Subject: Planning and
Region Local Authority Authority Type organisation
Performance standard 1
Eastern Babergh Two-Tier District
Eastern Basildon Two-Tier District
Eastern Bedford Two-Tier District
Eastern Braintree Two-Tier District The Returning Officer takes an active role in
the planning, preparation and delivery of all
elections as evidenced by Election Team
meeting minutes. Interim update meetings
with DRO's are scheduled fortnightly and
nearing the election these increase to weekly
and daily. Access to the RO is not hindered
by process and all election issues are treated
Eastern Breckland Two-Tier District Part 3 partial - attended RRO briefing events
at Cambourne for European Parliamentary
Elections and Training for RO's run by the
AEA John Turner at South Norfolk on 9th
March 2009 and SOLACE course in 2008
Eastern Brentwood Two-Tier District
Eastern Broadland Two-Tier District
Eastern Broxbourne Two-Tier District The Returning Officer and a member of his
staff have conducted elections for over 15
years. An officer of the Council is a member
of the Association of Electoral Administrators
and the Authority is represented at Electoral
Commission briefings and Hertfordshire
district-wide electoral meetings. The
Council's estimates include a specific budget
for the conduct of the elections.
Eastern Cambridge Two-Tier District
Eastern Castle Point Two-Tier District The Returning Officer has wide experience in
administering and managing all types of
Eastern Central Bedfordshire Unitary County The RO is is very experienced in the conduct
(Mid Bedfordshire; of elections. He has always taken a 'hands
South Bedfordshire) on' approach and has been involved in the
administration of over a dozen national and
Eastern Chelmsford Two-Tier District The current Returning Officer for Chelmsford
has many years' practical experience of all
types of elections and is well versed in
electoral law and procedures.
Eastern Colchester Two-Tier District
Eastern Dacorum Two-Tier District
Eastern East Cambridgeshire Two-Tier District
Eastern East Hertfordshire Two-Tier District
Eastern Epping Forest Two-Tier District
Eastern Fenland Two-Tier District The RO has overseen the processes over 7
elections including two at European
Parliamentary level; Project planning
meeting commenced back in October 2008
on a monthly, fortnightly and weekly basis as
the election approached; The written plans
were updated with any changes before each
meeting. The RO has access to Electoral
Commission manuals and updated guidance;
The RO is familiar with the training sessions
and seminars run by the RRO.
Eastern Forest Heath Two-Tier District
Eastern Great Yarmouth Two-Tier District
Eastern Harlow Two-Tier District I have also attended the regional briefing by
the Regional Returning Officer and on the 9
April 2009 a Returning Officers training
course run by the Association of electoral
Eastern Hertsmere Two-Tier District
Eastern Huntingdonshire Two-Tier District
Eastern Ipswich Two-Tier District The Returning Officer is very close to
meeting the criteria for the 'Above the
performance standard' but at present does
not have a formal training plan for the
Eastern Two-Tier District
King's Lynn & West Norfolk
Eastern Luton Unitary District
Eastern Maldon Two-Tier District
Eastern Mid Suffolk Two-Tier District
Eastern North Hertfordshire Two-Tier District
Eastern North Norfolk Two-Tier District
Eastern Norwich Two-Tier District Evidence to support assessment
Eastern Peterborough Unitary District
Eastern Rochford Two-Tier District
Eastern South CambridgeshireTwo-Tier District
Eastern South Norfolk Two-Tier District
Eastern Southend-on-Sea Unitary District
Eastern St Albans Two-Tier District
Eastern St Edmundsbury Two-Tier District
Eastern Stevenage Two-Tier District
Eastern Suffolk Coastal Two-Tier District
Eastern Tendring Two-Tier District
Eastern Three Rivers Two-Tier District
Eastern Thurrock Unitary District
Eastern Uttlesford Two-Tier District
Eastern Watford Two-Tier District
Eastern Waveney Two-Tier District
Eastern Welwyn Hatfield Two-Tier District
South East Adur Two-Tier District Though as Section is new (due to
partnership working), exact roles within the
structure for the RO are not set, the RO
function is written in to CEO contract.
South East Arun Two-Tier District I am involved in the project management
from the pre-planning stage. We have a
programme of briefings with members of the
elections team both before and during the
election timetable. There are also pre-
meetings with the key support staff involved
in supporting polling day and the count.
South East Ashford Two-Tier District
South East Aylesbury Vale Two-Tier District RO holds regular sessions with core election
team to oversee key elements, review project
progress and target completion
South East Basingstoke & Deane Two-Tier District
South East Bracknell Forest Unitary District
South East Brighton & Hove Unitary District The Returning Officer appoints Deputies and
defines clear responsibilities. Project plans
and risk registers are written, nominated and
adhered to. The Deputy Returning Officers
have regular (weekly) meetings and
feedback to the RO. The RO releases staff
to work on polling day, and gives corporate
support to the recruitment of volunteers. The
RO is currently the same person as the ERO.
