Report 2017-107 Recommendation 7 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 #7 To: Santa Clara County Registrar of Voters

To reduce the risk of staff errors, inconsistencies in procedures, and the loss of institutional knowledge in the creation, review, and distribution of election-related materials, Santa Clara should develop and implement training for its staff that includes instructions on its comprehensive policies and procedures. The development of this training should take place concurrently with Santa Clara's detailed documentation of its policies and procedures, and Santa Clara should require relevant staff to attend this training before each major election.

6-Month Agency Response

Progress from the last report includes continued efforts to formalize the training by division to align with the policies and procedures created. The EIMS vendor, DFM, was contacted and is currently conducting trainings of its specific modules for each of the specific divisions; i.e., Candidate Services, Precinct Operations, and VoteCal for our Voter Registration Division. Evidence as supporting documentation has been uploaded separately. Additionally, CACEO is offering Signature Verification Training in different locations throughout the state and the office has made arrangements to send key staff to attend those trainings. Also attached separately as Supporting Documentation are the staff emails identifying those to attend, as well as the CACEO flyers announcing the trainings. Individual Training by Position procedures, as well as sign-in sheet templates, have been created for the Candidate Services Division, Ballot Layout Division, Vote by Mail Division, and the Mapping Division. Each of those documents have been uploaded separately as Supporting Documentation, as well as evidence of those trainings by division. The Mapping Division also collected the training materials from the County ISD GIS division which is also included. Specific training was also created for the Candidate Services and Ballot Layout divisions relating to the Changes and Issues Log as outlined in the Handoff procedures for each of those divisions.

  • Estimated Completion Date: October 2018
  • Response Date: April 2018

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

Originally responded 12.22.17. As the development of more detailed and centralized policies and procedures progresses, our division managers will introduce more formalized training for staff that includes instruction on the comprehensive policies and procedures. Staff will be required to attend this formalized training prior to each major election. The recently updated Mapping Division Procedure Manual (see 12.22.17 Response #6) will facilitate formalized training of the Mapping Division staff prior to the major elections in 2018. The Candidate Services Division has begun the process of formalizing its nomination training by requiring, before each training session, staff to sign an attendance sheet that includes the materials to be covered for that session. In addition, procedures have been created for developing and conducting nomination training of both staff and candidates for elected office. A procedure for preparing and conducting nomination training for staff, a procedure for preparing for and conducting a judicial seminar, and a procedure for preparing for and conducting a seminar for city office and district candidates, have been attached separately as Supporting Documentation. Also attached separately as Supporting Documentation are the staff nomination training attendance sheets and the PowerPoint presentation used for the December 7, 2017, Judicial Seminar.

  • Estimated Completion Date: October 2018
  • Response Date: December 2017

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

All Recommendations in 2017-107

Agency responses received are posted verbatim.