Commonwealth of Massachusetts
Executive Office of Health and Human Services
Office of Medicaid
www.mass.gov/masshealth
Eligibility Operations Memo 12-07
November 1, 2012
TO: MassHealth Eligibility Operations Staff
FROM: Amy Andrade, Director, Member and Provider Services
RE: MassHealth Responsibilities under the National Voter Registration Act and the
Help America Vote Act
Introduction This memo outlines the procedures MassHealth must use to ensure that
MassHealth applicants and members are offered the opportunity to
register to vote as required by the National Voter Registration Act
(NVRA), the Help America Vote Act, and related state law. This memo
also identifies the appropriate forms to be used in association with the
voter registration process and related use and retention requirements.
This memo replaces Eligibility Operations Memo 09-15, issued
September 1, 2009.
Voter Registration Under federal law, MassHealth is required to assist applicants and
members to register to vote and to maintain specified records verifying
this process. MassHealth is responsible for offering voter registration
assistance to applicants and members at application, annual
redetermination, or change of address. In addition, MassHealth must
provide the same degree of help in filling out the voter registration form
as is offered with a MassHealth application or review form.
MassHealth may not coerce anyone to register to vote or attempt to
persuade anyone to make any particular voting choices. No statements or
actions by MassHealth should lead the individual to believe MassHealth
services will be affected by the individual’s decision about whether to
register to vote.
Voter Eligibility MassHealth is not responsible for determining an individual’s eligibility
for voter registration. The local election official determines the
registration status and mails an Acknowledgement Notice to every
(continued on next page)
Eligibility Operations Memo 12-07
November 1, 2012
Page 2
Voter Eligibility applicant with information that may include registration status and
(cont.) location of the polling place.
Registration Each MassHealth Enrollment Center (MEC) must have the following
Material voter registration material:
Declination Forms;
Massachusetts Official Voter Registration Forms (sometimes referred
to as voter registration affidavits);
Massachusetts Official Mail-In Voter Registration Forms;
Secretary of State’s Voter Registration Workbook; and
Request for Secretary of State Election Forms.
Posting The following items must be posted at all MECs:
Requirement a copy of M.G.L., chapter 56, sections 7, 8, and 9; and
a “Register to Vote Here” poster.
Declination Form The Secretary of State’s Declination Form is required by the NVRA and
MEC staff must offer it to every individual who applied in person for
services, redetermination of benefits, or change of address and declines
assistance registering to vote. MassHealth must keep Declination Forms
for at least 22 months to demonstrate compliance with the NRVA, and
thereafter as specified by applicable state document retention policies.
Part A: This part of the form remains attached to the book of Declination
Forms. It states the individual’s choice about voter registration, such as if
he or she would like to register or is already registered. If the individual
needs to change a registered name, address, or party enrollment, he or
she should answer Yes.”
Part B: This is the agency record and remains attached to the book of
Declination Forms. It does not record the name of the applicant or
member, but records the response to the question in Part A.
Part C: This is the copy for the applicant or member. MEC staff must
detach and give it to every individual who applies in person for services,
redetermination of benefits, or change of address and who completes
Part A.
(continued on next page)
Eligibility Operations Memo 12-07
November 1, 2012
Page 3
Voter There are two official voter registration forms.
Registration
Forms The Massachusetts Official Voter Registration Form (also referred to as
the voter affidavit) is currently a two-part form. It is offered to and
completed by an individual who wants to register to vote or change a
name, address, or party enrollment in person while in the MEC.
The Massachusetts Official Mail-In Registration Form is available in
English, Spanish, Russian, Chinese, Vietnamese, Portuguese, Haitian-
Creole, Cape Verdean, and Khmer. Each MEC must maintain sufficient
