Policy & Procedures

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Absentee Ballot Request

The Osage Nation Election Code

Campaign reporting statements shall be filed with the Election Office, which shall verify that the campaign reporting statements comply with the provisions of this Rule, and submit a report of findings to the Election Board.

Policy

It is the policy of 𐓏𐒰𐓓𐒰𐓓𐒷 Elections that:

Absentee ballot request applications are easily accessible, must be submitted to the Office, and are processed in a timely manner.

Procedure for Availability

• Applications can be required from voters by phone, mail, or email.
• Applications will be sent to voters requesting them in a manner that will allow the voter to easily complete and submit it.

Procedure for Requirements

• All fields are required to be completed unless indicated as optional with an asterisk (*).
• The signature on the application is required to be an original handwritten signature.  Typewritten electronic signatures are not acceptable.
• A legible copy of a government-issued photo identification is required to be submitted with the application.
  • The ID must contain a legible name, birthdate, and signature.
  • Acceptable forms of ID include:
    • Driver’s License
    • Passport
    • Tribal ID
    • Military ID
  • Other forms of ID may be submitted to the Board for review and acceptance in a Board meeting.

Procedure for Processing

• Applications will be reviewed to ensure all required fields are complete, the signature is acceptable, and the copy of the government-issued photo identification is legible.
• Applications that comply with this policy and procedure will be approved and a ballot will be sent to the voter as allowed by law.
• If the application is not approved, the Office will email one (1) require for information to be completed.
• If an email address is not listed on the application, the Office will call one (1) time using the phone number listed on the application.
  • A message will be left if the voter does not answer.
• If no phone number is listed on the application, the Office will send notification by mail one (1) time using the address listed on the application.

BOARD APPROVED: FEBRUARY 28, 2024

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Candidate Campaign Finance Reports

Osage Nation Election Board Rules and Regulations, Rule Two, Section 1(I)

Campaign reporting statements shall be filed with the Election Office, which shall verify that the campaign reporting statements comply with the provisions of this Rule, and submit a report of findings to the Election Board.

Policy

It is the policy of 𐓏𐒰𐓓𐒰𐓓𐒷 Elections that:

Campaign finance reports must be submitted to the Office, reviewed by Elections personnel, findings reported to the Board, and reports certified after all inaccuracies have been corrected. 

Procedure for Assistance

• Elections personnel will not assist candidates in completing report forms.
• Candidates may request guidance from the Office in writing for any issues not covered by law or the Campaign Finance Report Instruction Guide.
  • Responses to candidates must be in writing.

Procedure for Filing

• Reports must:
  • be filed by the deadline
  • have bank documentation attached that consists of the reporting period in its entirety
  • be signed by the candidate
• Typewritten electronic signatures are not acceptable.
• Reports will not be reviewed or checked for accuracy and completion at the time of filing.

Procedure for the Findings Report

• Reports with:
  • no findings will be recommended to certify
  • findings will be recommended to notify the candidate of inaccuracies found in the report
• Findings to be reported to the Board include but are not limited to:
  • compliance with the filing deadline
  • missing bank documentation for any length of time throughout the reporting period
  • balance of funds at the time of the end date
  • donations missing any of the following:
    • first and last name
    • date the donation was made
    • amount of the donation
  • reported donations not deposited in the campaign account
  • deposits omitted from the report
  • expenditures missing any of the following:
    • name of the individual or vendor
    • goods or services received
    • date of the expenditure
    • amount
  • reported expenditures not debited from the campaign account
  • debits omitted from the report
  • accurate data listed in fields
  • incomplete required fields
  • mathematical errors
• Findings that require a fine to be issued by the Board will indicate:
  • law(s) that were not complied with
  • fine(s) required by law, if any

Procedure for Certification

• Reports that meet all requirements in law and this policy and procedure will be certified by the Board in a meeting.
• Notification of the certification will be sent in a letter by e-mail to the candidate and the candidate’s campaign manager, if applicable.

Procedure for Notification of Inaccuracies or Fines

• Reports failing to meet all requirements in law and this policy and procedure will be notified by the Board of inaccuracies or fines.
• Notification will be sent in a letter by e-mail to the candidate and the candidate’s campaign manager, if applicable.

