2020_EAVS_Supporting_Statement_B_Revised Per OMB request_Final

Supporting Statement B:

OMB Control Number: ####-####

U.S. Election Assistance Commission

2020 Election Administration and Voting Survey

2. COLLECTIONS OF INFORMATION EMPLOYING STATISTICAL METHODS

1. Describe (including a numerical estimate) the potential respondent universe and any sampling or other respondent selection method to be used. Data on the number of entities (e.g. establishments, State and local governmental units, households, or persons) in the universe and the corresponding sample are to be provided in tabular form. Indicate expected response rates for the collection as a whole. If the collection had been conducted previously, include the actual response rate achieved during the last collection.

This Election Administration and Voting Survey (EAVS) is a census of election offices in all 50 states, the District of Columbia, and U.S. territories, including American Samoa, Guam, Puerto Rico, and the U.S. Virgin Islands. The EAC intends to collect data from the Commonwealth of the Northern Mariana Islands for the first time in the 2020 EAVS. The Election Assistance Commission (EAC) expects all applicable election jurisdictions within a state or territory to provide responses to the entire survey. In 2018, EAC received responses from 55 states and territories; this was an increase from previous surveys, when American Samoa did not participate. EAC has also steadily increased the number of jurisdictions within states that respond to the survey. The 2016 jurisdictional response rate was 99.5 percent, and the 2018 jurisdictional response rate was 99.9 percent.

As detailed in Supporting Statement A, certain questions related to National Voter Registration Act (NVRA) and Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) require state responses. Responses to all other questions are voluntary, but serve the EAC’s mandate as the clearinghouse of election administration information for the country. States that are exempt from the NVRA are exempt from providing data to the questions associated with the National Voter Registration Act in EAVS Section A. However, most of these states provide responses despite their exemption. All jurisdictions are required to answer other parts of the survey, such as those related to voting by individuals covered by the UOCAVA. Finally, because election administration varies based on the laws of a given jurisdiction, certain questions will not apply to all jurisdictions. The EAC has created codes for survey respondents to indicate when an item does not apply to their state or jurisdiction, or when an item does apply but the respondent does not have enough information or data to provide a response.

2. Describe the procedures for the collection, including: the statistical methodology for stratification and sample selection; the estimation procedure; the degree of accuracy needed for the purpose described in the justification; any unusual problems requiring specialized sampling procedures; and any use of periodic (less frequent than annual) data collection cycles to reduce burden.

Not applicable. No sample selection is involved in collecting this data.

3. Describe the methods used to maximize response rates and to deal with non- response. The accuracy and reliability of the information collected must be shown to be adequate for the intended uses.

The EAC works closely with two of its federal advisory committees, the EAC Board of Advisors and EAC Standards Board, to review the survey instruments for clarity before they are distributed to respondents. In order to ensure that states are prepared for this data collection, the EAC presents each new information collection to these advisory committees, which are composed of 110 state and local election officials, with another 37 drawn from various national associations and government agencies that play a role in the implementation of the Help America Vote Act, and science and technology-related professionals appointed by Congressional members. Since 2006, the information collection has also been presented to members of professional associations in the elections community, including the National Association of Secretaries of States, the National Association of State Election Directors, and the National Association of Election Officials, and their feedback is encouraged. In addition to election officials, EAC also consults with social science and election researchers, voter interest groups, and other stakeholders to discuss ways to improve the new information collection based on their expertise.

EAVS response rates have been continually improving. The Policy Survey is a supplement to the EAVS that provides a contextual understanding of laws and administrative procedures that govern election-related activities from state to state. It also serves as a data check. The EAC uses the confirmation of states’ policies through the Policy Survey to check the validity of data submitted in response to the EAVS instrument. In 2018, all 55 surveyed states and territories responded to the Policy Survey (100.0% response rate) and 6,457 out of 6,458 local jurisdictions provided at least a partial response to the EAVS (99.9% response rate). Within each of the six sections of EAVS, response rates are very high as well, as shown in Table 1. To maximize response rates and data quality, the EAC provides technical assistance to all respondents and specialized advice targeted to each state, in an effort to reduce non-response, maximize survey completion and item response rates, and collect the most accurate and complete data possible.

Table 1. 2018 EAVS Response Rates by Section
	Overall	Section A	Section B	Section C	Section D	Section E	Section F
Response Rate	99%	99%	99%	99%	99%	98%	99%

The EAC asks each state/territory to designate an EAVS point of contact (POC); this person is typically either the state’s chief election official or another employee who works closely with the chief election official. This POC receives an array of materials intended to facilitate response and also receives frequently communications from EAC in the months, weeks, and days leading up to survey response deadlines to encourage timely data submission. These state POCs are encouraged to share information and advice with local election jurisdiction officials within their states who complete EAVS.

The technical assistance materials made available to EAVS POCs and respondents include “A Closer Look” videos that elaborate on the instructions and definitions in each of the six EAVS sections, filmed webinars with EAC and survey personnel to discuss questions about the survey, videos and written guides with step-by-step instructions on using the data collection templates, written FAQs covering some of the common questions about the survey, and bimonthly newsletters covering important topics related to EAVS. In addition, technical assistance is made available to state and local respondents via phone and email starting approximately 30 days before the first response deadline. Respondents use this live technical assistance resource to clarify survey questions and terms and to answer technical questions.

In 2018, the EAC provided states with new data collection tools that made it easier to respond to the survey. For the first time, an online data collection mechanism was introduced that allowed respondents to enter their data item-by-item without using Excel. This online survey supplemented the Excel data aggregation template that states could use to submit data reports pulled from their state databases. These two templates have reduced survey burden and have increased response rates, both among jurisdictions and across survey items.

During the data collection process, EAC carefully reviews the information submitted by State respondents to ensure completeness and accuracy of their submissions. Since 2016, the EAC has conducted a multi-part review of each state’s initial data. This review included identifying any items left blank (i.e., an item without a value or a “not applicable” or “not available” response), responses that do not fit expected internal validation patterns, and items where sub-categories do not add up to an expected total. The results of these data reviews are sent to state POCs in a written memo, and technical assistance personnel assist states in correcting the issues prior to the state finalizing its data and certifying it as complete and accurate to the best of the state’s knowledge.

4. Describe any tests of procedures or methods to be undertaken. Tests are encouraged as effective means to refine collections, but if ten or more test respondents are involved OMB must give prior approval.

The EAC plans to conduct user testing of the online submission mechanism that will be used in 2020. This testing will take place once the draft version of the online mechanism has been built in the summer of 2020. No more than nine potential survey users will be asked to participate in this testing; testing sessions will be approximately one hour each and will be conducted remotely by a trained user experience researcher. Participants will complete the survey while thinking aloud and answering interviewer questions. The data gathered in the course of this testing will be used to refine the layout and instructions of the online submission mechanism in 2020 and to note questions that may need further clarification or redesign in the 2022 EAVS.

5. Provide the name and telephone number of individuals consulted on the statistical aspects of the design, and the name of the agency unit, contractor(s), grantee(s), or other person(s) who will actually collect and/or analyze the information for the agency.

The EAC staff member responsible for conducting this information collection is:

Nichelle Williams, Director of Research

1335 East West Highway Suite 4300

Silver Spring, MD 20910

(301) 563-3963

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