supplies of each, depending on the needs of the communities served.
Voter Registration If the individual completes the two-part Official Voter Registration Form,
Process at the MEC MEC staff must give the individual the yellow copy along with Part C of
the Declination Form. This sheet is the only proof that the individual has
filled out the registration form until the local election official receives the
original copy from MassHealth.
Information to help individuals complete specific sections of the
Official Voter Registration Form
Sections 1 through 3 — self-explanatory
Section 4 — must not provide a post office box
Sections 5 and 6 — self-explanatory
Section 7 — identification number
o federal law requires a valid and current Massachusetts driver’s
license to register to vote; or
o if no license, the last four digits of the social security number; or
o if neither, “nonemust be entered in the box
Sections 8 and 9 — self-explanatory
Note: It is not appropriate for MEC staff to explain or help the
individual choose the party enrollment.
Section 10 — if never registered to vote, leave this section blank
Section 11 — if physically unable to complete the form, the assisting
person must complete the form, sign it, and record his or her name on
the form. A telephone number is optional.
Sections 12 through 14 — self-explanatory
Agency Designation Code — enter the code BBA
MassHealth staff must enter the code BBA in the Agency Designation
Code section in the lower right of the two-part form. Note that currently
there is no designated spot for this information on the mail-in form, but
(continued on next page)
Eligibility Operations Memo 12-07
November 1, 2012
Page 4
Voter Registration the Secretary of State’s office instructs agencies to add the code to the
Process at the MEC bottom right corner of the mail-in form. This masks the identity of the
(cont.) agency submitting the form to protect the privacy of the MassHealth
applicant or member.
MEC staff must mail the Official Voter Registration Form to the
appropriate city or town local election official within five calendar days
after the individual completes the form. The mailing address for each city
and town is listed on the Massachusetts City and Town Directory page of
the Massachusetts Election Division website at
www.sec.state.ma.us/ele/eleclk/clkidx.htm
.
Record Keeping Each MEC must have a system for maintaining the Declination Forms —
Parts A and B —and mailing the Voter Registration Forms to the
appropriate local election official.
Attachments The following documents are included with this memo:
Declination Forms;
Massachusetts Official Voter Registration Forms (sometimes referred
to as voter registration affidavits);
Massachusetts Official Mail-In Voter Registration Forms; and
a copy of M.G.L., chapter 56, sections 7, 8, and 9.
Questions If you have any questions about this memo, please have your MEC
designee contact the Policy Hotline.
William
Francis Galvin
Declination
Form
Secretary
of
the
Commonwealth
PART
A
If
you
are
not
registered to vote where
you
live
now
and
you
are eligible to register ro vote
would
you
like ro
apply
to
register to vote here today?
DYes
ONo
o Already registered where I live
now
(If
you
are registered to vote where
you
live
now
and
have
not
changed
your
address
it
is
not
necessary to
register ro vote again.)
Please, sign
your
name
here: Date: _
lfyou
do
not
check
any
box,
you
will be considered to have decided
not
to register to vote
at
this time.
PART
B:
Use
is
optional
o Registered to vote 0
Did
not
register ro vote oAlready registered where I live
now
For agency use only:
Agency staff signature: Date: _
Tear along this perforated line
and
give
to
applicant.
PART
C I
APPLICANT
COPY:
Please keep this for
your
personal records.
Applying to register
or
declining ro register ro vore will
not
affect
the
amount
of
assistance
that
you
will be provided
by
this agency.
If
you
would
like help filling our
the
voter registration application form,
we
will help you.
The
decision
whether
to seek
or
accept help
is
yours. You
may
fill
our
the
application form in private.
If
you
believe
that
someone has interfered with your right ro register
or
to decline to register to vote, your right
to privacy
in
deciding whether to register or in applying to register to vote,
or
your right ro choose
your
own
political party or other political preference, you may
file
a complaint with the Secretary
of
the Commonwealth,
Elections Division,
One
Ashbunon