South East Canterbury Two-Tier District I must say I found this the most difficult
performance standard to complete. I am
satisfied that both myself, as Elections
Manager, and the Returning Officer meet the
performamce standard listed above.
However, because the Returning Officer is
also the Chief Executive he would leave
most the matters for me to deal with. He is
very supportive to me regarding election
matters but obviously does not deal with the
detail during the election process. So far as I
am concerned I would meet the "Above the
performance standard" but it would not apply
to the Returning Officer
South East Cherwell Two-Tier District
South East Chichester Two-Tier District
South East Chiltern Two-Tier District The RO meets the 'Above performance
standard' criteria with the exception of
ensuring that election accounts are
completed in a timely manner and, therefore,
'not meeting the current standard' is the
current position. The European election
accounts (4/6/2009) will be submitted on time.
South East Crawley Two-Tier District
South East Dartford Two-Tier District ALL OF 2 (AND PART OF 3) IS CARRIED
OUT BY THE RO, THOUGH 2.3, 2.4 & 2.5
TO A LESSER EXTENT. THERE IS NO
'ELECTION TEAM MANAGEMENT
STRUCTURE' CHART DRAWN UP AS
SUCH. ROLES AND RESPONSIBILITIES,
HOWEVER, ARE CLEAR BETWEEN THE
RO (NO DEPUTY IS EVER APPOINTED AT
DARTFORD) AND THE 2 X EAS.
South East Dover Two-Tier District The Returning Officer attended the training
provided by the RRO at the Gatwick event.
In addition John Turner of the AEA attended
these offices and gave a full day training to
the RO and DRO. The Kent Chief
Executives discuss electoral matters and
where necessary obatin input from Electoral
Administrators. The RO attended the Polling
Station staff and Count Training. The RO
receives training from the Democratic
Services Manager who is also an AEA
Trainer and Examiner.
South East East Hampshire Two-Tier District
South East Eastbourne Two-Tier District
South East Eastleigh Two-Tier District The Returning Officer and his key staff
attend many training courses and workshops
to maintain a sound working and professional
knowledge of election proceedure. The
Returning Officer and the Electoral
Registration Officer are the same person.
South East Elmbridge Two-Tier District
South East Epsom & Ewell Two-Tier District
South East Fareham Two-Tier District The Returning Officer's practical experience
is currently limited to 2009 elections, for
which SOLACE training undertaken and
further training and development planned.
Feedback from 2009 elections to be
reviewed to aid future planning and project
South East Gosport Two-Tier District (1) The Returning Officer is qualified as a
Solicitor (2)The Returning Officer has also
been appointed Electoral Registration Officer
(3) The Returning Officer appointed two
senior members of staff as Deputies with full
South East Gravesham Two-Tier District 4 June 2009 was my first election
(European, County and Borough Bye-
election) as Returning Officer. As Chief
Executive, the Gravesham BC Constitution
appoints me as Returning Officer and for a
number of other specific responsibilites
under the Representation of the People Act.
This is also specified in my contract of
employment. I am also appopinted as the
Electoral Registration Officer. I have held the
Chief Executive post since 30 January 2008.
I had previous pracitical experience of polling
station duties and also of assisting at counts.
Since my appointment as Returning Officer I
have made considerable efforts to familiarise
myself with the role and the relevant
legislation. I have my own copies of the
Electoral Commission guidance and have
studied these, I have attended a one-day
course by Solace in Feb 2009, and attended
a briefing by the SE Regional Returning
Officer in the run up to the Euro
election.Earlier this year we procured new
electoral software (Halarose) to give greater
confidence in this important aspect of
electoral work. In the run up to the election I
have had regular meetings with my Deputy
Returning Officer and the Committee and
South East Guildford Two-Tier District I have over 20 years experience working on
elections and as Head of Legal and
Democratic Services am well versed in the
law surrounding elections. My Electoral
Services Manager keeps me informed of
developments in electoral practice and we
held regular team meetings covering all
aspects of the elections. I attended a
training session earlier on in the year in
preparation for the elections and also both
pre-election briefings for the South East
Region as well as the post election seminar,
all held at Gatwick.
South East Hart Two-Tier District
South East Hastings Two-Tier District The primary management of elections is
organised through an Elections Committee
chaired by the Returning Officer.
Membership of this committee includes the
Deputy Returning Officers and key Electoral
Services Team officers. Reporting into this
committee is an Elections Project Group that
is chaired by the Elections Manager and
includes representatives from key service
areas of the council that are involved in
elections. These include Legal, IT, Security,
Accommodation, Marketing and Finance
officers. Representatives from the Electoral
Commission South East Office were also
invited to attend these meetings and their
input was vey helpful.
