Foreword

The street index being used with the QVF system was developed from information obtained from many sources. One of the sources being the various city and township clerks in the state. The clerks were asked to review and correct street index listings prepared by the Bureau of Elections (BOE). In some cases an amendment or correction requested by the clerk, could not be incorporated into the index at this time, and it was impossible for BOE to inform the clerks of each individual request which could not be honored. When clerks subsequently reviewed the updated street index for their jurisdiction, it came to their attention that not all of their requests had been incorporated into the new street index. This document will attempt to identify the types of requests which were not incorporated, the reasons why, and if applicable how the street index can be amended at this time.

Index

1.         Clerk requested that street name, prefix, suffix, etc. be changed from the way it appears in the street index.

2.         Clerk requested that the Zip Code listed in the street index, for their jurisdiction, be changed.

3.         Clerk requested that address range in the street index be shortened.

4.         Clerk requested that a street and range be deleted from the street index.

5.         Clerk request for changes in the street index were unclear.

6.         Clerk requested that multiple address ranges in the street index be consolidated into a single range.

7.         Clerk requested adding a street and range that overlaps with another jurisdiction.

8.         Clerk requested a street address range extension that overlaps with another jurisdiction.

9.         Clerk requested that multiple street index records be consolidated into a single record.

10.        Clerk did not provide enough data for BOE to add a street and/or range to the index.

1.         Clerk requested that street name, prefix, suffix, etc. be changed from the way it appears in the street index.

The QVF street index system is designed to conform to ZIP+4 standards. This is extremely important for the efficient and accurate operation of the system. In order to properly match voters with the correct jurisdiction, the street name needs to be entered into the QVF system using the same name, type, prefix, etc. that the Post Office uses and authorizes in computerized address databases. Many times, clerks would request that new streets be entered or the names, directions, etc. of existing streets be changed. If the change or addition requested conflicted with the listing in the Zip+4 directory, the name and related information as listed in the Zip+4 directory was controlling and used in the street index.

1. Examples of how a request to add a street or range in the index was handled:

For the first Oak St example above, the N prefix was selected and used in the index because the requested range fits within ZIP+4 directory listing. In the second Oak St example, the house number range requested did not fall within the ranges in the Zip+ 4 directory and was not added to the index as further information was needed to be sure that the range requested was correct for the jurisdiction. If the clerk does not have voters living at the addresses in question, nothing further needs to be done to include the street and range in the street index at this time unless the clerk feels that it is necessary. If the clerk has voters registered at questionable addresses or feels that the street and range should in any case be included in the jurisdiction's street index, the clerk should verify the correctness of the questionable address range, notify the postal authorities so the Zip+4 directory can be amended, and proceed to add the street and range to the street index for the jurisdiction in accordance with QVF procedures.

B.      Examples of how a request to change an existing listing in the index was handled:

If the clerk feels that the street as entered into the street index is incorrect, they should first research the issue. If it is determined that the name of the street as listed in the Zip+4 and street index is incorrect, the clerk should notify the postal authorities so the Zip+4 directory can be amended and proceed to amend the street index in accordance with QVF procedures for the jurisdiction.

C.      Examples of how a request to change the spelling of a street was handled.

In the case of streets having numerical names such as "Fourth", the Zip+4 listing and street index will always use the numerical name and this is to be excepted as standard policy, notwithstanding that the name appearing on the street sign may read "Fourth". For other names in question, the clerk should verify which name is correct and if necessary notify the postal authorities, so the Zip+4 directory can be amended, and proceed to change the name in the street index in accordance with QVF procedures for the jurisdiction.

2.         Clerk requested that the Zip Code listed in the street index for their jurisdiction be changed.

In this situation the request could not be accommodated by MIC as another jurisdiction is also claiming the same street, number range and zip code. In such an event the requesting clerk should verify that the information requested to be changed is correct. If the information is correct and the index needs to be amended, the clerk should notify the QVF staff, in writing, explaining the issue so that steps may be taken to correct both jurisdictions' street index. In some instances it will be necessary for the requesting clerk to contact the clerk of the other jurisdiction claiming the same street and zip code, to resolve the discrepancy.

At times, there are problems when the clerk may be requesting that the zip code, designated in the index for the residence, be changed to the zip code that is assigned to the Post Office Box at which the voter receives mail.