Place,
Room
1705,
Boston,
MA
02108;
telephone
617-727-2828
or
toll
free
1-800-462-8683.
"0
reg"
tel'
to
\()tt
. .. adlusetts
you
mu,.1
00:
U
••
YllUf'I,
a
resJdc'l\l
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18
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on
(If
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Ihe
nt);l
dection.lfyoD arc
L"I!gi~tcrinJ(
to Hlte
31
an
agency,
t~
fan
thar
yon
regbler
or
refu~e
to
rcgbter
10
vote
"'ill
remain
COnfidclllj:
and
will
Ie
u~ed
only
f''>l"
vOler
rtf!,llslru!hlll
purjloses
and
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al
wbid)
yuu
n
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1ji.'lcr
'~i~
n"
;W\
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l:ied
only
for
voter
regj~lTalion
purposes.
Pert"lfy
for
Illegal
&!g/,~lrt11
vn:
nIle
of
not
more
Ihan
$\
),000
qr
II
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t.
------------
.--_-------------~._~---~-----
NOTE:
If
yon
checked
"no"
to
either
of
-l
es
~
0
these
questions,
do
nol
complete
thL
form.
laSI
name
/irslncrme
middle
name
or
initiaL
Jr
Sr
JI
III
IY
(circle
one
if
appropriate)
ormer name (if
applicable):
last
name
.first name
middle name or initial.
.fr
Sr.
11
1/1
IV
(circle
01U!
i{appropriale)
~
..
---
..
~·~------_·_--------I
Address
bere
you
Ih-e
now (street
number,
street
name,
rural
route
number
and
box
number):
street
numberI street name /
rural
route
m~mber
and box number
apm1mfmt
number
cil)'
or
town
zip
code
+ 1-digif
dd
h
'J'e
)'OU
receive
all }'OUt'
lait
(if
different
from
#4):
,'0/1
et
mmrher / street name / nlral roule numoer and
box
number apartmenl number
city
or
toum
",p
code
+ 4-digit
IdCJifl"CaHOl1
#:
''C]CfIbone
(optional): 1
CheCk
-{/Unlisted
license #
or
last
fOu.l'
digits
of
your
Social
Securi~y
Ii
( )
J
Libertarian
apaJ111Umt
number city
01'
town
slale zip
code
+ 4-digtt
lIer
b'
S 'c' laflinn)
thaI.
I aJIl
lhe
person
named'
abc»'C,
thallhe
above
mfnrmation
is
tne,
11a:)1
J I
tmZEN
011
THE
NrmD S
~l.lS.
fhal
I
am
nol
a
person
nmrn:r
a
guardianswp
which
prohibils
my
registering
Lo
vole.
lllar
f
am
nOllemporarily
or
permanently
&s
ualilied
by
law
from
voting
because
of
COlTUpl
rrK[kcs
'0
respect
to
de
IIOIlS.
tb:lll
an>
noL
cum'nll\'
lJ1caretrated
for
a
felony
conviction.
and
Ihal.l
c
/Sider
litis
-:;,jdenee
10
be
v
home.
Signed
u
Ihe
penallY
of
penury.
TQcb.y's
dIlte:
,IUJnlb
day
)'etJr
,
igned:
Sigllyou/' name
here.
I'
..
I,'
1111
--]
L
Mail-In Voter Registration Form
Massachusetts Official
William Francis Galvin
Secretary of the Commonwealth
Follow the instructions listed above for proper delivery.
north
east
west
south
Using landmarks, draw the
location of the place where you
live if you cannot describe that
location as a number and street or
as a rural route and box number.
How to use this form
1. Check all the boxes that apply to you.
2. Print your name: last name, first name, middle name or initial.
3. Print your former name, if applicable.
4. Print the address where you live now: number and street name or rural
route number and box number (do not provide a post office box number),
apartment number, city or town and full zip code. Use the map
at right if
you cannot otherwise identify your address.
5. Print the address where you receive all your mail, if it is different from the
address entered on #4.
6. Print your date of birth: month, day and year.
7. Federal law requires that you provide your driver’s license number to
register to vote. If you do not have a current and valid Massachusetts driver’s
license, you must provide the last four digits of your social security number.
If you have neither, you must write “none” in the box.
8. It is optional to provide your telephone number. If you include your tele-
phone number and do not check “unlisted” it will be a public record.
9. Check a party, ‘no party’ or print a political designation (not a party).
10. Print the address where you were last registered to vote.
11. If a person is helping you because you are physically unable to sign this
form, that assisting person must print his or her name and address and has
the option to print his or her telephone number.
12. Read the oath.
13. Print today’s date.
14. Sign your name.
This form may be mailed or hand-delivered to your city or town hall. If mailed,
fold the form, tape it closed, place a first class stamp on it, print your city or
town name and zip code for that city or town hall and drop into any mailbox.
You can use this form to:



