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COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF STATE
302 North Office Building
Harrisburg, PA 17120
PEDRO A.CORTES
Secretary of the Commonwealth
Telephone:(717) 787-8727
Fax: (717) 787-1734
W e bsite: www. dos. state. pa. us
May 1, 2009
Glenda Farner-Strasbaugh
Register of Wills & COOC
1 Courthouse Square
Carlisle, PA 17013
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Dear Ms. Farner-Strasbaugh: ~ =i ~~
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As you are aware, the Pennsylvania Code (25 Pa C.S §1325 (a)) and the National Voter
Registration Act of 1993 (NVRA) require certain state agencies and Orphans Courts to provide
voter registration opportunities to their clients. The United States Department of Justice also
requires the Department of State to properly track and account for this activity. I am writing this
letter to thank you and your staff for your continuing efforts in assisting with this service and to
ask for some additional support.
Achieving compliance of these Acts and maintaining accurate tracking is the result of
properly assigned tasking by each agency's coordinator(s) and the use of pre-coded voter
registration forms. Agency or Orphans Court coordinators assure that each impacted operational
area across the Commonwealth maintains a site coordinator for these tasks. However, during
recent training sessions Department of State staff discovered that some offices and site locations
have not memorialized this task into a position description that provides continuity to this
service. In an effort to achieve ongoing continuity of service at all required sites, the
Department of State is seeking your assistance to see that every Orphans Court has a coordinator
and this responsibility is written into the appropriate position description. The site coordinator
ensures that all staff are trained in offering voter registration information to clients and properly
transmitting completed registration forms to county registration offices.
In addition to gaining continuity through the position description, it is important your
office uses only the pre-coded registration form provided directly from the Pennsylvania
Department of State. The pre-coded voter registration application allows the Department of
State to gather statistics regarding the source, as required by the Acts, without compromising the
client's right to confidentially. Please use the enclosed voter registration material request form
to order all voter registration literature. Make sure to check the box that indicates "COOC". By
using these forms, Orphans Courts will receive the proper credit when assisting clients with
Glenda Farner-Strasbaugh
May 1, 2009
Page 2
Voter Registration services. Moreover, it will greatly enhance the Department's ability to report
accurate information to the U.S. Department of Justice.
The Department is aware that many county Orphans Courts have been following this
practice for many years. However, it is important to have all Courts across the state operating in
a comprehensive and consistent fashion. Perhaps you have worked with the Department's
Division of Voter Registration Chief, Molly O'Leary on these matters. Molly is available to
provide training to you or staff. The Department will also be in touch with your State
Association on training opportunities as well. Your assistance and cooperation on this matter
4~~ill greatly enhance the Department of State's outreach acid tracking responsibilities.
Should you have any questions or need additional information, please contact me or Ms.
O'Leary at 717-772-4445 or mooleary~a,stste.pa.us. Thank you.
Very truly yours,
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Pedro A. Cortrts
Enclosure