voters’ Week, (typically the last week of September 

during even-numbered years). This includes local activities publicizing 

upcoming elections, voter registration drives, and absentee voting events.
MCO 1742.1C

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1-2 Enclosure (1)

9. Ensure all subordinate VAOs are trained and instructed in the proper 

procedures necessary to carry out their assigned responsibilities. VAOs 

should be readily available to give voting assistance to eligible voters.

10. Attend a scheduled FVAP VAO Workshop during election years. If your

installation is not hosting a VAO Workshop, complete the training at the 

nearest installation hosting a workshop or online if available. 

11. Provide the results of all completed Voting Assistance Program 

inspections conducted by the Commanding General's Inspection Program of 

subordinate commands to the SVAO as required by reference (c).

12. On a quarterly basis, submit a report to FVAP on voting assistance 

activities of your command. Establish an account on the FVAP Administrative

Portal and submit reports no later than the last day of the month for each 

quarter. Ensure all subordinate commands are submitting timely quarterly 

voting assistance reports to FVAP via the Administrative Portal as required 

by reference (a). Submit zeros if your unit provided no voting assistance.

13. Maintain submitted quarterly voting assistance reports (electronic or 

hardcopy) and copies of submitted reports from immediate level subordinate 

units for three years per the Department of the Navy General Record Schedule 

1000-35. Print or save electronic copies of your voting assistance reports 

directly from your FVAP Administrative Portal account. 

14. Coordinate with local public affairs office and utilize command social 

media platforms to publicize all upcoming election events, and all command

activities promoting absentee voter registration. 

15. Encourage maximum participation by internal and external agencies such 

as the Single Marine Program, personal and professional readiness programs, 

relevant guest speakers, unit commanders, and State election officials to 

provide additional emphasis on voting. 

16. Maintain an MCVAO continuity folder that provides guidance regarding the

duties and responsibilities of the MCVAO. The folder should provide at a 

minimum the basic details on the voting assistance process, election outreach 

materials, election dates, SVAO contact information, and voting information 

web-links. Additional information is provided at FVAP.gov.

17. Collect and maintain current copies of the appointment letters and 

training certificates of immediate level subordinate command VAOs.

18. Reporting seniors and supervisors are required to annotate on the 

fitness reports or performance appraisals of the MCVAO, commenting on their 

performance as the assigned MCVAO.

19. Provide the SVAO and FVAP with annual absentee voter training data and 

assist in conducting FVAP surveys when requested.

20. MCVAOs must not seek at any time to influence an applicant's political 

preference or party registration.

21. Refrain from discussing Marine Corps voting assistance policy matters 

with State and local government officials.
MCO 1742.1C

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1-3 Enclosure (1)

22. Immediately notify the Marine Corps SVAO when you are no longer assigned 

as the MCVAO so your FVAP administrative portal account can be closed.
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2-1 Enclosure (1)

Chapter 2

Installation Voting Assistance Officers (IVAO)

1. Complete the VAO training course as prescribed by the Director, FVAP, and 

maintain a copy of the completion certificate. Training must be completed no 

later than 30 days after the assumption of duties. The VAO training course 

is available online at FVAP.gov. 

2. In coordination with the Installation Commander, designate at least one 

well-advertised, easily accessible location to serve as the IVA Office where 

voting materials and voting assistance is available to all uniformed service 

personnel, eligible family members, civilian federal employees, and all 

qualified voters who have access to the installation. The IVA Office,

preferably, should be physically co-located within an existing office that 

receives extensive visits, such as the Installation Personnel Administration 

Center or Base Reception Center. 

3. Disseminate current voting information as received from the SVAO, MCVAO,

and FVAP for use by the commands aboard the installation. This information 

includes outreach voting materials, election dates, officials to be elected, 

constitutional amendments and other proposals to be voted on, absentee voter 

registration, voting procedures, and Marine Corps policy messages on voting. 

4. Ensure each eligible individual is afforded the opportunity to receive 

voting assistance. This shall include assistance on absentee voter 

registration, updating their voter registration information by completing the 

FPCA, requesting absentee ballots, and information on all elections to 

include primary dates, ballot proposals, constitutional amendments, as well 

as municipal, special, and general elections. 

