Voter Registration Business Process

Social Services Benefit Specialists (SSBSs) are to follow these procedures to ensure that the requirements of the NVRA are met.

Intake/Renewals - Face-to-Face Interview

Include the NVRA VPF and the VRC with the intake/renewal packet.

At the face-to-face interview:

Ensure that the client understands that the decision to register or not to register to vote has no affect on eligibility for public assistance and that all information is confidential.
The client should check one answer, then sign and date the NVRA VPF.
If the client wishes to register, the client may complete the pre-addressed, postage paid mail-in VRC in the office and leave it for the SSBS to send to the Registrar of Voters. Refer to Voter Registration Card (VCR) Completion.
If the client has a 16- or 17-year-old minor in the home who wishes to pre-register to vote, a VRC may be provided to the client to give to the minor child.
Have the NVRA VPF sent to Imaging system under Applications.
Mail completed VRCs to the Registrar of Voters immediately and ALWAYS WITHIN THREE DAYS OF RECEIPT. Use regular mail. Do not batch or use the Pony.

Intake/Renewals - Mail-In, Telephone Interview, or BenefitsCal Applications

The NVRA VPF and the VRC must be sent with the Intake/Renewal packet.

SSBSs must ensure that the client understands that the decision to register or not to register will have no affect on eligibility for public assistance and that all information is confidential.
The client should check one answer, then sign and date the NVRA VPF.
If the client wishes to register, the client may complete the pre-addressed, postage paid mail-in VRC at home and mail it to the Registrar of Voters.
If there is a 16- or 17-year-old minor living in the home who wishes to pre-register to vote, mail them a VRC with instructions to mail it to the Registrar of Voters.

Address Changes

Persons who are registered to vote must re-register whenever they move, regardless of where they move. Clients must also be offered another opportunity to register to vote when they have a change of address. The SSBS must:

Ask the client, “If you are not registered to vote where you live now, would you like to register today?”
Note the client’s name and their response on the NVRA VPF.
Send the VRC to the client’s new address.

Second Contact Business Process

If the client fails to complete and return the NVRA VPF , SSBSs must attempt to follow up once with the client to find out whether the client would like to register to vote and if they need assistance in completing the forms. This is required for intakes, renewals, and reported address changes that occur by mail, phone, or BenefitsCal.

If the client fails to return the NVRA VPF after an attempted contact, SSBSs must submit a a blank NVRA VPF with the client’s name written on it to Imaging.

If the second contact is by...	Then...
Phone and the client answers the call,	Ask if the client if they would like to register to vote and if they need assistance in completing the NVRA VPF and/or VRC. Note the client's response on an NVRA VPF. Mail the VRC to the client if applicable. Document the outcome of the second contact in the Journal Entry page in CalSAWS.
Phone and the client does not answer the call,	Leave a voice mail informing the client if they would like to register to vote and if they need assistance in completing the NVRA VPF and/or VRC to contact the appropriate district office. Write the client's name on a blank NVRA VPF and submit to Imaging. Document the outcome of the second contact in the Journal Entry page in CalSAWS.
Appointment Notice and Brief Message to Client (SCD 50),	Ask the client if they would like to register to vote and if they need assistance in completing the NVRA VPF and/or VRC. Document the outcome of the second contact in the Journal Entry page in CalSAWS. Write the client's name on a blank NVRA VPF and submit to Imaging

Reminder: Benefits must not be withheld or delayed because of voter registration requirements. Public assistance benefits is not affected by the client's decision to register or not to register to vote.

Inappropriate Voter Registration Applications

It is a crime for a person to register to vote if they knowingly submit false information on the registration card. Clients may not understand what the VRC is or may think that they are required to register to receive assistance. Due to concern for noncitizens and others who might not understand the voter registration requirements, the following policies apply.

SSBSs should ask the noncitizen client to mark, "No. I do not want to register to vote," on the NVRA VPF, then sign and date.
SSBSs must mail any completed VRC to the Registrar of Voters, unless the client wishes to withdraw it after receiving an explanation of the rules.
SSBSs should not flag or mark VRCs even if they are aware that the client does not meet the voter registration requirements.

CalSAWS Case Flag Codes

For tracking purposes, SSBSs must enter one of the Case Flag codes listed below when an Intake/Renewal is processed or when a change of address is reported:

If the NVRA VPF and the VRC were provided at...	Then enter the CalSAWS Case Flag...
An intake application	NVRA VPF/VRC - Intake
A Renewal	NVRA VPF/VRC - RRR
After a reported change of address	NVRA VPF/VRC - Change of Address

The NVRA VPF/VRC... Case Flag code should be entered with an Effective Begin Date corresponding to the date of the interview or date the address change is reported.

Previous SCD 508/VRC... Case Flag codes should be end-dated by the SSBS when a new NVRA VPF/VRC... Case Flag code has been entered into CalSAWS.