The street index does not recognize PO Boxes as an address for the purpose of identifying jurisdiction of residence. The zip code that is assigned in the index would be the Zip Code assigned to cover the residence address and not the PO Box at which the person receives mail.

3.         Clerk requested that address range in the street index be shortened.

1. Example of how a request to shorten an address range would be handled when the problem only involves the issue of a potential address range versus an actual address range.

The street index is designed to extend addresses to the full length of the street, provided the range does not extend into another jurisdiction, even if part of the street is not developed or in a business district. In the case of address ranges covering business districts, it was determined that it was not feasible to develop the street index on a statewide basis that would identify and recognize only residential addresses. If the street index, without shortening the range, will accurately assign voters to the correct jurisdiction, precinct, etc., the request to shorten will not normally be accommodated. Clerks are requested to honor this administrative decision and not independently and arbitrarily shorten the range in their street index residing on the QVF system.

2. Example of how a valid request to shorten an address range was handled when voters were registered to vote at an address in the range to be deleted.

In the above situation the QVF system will not allow MIC to shorten the range in accordance with the request of the clerk as a voter is registered in the QVF system from an address in a portion of the range being requested to be deleted. In this situation clerks should verify that:

1.         The address range requested to be shorten is correct.

2.         Determine whether the address of the voter entered in the QVF is correct.

If the address range requested is correct and the address of the voter in the QVF is incorrect, the clerk should correct the address of the voter and then shorten the address range in the street index in accordance with QVF procedures. If the address range requested is incorrect and the address of the voter is correct, the clerk should take the necessary steps to have the address range shortened to cover the address at which the voter is registered in the QVF.

4.         Clerk requested that a street and range be deleted from the street index.

Upon request, MIC removed streets and address ranges from the street index for the jurisdiction provided that no voters were registered to vote in the QVF from addresses requested to be deleted. Example of how a request to remove a street and range from the jurisdiction's street index was handled when a voter was registered at an address requested to be removed.

In the above example, MIC could not remove the entire street record from the index as there are voters registered in the jurisdiction at addresses requested to be removed from the index. In this situation MIC would only remove portions of street from the index that are not in conflict with the address at which the voters are registered. The street would then appear in the index showing the street and number range at which voters are registered in the QVF.

In this situation clerks should verify that:

1.         The address range requested to be removed is correct

2.         Determine whether the addresses of the voters entered in the QVF is correct.

If the address range requested is correct and the addresses of the voters in the QVF is incorrect, the clerk should correct the addresses of the voter and then remove the remaining address range in the street index in accordance with QVF procedures. If the address range requested is incorrect and the address of the voter is correct, the clerk should take the necessary steps to have the address range corrected in the street index in accordance with QVF procedures.

5.         Clerk request for changes in the street index were unclear.

The street index is set up so that it distinguishes between even and odd address ranges. Typically, the even address ranges are on one side of the street while the odd address ranges are on the opposite side of the street. It is important to have each side of the street represented separately as the street may be a boundary between districts. An example would be the boundary line between two jurisdictions. The even side of the street is in jurisdiction A and the odd side is in jurisdiction B. By maintaining even and odd address distinctions, future changes effecting precinct boundaries can be implemented without drastic changes to the street index.

In many instances, corrections were requested to be made in the street index that were confusing because the clerk possibly did not understand or made a mistake involving odd and even ranges in the street index. A few examples of confusing change requests that were received and how MIC handled them are shown below.

If the clerk feels that MIC has incorrectly amended the street index, based on the information provided, the clerk should take the necessary steps to additionally amend the street index for the jurisdiction in accordance with QVF procedures.

6.         Clerk requested that multiple address ranges in the street index be consolidated into a single range.

In amending the street index and populating the QVF with voters, overlapping address ranges were inadvertently created in the street index.

Due to the current QVF system design, these types of changes cannot presently be made to the index. When the QVF system is changed to allow consolidation of overlapping address ranges, clerks will then be able to change the index in accordance with QVF procedures.

Unless the clerk needs to add a voter from an address not currently in the street index, nothing needs to be done at this time. If the clerk needed to add a voter residing at 362 Dogwood, the clerk would amend the index to create an additional address range of "Dogwood Dr 360 - 400 48910" in the street index. Once this is done the voter can be entered into the QVF.