5. Provide each eligible voter who requests a National Voter Registration 

Form or the FPCA, assistance in completing and mailing these forms to the 

appropriate State election offices when requested.

6. On a quarterly basis, submit a metrics report on the IVA Office’s voting 

assistance activities to FVAP as required by reference (a). Establish an 

account on the FVAP Administrative Portal and submit reports no later than 

the last day of the month for each quarter.

7. Maintain copies of all submitted quarterly voting assistance reports 

(electronic or hardcopy) for three years per the Department of the Navy 

General Record Schedule 1000-35. Print or save electronic copies of your 

quarterly voting assistance reports directly from your FVAP Administrative 

Portal account and provide a copy to the appropriate MCVAO in your chain of

command.

8. Ensure the installation directory identifies the IVAO and the IVA Office 

as such and lists their location and telephone numbers. Any changes or 

updates to the office location, email, or phone listings require notification 

to the SVAO within one business day of such change. The SVAO must notify 

FVAP of any changes in order to update the FVAP.gov website. 

9. Coordinate with the installation’s public affairs office and utilize unit 

social media platforms to publicize all upcoming elections and voting 

activities highlighting procedures on how to register and vote absentee.
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2-2 Enclosure (1)

10. Attend a scheduled FVAP VAO Workshop during election (even-numbered) 

years. If your installation is not hosting the FVAP VAO Workshop, complete

the training at the nearest installation hosting the FVAP VAO workshops or 

online if available.

11. Conduct voting assistance events during Armed Forces Voters’ Week 

(typically the last week of June during even-numbered years), Overseas 

Citizens Voters’ week (runs concurrently with Armed Forces Voters’ Week), and 

Absentee Voters’ Week (typically the last week of September during evennumbered years). Include local activities publicizing upcoming elections,

voter registration drives, and absentee voting.

12. Maintain an IVAO continuity folder that provides guidance on the duties

and responsibilities of the IVAO and IVA Office. The folder must contain, at 

a minimum, the basic details on the voting process, outreach materials, and 

voting web-links. Additional information is provided at FVAP.gov. 

13. Assist FVAP and the SVAO in conducting annual official FVAP voting 

assistance surveys as requested.

14. Ensure the IVA Office is staffed with trained personnel to provide 

direct voter assistance during the hours the IVA Office is open.

15. Ensure the IVA Office is included in the check-in and check-out process

required for reporting or detaching service personnel, if this process does 

not include the local UVAOs. 

16. Assist in mailing completed voting materials, and if requested by the 

voter, transmits all completed voter registration applications within five 

calendar days to the appropriate State election offices.

17. Ensure the IVA Office contains a computer system connected to the 

internet, a printer, and a scanner to assist voters with completing and 

submitting the FPCA to the appropriate State election offices.

18. Establish and maintain the standard email address for the IVA Office in

the form of “vote(Unit)@usmc.mil” to enable Service members, their families, 

and all eligible voters to have email access to the IVA Office.

19. Establish a voicemail system for the IVA Office with a greeting 

indicating that the caller has reached the IVA Office, the office location, 

what the normal hours of operation are, and what time-frame the caller can 

anticipate a response to their calls.

20. Ensure emails and voicemails received by the IVA Office are returned 

within three business days of receipt, but within 24 hours when election day 

is less than 45 days away.

21. Reporting seniors and supervisors are required to annotate in the

fitness report or performance appraisals of the IVAO, commenting on their 

performance as the assigned IVAO, and the management of the IVA Office.

22. IVAOs shall not at any time seek to influence an applicant's political 

preference or party registration. 

23. Immediately notify the SVAO when you are no longer assigned as the IVAO 

so your FVAP Administrative Portal account can be closed.
MCO 1742.1C

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3-1 Enclosure (1)

Chapter 3

Unit Voting Assistance Officers (UVAO)

1. Complete the VAO training course as prescribed by the Director, FVAP, and 

maintain a copy of the completion certificate. Training must be completed no 

later than 30 days after the assumption of duties. The UVAO training course 

is available online at FVAP.gov. 

2. Ensure each eligible individual is afforded the opportunity to receive 

voting assistance. This shall include assistance on voter registration, 

updating their voter registration information by completing the FPCA and 

requesting an absentee ballot. 

