New Mexico Administrative Code › Title 1 - GENERAL GOVERNMENT ADMINISTRATION › Chapter 10 - ELECTIONS AND ELECTED OFFICIALS › Part 8 - PROCEDURES FOR STATE AGENCY BASED VOTER REGISTRATION UNDER THE NATIONAL VOTER REGISTRATION ACT › Section 1.10.8.18 - APPENDICES

Current through Register Vol. 35, No. 13, July 16, 2024
A. Motor vehicle
				division voter registration agent manual
APPENDIX A
COMPLIANCE GUIDE FOR THE NATIONAL VOTER REGISTRATION
				  ACT
MOTOR VEHICLE DIVISION
VOTER
REGISTRATION
AGENT
MANUAL
OFFICE OF THE
SECRETARY OF STATE
STEPHANIE GONZALES
compiled by the
Bureau of Elections
December 1, 1994
ABOUT THIS MANUAL
This manual has been prepared by the Bureau of Elections to
				  assist in the implementation of voter registration activities in state
				  agencies. It is not meant to supersede federal or state laws or rules, nor does
				  it have the force of law. To obtain copies of the National Voter Registration
				  Act or other information about the contents of this reference manual, or to
				  suggest modifications, you may contact:
Bureau of Elections
Office of the Secretary of State
State Capitol, Room 419
Santa Fe, New Mexico 87503
REGISTRATION HOTLINE
For answers to more urgent questions about voter registration
				  rules and procedures, contact your local county clerk (see page 19) or call the
				  Bureau of Elections at either of these numbers:
1-505-827 -3620
or
1-800-477 -3632
CONTENTS
INTRODUCTION
MOTOR VEHICLE-BASED VOTER REGISTRATION
MVD's role under NVRA
THE VOTER REGISTRATION APPLICATION
Doing it by the Numbers
RESPONSIBILITIES
of Site Personnel & Coordinators
COUNTY CLERKS
DEFINITIONS
November 18, 1994
TO:Voter Registration Agents and Site Coordinators
The enactment of the National Voter Registration Act of 1993
				  (also known as "Motor Voter") represented a response to the need to make voter
				  registration more widely available to the citizens of this country. The act
				  accomplishes this goal by requiring various public agency offices to provide
				  voter registration services.
Governor's Executive Order 94-11 directs designated state
				  agencies throughout New Mexico to cooperate in fully implementing this new law,
				  beginning on January 1, 1995.
Motor vehicle departments, state agencies providing public
				  assistance, armed forces recruitment centers, public libraries, universities
				  and colleges are participating in this endeavor.
The objectives of the NVRA are clear:
increase the number of eligible citizens who register to
				  vote, protect the integrity of the electoral process by ensuring accurate and
				  current voter registration rolls are maintained, and enhance voter
				  participation of eligible citizens.
This manual was prepared to assist voter registration agents
				  and coordinators in implementing this historic law. And it is to them that this
				  manual is dedicated. It is they who are the frontline troops in this momentous
				  effort to foster greater voter participation.
Sincerely,
Stephanie Gonzales
Secretary of State
MOTOR VEHICLE-BASED VOTER REGISTRATION:
MVD'S role under NVRA
What is a Registration Agent?
A registration agent is a state employee who provides voter
				  registration at a state agency or any other individual who assists another
				  person in completion of a voter registration application.
Registration Agent qualifications
A registration agent must be able to read and write legibly
				  and be otherwise competent to perform the duties required under the
				  NVRA.
Duties of the Registration Agent
Registration Agents may perform their lawful duties at any
				  location within the State of New Mexico. They shall provide any qualified
				  elector with an opportunity to register to vote regardless of political
				  affiliation, religion or race; and, shall perform their lawful duties without
				  charge as follows:
1. shall assist in
				the preparation of the voter registration application of qualified electors at
				the request of the applicant; and
2. may assist a voter in any changes to the
				voter registration application (i.e. name, address or party affiliation).
Providing assistance - how much is enough?
Motor vehicle offices providing voter registration must
				  provide the same degree of assistance, including bilingual assistance when
				  necessary, to individuals completing a voter registration form as they offer to
				  individuals completing the motor vehicle office forms, unless the applicant
				  refuses such assistance.
Active outreach required
The National Voter Registration Act requires that motor
				  vehicle licensure and voter registration be offered simultaneously. Applicants
				  for a driver's license, renewal, change of address, identification card, or a
				  change of voter registration must always be offered both forms.