To register to vote in Massachusetts you must:

BE A U.S. CITIZEN; and


Penalty for Illegal Registration: Fine of not more than


Check all that apply: Are you a Citizen of the United States of America?
Yes No

Yes No
either of these questions, do not complete this form.
Full name:
Former name
(if applicable):
Address where you live now (street number, street name, rural route number and box number):
Address where you receive all your mail (if different from #4):
Date of birth: Identification #: Telephone (optional):
Check if unlisted
Party enrollment or designation (check one):
Democratic Republican Green-Rainbow
No Party (unenrolled) Political Designation (not a political party):
Address at which you were last registered to vote:
If the applicant is unable to sign this form, give the name, address and telephone number (optional) of the person helping the applicant:
I hereby swear (affirm) that I am the person named above, that the above information is true, that I AM A CITIZEN OF THE UNITED STATES, that I am not a person
under a guardianship which prohibits my registering to vote, that I am not temporarily or permanently disqualified by law from voting because of corrupt practices in respect to elections,

( )
last name first name middle name or initial.
month day year
MA license # or last 4 digits of your SS #
street number / street name / rural route number and box number apartment number city or town zip code + 4-digit
street number / street name / rural route number and box number apartment number city or town zip code + 4-digit
street number / street name / rural route number and box number / post office box apartment number city or town state zip code + 4-digit
name address telephone number (optional)
Today’s date:
month day year
Signed:
Sign your name here.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
last name first name middle name or initial.
Section 7 requires you to include your driver’s license number or the last 4
digits of your social security number on this application. This information will
be verified through the Registry of Motor Vehicles and the Commissioner of
Social Security. If the information cannot be verified or you do not provide this
information, you must provide identification either with this application or at
your polling location when you go to vote. Sufficient identification includes a copy
of a current and valid photo identification, current utility bill, bank statement,
government check, paycheck or other government document showing your name
and address.
Identification To Be Provided
Jr. Sr. II III IV
(circle one if appropriate)
Jr. Sr. II III IV
(circle one if appropriate)
Miss Ms. Mrs. Mr.
Miss Ms. Mrs. Mr.
Place tape here to close. Do not use staples
Fold along dotted line.
This form must be received by the local Board of Registrars or Election
Commission or postmarked on or before the deadline for voter registration
(listed below) for that election, primary, preliminary or town meeting.

To participate in... You must register...
state primaries
state elections
city and town preliminaries
city and town elections
regularly scheduled town meetings
special town meetings at least 10 days before
Check to make
sure that you have
completed all
the information
on the voter
registration
affidavit on the
opposite side!
If you do not hear from your local election officials in 2 or 3 weeks, please call them!
Board of Registrars or Election Commission
City or Town Hall
MA
YOUR CITY OR TOWN ZIP CODE FOR CITY OR TOWN HALL
Return Address
name
number and street
city or town zip code
MA
Place
First Class
Stamp Here
at least 20 days before
General Laws of
Massachusetts
Chapter 56. Violations of election laws
PENALTIES FOR OFFENCES
CONCERNING ASSESSMENT, LISTING
AND REGISTRATION OF VOTERS
Section 7. Aiding or Abetting fAlse AffidAvits or oAths.
Whoever aids or abets a person in knowingly or wilfully
making a false afdavit, taking a false oath or signing a false
certicate relative to the qualications of any person for listing
or registration shall be punished by a ne of not more than one
thousand dollars or by imprisonment for not more than one year.
Section 8. illegAl registrAtion. Whoever causes or attempts to
cause his name to be registered, knowing that he is not a qualied
voter in the place of such registration or attempted registration;
whoever registers or attempts to register under a name other than
his own; whoever represents or attempts to represent himself
as some other person to an election commissioner, registrar or
assistant registrar; whoever gives a false answer to an election
commissioner, registrar or assistant registrar respecting any matter
relating to his registration or his right to vote; whoever otherwise
illegally registers or attempts to register; or whoever aids or abets
any other person in doing any of the acts above mentioned, shall
be punished by a ne of not more than ten thousand dollars or by
imprisonment for not more than ve years, or both.
Section 9. Misconduct At registrAtion. Whoever refuses to
obey the lawful orders or directions of an election commissioner,
registrar or assistant registrar, or interrupts or disturbs the
proceedings at any registration shall be punished by a ne of not
more than one hundred dollars.
VR-P (04/09)