3. Disseminate current voting information and materials for use by unit 

personnel, their family members, civilian federal employees, and all 

qualified voters. This information includes election dates, officials to be 

elected, constitutional amendments and proposals to be voted on, absentee 

registration, absentee voting procedures, and Marine Corps policy messages on 

voting as received from the SVAO. It also includes the displaying of voting 

posters and banners in the unit’s common areas, providing voting assistance 

brochures, wallet cards, and all other relevant voting information received 

from FVAP and higher headquarters MCVAO to eligible voters. 

4. On a quarterly basis, submit a report on the unit’s voting assistance 

activities to FVAP. Establish an account on the FVAP Administrative Portal 

and submit reports no later than the last day of the month for each quarter.

5. Maintain copies of all submitted quarterly voting assistance reports 

(electronic or hardcopy) for three years per the Department of the Navy 

General Record Schedule 1000-35. Print or save electronic copies of your 

quarterly voting assistance reports directly from your FVAP Administrative 

Portal account and provide a copy to the appropriate higher headquarters 

MCVAO in your chain of command. 

6. Ensure the unit’s directory identifies the UVAO as such and include the

location and telephone number of the UVAO’s office. 

7. Coordinate with the local public affairs office and utilize unit social 

media platforms to publicize all upcoming elections, absentee ballot 

submission dates, unit voting activities, and FVAP voter procedures on how to 

register and vote using absentee ballots. 

8. Maintain a UVAO continuity folder that provides guidance regarding the

duties and responsibilities of the UVAO. The folder should provide, at a 

minimum, the basic details on the voting process, key election dates, voting 

materials, and informational voting web-links. Additional information is 

provided at FVAP.gov and in reference (b).

9. Assist FVAP and the SVAO in conducting official FVAP voting assistance 

and post-election surveys as requested.

10. Attend a scheduled FVAP VAO Workshop during election (even-numbered) 

years. If your installation is not hosting the FVAP VAO Workshop, complete

the training at the nearest installation hosting the VAO workshop or online 

if available.
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3-2 Enclosure (1)

11. Maintain a link on the unit’s web-page to the Federal Voting Assistance 

Program website: FVAP.gov. This link must be on the unit’s web-page and/or 

unit’s SharePoint platforms that are accessible by all unit personnel.

12. Ensure FPCAs are distributed through in-hand delivery or electronic 

means by 15 January of each calendar year to all uniformed service personnel, 

their eligible family members, and all qualified voters in the unit. Ensure 

additional copies of FPCAs are delivered by 15 July to all uniformed service 

personnel stationed outside the United States, and by 15 September to all 

uniformed service personnel stationed within the United States during evennumbered years. FPCAs will be provided during the check-in and check-out 

process for all unit personnel, and for those family members desiring one who 

completes a permanent change of station. 

13. Maintain a sufficient amount of FPCAs and Federal Write-in Absentee 

Ballots (FWAB) on hand to support the unit and/or have access to the latest 

electronic versions of these forms via the FVAP website. These forms can be 

obtained as outlined in Chapter 6 and online at FVAP.gov.

14. Provide for administering and attesting to the Oath on the FPCA and 

balloting materials according to the requirements of the various State’s 

election policies per reference (b).

15. Conduct voting assistance and information events during Armed Forces 

Voters’ Week (typically the last week of June during even-numbered years), 

Overseas Citizens Voters’ week (runs concurrently with Armed Forces Voters’

Week), and Absentee Voters’ Week (typically the last week of September during 

even-numbered years). This should include local activities publicizing 

upcoming elections, the importance of voting, and the procedures required to 

register and properly fill out absentee ballots.

16. Work closely with the IVAO and the IVA Office in fulfilling voting 

assistance functions for unit personnel and eligible family members.

17. Ensure all unit personnel receive annual voter training on absentee 

voting and maintain training rosters on file for three years per the 

Department of the Navy General Record Schedule 1000-35.

18. The maximum number of uniformed service personnel that can be 

represented by a UVAO is 200. Commands with over 200 service personnel will 

appoint an AUVAO for each additional 200 persons assigned to the command. 

Ensure all AUVAOs are properly trained and instructed in the proper voting 

assistance procedures necessary to carry out their assigned responsibilities. 