South East Havant Two-Tier District The Returning Officer is a solicitor and is
also the Electoral Registration Officer. His
responsibility for undertaking the Returning
Officer role is documented within the
Council's Constitution and a Job Description.
Responsibilities updated annually and
reviewed periodically through Performance
Agreements in line with the Council's
standard HR policy and practice.
South East Horsham Two-Tier District
South East Isle of Wight Unitary County Please see the supporting documents, which
incled the Constitutional Appointment of the
Returning Officer and the Management
Team Structure for the 2009 elections.
South East Lewes Two-Tier District
South East Maidstone Two-Tier District
South East Medway Unitary District Regular strategic planning meetings held and
RO has taken responsibility for updating his
knowledge and experience by attending
several training activities including SOLACE
and AEA events. Responsibilties and duties
of team clearly outlined in plan agreed before
South East Mid Sussex Two-Tier District RO & Staff undertake ongoing training with
regards to election management, though due
to relative inexperience it cannot be said that
the performance standard is being exceeded.
South East Milton Keynes Unitary District
South East Mole Valley Two-Tier District
South East New Forest Two-Tier District
South East Oxford Two-Tier District
South East Portsmouth Unitary District
South East Reading Unitary District
South East Reigate & Banstead Two-Tier District
South East Rother Two-Tier District
South East Runnymede Two-Tier District
South East Rushmoor Two-Tier District
South East Sevenoaks Two-Tier District
South East Shepway Two-Tier District
South East Slough Unitary District
South East South Bucks Two-Tier District
South East South Oxfordshire Two-Tier District
South East Southampton Unitary District
South East Spelthorne Two-Tier District
South East Surrey Heath Two-Tier District
South East Swale Two-Tier District
South East Tandridge Two-Tier District
South East Test Valley Two-Tier District
South East Thanet Two-Tier District
South East Tonbridge & Malling Two-Tier District
South East Tunbridge Wells Two-Tier District
South East Vale of White Horse Two-Tier District Returning Officer attends SOLACE training
sessions and attended briefing sessions at
Gatwick in preparation for European
South East Waverley Two-Tier District
South East Wealden Two-Tier District
South East West Berkshire Unitary District
South East West Oxfordshire Two-Tier District
South East Winchester Two-Tier District
South East U
Windsor & Maidenhead nitary District
South East Woking Two-Tier District
South East Wokingham Unitary District
South East Worthing Two-Tier District Though as Section is new (due to
partnership working), exact roles within the
structure for the RO are not set, the RO
function is written in to CEO contract.
South East Wycombe Two-Tier District
London Barking & Dagenham London Borough
London Barnet London Borough
London Bexley London Borough The RO is the ERO in this case. The RO
ensures that his DRO are fully conversant
with all aspects of elections.
London Brent London Borough I should point out that the Returning Officer
delegates the day to day management of
elections to two Deputies and relies on them
to brief him on a regular basis. He gives his
full support to the deputies and intervenes if
necessary. The performance standard
would not be fully met in this case if it is
interpreted as applying to the Returning
London Bromley London Borough Please see attached sheet
London Camden London Borough Regular briefings take place between the
Deputy Returning Officer and the Returning
Officer before and during the running of an
election, The Returning Officer takes the
lead at meetings with the party agents and is
on hand at all times to deal with issues that
arise during the election period, including
attendance throughout polling day, when the
Returning Officer visits polling stations
throughout the day, and the count.
London City of London London Borough
London Croydon London Borough I attended a one day training course last year
to bring myself fully up to speed with
electoral law and developing practice and
have attend the most recent regional events
on preparations for the European Elections. I
also read the most recent electoral guidance.
London Ealing London Borough The Returning Officer is fully aware of his
duties and responsibilities. He oversees and
evaluates both election planning and
delivery. He advocates strict adherence to
legislative requirements, sets challenging
standards and expects electoral
commisssion best practice to be
implemented. He chairs the established
election project board that sits on a weekly
basis - the board members include corporate
directors and other key internal stakeholders
that enable decisons and resources to be
made available and council wide support to
enable well run elections. The RO has an
excellent working relationship with both the
Director of Legal and Democratic Services
and the Head of Elections, this allows for
clear lines of comminication and gives
structure to the project. Where appropriate
the RO attends central training events and
conferences and gives much of his time to
understanding and further developing his
role. Although the RO is not from a legal
background, he has up to date knowledge of
electoral law and requires to be kept abreast
of professional developments, legislation
changes and best practice.Since the RO has
been on post he has put in place a procedure
London Enfield London Borough There are regular Project Team meetings
with key players in the organisation and
individual meetings between the DRO's and
LRO on particular issues as the election
London Greenwich London Borough
London Hackney London Borough
London London Borough
Hammersmith & Fulham
London Haringey London Borough The returning officer directly manages the
electoral services manager, is conscientious
and engaged in training and appraisal events
and, for example, personally manages or
participates in aspects of electoral events
such as box retrieval, postal forensic
checking (in which she has been trained) and
leading station inspections. She heads an
election management team.