BOARD APPROVED: FEBRUARY 28, 2024

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Candidate Campsite

Osage Nation Election Board Rules and Regulations, Rule Two, Section 4, Use of Osage Government Resources Prohibited

1. The use of Osage Nation time, equipment, supplies, or Osage Nation premises (as defined in Rule 1, Section 3(H)) for campaign activities or campaign purposes is strictly prohibited, with the following exception:

1. 1. Beginning at noon on Friday before Election Day through 4:00 p.m. the day after Election Day, campaign materials shall be allowed on Osage Nation premises in the areas of the campaign campsites and within the boundaries of each candidate’s campsite only.

The performance of campaign tasks or activities by Osage Nation personnel on Osage Nation time is prohibited.

Policy

It is the policy of 𐓏𐒰𐓓𐒰𐓓𐒷 Elections that:

Candidates listed on the ballot for a scheduled election will be provided the opportunity for access to a campaign campsite in a fair and equitable manner.

Procedure for Campsite Request

• Candidates requesting a campsite are required to:
  • be listed on the ballot;
  • attend the drawing or send a pre-determined representative; and
  • submit a complete Election Day Candidate Campsite Request form by the deadline established by the Board.
• Candidates may have an independent campsite or a combined campsite.
  • “Combined campsite” means a campsite that may have two (2) or more candidates sharing the same campsite.
  • All candidates in a combined campsite are required to submit a complete form that lists all candidates that will be using the requested campsite.
  • Candidates in a combined campsite will have one name card placed in the hopper.
  • Candidates are strictly prohibited from combining campsites after the drawing has been completed.
• Candidates who:
  • submit their request by the deadline but are absent at the start of the drawing may still choose a campsite by contacting 𐓏𐒰𐓓𐒰𐓓𐒷 Elections personnel.
    • Campsites will be assigned on a first come first serve basis.
  • do not submit a request or submit a request after the deadline are prohibited from having a campsite.

Procedure for Campsite Designation

• Campsites will be:
  • located within the Osage Nation Campus Park;
    • If the number of requests exceeds the number of available campsites within the Campus Park, an additional location for campsites will be made available north of the Osage Nation Museum.
  • equal in size with twenty by twenty feet (20’ x 20’) dimensions with the exception of the three (3) existing arbors;
  • chosen by drawing; and
  • selected by the candidate or their representative.

Procedure for the Campsite Map

• A map will be:
  • created indicating the approximate size and location of available campsites; and
  • provided to candidates with the Election Day Candidate Campsite Request form.
• Once the campsite drawing is complete, a map showing the candidates occupying each campsite will be made available for voters on the WA[A[E Elections website.

Procedure for the Drawing

• The drawing will:
  • occur on the date established by the Board;
  • take place following the Candidate Training;
  • be conducted in the same location as the Candidate Training;
• Appointments will be available prior to the day of the drawing for candidates to visit the Campus Park accompanied by 𐓏𐒰𐓓𐒰𐓓𐒷 Elections personnel.
• Candidate names:
  • will be preprinted using the same print, color, and size of paper;
  • combined into one (1) list that includes all candidates listed on the ballot for that election;
  • placed in the hopper using the order the candidates filed;
  • will not be placed in the hopper if the candidate or their representative is not in attendance at the start of the drawing;
  • mixed in the hopper for a minimum of one (1) minute; and
  • drawn one at a time.
• Candidates or their representative may determine the location of their campsite at the time the candidate’s name is drawn.

Procedure for Occupancy of a Candidate Campsite

• Drugs and alcohol are prohibited on the Osage Nation Campus.
• Candidates are responsible for property located within their campsite boundaries.
• The Osage Nation is not responsible for any property destroyed or removed from campsites.
• Set up of campsites may begin at noon on the Friday before Election Day.
  • Campsites will be marked by number and the candidate’s name(s).
  • If there is any discrepancy or challenge as to the location of the campsite, the Election Supervisor will be the resolution authority.
  • If there is no resolution, the candidate must forfeit their campsite.
• Campsites are required to be removed by 4:00 p.m. the day after Election Day.
• Tents are permitted and must be no larger than the dimensions of the campsite.
  • All tent stakes are required to be marked and highly visible to foot traffic using brightly colored tape or some other distinguishable means.
• All candidates are required to provide all labor and materials necessary for setting up and removing their campsite.
• Vehicles are only allowed in the campsite area during set up and removal.
  • All vehicles are required to be moved to a parking area by 10:00 a.m. on Election Day.
  • All violators will be towed at their own expense.
• Campaign materials are only allowed within the campsite boundaries.
• Electric is not available for use in any campsite, and generators are prohibited for safety reasons.
• Candidates are responsible for all trash in and around their campsite during Election Day and are required to keep it contained.
• Outdoor grills, cooking grates, and fires must be contained in some manner.
  • If there is a high fire alert, safety recommendations will be followed.

