1

Voting Assistance Program (VAP) 

Action Plan

Airman and Family Readiness

Operations Division

Department of the Air Force

Published by AFPC/DPFF

January 2024
2

Changes to Voting Action Plan

Page Change (Add, Delete, Revised)

Revised: Topic layout throughout guide 

Revised: All attachment to v5 

Revised links 

7

Deleted: VAO denotes Installation Voting Assistance Officer (IVAO), Unit 

Voting Assistance Officer (UVAO), and MAJCOM Voting Assistance 

Officer (MVAO).

7

Added: VAO denotes Installation Voting Assistance Officer (IVAO) and 

Unit Voting Assistance Officer (UVAO)

9-11

Changed DAF ePublishing Instructions to Ordering Marketing Items 

Instructions

14

Added: One-time mandatory training while appointed within the 

MAJCOM/M&FRC/Unit

18

Deleted: Based on data recorded, AFPC/DPFF will provide each 

MAJCOM a semi-annual update of their installations’ programs to 

assist leaders in determining priorities and resources for 

Military/Airman and Family Readiness programs

18

Added: Based on data recorded, AFPC/DPFF will provide each 

MAJCOM a quarterly update of their installations’ programs to assist 

leaders in determining priorities and resources for Military/Airman and 

Family Readiness programs

Annual Validation (January)
3

Date Validation/Program Analyst Signature

Jan 2024 Kehinde Oshikoyapamphille
4

TABLE OF CONTENTS

Contents

INTRODUCTION........................................................................................................ 6

MISSION.................................................................................................................... 6

VISION....................................................................................................................... 6

PURPOSE ................................................................................................................. 6

COMPLIANCE AND REGULATORY GUIDELINES................................................... 6

PROGRAM SERVICE DELIVERY ............................................................................. 7

ROLES AND RESPONSIBILITIES ............................................................................ 7

AF PERSONNEL CENTER, MILITARY & FAMILY OPERATIONS (AFPC/DPFF) .... 7

MAJCOM VOTING ASSISTANCE OFFICER (MVAO) .............................................. 8

INSTALLATION COMMANDER................................................................................. 8

INSTALLATION VOTING ASSISTANCE OFFICER (IVAO) ...................................... 9

IVAO METRICS INPUT (Measures of Effect and Performance)......................... 11

IVAO MANDATORY TOUCHPOINTS.................................................................... 12

UNIT VOTING ASSISTANCE OFFICER (UVAO).................................................... 13

UVAO METRICS INPUT (Measures of Effect and Performance) ....................... 14

TOTAL FORCE SERVICE CENTER (TFSC) ........................................................... 14

AIR RESERVE COMPONENTS (ARC).................................................................... 14

EDUCATION AND TRAINING REQUIREMENTS.................................................... 15

PERFORMANCE EVALUATIONS........................................................................... 16

PARTNERSHIPS..................................................................................................... 16

MARKETING ........................................................................................................... 16

STRATEGIES .......................................................................................................... 16

SITES....................................................................................................................... 17

MATERIALS ............................................................................................................ 18

AVAILABLE ON FVAP WEBSITE ............................................................................ 18

MATERIALS AVAILABLE ON DAF E-PUBLISHING WEBSITE............................... 18

STATISTICAL TRACKING ...................................................................................... 18

AIR FORCE FAMILY INTEGRATED RESULTS AND STATISTICAL TRACKING

(AFFIRST) ............................................................................................................... 18

FVAP ADMIN PORTAL ........................................................................................... 19

INPUTTING METRIC ON FVAP PORTAL............................................................... 19
5

HELPFUL INFORMATION ....................................................................................... 19

JOINT BASES.......................................................................................................... 19

DEPLOYED LOCATIONS........................................................................................ 20

GEOGRAPHICALLY SEPARATED UNITS (GSUs) AND TENANTS UNITS........... 20

ACCESSIONS ......................................................................................................... 21

VAO OF THE QUARTER NOMINATIONS............................................................... 21

LIST OF ABBREVIATIONS AND ACRONYMS....................................................... 22
6

INTRODUCTION

The Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) protects the 

right to vote for members of the Uniformed Services (including activated Reserve and 

Guard), Merchant Marines, their spouses and dependents, and United States (U.S.) 

citizens residing outside the territorial limits of the U.S. It requires each government 

department to distribute balloting materials and develop a program of information and

education for all employees and family members covered by UOCAVA. The Secretary of 

Defense directed commanders at all levels to support the Federal Voting Assistance 

Program (FVAP) and encourage maximum participation by Department of the Air Force

(DAF) personnel and their dependents to exercise their right to vote.

MISSION

The mission of the DAF Voting Assistance Program (VAP) is to:

• Inform and educate U.S. citizens worldwide of their right to vote

• Administer UOCAVA effectively and efficiently

• Foster voting participation

• Protect the integrity of and enhance the electoral process at the federal, state, and 

local levels for military and overseas voters

VISION

The DAF VAP is committed to providing first-class assistance so that service members,

their families, and overseas citizens can successfully vote absentee anywhere in the 

world.

PURPOSE

The DAF VAP implements operational guidance for Voting Assistance Officers (VAOs) at

both the installation and unit levels. It details voting assistance provided to uniformed 

service members, their spouses and dependents, and U.S. citizens who have access to 

DAF installations.

