Section 410.40  Procedure for Certification

The Board will certify and allow access to the statewide voter registration database by a computer-based voter registration system in accordance with the following procedures:

a)         For a computer-based voter registration system that has never been certified for access to the statewide voter registration database:

1)         No later than 180 days before the first election the election authority anticipates using the computer-based voter registration system, the election authority shall inform Board staff in writing of its intent to begin using the computer-based voter registration system and the date the election authority intends to begin using the computer-based voter registration system.

2)         After receiving notice from the election authority of its intent to begin using the computer-based voter registration system, Board staff will assess whether the computer-based voter registration system meets the certification standards.

3)         As soon as practical, but not later than 60 days after the successful completion of each item of the certification standards verification process, Board staff will report at a regular meeting of the Board that the computer-based voter registration system has successfully demonstrated that it meets the certification standards.

4)         No later than one week following the Board meeting at which the report of the successful completion of the certification standards verification process was included on the Board meeting agenda, the computer-based voter registration system will be granted access to the statewide database in accordance with its use by the election authority identified in subsection (a)(1).

5)         At the Board meeting before each consolidated, primary, or general election, Board staff will give a report of any outstanding certifications and of any notifications that were received by the Board after the deadline under subsection (a)(1) of 180 days before the election. The report of the Board staff will include information about the progress of the certification standards verification process, and it may include recommendations concerning whether to allow the use of the computer-based voter registration system on a limited basis. After considering the report of the Board staff and any other documentation or statements provided at the meeting, the Board may allow the use of a computer-based voter registration system on a limited basis if, in the totality of the circumstances, doing so would be in the public interest. Any access to the statewide database given under this subsection (a)(5) will be revoked 60 days following the proclamation of the results of the election, unless the procedures outlined in subsection (a)(2) through (a)(4) are met.

b)         For a computer-based voter registration system that has been certified by the Board for use by another election authority:

1)         The election authority seeking to use a computer-based voter registration system shall inform Board staff in writing of its intent to begin using the computer-based voter registration system and the date of the election authority's intended transition thereto.

2)         After receiving notice from the election authority of its intent to use the computer-based voter registration system, Board staff will assess whether the form and type of data submitted to the statewide database through the new computer-based voter registration system conforms with the data previously submitted to the statewide database via the previous system used by the election authority. Board staff will evaluate and confirm the type and form of data submitted through previous data transmissions and will confirm that the type and form of data transferred via the new system will meet requirements of the Code and this Part.  Board staff may recommend processes and procedures to optimize the continuity of services during the transition to the new system.

3)         The certification standards verification process need not be completed for a computer-based voter registration system seeking access to the statewide database under this subsection (b) unless there is a change to the signature capture method or storage. In those cases, the vendor of the computer-based voter registration system must complete the portion of the certification standards verification process pertaining to the signature digital application.

4)         The election authority may use the computer-based voter registration system to access the statewide database upon receiving notice from the Board that the evaluation required by this subsection (b) has been successfully completed. Board staff will notify the Board at its next regular meeting of the expansion of the use of the previously approved computer-based voter registration system.

c)         A computer-based voter registration system in use and/or accessing the statewide database on February 9, 2026 is required to complete the certification standards verification process before July 31, 2026.

1)         Board staff will notify each election authority using a computer-based voter registration system of this requirement no later than February 9, 2026.

2)         Board staff will proceed to assess whether the computer-based voter registration system meets the requirements of the Code and this Part by completing the certification standards verification process of this Section.

3)         At the first regular Board meeting following the 180-day deadline set forth in this subsection (c), Board staff will submit a report that:

A)        certifies the computer-based voter registration systems that have successfully completed the certification standards verification process of this Section; and

B)        includes a list of computer-based voter registration systems that have not met the requirements of this subsection (c) and the election authorities that use those systems.

4)         At the meeting at which the report under subsection (c)(3) was made, the Board, after listening to oral statements and considering written documentation submitted and determining that the totality of the circumstances warrant an extension, will extend the 180-day deadline for an additional 60 days.  At the first regular Board meeting following this extension, Board staff will submit a report that:

A)        certifies the computer-based voter registration systems that have successfully completed the certification standards verification process of this Section within the extension window; and

B)        includes a list of computer-based voter registration systems that have not met the requirements of this subsection (c) within the extended timeframe and the election authorities that use those systems.

5)         No later than one week following the Board meeting at which the report required by subsection (c)(3), or subsection (c)(4) if an extension is granted, was presented, Board staff will revoke access to the statewide database for each computer-based voter registration system that has not successfully completed the certification standards verification process as required.

6)         Board staff will immediately restore any access revoked under this subsection (c) upon the successful completion of the certification standards verification process of this Section. Board staff will report any restoration under this subsection (c)(6) at the next regular meeting of the Board.