19. Provide unit pre-deployment briefs and the FPCA to personnel deploying 

six months or longer, including their eligible family members if requested.

20. Service members serving in their State of legal residence may vote at 

their local polling location. Commanders must ensure that consistent with 

military requirements, assigned duties do not preclude the exercise of an 

individual’s right to vote.

21. The UVAOs of deploying units, including units involved in extended 

contingency operations abroad, will ensure that a sufficient paper stock of 

FPCAs and FWABs are on hand. The UVAOs will establish an email address for 

their theater of operations, and provide that email address to the SVAO. The 

SVAO will provide the email addresses to FVAP, and FVAP in turn will provide 
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3-3 Enclosure (1)

all State election offices with the unit’s email address. This allows the

State election offices, FVAP, and the SVAO to communicate directly with the 

Marines in a specific area of operations who are encountering issues with 

absentee registration, and voting procedures during their deployment. 

22. Assist to the extent compatible with military operations (annual 

training, drill weekends, special ceremonies, etc.) and activities in 

emphasizing the responsibilities of all personnel to vote. This special 

observance should be in conjunction with Armed Forces Voters’ Week.

23. Selected Marine Corps Reserve units should avoid conflicts with 

municipal, primary, or general election schedules. If a drill period is 

scheduled during an election, contact the local civilian city or county clerk 

and attempt to arrange for the use of the FWAB before departing for training, 

or early voting at the polls. This can only be authorized by the State

election official’s office. UVAOs will report any irregularities in 

coordinating this process to the SVAO.

24. Voting by Prisoners: Information as to the status of individuals who are 

prisoners, which is not readily available to State election officials and may 

affect such individuals' eligibility to vote, will be furnished to the 

appropriate election official in regards to any prisoner who completes an 

FPCA for voter registration, or to request an absentee ballot. The person 

administering the Oath of such prisoners on an FPCA for State absentee ballot 

or other forms of application will be responsible for delivering the 

application to the commanding officer maintaining the prisoner's service 

record. The commanding officer will ensure that the FPCA is mailed to the 

appropriate State’s election office in an envelope bearing the distinctive 

marking and appropriate mailing indicia as specified for absentee voting 

materials, together with a signed statement executed by the commanding 

officer of the prisoner. The statement should read, "The person executing 

the enclosed application for State absentee ballot is a prisoner. For 

further information regarding this prisoner's incarceration, you may write to 

the Commanding Officer, (provide complete Unit Title and Mailing Address)." 

Specific inquiry by State officials as to the offense of which a prisoner was 

convicted will be answered promptly in sufficient detail to determine the 

prisoner's eligibility to vote in that State. Reference (b) provides Stateby-State eligibility requirements concerning felony convictions.

25. UVAOs must not, at any time, seek to influence an applicant's political 

preference or party registration.

26. UVAOs should refrain from discussing Marine Corps voting policy matters 

with State and local government officials.

27. Reporting seniors and supervisors are required to annotate on the 

fitness report or performance appraisals of the UVAOs, commenting on their 

performance as the assigned UVAO.

28. Immediately notify the Marine Corps SVAO when you are no longer assigned 

as the UVAO so your FVAP Administrative Portal account can be closed.
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4-1 Enclosure (1)

Chapter 4

Recruiters

The National Voter Registration Act of 1993 requires that individuals be 

given the opportunity to complete a voter registration form or to change 

their voter registration at any recruiting office. Recruiters and personnel 

assigned at recruiting offices shall be trained to provide voter registration 

assistance as prescribed by the Director, FVAP. 

