ALEX PADILLA | SECRETARY OF STATE | STATE OF CALIFORNIA ELECTIONS DIVISION

1500 11th Street, 5th Floor, Sacramento, CA 95814 | Tel 916.657.2166 | Fax 916.653.3214 | www.sos.ca.gov

October 20, 2016

County Clerk/Registrar of Voters (CC/ROV) Memorandum #16325 TO:

All County Clerks/Registrars of Voters

FROM:

/s/ Susan Lapsley Deputy Secretary of State Counsel

RE:

VoteCal: Vote-by-Mail and Provisional Ballot Reject Reason Codes

After the November 8, 2016, General Election, voters will have the capability to check the date their vote-by-mail (VBM) or provisional ballot was received at the county, if the ballot was counted or rejected, and, if rejected, the reason for the rejection, on the My Voter Status page and provisional ballot lookup page. In order to provide this service, counties must send ballot status information to VoteCal as it is entered in the local Election Management System (EMS). •

DFM Counties: VBM ballot and provisional ballot information is automatically sent to VoteCal.



DIMS Counties: Use the VBM ballot and/or provisional ballot “SEND” functionality from the VoteCal upload page at least once per day.

The SOS worked with the VoteCal Business Process Committee (BPC) to develop a standard list of vote-by-mail and provisional ballot rejection reason descriptions. The list was developed by compiling “reject” reasons from several counties and the U.S. Election Assistance Commission (EAC) 2012 Election Administration and Voting Survey collection categories and determining the most commonly used reasons. The My Voter Status page and provisional lookup page displays ballot “rejection” reasons exactly as received from the local EMSs; therefore, it is important to display consistent and easyto-understand reasons to the voter. Please use the attached VoteCal standardized reasons when a ballot is rejected beginning with the November 8, 2016, Presidential General Election. If you have any questions on updating the reasons within your EMS, contact your EMS help desk.

CCROV 16325 October 20, 2016 Page 2 Please note: VoteCal is in the process of implementing a change that will validate voteby-mail and provisional ballot “reject” reasons received from the EMS against the standardized list. This change is scheduled to be implemented by March 2017. If you have any additional questions or need clarification, please contact the VoteCal Help Desk at 888-868-3225 or via email at [email protected]. Attachment

Vote-by-Mail and Provisional Ballot Standard "Reject" Reason Codes VoteCal VBM Ballots Not Counted Reason Codes

VoteCal Provisional Ballots Not Counted Reason Codes

Voter already voted

Voter already voted

No voter signature

No voter signature

Non-matching signature

Non-matching signature

Ballot missing from envelope

Ballot missing from envelope

Voter deceased

Voter not registered

Missing or incorrect address on envelope

Voted in wrong county

Multiple ballots returned in one envelope

Voted wrong ballot

Ballot was not received on time

Envelope and/or ballot was in complete and/or illegible

Please contact your county for further information. (Other codes with multiple reasons)

Please contact your county for further information (Other codes with multiple reasons)

VBM ballot was undeliverable

In Review

In Review

Vote-by-Mail and Provisional Ballot Reject Reason ... - State of California

Oct 20, 2016 - the date their vote-by-mail (VBM) or provisional ballot was received at the ... In order to provide this service, counties must send ballot status ...

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