Pennsylvania Code › Title 4 - ADMINISTRATION › Part VIII - GAME COMMISSION › Subpart E - STATEWIDE UNIFORM REGISTRY OF ELECTORS › Chapter 183 - ESTABLISHMENT, IMPLEMENTATION AND ADMINISTRATION OF THE STATEWIDE UNIFORM REGISTRY OF ELECTORS › Section 183.6 - Uniform procedures for the commissions relating to the process for identifying and removing duplicate records in the SURE system

Current through Register Vol. 54, No. 28, July 13, 2024
(a) A commission shall use the following
				  process for identifying duplicate registration records for a new application or
				  for an existing record where a commission's registration record contains the
				  most recent date of application for the potential duplicate.
(1) At a minimum, a commission shall identify
				  record matches using an applicant's or registrant's first and last name as well
				  as date of birth.
(2) If, upon
				  examining the criteria in paragraph (1), the commission believes that the
				  record is or may be a duplicate, it shall use any of the following items, if
				  available, to determine if the record is a duplicate:
(i) The unique identifier.
(ii) The last four digits of an applicant's
				  or registrant's Social Security number.
(iii) The driver's license number of an
				  applicant or registrant.
(3) If, upon examining the criteria in
				  paragraph (1), the commission believes that the record is or may be a duplicate
				  and the criteria in paragraph (2) are not available or are incomplete, it shall
				  examine the signature of the applicant or registrant to determine if the record
				  is a match. If the commission believes that the signatures match, it shall
				  follow the procedures in paragraph (6).
(4) If the following apply, the commission
				  shall mail the registrant a request for the information in paragraph (2)(ii)
				  and (iii):
(i) The records are within a
				  commission's jurisdiction.
(ii) A
				  record match is identified under the criteria of paragraph (1).
(iii) The criteria under paragraph (2) are
				  unavailable or incomplete.
(iv) The
				  criteria in paragraph (3) are not determined to be a match.
(5) If a record match is
				  identified under the criteria of paragraphs (1) and (2), the following shall
				  apply:
(i) If the records are within a
				  commission's jurisdiction, the record shall be deemed a duplicate and the
				  commission shall update its registration records to reflect information on the
				  most recent application. If one of the records is a new application, the
				  commission shall send a voter identification card to the applicant in
				  accordance with section 1328(c) of the act (relating to approval of
				  registration applications).
(ii) If
				  the record is not within a commission's jurisdiction, the commission shall
				  notify the commission in the other county of the potential duplicate
				  registration record. The commission in the former county shall cancel the
				  registrant's registration record and notify the registrant by nonforwardable
				  mail on a form approved by the Department that the registrant's registration is
				  a duplicate and has been cancelled.
(6) If a registration record match is
				  identified under the criteria of paragraphs (1) and (3), the following shall
				  apply:
(i) If the records are within a
				  commission's jurisdiction, the record shall be deemed a duplicate and the
				  commission shall update its registration records to reflect information on the
				  most recent application. If one of the records is a new application, the
				  commission shall send a voter identification card to the applicant in
				  accordance with section 1328(c) of the act.
(ii) If the records are outside a
				  commission's jurisdiction, the commission shall notify the commission in the
				  registrant's former county of residence that the registrant's registration
				  record may be a duplicate. The commission shall notify the registrant by
				  nonforwardable mail on a form approved by the Department that the registrant's
				  registration appears to be a duplicate. If this notice is returned by the
				  postmaster or not returned by the registrant 30 days prior to the next
				  election, the commission shall cancel the registrant's registration and notify
				  the registrant by forwardable mail. In accordance with sections 1501(b)(1) and
				  1901(d)(1)(i) of the act (relating to removal notices; and removal of
				  electors), the acceptance of a subsequent application for voter registration in
				  another county shall serve as confirmation in writing that the registrant has
				  changed residence to a location outside the county in which the registrant was
				  registered and thereby loses voter registration status in the former county of
				  residence. If the registrant returns the notice and the commission is satisfied
				  with the explanation, no further action is required by the
				  commission.
(7) If a
				  record match is identified under the criteria of paragraph (2)(i) or (iii), the
				  record shall be deemed a duplicate and the following shall apply:
(i) If the records are within a commission's
				  jurisdiction, the commission shall update its registration records to reflect
				  information on the most recent application. If one of the records is a new
				  application, the commission shall send a voter identification card to the
				  applicant in accordance with section 1328(c) of the act.
(ii) If the records are outside a
				  commission's jurisdiction, the commission shall notify the commission in the
				  registrant's former county of residence that the registrant's registration
				  record is a duplicate and should be cancelled. The commission in the former
				  county shall cancel the registrant's registration record and notify the
				  registrant by nonforwardable mail on a form approved by the Department that the
				  registrant's registration is a duplicate and has been cancelled.
(8) If the following apply, the
				  commission may not consider the records as duplicates without additional
				  information. A commission shall obtain additional information by following the
				  procedures in subsection (c) and other procedures the commission deems
				  appropriate.
(i) A registration record match
				  is identified under the criteria of paragraph (1).
(ii) The criteria under paragraph (2) are
				  unavailable or incomplete.
(iii)
				  The criteria under paragraph (3) are not determined to be a match.