1. Recruiting personnel must:

 a. Provide each eligible citizen and prospective enlistee with the 

opportunity to complete the Voter Registration Information Form (DD 2645).

 b. Provide each eligible citizen and prospective enlistee the National 

Mail Voter Registration Form and assistance in completing the form, unless 

the applicant declines to register to vote in writing or refuses such 

assistance. 

 c. Transmit all completed voter registration forms to the appropriate 

State election office within five calendar days or by the State’s deadlines, 

whichever is earlier. DD 2645 Forms are not to be sent to FVAP or the SVAO,

and will be maintained at the recruiting office for three years per the 

Department of the Navy General Record Schedule 1000-35. 

 d. Provide each eligible citizen or prospective enlistee the same degree 

of assistance for the completion of the National Mail Voter Registration Form

as is provided by the recruiting office on the completion of its forms,

unless the applicant refuses such assistance. 

 e. On a quarterly basis, submit metrics on voter assistance provided by 

the recruiting offices to FVAP, as required by reference (a). Establish an 

account on the FVAP Administrative Portal and submit voting reports no later 

than the last day of the month for each quarter. Maintain copies (electronic 

or hardcopy) of all submitted quarterly voter assistance reports for three

years per the Department of the Navy General Record Schedule 1000-35. 

Provide copy of submitted reports to the higher headquarters MCVAO.

 f. Immediately notify the SVAO when you are no longer a Recruiter or 

UVAO so your FVAP Administrative Portal account can be closed.

2. Recruiting personnel must not:

 a. Seek to influence an applicant's political preference or party 

registration. 

 b. Display any political preference or party allegiance. 

 c. Make any statement to or take any action in order to discourage the 

applicant from registering to vote. 

 d. Make any statement to or take any action in order to lead the 

applicant to believe that a decision to register or not to register has any 

bearing on the availability of services or benefits. 
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4-2 Enclosure (1)

 e. Use any information relating to a declination to register to vote in 

connection with an application made for any purpose other than voter 

registration.
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5-1 Enclosure (1)

Chapter 5

Individual Voter Procedures

1. Individual Voting Procedures. Any eligible voter who desires to vote by 

absentee ballot in any election will proceed as follows:

 a. Consult your UVAO or IVA Office to be advised of States’ election 

requirements and for assistance in completing the FPCA and FWAB.

 b. Use the FPCA to register to vote, update voter information, and to 

request an absentee ballot. The FPCA must be filled out completely, signed,

and all information should be legible in all respects.

 c. Mail the FPCA (postage free) to the appropriate State election office

as identified in accordance with reference (b). It is the responsibility of 

the appropriate election officials within a State to determine the 

eligibility of an individual to vote under the laws of that State, and such 

determination will not be made by any member of the uniformed services. 

Eligibility is determined when the individual submits the FPCA to the State 

election office in the appropriate voting district. 

 d. Upon receipt of the requested absentee ballot, the individual 

executes it according to the accompanying instructions. The voter’s Oath, if 

required by that State’s law, shall be attested to by an officer or other

appointed officials (MCVAO/IVAO/UVAO) in accordance with that particular 

State’s law per reference (b).

 e. If the balloting material is stuck together when received so that it 

requires a forcible opening in order to use the enclosed ballot, open it in 

the manner least damaging to the material. If State voting instructions 

include a procedure to be followed in such cases, the State procedures will 

be followed. If no instructions are included, after casting your vote,

reseal the envelope in the most practical way and write on the back "Envelope 

flap stuck when received, required forced opening before voting." Sign the 

back of the envelope and request the person administering the voter's Oath, 

if required by State law, to also sign this Statement.

 f. Mail the executed ballot and Oath if on separate paper, in the return 

envelope provided to the address shown on the envelope or provided in the 

instructions. IVA Offices and UVAOs can mail absentee ballots on behalf of 

the voter if requested by the voter.

 g. All questions concerning election information and absentee voting 

procedures should be directed to your UVAO or your local IVA Office.

 h. Supervisors of civilian federal employees must follow guidance 

published by the Office of Personnel Management and local commands regarding 

release times for local in-person voting.
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6-1 Enclsoure (1)

Chapter 6

Voting Materials and Forms

1. The Voting Assistance Guide, reference (b), is published every two years 

and is available to MCVAOs, IVAOs, and UVAOs via the Federal Voting 

Assistance Program. All VAOs are required to maintain a copy (paper or 

electronic) of the Voting Assistance Guide for the proper execution of their 

duties. Voting materials are available for download and printing directly 

from FVAP.gov, and contact the SVAO if you required any additional voting 

materials. Listed below are the Pre-Assigned Control Numbers (PCNs) for 

voting outreach materials:

 a. Voting Assistance Guide, PCN 100006628000

 b. Voting Poster, PCN 50100651000

 c. Voting Brochure, PCN 50100652200

 d. Voting Banner, PCN 50100652100

 e. Voting Wallet Cards, PCN 50100652400

2. The below listed voting materials are available through Direct Support 

Stock Control outlets, General Services Administration (GSA), through local 

unit supply offices via the Standard Accounting, Budgeting and Reporting 

System (SABRS), and electronically via the following websites:

 a. Federal Post Card Application (FPCA) (SF-76), NSN: 7540-00-634-5053; 

electronic version; www.fvap.gov/uploads/FVAP/Forms/fpca2013.pdf.

