Polling Station Staff Briefing Session by pfm20968

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									Polling Station Staff
Briefing Session

European Parliamentary election
4 June 2009

                                  1
Introduction

Local Returning Officer

Electoral Services Manager



                             2
Objectives of   • In order to prepare for the election we will:
                   – outline the European Parliamentary election
the training
                   – discuss the duties of the polling station staff
session            – look at pre-polling day activities
                   – look at the set up of the polling station
                   – outline those entitled to be present at the
                      polling station
                   – discuss the voting procedure
                   – think about health and safety issues
                   – highlight administrative arrangements




                                                                       3
Overview of the • On 4th June there will be elections to the
Elections 2009 European Parliament across the UK

                  • Polling hours: 7am to 10pm




                                                               4
It is essential that you…

 – Act impartially at all times
 – Comply with any instructions issued by the Local Returning
   Officer
 – Ensure the secrecy and security of the ballot


                                                                5
The Presiding   – Ensure the secrecy and security of the ballot
                – Liaise with the key-holder of the building and
Officer –         organise the layout of the polling station
                – Instruct and supervise the work of the Poll
management of     Clerks
the polling     – Be responsible and account for all the ballot
                  papers, ballot boxes and paperwork
station         – Ensure that proper procedure is followed,
                  including ensuring that the corresponding
                  number list is marked correctly.




                                                                   6
The Presiding•    Practical Tasks
                  – Overview of issue of ballot papers to voters
Officer –
                  – Deal with special voting procedures
                  – Ask the prescribed questions when necessary
practical tasks   – Receive postal votes delivered by voters
                  – Manage the attendance of those entitled to be
                    present in the polling station, and ensure they do
                    not interfere with the voting process
                  – Monitor the activities of tellers
                  – Keep the polling station neat and tidy
                  – Ensure that all signs and notices are clear, visible
                    and remain in place

                                                                           7
The Poll Clerk     – Comply with the instructions of the Local
                     Returning Officer and the Presiding Officer
- general duties   – Assist with the layout of the polling station and
                     prepare for the opening of the poll
                   – Be polite and professional in dealing with
                     voters, candidates, agents and others entitled
                     to be present
                   – Check that electors are eligible to vote in the
                     election and at that polling station
                   – Ensure that voters cast their votes in secret
                   – Maintain the secrecy of the ballot at all times



                                                                         8
The Poll Clerk         – Check and mark the elector numbers in
                         the register of electors
– specific tasks       – Enter the electors’ elector numbers on the
                         Corresponding Number List (CNL)
                       – Issue ballot papers to voters, ensuring
                         they bear the official mark
                       – Ensure that voters cast their votes in
                         secret
                       – Help with any other polling station duties
                         on the instructions of the Presiding Officer

                   •


                                                                        9
Countdown to   • Essential tasks
polling day      – Visit polling place and check out contact
                   and access arrangements
                 – Check out arrangements for ballot box
                   collection and check contents as soon as
                   possible
                 – Contact other members of the team
                 – Dress code – ensure clothing reflects
                   professionalism and impartiality but is also
                   comfortable
                 – Read Handbook for polling station staff

                                                             10
Handbook for      •
polling station
staff
and
quick guide




                      11
Polling station   • Supplies of stationery and equipment
inspectors        • Responsible for
                    –   Checking layout of stations
                    –   Checking things are running smoothly
                    –   Collect any returned postal votes
                    –   Distribute payments
                  • Contact numbers




                                                               12
Risks   •   Can’t make contact with key-holder
        •   Can’t gain access to the polling station
        •   Staff failing to turn up or being late
        •   Problems affecting the display of notices
        •   Wrong registers allocated to the station
        •   The ballot paper numbers do not match
            those pre-printed on the CNL




                                                        13
The Polling Station




                      14
                  • Layout
Setting up the       – must work primarily for the voter
polling station      – walk route voter expected to follow
                     – accessible to all voters
                  • Notices
                    – – inside and outside polling
                  • Location of ballot box(es)
                     – accessible and secure
                  • Arrange each set of ballot papers in
                    numerical order
                  • Tellers and agents
                     – Who can enter the polling station?
                  • Sealing the box

                                                             15
Polling station
layout




                  16
Polling station
layout




                  17
Who can enter   – Voters
                – Local/Regional Returning Officer and staff
the polling
                – Candidates (party list and individual), their
station?          election agents, sub-agents and polling agents
                – Police officers on duty
                – Representatives of the Electoral Commission
                – Accredited observers
                – Under 18s accompanying voters
                – Companions of voters with disabilities




                                                              18
Two types of ID
issued by the
Electoral
Commission
Customer care   • How do we care for the electors?
                • Show a personal interest
                • Take responsibility and act on own initiative
                • Be helpful and approachable
                • Listen and empathise with them
                • Allow them to put their point across before
                  responding
                • Tell them what you can do
                • But the election rules must be followed at all times
             • Ensure that the voting process is
Customer care accessible to all:
             • layout must work for all voters, including
               wheelchair users
             • stationery provided in alternative
               languages and formats should be clearly
               visible
             • tactile template needs to be clearly visible
               and you should be confident in using it
             • you must be able to provide information
               to disabled electors on options for voting
               aided and unaided
Who can vote?

