Section 183.4. Uniform procedures for the commissions relating to entering data into the SURE system

(a) A commission shall enter information into the SURE system by typing, scanning or electronically entering the data.

(b) A commission shall enter the following information into the SURE system for a registrant or applicant:

(1) Personal information.

(2) Voting history for registrants.

(3) Agency code, if applicable.

(4) The status of the record, including pending, rejected, active/inactive, canceled and deceased.

(5) In accordance with sections 1222(c)(3) and 1328(c)(1) of the act (relating to SURE system; and approval of registration applications), the unique identification number indicated by the SURE system as the applicant’s SURE registration number.

(6) Any other information required by the Department.

(7) The date, type of correspondence to and from the commission, action or inaction by the applicant or registrant, and any subsequent action by the commission for the following mailings sent to the applicant or registrant. The scanned images of mailings sent to an applicant or registrant may not be attached to registration records in the SURE system.

(i) The NCOA in section 1901(b)(1)(i) of the act (relating to removal of electors).

(ii) The AVN.

(iii) The CM in section 1901(b)(1)(ii) of the act.

(iv) The Five Year Notice in section 1901(b)(3) of the act.

(v) The NCA.

(vi) The CAVN-IC.

(vii) The CAVN-OC.

(viii) The canvass in section 1901(b)(2) of the act.

(ix) The ‘‘Ten Day Rule’’ Notice in section 1328(c)(4)(ii) of the act (relating to approval of registration applications).

(x) The removal notices in section 1501 of the act (relating to removal notices).

(8) The voter registration source, which includes a designation of whether an applicant made application to register to vote in person, by mail, or through PENNDOT or another State agency.

(9) The application type, such as a new application, a change of name, a change of address or a change of party.

(10) Absentee voter indicator and tracking, if applicable.

(11) ‘‘Fail-safe’’ voting indicators, if applicable, as provided in section 1501(b)(2) and (3) of the act and section 1902 of the act (relating to procedure for voting following failure to return notification card).

(12) Any disability of a registrant and any assistance that may be required when voting, as provided in section 1504 of the act (relating to disability).

(13) Removal information by the registrant, if applicable, as provided in section 1501 of the act.

(14) The applicant’s or registrant’s digitized signature. If the commission does not have a digitized signature available for a registrant, the Department may utilize the digitized signature on file at PENNDOT if the registrant applied to register to vote at PENNDOT and used a digitized signature.

(c) A commission may enter the following information into the SURE system:

(1) Those attachments that enable the commission to ensure the accuracy and currency of a registrant’s registration record. The commission may not attach to a record the scanned images of correspondence it mails to an applicant or registrant.

(2) A county identifier that is different from the unique identifier and which the commission uses for internal administrative purposes only. If the registrant moves to a residence outside a commission’s jurisdiction, the new commission’s voter identification number, if any, shall supersede the previous commission’s voter identification number.

(d) Only registrars or the designees of a commission may add, modify or delete information in the commission’s registration records in the SURE system.

(e) A commission shall enter the following information into the SURE system in the manner indicated:

(1) Applications approved and accepted.

(2) Applications in process of verification.

(3) A record of rejected applications, together with a notation of the type and date of correspondence sent to rejected applicants, which shall be retained in a special file.

(4) The signature of an approved applicant.

The provisions of this § 183.4 adopted December 27, 2002, effective January 27, 2003, 32 Pa.B. 6340.

Notation

Cross References

This section cited in 4 Pa. Code § 183.6 (relating to procedures for the commission relating to the process for identifying and removing duplicate records in the SURE system); 4 Pa. Code § 183.11 (relating to records); and 4 Pa. Code § 183.12 (relating to retention of records).