What about those who decline to register?
Applicants may decline the opportunity to register to vote by
				  simply refusing to sign the application to register. However, the individual
				  must always be presented with a voter registration application along with the
				  driver's license application (or state-issued I.D. card). Information regarding
				  an individual's failure to sign cannot be used for any purposes other than
				  voter registration.
Confidentiality
Also, the information on the particular office where an
				  individual registered must remain confidential and be used only for voter
				  registration purposes.
What about changes of address?
Finally, any change of address submitted for a motor vehicle
				  driver's license at the site shall also serve as a change of address for voter
				  registration purposes unless the individual states on the application that the
				  change of address is not for voter registration purposes.
Put someone in charge
Each motor vehicle office must appoint one person to be in
				  charge of and responsible for all motor voter activities (see page 16). This
				  individual will monitor supplies of forms, train new employees and coordinate
				  voter registration activities with local and state election officials. While
				  not a full-time task, it will be continuous.
Collection and transmittal of registrations
Collection or transmittal of completed voter registration
				  applications must take place every 10 days. Careful and regular coordination
				  with county clerks is necessary.
No duplication of information requests made of the
				  applicant
In order to streamline the process, federal law requires that
				  any information needed for motor vehicle purposes C which can also be used for
				  voter registration C be requested of the applicant only once. Thus, the
				  registration procedure is designed to ensure that name, address, gender and
				  social security number information obtained for the applicant's drivers license
				  be saved for subsequent use in filling out the voter registration
				  application.
There is one exception to this rule: the applicant's
				  signature and date (item 6, see page 9). The voter registration application
				  does require the applicant to provide a second signature.
The duplicate information used for driver's license, renewal,
				  change of address, or identification card C which is also required for voter
				  registration C is contained in Items 1 C 3 of the voter registration
				  application (see page 9). The process of capturing this duplicate information
				  is designed to occur automatically. When this information is key-entered for
				  motor vehicle purposes, the computer system will temporarily retain it in
				  memory. Immediately upon completion of motor vehicle processing, the
				  registration agent should then insert the voter registration application into
				  the printing device. The retained information will automatically be printed
				  out.
The Registration Agent should then present the voter
				  registration application to the applicant, who is directed to complete any
				  remaining items on the form.
THE VOTER REGISTRATION APPLICATION:
Doing it by the Numbers
Applicants May Register
if they meet the following requirements:
1. the applicant is a citizen of the United
				States;
2. the applicant is 18
				years of age, or will have reached that age prior to the next election;
				and
3. the applicant has not been
				denied the right to vote by reason of mental incapacity or felony conviction.
NOTE: A person may register to be eligible at any time, as
				  there are no residency requirements. However, in order to vote in the next
				  election, the applicant must register at least 28 days prior to that
				  election.
Registration Agents Please Note
the following information is essential
IF A VOTER REGISTRATION APPLICATION
IS TO BE ACCEPTED BY A COUNTY CLERK:
1. name
2. physical address (not a post office
				box)
3. birth date
Please be aware that an individual cannot be compelled to
				  give their social security number as a qualification for voter
				  registration.
Registration Agents are not responsible for verification of
				  the truth of any information contained in a voter registration application and
				  are only providing an applicant with the opportunity to register to vote.
				  Agency personnel do not determine if the applicant is qualified to register to
				  vote. However, forms should be reviewed to make sure they are filled out
				  completely.
4 THINGS TO REMEMBER
When providing voter registration service to an applicant,
				  please take note of these four considerations:
1. The use of black ink is recommended.
				Please print legibly.
2. If any
				applicant is unable to read or write in either the English or Spanish language,
				or is unable to read or write due to physical disability, the voter
				registration application shall be filled out by the registration agent, who
				shall then sign
Item 7
(see page 9) to indicate that assistance
				was provided.
3. If an error is
				made while filling out application, the registration agent shall mark voter
				registration application as "VOID" and it shall be returned with completed
				voter registration applications to the county clerk.
4. The registration agent shall instruct the
				applicant to fill out only those items numbered in red. The shaded areas at the
				bottom of the form are for the use of the county clerk. The shaded area to the
				right of Item 3 (see page 9) is to be used by the agency for insertion of the
				agency site code. This item will be filled out by the agency site coordinator
				if completed at an agency.
