San Francisco Ethics Commission: Checklist for Filing Officers (Department Heads or Appointed Department Staff)

This checklist is meant to help you keep track of the various SEI-related filing officer duties by providing forms, pertinent links, and other information. Department heads may delegate these filing officer tasks to a department staff person.

Getting Started
Action Steps	Timeline	Forms & Information
Step 1	When received	Read the SEI Filing Officer Duties memo that will be sent via email in February.
Step 2	When contact information changes	Revise your Department Contact information.
Step 3	January to February or whenever you need to verify the filing requirement.	Read the informational sheet, "How to Look Up a Designated Filer Position." Elected Officials, Department Head, and Members of Decision-Making Boards and Commissions Find out if your elected official, department head, and/or members of decision-making board or commission are listed in the San Francisco Campaign and Governmental Conduct Code (Code) Section 3.1-103 as having to file SEI-related financial disclosure statements. Be sure to take note if the filer files all of the SEI-related forms or not. Keep a list of these filers. You may use the 2nd page of the Certification of Delivery. Advisory Board or Committee Members and Designated Employees Review Code Sections 3.1-100 to 3.1-500 to find out if your advisory board or committee members and designated employees are required to file SEIs with your department. Keep a list of these filers for tracking purposes.

Certification of Delivery: Notification of Deadlines

Action Steps

Timeline

Forms & Information

Step 4

In February

Notify filers of their assuming office, annual and leaving office SEI-related filing requirements.
Provide SEI, Sunshine Ordinance Declaration, and Certificate of Ethics Training in person, via email, or regular mail.

Use these checklists to keep track of SEI-related filing requirements:

Certification of Delivery & Keeping Track of Filings
Action Steps	Timeline	Forms & Information
Step 5	By March 15	File the Certification of Delivery with the Ethics Commission.
Step 6	From January to April 1	Keep track of who has filed. Keep track of who has not filed. Make a list of non-filers that includes all contact information you have. You may use the 2nd page of the Filing Officer Report.
Step 7	By April 1	Hand deliver or send your filers' SEIs to the Ethics Commission. *Each* *SEI form must have an original signature.* Hand deliver or send your filers' Sunshine Ordinance Declarations to the Ethics Commission. Hand deliver or send your filers' Certificates of Ethics Training to the Ethics Commission. Keep SEI filings from members of advisory boards and designated employees at your department for a minimum of 7 years.

Filing Officer Report & the Rest of the Year
Action Steps	Timeline	Forms & Information
Step 8	On or Before April 10	File the Filing Officer Report by providing the names and contact information of all filers who have not filed SEI-related forms.
Step 9	After March 15	Email the Ethics Commission new appointment and leaving office information as the changes occur. You may research your filers' past SEI-related filings anytime.