COMPLIANCE AND REGULATORY GUIDELINES

Guidance includes Public Law, directives, and instructions that directly or indirectly affect

Military and Family Readiness Centers (M&FRCs) and the DAF VAP.

• Public Law 99-410, Uniformed and Overseas Citizens Absentee Voting Act

(UOCAVA)

• 52 United States Code §20506, Voter Registration Agencies

• DoDI 1000.04, Federal Voting Assistance Program (FVAP)

• AFPD 36-31, Personal Affairs

• DAFI 36-3107, AF Voting Assistance Program (VAP)

• FVAP Installation Voter Assistance (IVA) Office Handbook

• FVAP Voting Assistance Guide (VAG)
7

• FVAP Voting Action Plan

PROGRAM SERVICE DELIVERY

VAO denotes Installation Voting Assistance Officer (IVAO) and Unit Voting Assistance 

Officer (UVAO). VAOs serve the uniformed service members at the installation and unit 

levels. Staff at the installation M&FRC serve as IVAOs and man the IVA (Installation 

Voter Assistance) Office. UVAOs provide voting assistance within a unit to further assist 

the IVAOs. MVAOs assist in coordinating installation voting programs within their

command.

The Voting Assistance Program service delivery strategy consists of:

• Promote use of the FVAP website which contains online tools and resources for

military and overseas voters to guide them through the process of filling out key

absentee voting forms according to their state laws, rules, deadlines, and 

regulations, and support their ability to vote

• Provide accurate information to potential voters, in-person or via email and

telephone, regarding voting forms, election dates, and information on the general

UOCAVA absentee process

ROLES AND RESPONSIBILITIES

AF PERSONNEL CENTER, MILITARY & FAMILY OPERATIONS (AFPC/DPFF)

• Issue a biennial DAF Voting Action Plan to provide VAP operational guidance to

VAOs at all levels. The DAF Voting Action Plan is posted on the FVAP website 

and can be found at the following link: https://www.fvap.gov/vao/directives

• Ensure installation voting activities are aligned under the installation M&FRC with

24/7 support capability provided by AFPC Total Force Service Center 

(AFPC/TFSC)

• Implement metrics tracking and review Air Force Family Integrated Results and

Statistical Tracking (AFFIRST) and FVAP Portal reports for metric requirements, 

trainings, workshops, individual consultations, and coordination/outreach

• Establish a process to ensure VAOs complete FVAP VAO training IAW training 

requirements in the current DAF Voting Action Plan

• Deliver the Federal Post Card Application (FPCA) via myFSS Force Notification 

to Total Force Airmen, Guardians, and federal civilian employees by January 15

of each year and by July 15 of even-numbered years

• Provide information and responses to command and installation VAO questions

and concerns

• Provide after action reports as requested by Military/Airman and Family Policy

Branch (AF/A1SA)

• Maintain a VAP homepage on the AFPC website: https://www.afpc.af.mil/Airmanand-Family/Voting/

• Provide VAP updates and training to IVAOs and AFPC/TFSC staff

• Grant access to FVAP portal once IVAOs and UVAOs complete required training
8

and request (add/archive/reset password) FVAP portal account 

• Maintain FVAP VAO portal accounts to meet metrics reporting

MAJCOM VOTING ASSISTANCE OFFICER (MVAO)

MVAOs must be appointed in writing by the MAJCOM/A1 to coordinate the programs 

conducted by subordinate units within their command (an alternate MVAO is

recommended to ensure continuity during the absence of the primary MVAO)

• Provide AFPC/DPFF a copy of primary and alternate MVAO appointment letter 

signed by commander on MS Team (See attachment: MVAO APPOINTMENT 

LETTER)

o Upload appointment letter signed by commander in respective MAJCOM 

folder on MS Team/DAV VAP

• Complete mandatory MVAO training (VAO training) found via the following link 

https://www.fvap.gov/training/get-started.html IAW training requirements in the

current DAF Voting Action Plan Action

o Permanently retain the mandatory initial training certificate in MVOA’s local 

continuity binder 

• Document MVAO Point of Contact (POC) information on MS Teams/DAF VAP in the 

“IVAO and MVAO List” folder. (See Attachment: INSTRUCTIONS ON HOW TO

UPDATE IVAO/MVAO LIST ON MS TEAMS)

• Maintain a current listing of IVAOs within their MAJCOM 

o The current IVAO/MVAO list can be found on MS Teams DAF VAP in the 

“IVAO and MVAO List” folder

• Coordinate with AFPC/DPFF to assist MAJCOM A1s in monitoring, evaluating, 

and ensuring success of the FVAP program for the MAJCOM Commander

• Submit after action reports as directed by the Service Voting Action Officer (SVAO)

INSTALLATION COMMANDER

• Designate the installation M&FRC as the IVA Office and as a Voter Registration

Agency IAW DAFI 36-3107, para. 2.4.1.

