SECTION 230:15-9-33. Preparation of rejection notices

  Rejection notices shall be prepared to acknowledge the disposition of all voter registration applications that are rejected. The type of rejection notice prepared for each applicant is determined by the rejection code entered in MESA with the application information. (The reasons that a voter registration application may be rejected are listed in 230:15-9-31. Types of rejection notices generated by MESA are described in 230:15-9-32.) The Secretary of the County Election Board shall cause rejection notices to be prepared according to the following procedure.

(1)   Request the process in MESA that formats rejection notices.

(2)   Print the rejection notices, labels, and the Rejection Notice Registry, which are formatted along with the rejection notices.

(3)   Compare the rejected voter registration application forms with the Rejection Notice Registry to be certain that a rejection notice has been created for each rejected application.

(4)   Either fold and tape each rejection notice so that the applicant's mailing address and the County Election Board's return address are visible on the outside of the notice and the contents of the notice are concealed inside, or insert the notice into an envelope and apply the appropriate address label. Apply appropriate postage and mail the rejection notices.

(5)   Hold rejected applications for which additional information has been requested in the Additional Information Requested file for 60 days. If the applicant does not provide the additional information within 60 days, transfer the rejected application form from the Additional Information Requested file to the Rejected Application File and retain for 24 months.

(6)   Place all other rejected application forms directly into the Rejected Application File and retain for 24 months. Also retain the Rejection Notice Registry for 24 months.

[Source: Added at 12 Ok Reg 2225, eff 7-1-95; Amended at 15 Ok Reg 2547, eff 7-1-98; Amended at 28 Ok Reg 1132, eff 7-1-11]