THE VOTER REGISTRATION APPLICATION (PASTE IN)
1. PERSONAL INFORMATION
a)
Name:
Use full name - last
				name, first name and middle initial, if any. Registration Agents should try to
				discourage the use of "Mrs. John Doe" and request given names.
b) Gender: Use "F" for female, "M" for
				Male.
c)
Birth date:
Month, day and year.
d) Social
				Security Number: Remember that an individual cannot be compelled to give their
				social security number as a qualification of voter registration.
2. ADDRESS WHERE YOU LIVE NOW
The information in this item is divided into "street" or
				  "rural address".
DO NOT USE POST OFFICE BOX FOR THIS ITEM
. The
				  physical address is used by the county clerk to determine the applicant's
				  precinct.
Rural Addresses: For rural addresses, use RFD number, if
				  any. Should the applicant know township, range and section numbers, these can
				  be entered. If none of these are available, direct the applicant's attention to
				  the map at the bottom of the application.
3. ADDRESS WHERE YOU GET YOUR MAIL
(if different from above)
Post Office boxes or other non-residential addresses may be
				  entered here.
4. POLITICAL
				PARTY
Direct the applicant's attention to the language contained in
				  this item and, should there be questions, explain that New Mexico has a closed
				  primary system, which means that only those affiliated with a major political
				  party may vote in primary elections.
If an applicant declines to state a party affiliation or
				  wishes to indicate a status "independent" of party affiliation, instruct the
				  applicant to check the NO PARTY BOX contained in ITEM 4.
Use the following abbreviations for party affiliation:
MAJOR POLITICAL PARTIES (as of November 8, 1994)
Democratic Party . . . . . . . . . . . . . . . . . . . .
				  DEM
Green Party . . . . . . . . . . . . . . . . . . . . . .
				  GRN
Republican Party . . . . . . . . . . . . . . . . . . . .
				  REP
MINOR POLITICAL PARTIES
American Independent Party . . . . . . . . . . . . . . .
				  AIP
Citizen's Party of New Mexico . . . . . . . . . . . . .
				  CNM
First New Mexican Party. . . . . . . . . . . . . . . . .
				  FNM
Independent New Mexican Party . . . . . . . . . . . . .
				  NMI
La Raza Unida de Nuevo Mejico . . . . . . . . . . . . .
				  LRU
Libertarian Party . . . . . . . . . . . . . . . . . .. . . .
				  . . . . LIB
New Mexico Socialist Party . . . . . . . . . . .. . . . . .
				  SNM
New Party of New Mexico. . . . . . . . . . . . . . . . . .
				  PNM
Peace and Freedom Party . . . . . . . . . . . . . . . . . . .
				  PAF
People's Constitutional Party . . . . . . . . . . . . . . . .
				  . PCP
Prohibitionist Party . . . . . . . . . . . . . . . . . . . .
				  . . . . PRO
Socialist Labor Party. . . . . . . . . . . . . . . . . . . .
				  . . . SLP
Socialist Worker's Party . . . . . . . . . . . . . . . . . .
				  . . SWP
Worker's World Party . . . . . . . . . . . . . . . . . . . .
				  . WWP
5. TELEPHONE NUMBER
The telephone number is optional and may only be made public
				  for election purposes. The choice is up to the applicant and the voter
				  registration application may not be rejected for refusal to give the telephone
				  number.
6. ATTESTATION OF
				QUALIFICATION
The applicant should carefully read the attestation before
				  signing. The voter registration application also needs to be dated to the right
				  of the signature line.
7.
				NAME OF PERSON WHO ASSISTED IN FILLING OUT THIS FORM
This line is to be filled in only if a registration agent
				  provided substantial assistance in filling out the form for the applicant. It
DOES NOT
have to be signed by agency intake personnel unless the
				  assistance provided includes the actual filling out of the form.
Leave all shaded areas at the bottom of the application
				  blank.
These are for county clerk use only.
A & B CHANGE OF ADDRESS OR NAME
This information is on the lower portion of the voter
				  registration application and is for changes only.
Line A
is for
				  those previously registered voters who have moved from another county or state.
				  If a registered voter has moved from an address in the county to a new address
				  in the same county, a new registration application must be filled out.
C RURAL ADDRESSES, NON-STREET ADDRESSES, OR NON-TRADITIONAL
				  PLACES
Line C
is particularly important if an applicant
				  does not have a physical address. Detailed instructions for drawing a map of
				  the residence's location are provided for the applicant in Item C of the voter
				  registration application.
For Voters Who Request
CANCELLATION OF REGISTRATION
If a voter requests cancellation of registration,
direct them to the Office of the County Clerk for
				  instructions.