• Appoint, in writing, a primary IVAO from the permanent federal government

civilian staff at the M&FRC. (See Attachment: IVAO APPOINTMENT LETTER)

o The designee should be GS-12 or higher; however, an enthusiastic

volunteer at a lower grade may be designated

o An alternate IVAO should be appointed to ensure continuity during the

absence of the primary IVAO

• Ensure unit commanders appoint, in writing, one UVAO assigned to each unit with

25 or more permanently assigned active-duty members (DAF standard unit is a 

squadron). (See Attachment: UVAO APPOINTMENT LETTER)

o Units other than a squadron (or equivalent) or with less than 25 permanently

assigned active-duty members will be serviced by IVA Office (IVAOs)

• Ensure performance evaluation reports of service members assigned as UVAOs

include performance of voting assistance duties IAW Section 1566(f) of Title 10, 

U.S.C
9

• Require IVAOs and UVAOs to complete FVAP training within time standards, IAW

FVAP Education and Training Requirements

• Ensure IVAOs and UVAOs are available and equipped to assist voters for all

elections and provided the time and resources needed to perform their voting

assistance duties

INSTALLATION VOTING ASSISTANCE OFFICER (IVAO)

IVAOs provide UOCAVA-eligible voters, federal civilian employee, and other US citizens 

who have access to the IVA office with nonpartisan voting information and assistance

IAW DoD and DAF guidance. The IVAO may use the FVAP IVA Office Handbook to 

guide administering the IVA Office. More information can be found at the following link: 

https://www.fvap.gov/vao/directives

• IVAOs are appointed in writing by the installation commander. The IVAO must be

a permanent federal government civilian staff at the M&FRC. (See Attachment: 

IVAO APPOINTMENT LETTER)

o The designee should be a GS-12 or higher; however, an enthusiastic

volunteer at a lower grade may be designated

o An alternate IVAO should be appointed to ensure continuity during the

absence of the primary IVAO

• Report directly to the installation commander for voting assistance matters and

oversee operations of the IVA Office to ensure compliance with DAFI 36-3107 

and the current DAF Voting Action Plan

• Provide copy of signed IVAO initial appointment letter to MVAO via email

• Provide copy of signed IVAO initial appointment letter to AFPC/DPFF 

o Upload/save the initial appointment letter (pdf) signed by commander in 

the respective MAJCOM folder on MS Teams DAF VAP in the “APPT 

LTRS by MAJCOMs” folder, name document “IVAO Appt Ltr – Installation 

Name – Month Year”

o Annotate date of initial appointment letter on MS Teams DAF VAP in the 

“IVAO and MVAO List” folder

• Complete mandatory FVAP IVA Office and FVAP VAO training found via the 

following link https://www.fvap.gov/portal/training/get-started.html IAW the training 

requirements in the current DAF Voting Action Plan

o Permanently retain the mandatory initial IVA Office Designation letter and 

VAO training certificates in continuity book/folder (turnover)

o Annotate/document to AFPC/DPFF training certificate dates on MS Teams 

DAF VAP in the “IVAO and MVAO list” document (excel spreadsheet)

o DO NOT upload IVAO initial training certificates on MS Teams 

(See attachment: INSTRUCTIONS ON HOW TO UPDATE IVAO/MVAO LIST 

ON MS TEAMS)

• Establish and maintain IVA Office contact information requirements

o Voting action telephone line with voicemail that provides TFSC contact 

information for 24-hour voting assistance (the telephone number can be 

the M&FRC telephone number). IVA Office must respond to voicemails 

within 72 hours or 3 business days
10

o Establish and maintain Installation voting e-mail box (org box) in the form

of vote.base@us.af.mil or similar format. Email box must be always active. 

Ensure current IVAOs can receive emails 

o Voting assistance page on the installation’s public website with IVA Office

contact info (phone number and email address) and links to FVAP

(https://www.fvap.gov) website and AFPC/DPFF DAF VAP Voting

webpage 

• Assess program effectiveness and provide feedback as appropriate. VAP is a bylaw program and is inspected for compliance IAW applicable DAFIs, DoD

regulations and public law. Installation level Self-Assessment Checklist (SAC), 

DAFI 36-3107, DAF VAP, is published in the Management Internal Control 

Toolset (MICT)

• Provide voting forms, upon request, to individuals with access to IVA Office

o Federal Post Card Application (FPCA): Encourage voters to complete and

submit a FPCA to their state election officials in order to register and apply 

for an absentee ballot

o Federal Write-In Absentee Ballot (FWAB): May be used as a backup ballot

to vote for federal offices. Advise voters, who have not received their

requested absentee ballot 30 days before the election, to complete and 

submit the FWAB so it arrives NLT 15 days before the election

o National Voter Registration Form (NVRF): Voters living in their voting 

district may register to vote and update information with the local voter

registration office (e.g., report address change)

▪ Transmit the NVRF to appropriate election office upon voter 

request; must mail within 5 calendar days of voter submission to the

IVA Office, IAW DAFI 36-3107, para 2.5.4.