Using the electoral register and corresponding number lists

Chapter 5 Polling station handbook
Who is      • Electors with no letters or dates before
              their name
Eligible?
            • Electors who are 18 years of age or over
              on the day of the election
            • Electors with an ‘F’ before their name
            • Electors with a ‘K’ before their name
            • Electors with an ‘L’ before their name
            • Electors with an ‘E’ before their name
            • Electors who have registered
              anonymously who have an ‘N’ instead of a
              name
Who cannot   • Electors with date of birth on register
vote?          which shows they are not 18 years of age
               on polling day
             • Electors with a ‘G’ before their name
             • Electors with an ‘A’ before their name
Issuing the     • Marking the register and the CNL
ballot papers     – Mark electors’ elector number in the
                    register
                  – Enter the electors’ elector number on the
                    Corresponding Number List (CNL)
                  – Do NOT write the elector number on the
                    ballot paper!

                • Ballot papers
                  – Official mark
                  – Unique Identifying Mark (UIM)
                  – Folding the ballot paper
Marking the
              Queen’s Walk                                      BC
register                                                        JP12 7AS


              411 G                      Vella, Eva             1
              412 G                      Vella, Tolek           1
              413 K                      Vella, Christina       1
              414            __________ Brown, Robert           3
              415                        Evans, Gareth          5
              416            __________ Hall, Peter             7
              417                        Myers, Martin          7
              418 A                      Bishop, Stephanie      13
              418/1          04 June     Smith, Ben             13


                                                      • Return to ‘issuing the ballot papers’
The
Corresponding
Number List
(CNL)
                   BC 27/1




                • Return to ‘issuing the ballot papers’
Back of ballot
paper




                 28
Marking the    • Some electors may need to have the
ballot paper     voting process explained to them:
                 – Voters have one vote. They can vote for a
                   party (and its list of candidates) or for an
                   individual candidate and should place a
                   cross in the blank box next to the party or
                   individual candidate they wish to vote for.




                                                       29
What           • a voter spoils the ballot paper
happens if…?   • a voter has nominated a proxy but the
                 voter arrives before the proxy
               • a person arrives to vote but the register
                 indicates the person has already voted
               • a person arrives to vote but the register
                 indicates the person is a postal voter
               • emergency proxy voter procedure
               • a person believes they should be on the
                 register but they are not listed
               • there is a disturbance at the polling station
The          • The prescribed questions must be asked:
prescribed
             • when the Presiding Officer requires them to
questions      be
             • when polling station staff suspect personation
             • when a registered elector is clearly under age
             • when polling station staff suspect the elector
               or proxy may be incapacitated due to alcohol
               or drugs or for some other reason
             • when a candidate, an election agent or polling
               agent requests them
             • always before issuing a tendered ballot paper
               • voters can hand in their postal votes at
Postal Votes     polling stations in the same local counting
                 area (check they are for the area)
               • procedure for collection of postal ballot
                 packs by the Local Returning Officer
                 during the day
               • ‘A’ markers cannot be given a ballot paper
                 at the polling station:
                      • direct to Local Returning Officer for
                        replacement (before 5pm)
                      • tendered ballot paper procedure
               • returned postal ballot packs must be
                 sealed and labelled as instructed
Close of Poll
Close of Poll   • Must close at 10 pm
                • Make sure the doors are closed
                • Anyone who has been issued with a ballot
                  paper by 10 pm must be allowed to vote
                • However cannot issue after 10pm, even if
                  elector was in a queue at 10pm
                • Seal ballot box in the presence of
                  candidates, election and polling agents,
                  accredited observers, Electoral
                  Commission representatives and Police
                  Officers on duty. Agents entitled to affix
                  seal.
After close of   • Absolutely essential that the ballot paper
poll               account is completed accurately
                 • The ballot paper account must be placed
                   in the envelope provided – keep this with
                   the ballot box
                 • Ensure all documents placed in correct
                   packets and signed as appropriate
What         • tendered papers are wrongly issued
happens if … • an accident occurs in the polling station
               •   an incident outside the polling station
                   prevents the Presiding Officer from
                   leaving for the count
Health and   •   Never put the safety of anyone inside the
safety       •   polling station at risk
             •   be aware to any potential risks to safety
             •   inspect the premises regularly
             •   if hazards are discovered – find a remedy
             •   if an accident occurs – follow procedures
             •   be careful when lifting heavy objects
Questions
Additional    • Election Team Contacts
Information     – ESM
                – Staffing Officer
                – Polling Station Officer

              • Electoral Commission website
                – www.electoralcommission.org.uk
                – www.aboutmyvote.co.uk

              • Feedback Sheets

								
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