7.         Clerk requested adding a street and range that overlaps with another jurisdiction.

In some cases a clerk requested that a street and address range be added to their jurisdiction's street index.

Example: The clerk of jurisdiction A wanted to add Oak St 100-900 to their jurisdiction's street index.

Following is what is currently in the street index system.

When MIC attempted to enter Oak St 100-900 into Jurisdiction A's street index, the system would not allow this because there was an overlap with Jurisdiction B.

Example of how this type of request was handled: In this type of situation, MIC will include in Jurisdiction A's street index only that portion of the range that is not assigned to Jurisdiction B.

If the clerk has voters residing in the jurisdiction from addresses which are claimed in Jurisdiction B's street index, or feels that the street index in Jurisdiction B is incorrect for this street and range, the clerk should verify in which jurisdiction the disputed address range is actually located. If the street index is found to be incorrect, the clerk should take the necessary steps to amend the index in accordance with QVF procedures.

8.         Clerk requested a street address range extension that overlaps with another jurisdiction.

Many times clerks would request the address range for a street in the jurisdiction be extended. Following are two examples and how they would have been handled by MIC.

1. The clerk of jurisdiction A wants the range of Barnes Rd to be 100-300.

In this type of situation, MIC could not make this change because there is an overlap as that the address range being extended is assigned to Jurisdiction B.

2. The clerk of Jurisdiction A wants the range of Barnes Rd to be 100-300.

     Following is what is currently in the street index:

In this instance MIC can only partially extend the range of Barnes Rd. in Jurisdiction A because a portion of the range requested is assigned to Jurisdiction B. In this situation MIC would have extended the range in jurisdiction A so as to not overlap with the range in Jurisdiction B as shown as follows:

If the clerk has voters residing in the jurisdiction, from addresses which are claimed in jurisdiction B's street index, or feels that the street index in Jurisdiction B is incorrect for this street and range, the clerk should verify which jurisdiction the disputed address range is actually located. If the street index is found to be incorrect, the clerk should take the necessary steps to amend the index in accordance with QVF procedures.

9.         Clerk requested that multiple street index records be consolidated into a single record.

Many times a clerk would request that a range be completely changed. Following are two examples of types of requests that were received and how they where handled by MIC.

1. Example: Clerk requested that the range for Apple street be changed to 500 - 800 and indicated that all of the range is in Pct. 1.

Following is what is currently in the index:

If no voters were currently entered in the QVF residing in the address ranges requested, MIC would have been able to make the requested change.

However, if voters have been entered in the QVF system, residing at addresses that the clerk wishes to be deleted, MIC was unable to make the change. In such a situation, MIC would have to leave the current street and ranges in the index and add another record for the additional range requested by clerk.

Example of how index would have been amended:

If the clerk feels that the index as amended by MIC is incorrect, they should review the registration records for their jurisdiction to resolve discrepancies of persons residing in address ranges for which MIC was requested to delete from street index. If after all relevant information is verified, and the index is still found to be incorrect, the clerk should take the necessary steps to amend the index in accordance with QVF procedures.

2. Clerk requested that all the records for a street in the index be consolidated into a single record in the index.

In creating the street index and entering voters into the QVF multiple records for a street have been inadvertently created. This results in several records appearing in the index when a single record would cover all the street ranges in the  jurisdiction. However, if voters have been entered into the QVF, and reside within the ranges requested to be consolidated into a singe street index record, the system will not allow for a change at this time. The system will eventually be changed to allow consolidations of this type. However, at this time nothing can be done and as voters will still be assigned to the correct jurisdiction etc., clerks should not be concerned.

10.       Clerk did not provide enough data for MIC to add a street and/or range to the index.

Many times MIC received insufficient information to add a street to the index for the jurisdiction. This primarily occurred when a jurisdiction was split by 1 or more zip codes, school districts, precincts, etc. and the clerk did not designate in which the street requested to be added was located.

If the jurisdiction has voters to be entered into the QVF, residing at streets that were not added to the index by MIC, the clerk should take the necessary steps to amend the index for their jurisdiction in accordance with QVF procedures.