• Maintain hard-copy or virtual continuity (turnover) book/folder for reference and

quick orientation of IVAO responsibilities; a list of items your continuity

book/folder should contain are listed at: https://www.fvap.gov/vao/continuity

• Conduct Voting Emphasis Weeks IAW FVAP Voting Action Plan (issued during

election years) for VAOs at: https://ww.fvap.gov/vao/directives and 

https://www.fvap.gov/uploads/FVAP/VAO/Voting-Action-Plan-2024.pdf. Goals,

suggested activities, and marketing strategies are available at: 

https://www.fvap.gov/vao/voting-weeks. Submit after action reports as 

prescribed/requested by AFPC/DPFF

o Armed Forces Voters Week (CONUS) and Overseas Citizens Voters Week

OCONUS) Air Force

▪ VAOs should plan and participate in Voting Emphasis Week 

activities to encourage eligible citizens to apply to register to vote 

and request an absentee ballot

▪ Provide after action report to AFPC/DPFF NLT last Monday of July

(during election years/even numbered year only)

o Absentee Voters Week

▪ VAOs should encourage all absentee voters to complete and return 

their absentee ballot

▪ Provide after action report to AFPC/DPFF NLT last Monday of
11

October (during election years/even numbered year only)

o Military Spouse Voters Week

▪ VAOs should encourage military spouse voters to register to vote 

and submit the FPCA 

▪ Provide after action report to AFPC/DPFF NLT last Monday of

October (during election years/even numbered year only)

• Create installation information programs (voting updates) and disseminate voter

information to UVAOs, Geographically Separated Units (GSUs), and tenant units 

via base communication channels, electronic mail, and social media

o Monthly To Do List and DAF VAP updates are disseminated by 

AFPC/DPFF for distribution to UVAOs 

o Provide notification to DAF members of the last date before a general

federal election upon which absentee ballots must be mailed to reasonably 

be delivered in time to state and local election officials (LEOs), as 

recommended by local Military Postal Service Agency

▪ Contact/visit Installation Military Postal Agency to confirm date 

adherence and document in AFFIRST coordination and outreach

Deadline for States to send absentee ballots to UOCOVA voters for 

Election Year 2024 is 27 September 2024 

(See attachment: 2024-2025 FVAP Election Cycle Voting Action Plan)

• Ensure voting registration materials and information is continually available (See 

ORDERING MARKETING ITEMS INSTRUCTIONS)

o Maintain printed voting materials to augment electronic versions

o Provide voting materials and training support to GSUs serviced by their

installation and tenant units located on their installation, regardless of 

MAJCOM, FIELDCOM, component, or service affiliation

o Ensure enough voting forms are on-hand for year-round registration,

absentee ballot requests, and change-of-address requests for those 

deploying, returning from deployments, moving, or permanent change of 

station

• Assist, as requested by AFPC/DPFF, with post-election surveys

o Emphasize to those who receive the survey to promptly complete and 

submit responses as directed 

• Maintain an active FVAP portal account

o Login to FVAP Portal every 35 days to maintain active account

IVAO METRICS INPUT (Measures of Effect and Performance)

o Track and maintain a record of forms distributed, assistance and 

information provided

o Document personnel assisted and forms distributed for military members, 

spouses/dependents, and civilians on FVAP portal metrics reporting 

o Will input/save metrics monthly and save and ensure submit metrics 

quarterly

o FVAP portal metrics must be submitted even if it is zero “0”, at a minimum, 

NLT 3 duty days before the last day of the current month and quarter to 
12

keep account on active status Submit quarterly FVAP metrics

(See Attachment: FVAP ADMIN PORTAL DOCUMENTATION)

• Ensure all appointed VAO’s account are active, and CAC enabled on the FVAP 

portal. Email the DAF VAP Org box for request to reset password, reactivate or 

archive account.

(See Attachment: INSTRUCTIONS on HOW TO SUBMIT FVAP PORTAL 

ACCOUNTS for RESET PASSWORD, REACTIVATE or ARCHIVE STATUS) 

• Oversee UVAO voting requirements, to include GSUs and tenant units UVAOs:

o Update UVAOs on changes to DoDI, DAFI, and DAF Voting Action Plan

o Notify UVAOs of voting assistance responsibilities

▪ Submit quarterly FVAP metrics (recommend UVAOs update metrics

monthly to keep FVAP portal account active)

▪ Complete FVAP VAO training IAW training requirements in the

current DAF Voting Action Plan

▪ Maintain UVAO continuity (turnover) book/folder with mandatory

content

▪ Provide turnover/training to replacement

o Provide responses to UVAO questions, problems, and queries; IVAO may

consult AFPC/DPFF as needed; refrain from referring UVAOs to 

AFPC/DPFF

o Track UVAO appointment letters and training certificates

 (See Attachment: FVAP ADMIN PORTAL DOCUMENTATION)

IVAO MANDATORY TOUCHPOINTS

Armed Forces absentee voters must be provided voting assistance and information as 

described below. The IVAO coordinates with appropriate offices to ensure the IVA 

Office is included on checklists to accomplish related information and education. The 

Voting Assistance Information Sheet meets the requirement for information and

education and must be provided to eligible voters at each touchpoint.