See page 19 for roster of county clerks.
RESPONSIBILITIES OF SITE PERSONNEL & COORDINATORS
RESPONSIBILITIES OF MVD PERSONNEL
The 5 Steps
1. After
				completion of the initial data required from the client and print out of motor
				vehicle form, place voter registration form in printer to capture information
				which is identical on both forms. These are items 1 through 3 on the voter
				registration form.
2. After
				printing of data on voter registration form, return form to applicant for the
				completion of items 4 through 6. THE APPLICANT IS NOT TO FILL IN ANY SHADED
				AREAS ON THE FORM.
3. Unless the
				applicant refuses assistance, provide the same degree of assistance in
				completion of the voter registration form as would be provided to the applicant
				in completion of motor vehicle office forms, including bilingual assistance, if
				necessary.
4. Refusal to sign the
				completed voter registration application when presented to the applicant serves
				as the applicant's declination to register to vote.
5. Direct applicant to place completed voter
				registration form in area designated by site coordinator, whether it is signed
				or not.
Motor Vehicle Division personnel
involved in agency voter registration activity
are
PROHIBITED
from:
® seeking to influence an applicant's political party
				  preference;
® displaying any political preference or party
				  allegiance;
® making any statement or taking any action whose
				  purpose or effect is to discourage the applicant from completing the voter
				  registration application; or
® disclosing to any other individual that the applicant
				  has applied to register to vote at a motor vehicle office.
RESPONSIBILITIES OF MVD SITE COORDINATOR
Putting Someone
in Charge
1. Monitor
				supplies of forms and contact the county clerk's office, when necessary (county
				clerks are instructed to monitor inventories of forms as part of the collection
				and/or transmittal process and any difficulties encountered should be reported
				to the Bureau of Elections in Office of the Secretary of State).
2. Create a secure area to store forms for
				collection or transmittal.
3. Train
				office personnel in the review of voter registration forms to ensure they are
				completed in their entirety by applicants who have requested
				assistance.
4. Ensure that office
				personnel understand that they may not influence or attempt to coerce
				applicants to declare a political party preference and may not discourage
				registration verbally or by attitude.
5. Return all completed or voided voter
				registration applications to the county clerk within ten (10) calendar days;
				however return shall not be made later than 5:00 p.m. on the Friday immediately
				following the closing of the registration books for the upcoming election.
COUNTY CLERKS ROSTER
BERNALILLO
				  COUNTY
Judy D. Woodward
One Civic Plaza, 6th Fl.