 b. Federal Write-In Absentee Ballot (FWAB) (SF-186), NSN: 7540-01-218-

4384; electronic version; www.fvap.gov/uploads/FVAP/Forms/fwab2013.pdf.

3. National Voter Registration and Information Forms can be obtained 

electronically at the following websites:

 a. National Mail Voter Registration Form at www.eac.gov. 

 b. Voter Registration Information Form at

 http:/www.dtic.mil/whs/directives/forms/index.htm.

4. Other voting materials that are periodically released are distributed 

directly to the MCVAOs and IVAOs. It is the MCVAOs and IVAOs responsibility 

to disseminate these items (election calendars and other voting materials) to 

their subordinate UVAOs and commands when they are received.

5. If you have difficulty obtaining voting supplies, contact the SVAO at 

vote@usmc.mil or via phone at (703)784-9511, DSN at 278-9511.

6. To obtain toll-free numbers to contact FVAP while deployed or located in 

other countries, visit FVAP.gov.
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A-1 Appendix A

Appendix A

Glossary of Acronyms and Abbreviations

AUVAO Assistant Unit Voting Assistance Officer

CG TECOM Commanding General, Training and Education Command

DON Department of Navy

DC M&RA Deputy Commandant for Manpower and Reserve Affairs

FPCA Federal Post Card Applications

FVAP Federal Voting Assistance Program

FWAB Federal Write-in Absentee Ballots

GSA General Services Administration

HQMC MFP-4 Headquarters Marine Corps, Military Personnel Services, 

Voting Assistance Program Coordinator

IVAO Installation Voting Assistance Officers

MCVAO Major Command Voting Assistance Officers

MF Marine and Family Programs Division

MCPDS Marine Corps Publication Distribution System

PII Personally Identifiable Information

PCN Pre-Assigned Control Numbers

SVAO Service Voting Action Officer

SABRS Standard Accounting, Budgeting, and Reporting System

UVAO Unit Voting Assistance Officers

VAO Voting Assistance Officers
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B-1 Appendix B

Appendix B

Glossary of Terms and Definitions

Absentee Voter or Absent Uniformed Services Voter. A member of a Uniformed 

Services on active duty who, by reason of such active duty, is absent from 

the place of residence where the member is otherwise qualified to vote; a 

member of the Merchant Marine who, by reason of service in the Merchant 

Marine, is absent from the place of residence where the member is otherwise 

qualified to vote; or a spouse or dependent of a member of the Uniformed 

Services or Merchant Marine who, by reason of the active duty or service of 

the member, is absent from the place of residence where the spouse or 

dependent is otherwise qualified to vote. 

Armed Forces Voters' Week. A special day or days designated at each 

Uniformed Services installation to inform Uniformed Service Members and their 

voting-age dependents of absentee voter registration, voting procedures, and 

ballot request deadlines preceding general elections for federal offices.

Eligible Voter. Any individual that meets the voter registration 

requirements of the individual’s State. Each State has different 

requirements. Questions regarding which State an individual can register to 

vote in should be referred to the State in question, UVAO, or IVA Office. 

Federal Election. Any general, special or primary election held solely or in 

part for the purpose of nominating or electing any candidate for the Office 

of the President, Vice President, Member of the United States Senate, Member 

of the United States House of Representatives, Delegate from the District of 

Columbia, Resident Commissioner from the Commonwealth of Puerto Rico, 

Delegate from Guam and the Virgin Islands.

Federal Post Card Application (FPCA). Standard Form 76. The FPCA is a 

postage-free postcard for use by absentee voters to update their address, 

request registration, and an absentee ballot. 