 (See Attachment: VOTING ASSISTANCE INFORMATION SHEET)

• Ensure newly arrived and departing personnel are provided registration materials 

and education on absentee voting process via mass briefings (e.g., Newcomer’s

Orientation, Smooth Move) or individual consultations

o Coordinate with Military Personnel Section (MPS) and Civilian Personnel

Office (CPO) to include voting assistance on in-/out-processing checklists

(virtual and/or hard copy)

o Remind voters to submit FPCA in order to update address and request

absentee ballot

• Provide voting assistance to all personnel, military and civilian, deploying and

returning from deployment of 6 months or longer

o Coordinate with Installation Personnel Readiness (IPR) office and M&FRC

Readiness Non-Commission Officer (RNCO) to include absentee voting 

information on pre/post- deployment checklists and as part of the 

mandatory pre-/post-deployment briefings

o Remind voters to change address on FPCA to ensure absentee ballot
13

delivery at deployed location and to update home address upon return

o The Deployment Tips for VAOs Factsheet can be found at: 

https://www.fvap.gov/vao/materials

• Advise uniformed service members who are being separated or retired from active

duty of the following:

o Notify local election office they are no longer covered in accordance with the 

provisions of the UOCAVA

o Submit a NVRF available at: https://www.eac.gov/voters/national-mailvoter- registration-form

• Inform uniformed service members to update their voting registration address

when they make a change of address. DoD 1000.04 requires the IVA Office to be 

included on processing checklists when personnel change their addresses.

o IVAO will notify and coordinate with local MPS and CPO to ensure

compliance with this provision of the MOVE Act

o The MPS and CPO should provide the Voting Assistance Information Sheet

with IVA Office contact information to military members changing their 

address 

UNIT VOTING ASSISTANCE OFFICER (UVAO)

UVAOs must be appointed in writing by the unit commander and will provide voting

assistance to unit personnel, either in-person or through virtual means. A UVAO is

assigned to each unit with 25 or more permanently assigned active-duty members (DAF 

standard unit is a squadron). An alternate UVAO per unit is recommended for continuity.

Alternate UVAO must input metrics IAW policy

• Complete mandatory FVAP VAO training IAW the current DAF Voting Action Plan

o Permanently maintain initial training certificates and appointment letter

o Forward a copy of UVAO appointment letters and training certificates to

IVAO

• Offer absentee voting information about voters’ home states, including (but not

limited to) election dates, absentee registration and voting rules

o Refer to Voting Assistance Guide (VAG) for recommended deadlines and

state specific requirements. The VAG can be found at the following link: 

https://www.fvap.gov/guide

o Encourage unit members to access the FVAP website for voting 

resources, state- specific and party-specific voting information, and links to 

federal, state, and local government websites found at the following link:

https://www.fvap.gov/links#Election

o Track number of personnel assisted

(See Attachment: FVAP ADMIN PORTAL DOCUMENTATION)

• Provide voting forms to unit personnel

• Ensure there is enough paper copies available in case electronic copies are not 

accessible

(See Attachment: ORDERING MARKETING ITEMS INSTRUCTIONS)

• Track number of forms distributed

(See Attachment: FVAP ADMIN PORTAL DOCUMENTATION)
14

o Federal Post Card Application (FPCA): Encourage voters to complete and

submit a FPCA to their state election officials in order to register and apply 

for an absentee ballot

o Federal Write-In Absentee Ballot (FWAB): May be used as a backup ballot

to vote for federal offices. Advise voters, who have not received their

requested absentee ballot 30 days before the election, to complete and 

submit the FWAB so it arrives NLT 15 days before the election

o National Voter Registration Form (NVRF): Voters living in their voting district 

may register to vote and update information with the local voter registration

office (e.g., report address change)

• Assist IVAO, as requested, with after action reports, post-election surveys, and 

Voter EmphasisWeeks; disseminate voter information to unit personnel as directed

by IVAO

• Refrain from contacting state and local government officials about voting policy

matters; issues should be directed to the IVAO for legislative and other policy

matters involving voting assistance and elections

• Maintain hard-copy or electronic continuity (turnover) book/folder for reference and

quick orientation of UVAO responsibilities; required content for the UVAO

continuity (turnover) book/folder is listed at: https://www.fvap.gov/vao/continuity

• Provide Training to succeeding UVAO, to include turnover of current continuity

(turnover) book/folder

UVAO METRICS INPUT (Measures of Effect and Performance)

o Submit quarterly FVAP metrics. UVAOs will input/save monthly metrics 

and save and submit quarterly metrics

o Maintain an active account 

o Document personnel assisted and forms distributed for military members, 

spouses/dependents, and civilians on FVAP portal metrics reporting 

o Will input/save metrics monthly and save and submit metrics quarterly

o FVAP portal metrics must be submitted even if it is zero “0”, at a minimum, 

NLT 3 duty days before the last day of the current month and quarter in 

order to assess program effectiveness and provide feedback as 

appropriate. VAP is a by-law program and is inspected for compliance 

IAW applicable DAFIs, DoD regulations and public law. The Unit SAC for

DAFI 36-3107, AF Voting Assistance Program, is published in MICT

TOTAL FORCE SERVICE CENTER (TFSC)

TFSC provides 24/7 support capability to DAF members, voting age family members, 

and federal civilian employees (and contractors stationed overseas) who are unable to

contact their IVAO or UVAO. When necessary, TFSC refers questions and/or queries to

AFPC/DPFF. TFSC tracks voting assistance provided via phone, email, or other means. 

