Federal Voting Assistance Program

ELECTRONIC TRANSMISSION SERVICE
MANUAL

This document describes the procedures for preparing election materials for electronic transmission (fax/email).

Questions or comments concerning any aspect of these instructions may be directed to:

Director
4800 Mark Center Drive
Suite 03J25-02
Alexandria, VA 22350-4000

Telephone:  1-800-438-VOTE (8683)
Fax:	(703) 696-1352
Email:  vote@fvap.gov
Web: www.fvap.gov

Document Reviewed/Updated:  September, 2012

Table of Contents

Chapter 1 - Overview….…………………………………………………………….3
A.	The Federal Voting Assistance Program’s Electronic Transmission Service…………………………………………………………....…...……...3
B.	When to Use this Delivery Alternative……….…………………………………………………………...3
C.	How it Works…………………………………………………………….…..3

Chapter 2 - How to Transmit Election Materials………………………………….5
             Transmitting a Document Directly to a Citizen………….....……….…..5

Chapter 3 - Frequently Asked Questions and Answers…………………………...8

APPENDICES

A - Glossary of Terms……………….……………..…………………………………10

B - Absentee Voter Transmittal Log………….…...……….…..….……………..…...11

C - Electronic Transmission Sheet…...…..……..……………………….……………12

Chapter 1:
Overview

A. THE FEDERAL VOTING ASSISTANCE PROGRAM’S ELECTRONIC TRANSMISSION SERVICE

The Federal Voting Assistance Program’s (FVAP’s) Electronic Transmission Service (ETS) enables local election officials to transmit and receive election materials via fax or email to/from Uniformed Services members and overseas citizens at no cost.

The ETS can forward the documents as either a fax or email as permitted by state law. You may also fax materials to ETS for conversion to email if the voter does not have a fax machine available (fax to email conversion).

B. WHEN TO USE THIS DELIVERY ALTERNATIVE

Local election officials should use the ETS any time he/she believes the regular absentee ballot cannot be received, voted, and returned by mail in time to be counted, provided that fax and/or email are permitted by state law or regulatory authority.  Refer to your State election laws and procedures.

The ETS enables you to:

Receive:	
•		Registration And Absentee Ballot Request - Federal Post Card Application (FPCA)	
•	 Other state-required registration materials
•		A voted ballot
•	 A general information request

Send:	
 Request for additional information to enable voting registration or ballot request
	 Responses to a voter’s request for information
	 Blank absentee ballot to the voter
	 Other election materials. 

C. HOW IT WORKS

Election officials transmit election materials to Uniformed Services members, their family members and overseas citizens via fax through the ETS toll-free number or via email as an attached Portable Document Format (PDF) document.  The ETS forwards materials via fax or email directly to citizens.  If the material is to be emailed, ETS delivers the material as a read-only file.  If the materials are received by fax but are to be emailed to the citizen, ETS will convert the entire package to a PDF document and email as an attachment to the citizen.

D.  ADDITIONAL INFORMATION

This manual is available in both Adobe Acrobat (PDF) and Rich-Text Format (RTF).  The PDF version is read-only, however, the RTF can be used by you to add local processes to the manual.  

Chapter 2:
How to Transmit Election Materials

TRANSMITTING A DOCUMENT TO A CITIZEN

Voting materials can be forwarded immediately to the citizen via fax or email.  See “Creating the Transmission Package” for the contents of a transmission package.

Fax to one of the following numbers: 1-800-368-8683 or (703) 696-2148.

Email to the following address: ets@fvap.gov

The use of the fax numbers and email address above provides an audit trail for all documents.  If a transmission is interrupted before completion, please resend the entire package.

Should you experience any technical difficulty, please contact the ETS at 1-800-438-8683 between 8:30 a.m. and 5:00 p.m. Eastern Time, Monday – Friday.  The ETS can receive faxes or emails 24 hours a day, 7 days a week. You will be notified if any irregularities occur during the transmission.

Creating the Transmission Package

Each transmission package should contain information for only one citizen.  ETS is not authorized to take bundles of election materials and split it for different citizens.

When transmitting election materials by fax or email through the ETS, you should use the Electronic Transmission Sheet provided in Appendix C.  This sheet serves as the cover sheet and is always the first item in a packet.  It should be reproduced as needed for transmission.

The Electronic Transmission Sheet must be completed as follows:
1.	Type or print all information in dark ink so that it is fully legible.
2.	Complete the “To and “From” sections legibly.
3.	In the “To” section, indicate the voter’s fax number, email address, or mailing address.
4.	Be sure to include the number of pages being transmitted so that the recipient will know when the transmission is complete.