Albuquerque, NM 87103
(505) 768-4090
CATRON COUNTY
Sharon Armijo
Box 197
Reserve, NM 87830
(505) 533-6400
CHAVES COUNTY
Rhoda C. Goodloe
Box 580
Roswell, NM 88202
(505) 624-6614
CIBOLA COUNTY
Patricia A. Aragon
515 W. High
Grants, NM 87020
(505) 287-9431, ext. 147
COLFAX COUNTY
Barbara Castillo
Box 159
Raton, NM 87740
(505) 445-5551
CURRY COUNTY
Coni Jo Lyman
Box 1168
Clovis, NM 88102-1168
(505) 763-5591
DE BACA COUNTY
Shana L. Cleaver
Box 347
Fort Sumner, NM 88119
(505) 355-2601
DONA ANA COUNTY
Rita Torres
251 W. Amador Avenue
Las Cruces, NM 88005
(505) 525-6659
EDDY COUNTY
Karen Davis
Box 850
Carlsbad, NM 88221
(505) 885-3383
GRANT COUNTY
Rena Madrid Cope
Box 989
Silver City, NM 88062
(505) 538-2979
GUADALUPE
				  COUNTY
Mary Silva
420 Park Avenue
Santa Rosa, NM 88435
(505) 472-3791
HARDING COUNTY
Elizabeth Martinez
Box 1002
Mosquero, NM 87733
(505) 673-2301
HIDALGO COUNTY
Belinda C. Chavez
300 S. Shakespeare St.
Lordsburg, NM 88045
(505) 542-9213
LEA COUNTY
Pat Chappelle
Box 1507
Lovington, NM 88260
(505) 396-8531
LINCOLN COUNTY
Martha McKnight Proctor
Box 338
Carrizozo, NM 88301
(505) 648-2394
LOS ALAMOS
				  COUNTY
Nita K. Taylor
P.O. Box 30
Los Alamos, NM 87544
(505) 622-8010
LUNA COUNTY
Natalie Pacheco
Box 1838
Deming, NM 88031
(505) 546-0491
MCKINLEY COUNTY
Carol K. Sloan
Box 1268
Gallup, NM 87301
(505) 863-6866
MORA COUNTY
Pauline G. Espinoza
Box 360
Mora, NM 87732
(505) 387-2448
OTERO COUNTY
Mary D. Quintana
1000 New York Ave., Rm. 108
Alamogordo, NM 88310-6932
(505) 437-4942
QUAY COUNTY
Jeanette Maddaford
Box 1225
Tucumcari, NM 88401
(505) 461-0510 or 0513
RIO ARRIBA
				  COUNTY
David S. Chavez
Box 158
Tierra Amarilla, NM 87575
(505) 588-7724
ROOSEVELT
				  COUNTY
Maudene Haragan
Roosevelt County Courthouse
Portales, NM 88130
(505) 356-8562
SANDOVAL COUNTY
Sally G. Padilla
Box 40
Bernalillo, NM 87004
(505) 867-2209
SAN JUAN COUNTY
Carol Bandy
Box 550
Aztec, NM 87410
(505) 334-9471
SAN MIGUEL
				  COUNTY
Rebecca A. Medina
San Miguel County Courthouse
Las Vegas, NM 87701
(505) 425-9331
SANTA FE COUNTY
Jona G. Armijo
Box 1985
Santa Fe, NM 87504
(505) 986-6280
SIERRA COUNTY
Lupe Armijo Carrejo
311 Date Street
T or C, NM 87901
(505) 894-2840
SOCORRO COUNTY
Carmen D. Gallegos
Box I
Socorro, NM 87801
(505) 835-0423
TAOS COUNTY
Carmen M. Medina
Box 676
Taos, NM 87571
(505) 758-8836
TORRANCE COUNTY
Carla M. Clayton
Box 48
Estancia, NM 87016
(505) 384-2221
UNION COUNTY
Freida J. Birdwell
Box 430
Clayton, NM 88415
(505) 374-9491
VALENCIA COUNTY
Kandy Cordova
Box 969
Los Lunas, NM 87031
(505) 866-2073
DEFINITIONS
APPLICANT
- The person who is offering to
				  register to vote.
CITIZEN
- A U.S. citizen, by birth or
				  naturalization.
ELECTION
- As used in this manual, "election"
				  means:
(1) general
				elections;
(2) primary
				elections;
(3) statewide special
				elections;
(4) elections to fill
				vacancies in the office of representative in congress;
(5) school district elections;
(6) municipal officer or municipal bond
				elections and
(7) special district
				officer or special district bond or other special district elections.
FALSE SWEARING -
Taking any oath required by the
				  Election Code with the knowledge that the thing or matter sworn to is not a
				  true and correct statement.
FEDERAL OFFICE -
President, vice-president,
				  United States senator or United States representative.
GENERATION -
Family line of succession, i.e.
				  Jr., II, III, etc.
MOTOR VEHICLE DRIVER'S LICENSE -
The term "motor
				  vehicle driver's license" includes any personal identification document issued
				  by a state motor vehicle authority.
PERJURY -
The deliberate and willful giving of
				  false, misleading, or incomplete testimony under oath or affirmation.
REGISTRANT
- The person who is offering to
				  register to vote or is registered (used synonymously with "applicant").
QUALIFIED ELECTOR
- Any person who is a citizen
				  of the United States, a resident of the State of New Mexico, who is or will be
				  18 years of age at the time of the next election, who has not been denied the
				  right to vote by a court of law by reason of mental incapacity or felony
				  conviction.
REGISTRATION AGENT
- A registration agent is a
				  state or federal agency employee who provides voter registration at a state
				  agency or any other individual who assists another person in completion of a
				  voter registration application.
REGISTRATION OFFICER -
The county clerk or the
				  clerk's authorized deputy.
RESIDENCE -
That place in which a person's
				  habitation is fixed, and to which, whenever absent, the intention is to return.
				  A residence is not a post office box.
STATE -
The term "state" means a state of the
				  United States and the District of Columbia.
VOTER -
Any qualified elector who is registered
				  under the provisions of the New Mexico Election Code.
VOTER REGISTRATION AGENCY -
A voter registration
				  agency is an office designated under Section 7(a)(1) of
				  PL
				  103-31 to perform voter registration
				  activities.