TFSC DSN: 665-0102, COMM: 210-565-0102, Toll Free: 800-525-0102 

AIR RESERVE COMPONENTS (ARC)
15

• The National Guard Bureau (NGB) and Headquarters Air Force Reserve 

Command (AFRC) will appoint a headquarters-level SVAO to maintain a 

contingency absentee voting program for units and personnel who have been

activated activated/mobilized; no further assistance required

o NG NCR NGB ARNG J1-R-FR-ANG Family Programs: Comm 703-607-

1040. Org Box: ng.ncr.ngb-arng.mbx.j1-r-fr-ang-familyprograms@army.mil

o HQ AFRC OPR is HQ AFRC/A1: HQAFRC.A1ZO.Workflow@us.af.mil

DSN497-1294/Comm 478-327-1294

• ARC units co-located on a RegAF installation should refer members to the IVA 

Office within the M&FRC for voting assistance support. Co-located ARC units may

also use the AFPC/TSFC as an additional source of information and assistance.

• ARC units not co-located on a RegAF installation and units, or members 

activated/deployed to a location not supported by active DAF or other host/tenant

service agreements may use the AFPC/TFSC as a primary source of voting 

information and assistance

• Ensure pre-deployment/activation processing checklists identify voting assistance 

information and availability of the AFPC/TFSC as a resource

EDUCATION AND TRAINING REQUIREMENTS

Initial training is required within 30 days of VAO appointment once training is completed, 

create an FVAP portal account and be sure to associate your CAC to your account (See 

Attachment: INSTRUCTIONS ON HOW TO REGISTER FOR FVAP PORTAL 

ACCOUNT AND ASSOCIATING CAC)

MVAO Timeframes

Onetime mandatory training while appointed within the MAJCOM

• Within 30 days assuming MVAO duties

o FVAP VAO Training

IVAO Timeframes

Onetime mandatory training while appointed and serving at the installation M&FRC

• Within 30 days assuming IVAO duties

o FVAP VAO Training

o IVA Office Training

o IVA Office Handbook

UVAO Timeframes

Onetime mandatory training while appointed within the unit

• Within 30days assuming UVAO duties 

o FVAP VAO Training 

Training Options

• All VAOs (primary and alternate) must complete online training via their FVAP

Admin Portal account found at the following link: 
16

https://www.fvap.gov/vao/training

• FVAP IVA Office Handbook can be found at the following link: 

https://www.fvap.gov/uploads/FVAP/VAO/IVAOHandbookV1_20191025.pdf

• FVAP Regional VAO Workshops are offered on even numbered federal election

years (refresher training is optional). VAOs should attend FVAP Regional VAO 

Workshops when unit funds are available; if unable to attend in-person, use 

alternate FVAP training (virtual/online training)

PERFORMANCE EVALUATIONS

IAW DoD1000.04 3.1.b(6); Ensure that the performance evaluation reports for Service 

members assigned as VAOs comment on their performance in carrying out this duty in 

accordance with Section 1566(f) of Title 10, U.S.C. IAW DAF36-31072.4.4.4 

Commanders will ensure that performance evaluations of Service members assigned as 

UVAOs include performance for this duty IAW DoDI 100.04 (T0). This is a 

congressional requirement. 

PARTNERSHIPS

Community partnerships are essential for the VAP to function effectively. Collaborating 

with on/off-base agencies, overseas citizen organizations, UVAOs, unit deployment

managers, key spouses/mentors, and local/county/state election officials, not only helps 

to maximize resources, but it also helps improve IVAOs’ knowledge while providing 

customers with the most current, relevant, and accurate information on various topics

Additionally, it is necessary for IVAOs to work with M&FRC core compliance experts

(e.g., Relocation, Transition, Deployment Readiness) to ensure absentee voting 

information is included during mandatory briefings so service members, 

spouses/dependents and U.S. citizens who have access to DAF installations know what

they must do before and after making a change in assignment, deployment, separation, 

or retirement.

MARKETING

Marketing is one of the primary responsibilities of VAOs to increase awareness of 

military members, DoD civilians and eligible family members on the resources available 

to them in exercising their right to vote. Information on FVAP programs, event

schedules, points of contact, community resources both on and off the installation, and

availability of services should be provided to installation leaders, service members, their 

family members, and U.S. citizens who have access to DAF installations.

Marketing strategies and websites to use for assisting in this endeavor may include, but

are not limited to:

STRATEGIES

• Conduct nonpartisan voting workshops and registration drives
17

• Hang voting banners near installation entrances or display a voting slogan on

installation marquees

• Run voting Public Service Announcements (PSAs) at the installation theater

• Put up motivational posters with voter registration information in popular areas 

such as installation housing, gyms, commissaries, and exchanges. Be sure to

include your contact information

• Use media outlets to encourage voter registration. Advertise events on Facebook

and in installation newspapers, posters, banners, information booths in high 

traffic areas, etc. 

