Report 2017-107 Recommendation 9 Responses

Report 2017-107: Santa Clara County Registrar of Voters: Insufficient Policies and Procedures Have Led to Errors That May Have Reduced Voters' Confidence in the Registrar's Office (Release Date: October 2017)

Recommendation #9 To: Santa Clara County Registrar of Voters

To ensure consistency in responding to election-related errors, Santa Clara should immediately implement a contingency plan or decision matrix that includes specific guidelines for the actions it will take based on the number of voters affected and the significance of the error. In instances in which it chooses to deviate from this plan, Santa Clara should document its reasons for deciding to do so.

60-Day Agency Response

Originally responded 12.22.17. On December 15, 2017, we implemented "ROV Policy - Decision Matrix_Implemented 121517," which requires ROV administration, after an error in voting materials has been discovered, to follow the guidelines listed in a written decision tool. This written decision tool we created, called the "ROV Decision Matrix," includes several action items that must be taken after any error that affects voting ability is discovered (see 12.22.17 Response #5), while specifying certain actions be taken depending on the severity or circumstances of the error. Any deviations from the guidelines in the ROV Decision Matrix will be documented in the ROV Error Tracking Log (see 12.22.17 Response #5). While this policy was implemented on December 15, 2017, the ROV has yet to have the opportunity to put the policy into practice. The policy has been attached separately as Supporting Documentation.

California State Auditor's Assessment of 60-Day Status: Fully Implemented

To the extent that Santa Clara follows its established decision matrix when responding to election-related errors, this recommendation is fully implemented.

All Recommendations in 2017-107

Agency responses received are posted verbatim.