After completing the Electronic Transmission Sheet attach the ballot transmission package.  The ballot transmission package should include all instructions on how to vote the ballot, signature/oath requirements and how to return the ballot (mail, fax or email).  All documents should be formatted to fit on 8 ½" by 11" paper. 

Once complete, fax or email it to one of the following: 1-800-368-8683 or (703) 696-2148, 
ets@fvap.gov

Chapter 3
Frequently Asked Questions and Answers

QUESTION:	Do I have to transmit a separate fax transmission or email for each ballot?

ANSWER:	Yes.  For security and audit purposes, the transmission that you send cannot be altered.  This means that several ballots sent in one transmission cannot be separated to be routed to different voters.  

QUESTION:	I have a special oath on the envelope. What should I do?

ANSWER:	If there is any information, such as a special oath on the envelope, the oath should be copied and included in the transmission.  The instructions should explain how this oath is to be signed and returned.

QUESTION:	If I have the voter's fax number, why shouldn't I just fax it myself?

ANSWER:	The ETS can fax to any number worldwide at no cost to you.  Also, some Uniformed Services members may provide you with a Defense Switched Network (DSN) number.  The ETS can route faxes to these numbers.  Additionally, the ETS provides an audit trail of all transmissions. 

QUESTION:	When can I fax and email?

ANSWER:	The ETS accepts faxes and emails 24-hours a day 7 days a week.  Technical assistance is available between 6:00a.m. and 10:00p.m. Eastern Time Monday – Friday with extended hours as needed at 1-800-438-8683.

Appendices

A		Glossary of Terms

B		Absentee Voter Transmittal Log

C	Electronic Transmission Sheet

Appendix A:
Glossary of Terms 

APO/FPO - Essentially a military “zip-code,” this portion of the address must be included on the transmission sheet to ensure delivery to the proper location.

Ballot ID Number or Name - The number or letters used by local election officials to identify a ballot and its instructions that have been stored at the Electronic Transmission Service.

Ballot Pages - The 8½" by 11" format in which the ballot is electronically transmitted.

Federal Post Card Application (FPCA, SF 76) - Form used by Uniformed Services member and overseas citizens to register to vote and request a ballot. State laws differ in the extent of use for the FPCA. 

Electronic Transmission Service - The processing and customer service center where transmissions are routed between absentee voters and state and local government officials.

Read-Only - Documents that may be seen on a computer display but not altered in any way.  All transmission routed through the Electronic Transmission Service are handled in this manner.

Electronic Transmission Sheet - Cover sheet that must be used as the first page of any transmission sent to the voter. 

Appendix B:
Absentee Voter Transmittal Log 

NAME OF VOTER	MATERIALS
TRANSMITTED	DATE	TIME	FAX# OR EMAIL ADDRESS	TRANSMISSION
SUCCESSFUL	

						

						

						

						

						

						

Appendix C:
Electronic Transmission Sheet

This form can be saved and completed online, then printed and faxed.  It can also be printed as a blank form.  Copies should be made of the transmission sheet for actual use.

Always be sure to have a few blank copies on hand, and do not write on the original.

Official Election Materials — Electronic Transmission Sheet
Transmission (Cover) Sheet from Election Official to Absentee Voter
From:	
City/County Board of Elections	     	
State	     	
Telephone Number	     	
Fax Number	     	
Street Address	     	
Address 2	     	
City	     	
State	     	
Zip Code	     	
Please forward attached document by 	 FAX                  EMAIL	
To:	
Last Name	     	
First Name	     	
Middle Name	     	
Telephone Number	     	
Fax Number	     	
                              Mailing Address	     	
Address Line 2	     	
Address Line 3	     	
City	     	
State and/or Country	     	
Unit/Ship	     	
Postal Code/APO/FPO	     	
Email Address	     	
Number of pages being transmitted, including this sheet:       	
Choose one: Army Navy Air Force Marine Corps Coast Guard
               Other:     	
Contents of Transmission: Ballot  Other Election Materials (specify):     

Authorizing Signature (if required): ________________________________________
Date:     	

Fax to one of these numbers:  703-696-2148 or 1-800-368-8683 or Email to ets@fvap. gov

Federal Voting Assistance Program Use Only – DO NOT Complete this Section:
Date Received:______________________________   Time Received: _________________________________
Date Sent: _________________________________    Time Sent: _____________________________________
Transaction Number: _________________________   Processed by: __________________________________