NOTES Taken from the GREBook 10 Candidate and Referenda Processing
On page 4 & 5 of 19
10.2.1 Document Review – Local Offices
When the candidate files documents in person, the general registrar shall review all
documents to ascertain that all required forms are included and that each is properly
notarized and signed. If there are any deficiencies, the general registrar must
immediately inform the filer so that the individual may complete them properly.
The general registrar also must review mailed documents for completeness and accuracy
and advise the candidate immediately of any deficiencies.
The candidate must file the Declaration of Candidacy and petitions together. At the time
the candidate files, the accompanying petitions must contain at least as many unverified
signatures as are required to qualify for the office. The candidate may submit additional
petition pages up to, but not beyond, the deadline for filing.
If a candidate fails to correct any deficiencies prior to the deadline to file for
election, the candidate must be disqualified.
SBE recommends providing the filer with a receipt indicating the filing of, or the failure
to file, any required document. (See optional general or special and primary receipts).
SBE recommends adding the Candidate in VERIS as soon as the registrar’s office
receives the first piece of information on a candidate. This will allow tracking of the
filing of the required documents.
On page 5 of 19
10.2.2 Turnaround Time
Declarations and petitions filed with the registrar’s office by independent (non-party)
candidates for local offices to be certified by the electoral board must be transmitted to
that board within three days of receipt. Therefore, it is imperative that the general
registrar process any filings immediately.
Timely processing will provide the local electoral board ample time within which:
- • to notify any candidate who requested in writing to be notified of deficiencies in
his/her filings; and
- • to certify qualified candidates to SBE by the required deadline.
Further, it will ensure that SBE receives the candidate information necessary:
- • to verify accuracy of electoral boards’ candidate certifications;
- • to assemble data needed for candidate processing and ballot designs;
- • to provide materials needed by electoral boards for ballot preparation;
- • to communicate as needed with potential candidates; and
- • to post lists to the SBE website for access by interested persons.
On page 6-8 of 19
10.2.3.1 Verification of Certificate of Candidate Qualification
Immediately upon receipt of a Certificate of Candidate Qualification, the general registrar
must verify that:
- • the form is complete, signed and notarized;
- • the candidate is registered at the address listed on the form;
- • the address is in the district in which the candidate seeks election; and
- • the manner in which the candidate has requested the name to be listed on the
ballot meets the requirements detailed below.
- • If the name the candidate wants on the ballot complies with the requirements,
enter the information into VERIS under “Candidate Maintain.” If the candidate
entry does not already exist in VERIS, add the candidate and choose the office the
candidate is seeking (which must already exist in VERIS). Enter the receipt and
verification of all forms for the candidate in VERIS in order to qualify the
candidate for the ballot.
How Name May Appear on the Ballot
Length: The entire name to appear on the ballot must not exceed 25 spaces,
including any punctuation and spaces between names.
Titles:
o No titles [Rev., Dr., Mr., Mrs., etc.] are to be used, either before or
following the candidate’s name.
o A woman must use her given name, not her husband’s, and without a
“Mrs.” in front of a name.
Mary L. Jones not Mrs. John W. Jones.
Criteria:
o First name or initial or familiar form of first name (see example below)
o Middle name or initial or familiar form of middle name
o Nickname should be other than form of first or middle name and must
appear within quotation marks
o Last name
o Suffix, if one: Sr. is optional. All other suffixes must be used since they
appear on a person’s birth certificate and are part of the person’s legal
name.
If the name the candidate wants on the ballot includes either a first or middle name or
suffix that is not shown on his/her registration record in VERIS, the general registrar
must:
- • contact the candidate by telephone;
- • verify that the first or middle name or suffix missing from the VERIS record is, in
fact, part of the candidate’s legal name;
A nickname can never replace the full name shown on the voter’s VERIS
record unless the name was changed by order of a Court
- • add the missing information to the registrant’s record in VERIS; and
- • enter the information into VERIS under “Candidate Maintain.” If the candidate
entry does not already exist in VERIS, add the candidate and choose the office the
candidate is seeking (which must already exist in VERIS). Enter the receipt and
verification of all forms for the candidate in VERIS in order to qualify the
candidate for the ballot.
If the name does not comply, the general registrar must:
- • contact the candidate by telephone;
- • explain the deficiency; and
- • print the name decided upon above the name entered on form by candidate (it is
recommended that the general registrar also initial and date the change).
Examples of deficiencies:
- • Robert L. Jones registered as Robert Leroy Jones, Jr.
o Only the name suffix “Sr.” may appear at the candidate’s option. All
other name suffixes must appear on the ballot.
- • Spanky Smyth registered as Thomas Wendell Smyth III.
o Spanky is a nickname that is not a form of his given name. Candidate
must appear on ballot either as:
Thomas Wendell Smyth III;
Thomas W. Smyth III;
T. Wendell Smyth III;
T. W. “Tom” Smyth III;
Thomas W. “Tom” Smyth III;
Tom W. Smyth III (Tom is a familiar, commonly used, form of
Thomas. He can appear on the ballot in this manner without
quotation marks);
T. W. “Spanky” Smyth III; or
T. W. Smyth III (initials for BOTH the first and middle names may
be used ONLY when the initials ARE ALSO the nickname).
The following meets the requirement for how a name may appear on the ballot but the
name requested is not valid for this person.
- • Mary Ann Westmoreland – registered as Mary Mitchell Westmoreland. 1
o When called by the registrar, the candidate states that Ann is her middle
name even though her voter registration reads, “Mary Mitchell.” The
candidate name must match the name on their voter registration.
Therefore, this candidate may only appear on the ballot as Mary Mitchell
1 Updated 07/07
Westmoreland. Alternatively, the candidate may submit an updated voter
registration application to change her name to Mary Ann Mitchell
Westmoreland.
On page 8 of 19
10.2.4.1 Public Inspection
All candidate filings, including petitions and copies of Statement of Economic Interests
forms, without the social security number (or any parts) displayed are open to public
inspection and copying for reasonable costs. (See Chapter 26, Virginia Freedom of
Information Act).
On page 14 of 19
10.3.5.1 Prior to Filing Deadline
When requested by a candidate who files prior to the filing deadline, the local electoral
board must send notification of any deficiencies or discrepancies in the candidate’s
Declaration of Candidacy or petitions that can be corrected prior to the filing deadline.
