Stony Brook University

Institutionalized Voter Registration at New Student Orientation

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Buy in from College/University

1. Coordination with Orientation Department
1. Stony Brook office of New Student and Transition Programs
2. Getting Voter Registration to be a required program for incoming students
2. Partnerships and Collaborations
1. New Student Programs
2. Campus Residences
3. Admissions
3. Participation in planning committees
1. Required Programs Committee
2. Point person for Voter Registration

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Planning and Preparation

• Required materials
• NY voter registration forms, pens, laptop and A/V access for presentation slides, general voter registration forms, SBU ID# Sticky Notes, Spanish and out of state voter registration forms
• Timeline
• Determine how long each voter registration session will take and how many students can attend each session
• Determine how many time slots and days you are being given
• Building and space requests
• Determine how many students each room can accommodate to determine how many sessions will be needed
• If possible, have the rooms close together for easier communication between sessions if doing more than one session at a time
• Student/Staff requirements
• Determine how many students you need per room, per day
• Ask Campus Residences about early move in (SBU Student Affairs covers early move in)

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Planning and Preparation (continued)

1. Day of Logistics
1. How long it will take to set up the room, when should your students volunteers arrive
2. Student training
1. Training all student volunteers on voter registration, should happen in the days before Orientation
3. Room set-up
1. Voter registration forms and pens distributed around room, 1 student advancing presentation and speaking, 1-2 students circulating room for questions and assistance
4. Presentation set-up
1. Screen grabs of each line on the voter registration form per slide to walk through form
5. Coordination with local BOE
1. Have a plan for delivery of forms to local Board of Elections

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Implementation

• Student and Staff roles and responsibilities
• 1 Student Leader who is responsible for leading the presentation
• 1-2 students who are there for support to double check forms
• Staff assigned to rotate among rooms to handle any questions from students
• Room assignments
• First year students:
• Transfer and International students
• Scheduling
• First year students sessions Day 1
• Transfer and International Day 2
• Communication among students and staff
• Create group messaging channel to facilitate communication day-of
• Collection and spot checking forms
• After forms are completed, have students line up to have forms checked before leaving

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Verification and Follow Up

• Verify On-Campus student addresses
• We have students who are registering on campus put a sticky note with their SBU ID number and phone number, so we can verify their address and reach out if we have any questions
• Verify forms are filled out correctly
• This step should have been completed on-site, but we do one more check to make sure we do not have to contact the student before bringing their form to the BOE
• Follow-up with necessary students
• Update spreadsheet
• We keep a spreadsheet of all registered students on an excel spreadsheet, so having our interns add students to the Fall 2022 On-Campus or Fall 2022 Off-Campus tab happens while double checking forms

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Voter Registration

1. Coordinate with local BOE for drop off
2. Mail any out of County form to correct BOE
3. Email registered students about important Election Day info to be aware of
1. By keeping a list of their names and SBU ID numbers, we can pull a list of their emails and send important election information to all registered students as it gets closer to Election Day

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