• Plan your events around a holiday theme, i.e. 4TH of July 

• Host unit or installation "Voting Days" where computer terminals are set up for the 

purpose of receiving, completing, and printing ballots

SITES

• FVAP Webpage: https://www.fvap.gov/

• Military OneSource/Voting

• Air Force’s Personnel Center’s Military/Airman and Family Division Voting

Webpage: https://www.afpc.af.mil/Airman-and-Family/Voting/

• Installation Force Support Squadron Marketing Office

• Public Affairs: https://www.publicaffairs.af.mil/

• Military/Airman & Family Readiness Operations Division Facebook page: 

https://www.facebook.com/airmanandfamily

• MilSuite: https://www.milsuite.mil/

• Podcasts

• Instagram

• Twitter

• AFPC Vignettes for Commanders:

https://www.youtube.com/watch?v=BX9OcmaxXxs

• Installation M&FRC Facebook page

• Armed Forces Network (AFN)

• OCONUS Commander’s Access Channel
18

MATERIALS

AVAILABLE ON FVAP WEBSITE

To assist VAOs in your effort to market the installation voting program, FVAP created

materials to cover many topics related to absentee voting. Handouts, posters, Servicespecific public service announcements, YouTube videos, and digital media are a few 

examples of the tools available for VAOs to download, print, and share as needed.

Handouts and factsheets help explain the absentee voting process, provide election

dates, and important contact information. There are also voting posters for every 

election year to help ensure absentee voters are aware of the tools and resources FVAP

provides, as well as how to contact FVAP and the local VAOs. Some products such as 

wallet cards, tri-fold brochures and posters are better shared using FVAP’s pre-printed 

copies. To request hardcopy products, email vote@FVAP.gov and outreach materials 

can be found at the following link: http://www.fvap.gov/vao/materials or 

https://www.fvap.gov/info/outreach.

FPCA (SF76) and FWAB (SF186) forms are available for printing only via FVAP

website. The envelopes for logistics/supply systems and the templates to print on the 

envelopes, and the free paid stamp is located: 

https://www.fvap.gov/eo/overview/materials/forms.

Public service announcements and digital media content toolkits support VAOs as they

help service members, their families, and overseas citizens vote absentee. VAOs may

customize and publish this shared content on digital channels like websites, blogs, 

social media, and email. Please contact FVAP if you would like assistance sharing this

information, experience any issues downloading the files, or would like to request 

additional materials.

MATERIALS AVAILABLE ON DAF E-PUBLISHING WEBSITE

The DAF e-Publishing website is available via https://www.orderportal.army.mil. The

link takes you to the Department of the Air Force Order Portal which offers how to order 

user guide and training videos. Physical products can no longer be ordered via the 

warehouse management system (WMS). The FPCA (SF76) and FWAB (SF186) dated 

2017 are valid forms available to order via https://www.orderportal.army.mil. Several

printed marketing materials and forms available at no cost. Steps to create an account, a 

list of materials available, and how to order materials from the website are available.

(See Attachment: DAF E-PUBLISHING INSTRUCTIONS)

STATISTICAL TRACKING

AIR FORCE FAMILY INTEGRATED RESULTS AND STATISTICAL TRACKING

(AFFIRST)
19

AFFIRST is a web-based, data gathering, service delivery management system

established to provide timely information about daily activities, outcome-based results, 

and return on investment of M&FR services throughout the DAF. All IVAOs will utilize 

this system for data gathering, record keeping, and information management. (Refer to 

AFFIRST DESK GUIDE)

FVAP ADMIN PORTAL

The FVAP Admin Portal is a systematic means for IVAOs and UVAOs to report the

number of voting assistance provided and forms distributed and to measure essential 

management information for reporting, control, and process improvement. FVAP

outlines measures of effect and performance, along with justification for each, in the 

FVAP Admin Portal Documentation attached. All IVAOs and UVAOs must document 

metrics on FVAP Portal. (See Attachment: FVAP ADMIN PORTAL 

DOCUMENTATION) 

INPUTTING METRIC ON FVAP PORTAL

Inputting metrics as IVAO/UVAO is required under federal law, 10 U.S. Code § 1566. 

Metrics must be recorded on how you provided absentee voting information and

assistance to military members, spouses/dependents, and civilians at your installation, 

or in your unit. It is an IG inspectable item based on the law and the Department of

Defense Instruction (DoDI) 1000.04. The data is reported to Congress, the President, 

and DAF Leadership. Reporting metrics is very important to show the DAF is meeting 

the requirements and intent of the Uniformed and Overseas Citizens Absentee Voting 

Act at all levels. The DAF depends on you to ensure the DAF VAP is in compliance and 

providing voting assistance to military voters, their spouses/dependents and U.S. citizen 

at overseas installations. (See Link: DETAILS ON METRICS REPORTING)

https://fvap.gov/uploads/FVAP/Media/MetricsTrainingWebinar.m4a

AFPC/DPFF will monitor and gather data from AFFIRST, and the FVAP Admin Portal

related to the effectiveness criteria of the voting program. Based on data recorded, 

AFPC/DPFF will provide each MAJCOM a semi-annual update of their installations’ 

programs to assist leaders in determining priorities and resources for Military/Airman 

and Family Readiness programs.

HELPFUL INFORMATION

JOINT BASES

• DAF units on other Service-led bases must comply with the DAF voting

requirements IAW AFI 36-3107

o Recommend IVA Office at parent installation ensure DAF UVAOs located

on other Service-led joint bases are notified of DAF requirements

• Local leadership may determine and establish an agreement on how voting
20

assistance is provided to units other than a squadron (or equivalent)

• Designated IVA Offices on joint bases are responsible for providing voting 

assistance to all military and civilian personnel that have access to the office, 

regardless of MAJCOM, FIELDCOM component or service affiliation. Care must

be taken that personnel in tenant units are provided service IAW mandatory

touchpoints listed under IVAO and UVAO Key Roles and Responsibilities

DEPLOYED LOCATIONS

The M&FRC at Al Udeid is an established DAF IVA Office and responsible for providing

voting assistance to all Armed Forces personnel (including activated ANG and AFR 

personnel).

