May
23, 2012
Subject
|
UPDATES TO NATIONAL VOTER
REGISTRATION ACT (NVRA) REQUIREMENTS |
Effective Date
|
Upon
Receipt |
Reference
|
All
County Information Notice (ACIN) No. I-49-94, I-56-95, I-17-96, I-09-09,
I-01-12, All County Letter (ACL) No. 95-26, 96-21, 96-01, Medi-Cal All County
Welfare Directors Letter (ACWDL) No. 94-85, 95-36, 95-78, 96-01, and Public
Law 103-31 Section 7, May 20, 1993 |
Purpose
|
The
purpose of this letter is to notify staff of updates to the CalWORKs Program
Guide due to the issuance of the National Voter Registration Act (NVRA) –
Requirements for Public Assistance Offices chapter of the HHSA Eligibility
Desk Guide (EDG). |
Background
|
Under
federal law, the NVRA requires states to provide voter registration
opportunities at initial application, redetermination, and changes of address
at all offices that provide public assistance, regardless of the type of
client transaction (in-person, by mail, through the internet/email, or over
the telephone). All
applicants and continuing clients must be given both a CA Voter Registration Form (also known as a Voter
Registration Card or VRC) and a
NVRA Voter Preference Form (16-64 HHSA) at the time of application,
redetermination, and changes of address, regardless of whether they
indicate they want to register to vote or not. A
failure to comply with the NVRA may subject the county and state to a civil
action by the US Department of Justice or a private party. |
Summary
of Updates
|
The following program updates have been made to the CPG
online:
|
Other
Program Impact
|
CalFresh and Medi-Cal eligibility staff shall also comply with NVRA requirements as outlined in the HHSA Eligibility Desk Guide. |
ACCESS
Impact
|
ACCESS
staff shall comply with NVRA requirements as outlined in the HHSA Eligibility
Desk Guide and adhere to ACCESS NVRA Protocol. |
Automation
Impact
|
None. |
Forms Impact |
Both the CA Voter Registration Form
(VRC) and the NVRA Voter
Preference Form (16-64 HHSA) must be included in Lobby Welcome Packets for CalWORKs
in-office applications and in CalWORKs Renewal/Redetermination/Recertification
(RRR) packets. Both NVRA
required forms must also be provided to CalWORKs clients whenever they report
an address change. NVRA Preference Form (16-64 HHSA) The NVRA
Voter Preference Form (16-64 HHSA) was updated in November 2011 to allow
clients and agency staff to complete the form more easily without requiring a
client signature. This
updated 16-64 HHSA form is currently available in the following
languages: English, Spanish,
Vietnamese, Chinese, and Tagalog. A
PDF fill-in enabled version of the 16-64 HHSA is also available. All
translations of the 16-64 HHSA can be ordered from the Xerox Print
Center. Offices shall review their
shelf stock to ensure that outdated versions of the 16-64 HHSA are no longer
in use. CA Voter Registration Form (VRC) CA Voter
Registration Forms shall be ordered directly from the San Diego County
Registrar of Voters’ (ROV) designated liaison to HHSA. |
Imaging Impact
|
The NVRA
Voter Preference Form (16-64 HHSA) shall be imaged and retained for at least
24 months for each CalWORKs
application, redetermination, or change of address even if the client
declines to register to vote, wishes to register later, or does not return a
16-64 HHSA form. CA Voter Registration Forms (VRCs) shall not be imaged. Completed VRCs shall be forwarded to the County of San Diego Registrar of Voters within the specified timeframe. |
Operational Impact
|
NVRA Liaisons at each office shall continue to monitor
their site for ongoing compliance with NVRA requirements. |
QC / QA Impact
|
Quality Assurance will cite the appropriate error when
the regulations cited in the material have not been followed. |
Senior
Program Manager Approval
|
ADRIENNE YANCEY Senior
Program Manager Self-Sufficiency
Programs Strategic Planning & Operational Support |
Manager
Contact
|
CalWORKs Program |
MG