Procedure for Disqualified Candidates

• Candidates disqualified, removed from the race, and whose votes will be considered void are prohibited from using the campsite previously designated to them.

Procedure for Penalties for Violations

• Any candidate who violates this policy and procedure prior to Election Day must forfeit their campsite.
• Any violations that occur on Election Day for the following reasons are required to be corrected immediately or the candidate must forfeit their campsite for the remainder of the day.
  • Tents larger than 20’ x 20’ must be removed
  • Tent stakes not marked
  • Vehicles within the campsite area after 10:00 a.m.
  • Campaign materials outside the candidate’s campsite boundaries
  • Use of Osage Nation electric
  • Use of generators
  • Uncontained grills, grates, or fires
• Any violations that occur on Election Day for the following reasons will cause the candidate to forfeit their campsite for the remainder of the day.
  • Drugs or alcohol found
  • Tent size larger than 20’ x 20’
  • Noncompliance with safety recommendations due to a high fire alert
• Candidates who have not removed their campsite by 4:00 p.m. the day after Election Day will be assessed a fine of one hundred twenty-five dollars ($125).
• Any violations may be subject to a fine as determined by the Board.

Procedure for Appeal

• Any candidate penalized for violating this policy and procedure may seek reconsideration of the decision by contacting the Board at the polling site on Election Day.
  • The candidate must detail the basis for the appeal, including all facts and legal authority supporting that the penalty is unwarranted.
  • The appealing party bears the burden of proof and is required to provide any documentary evidence.
• The decision of the Board is final.

BOARD APPROVED: JANUARY 30, 2024

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Social Media

Osage Nation Election Board Rules and Regulations, Rule One, Section 2

B.         “Campaign” means a systematic course of activities by

              1. Rival political candidates or organizations supporting candidates seeking public office in the Osage Nation government, or

              2. Groups of individuals or organizations supporting or opposing ballot issues to be considered by the Osage electorate.

               3. “Campaign activities” or “campaign purposes” means

                    a. Selling, purchasing, or distributing campaign fundraiser tickets, including complimentary tickets;

                    b. Conducting campaign meetings;

                    c. Distributing campaign literature or materials;

                    d. Soliciting campaign assistance or support;

                    e. Producing campaign literature or materials or storing such materials;

                    f. Traveling to or from campaign meetings; or

                    g. Encouraging voters to vote for or against a candidate or ballot issue.

Policy

It is the policy of 𐓏𐒰𐓓𐒰𐓓𐒷 Elections that:

The Office will maintain social media accounts to be used for distributing election information only.  The accounts will not be used for campaign purposes.

Procedure for Social Media

• Posts used for campaign purposes will be deleted.

BOARD APPROVED: MARCH 13, 2018

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Village Election Assistance

The Osage Nation Election Code

The Pawhuska and Hominy Village Committees shall undertake biennial elections for Five Person Village Committees.  The Principal Chief shall schedule such elections.  The villages or Village Committees may seek the assistance of other government entities to conduct their election as long as those elections are not inconsistent with the Osage Constitution and Osage law.  The Village Committee shall submit a list of all “Village Voters” as defined in the Code prior to conducting such elections.

Policy

It is the policy of 𐓏𐒰𐓓𐒰𐓓𐒷 Elections that:

If assistance is requested by a Village Committee to conduct their village election, the Board will approve a Memorandum of Agreement prior to assisting in the conduct of a village election.

Procedure for Village Election Assistance

• Posts used for campaign purposes will be deleted.

BOARD AMENDED: JANUARY 10, 2018

BOARD APPROVED: DECEMBER 12, 2017

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