Document voting information and assistance provided to military members, 

spouses/dependents, and U.S. citizens at overseas installation on FVAP portal metrics 

reporting.

Units or members deploying to a location without an IVA Office will use the TFSC 

(identified within Key Roles and Responsibilities) as a primary source of voting

information and assistance.

• To ensure all deploying members are educated with information to exercise their

right to vote during deployments at any location, all personnel will receive the

Voting Assistance Information Sheet during the mandatory pre-deployment brief by

M&FRC. (Attachment: VOTING ASSISTANCE INFORMATION SHEET)

GEOGRAPHICALLY SEPARATED UNITS (GSUs) AND TENANTS UNITS

• DAF GSUs and tenant units must comply with the DAF voting requirements IAW

DAFI 36- 3107

• GSUs and tenant units on major military installations fall under the service of the

local IVA Office (regardless of branch of Service, component, or MAJCOM 

affiliation)

• IVAOs are responsible for providing voting assistance and information to GSUs 

and tenant units in their geographical area that are not co-located with another

major military installation (regardless of service)

• Coordinate with appropriate offices to identify GSUs and tenant units in your

geographical area

• Oversee DAF UVAO voting requirements (e.g., appointment, training, metrics

reporting)

o Recommend IVA Office at parent installation ensure DAF UVAOs located

on other Service-led installations are notified of DAF requirements

• Must meet the requirement for information and education at each touchpoint

described in IVAO Key Roles and Responsibilities

• May provide assistance and information via email, phone, or in-per-person, using

the Voting Assistance Information Sheet

• Track and maintain a record of assistance and information provided. Document

voting information and assistance provided to military members, 

spouses/dependents, and U.S. citizens at overseas installation on FVAP portal 
21

metrics reporting. (See Attachment: FVAP ADMIN PORTAL

DOCUMENTATION and REFER TO AFFIRST DESK GUIDE)

ACCESSIONS

Joint Base San Antonio – Lackland, the United States Air Force Academy (USAFA), 

and Maxwell Air Force Base (AFB) IVAOs must offer absentee voting information and

assistance to new accessions into the DAF before graduation from their respective 

courses (Basic Military Training, USAFA, and Officer Training School), on notice of

permanent change of duty station, or detachment from the installation (proceeding to 

next training location).

Note: Non-permanently assigned active duty/status members should not use temporary 

addresses on the FPCA, voter registration and absentee ballot request, as it may delay

ballot delivery.

VAO OF THE QUARTER NOMINATIONS

Recognizes a VAO at all levels (IVAO and UVAO) for their achievement throughout the 

quarter. Nominations must be submitted on the VAO of the Quarter Nomination Form by 

close of business on the designated deadline each quarter.

• Process to submit nominees:

o VAO must have a FVAP portal account 

o UVAOs forward completed forms to your IVAO

o IVAOs forward one installation nominee to vote.usaf@us.af.mil

o AFPC/DPFF will select the DAF VAO of the Quarter who will then 

compete with VAOs of other Services for FVAP VAO of the Quarter

• Deadlines: 

o 1st Quarter (January – March) deadline: NLT 5 duty days before the

last day of March

o 2nd Quarter (April – June) deadline: NLT 5 duty days before the last

day of June

o 3rd Quarter (July – September) deadline: NLT 5 duty days before the

last day of September

o 4th Quarter (October – December) deadline: NLT 5 duty days before

the last day of December

(See Attachment: VAO OF THE QUARTER)
22

LIST OF ABBREVIATIONS AND ACRONYMS

AF – Air Force

AFFIRST – Air Force Family Integrated Results and Statistical Tracking 

AFI – Air Force Instruction

AFPC – Air Force Personnel Center

M&FRC – Military/Airman and Family Readiness Center

DAF – Department of Air Force

DoD – Department of Defense

DODI – Department of Defense Instruction 

FPCA – Federal Post Card Application 

FVAP – Federal Voting Assistance Program 

FWAB – Federal Write-in Absentee Ballot 

GSU – Geographically separated units

IPR – Installation Personnel Readiness

IVA Office – Installation Voter Assistance Office 

IVAO – Installation Voting Assistance Officer LEO – Local Election Official

MAJCOM – Major command

MICT – Management Internal Control Toolset 

MVAO – Major Command Voting Assistance Officer 

NVRA – National Voter Registration Act

NVRF – National Voter Registration Form 

OPR – Office of Primary Responsibility 

RegAF – Regular Department of the Air Force 

SAC – Self-Assessment Checklist

SF – Standard Form

SSVR – Senior Service Voting Representative 

SVAO – Service Voting Action Officer

TFSC – Total Force Service Center

UOCAVA – Unformed and Overseas Citizen Absentee Voting Act 

UVAO – Unit Voting Assistance Officer

US – United States

VAG – Voting Assistance Guide 

VAO – Voting Assistance Officer 

VAP – Voting Assistance Program