Federal Write-In Absentee Ballot (FWAB). Standard Form 186. The FWAB is a 

postage-free ballot and envelope to be used only after an individual has 

requested an absentee ballot using an FPCA and not yet received that ballot 

from their State elections office. This form should only be used by 

individuals deployed or stationed outside the territorial limits of the 

United States and the District of Columbia, with the exceptions noted in 

reference (a). 

General Election. An election held to choose candidates nominated in the 

primary (or by convention or caucus) for federal, State, or local office.

Installation Voting Assistance Officer (IVAO). An individual responsible for 

providing voting assistance at the installation level and manages the IVA 

Office.

Local Election. An election for candidates for a local office, such as 

municipal, county, township or village elections, or referendums of local

interest.

Major Command Voting Assistance Officer (MCVAO). A civilian employee (GS-12 

or above) or Field Grade Officer, assigned in writing, responsible for the 

Voting Assistance Program at the major command level as listed in paragraph 
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B-2 Appendix B

4a(2)(c) of this Order. This officer will be responsible for maintaining a 

direct liaison with the SVAO for the dissemination of information and 

materials to all appropriate subordinate commands.

 

Municipal Election. An election held in a city or town to vote for local 

officials or on matters of local interest.

Online Administrative Portal. A customized online database designed by FVAP 

that compiles information from a wide array of sources in a consistent and 

uniform manner. Used primarily to submit unit voting assistant metrics data.

Overseas Voter. An absent Uniformed Services voter who, by reason of active 

duty or service, is absent from the United States on the date of the election 

involved; a person who resides outside of the United States and is qualified 

to vote in the last place in which the person was domiciled before leaving 

the United States; or a person who resided outside of the United States and 

would be qualified to vote in the last place in which the person was 

domiciled before leaving the United States.

Poll. Any request for information that requires or implies the necessity of 

an answer, with the intent being to report or publish the result of the 

answers obtained.

Primary Election. An election held before a general election to nominate a 

political party’s candidates for office. Dates for primaries are set by the 

States and vary from State to State.

Prisoner. A Service member that is confined while pending trial, or as a 

result of a sentence imposed by a court-martial, and who will remain 

incarcerated during that year's General Election.

Service Voting Action Officer (SVAO). An individual at a Uniformed Services

headquarters level responsible for voting assistance operations for his or 

her respective component. The SVAO for the Marine Corps is HQMC, MFP-4.

State Election. Any non-Federal election held solely, or in part, for 

selecting, nominating, or electing any candidate for any State office, such 

as Governor, Lieutenant Governor, State Attorney General, or State

Legislator, or on issues of State-wide interest.

State Absentee Ballot. Any ballot provided by a State or political party 

subdivision thereof for absentee voting.

Uniformed Services. The United States Army, United States Navy, United 

States Air Force, United States Marine Corps, United States Coast Guard, the 

Commissioned Corps of the National Oceanic and Atmospheric Administration, 

and the Commissioned Corps of the Uniformed Services of the United States 

Public Health Service. 

Unit Voting Assistance Officer (UVAO). An individual responsible for 

providing voting assistance at the unit level. This billet will not normally 

be delegated below the level of the battalion or squadron. 

Voting Residence. The legal residence where the voter is registered to vote. 

Voters who are unsure of legal voting residence should contact their UVAO.
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C-1 Appendix C

Appendix C

Grade Waiver Request Letter Template

Official Command Letterhead

 

 IN REPLY REFER TO: 

 1742 

 Office Code 

 Date

 From: Commanding Officer, (your unit) 

 To: Headquarters, U.S. Marine Corps, M&RA (MFP-4) 

 Subj: REQUEST A GRADE WAIVER FOR THE (select one: MAJOR COMMAND/INSTALLATION/UNIT) VOTING

 ASSISTANCE OFFICER

 Ref: (a) MCO 1742.1C

 1. Per the reference (a), it is requested that a grade waiver be granted for (rank,

 full name) to serve as the (select one: Major Command/Installation/Unit) Voting Assistance

 Officer for (unit). This grade waiver is required due to (provide justification for

 waiver). 

 2. Point of contact for additional information or assistance regarding this matter is

 (rank, full name) at (phone number) or email at (e-mail address). 

 Commanding Officer’s Signature