London Harrow London Borough
London Havering London Borough Performance Standard 1: Skills and
Knowledge of the Returning Officer.
We believe that the Returning Officer meets
The Returning Officer is appointed by full
Council and the duties are outlined within the
Council's Constitution and is the Council's
Chief Executive, supported by two Deputy
Returning Officers with full powers the
Assistant Chief Executive (Legal &
Democratic Services) and the Election
The Returning Officer has a working
knowledge of electoral legislation.
The Returning Officer ensures sufficient
funds are available in the Medium Term
Financial Strategy for running Local
The Returning Officer oversees the planning
of the election and receives feedback via 1-
2 -1 meetings with the Assistant Chief
Executive (Legal & Democratic Services).
The Returning Officer has attended the
SOLACE training for new Returning Officers,
and attended briefings for the GLA elections
Copies of certain pages of Constitution
London Hillingdon London Borough
London Hounslow London Borough
London Islington London Borough The Returning Officer has 20 years
experience and ensures that he keeps pace
with current guidance and good practise. He
also ensures that the election project team
meet regularly and that sufficient resources
are in place to enable the election to be run
efficiently and effectively.
London Kensington & ChelseaLondon Borough
London Kingston upon ThamesLondon Borough
London Lambeth London Borough
London Lewisham London Borough See appendix attached.
London Merton London Borough Meets with Electoral Services Manager and
other returning officers in region. Election
Management Team in place. Recognition of
importance of election organisation to whole
council. Electoral Services team currently
London Newham London Borough Robust command and control structure in
place with key areas of responsibility
identified. Regular one-to-one meetings
throughout the year with Head of Electoral
Services at which project plan and
contingency plan and reviewed. Election
accounts for the GLA election were
submitted within the nine month period and
European accounts wlll be submitted by the
end of July 2009.
London Redbridge London Borough
London London Borough
Richmond upon Thames There are regular planned meetings between
the RO and the Electoral Services Manager.
The whole organisation participates in
different elements of the election with staff
being developed to play contributory roles - it
is seen very much as a whole council
activity. Since the RO and ERO are one and
the same a working knowledge of all
electoral legislation is part of the job.
London Southwark London Borough
London Sutton London Borough The RO has a management structure in
place to ensure that the election is run
efficiently and 'risks' are considered and
planned for accordingly. The Electoral
services team is experiences and fullstaffed.
The staff of the wider council supports the
election process with a significant number of
experienced and reliable staff at all levels.
London Tower Hamlets London Borough
London Waltham Forest London Borough
London Wandsworth London Borough LRO has been a Returning Officer for over
28 years and has a strong knowledge of
electoral law. Undertakes continuous
professional development in regards to
election management and has attended
numerous European Parliamentary and GLA
training and briefing events in the last 12
months. Keeps abreast and has an
understanding of the up to date changes in
the legislation via MOJ, EC, SOLACE,
GLEAP, AEA, Shaws and Schofields.
London Westminster London Borough
East Midlands Amber Valley Two-Tier District
East Midlands Ashfield Two-Tier District The Returning Officer has many years of
experience of conducting and organising
elections and attends CPD training on a
East Midlands Bassetlaw Two-Tier District
East Midlands Blaby Two-Tier District
East Midlands Bolsover Two-Tier District Officer delegation scheme in Constitution
appointing as Proper Officer for Elections.
Appointment as DRO by County Council.
Included in the European Parliamentary
Elections (Local Returning Officer's Charges)
Order as responsible for local area.
Attendance at SOLACE training course for
Returning Officers, attendance at Electoral
Commission/RRO event for LROs and
Electoral Administrators. Action log and
work plan detailing election management
team and allocation of roles. Regular
election management team meetings to
discuss and evaluate progress. Ensures that
election accounts are submitted in a timely
manner - evidence from ECU that accounts
for the last two European and Parliamentary
elections were submitted well within the
specified time limits. The Council qualified
for an initial advance of 70% funding from
the ECU. Checking that the records
collected by postal vote opening team are
robust and provide the relevant information
to supply to Electoral Commission, taking
corrective action when 94 more votes were
counted than verified (this was one opening
that had not been included in the
spreadsheet). Extensive use of the Electoral
East Midlands Boston Two-Tier District
East Midlands Broxtowe Two-Tier District
East Midlands Charnwood Two-Tier District
East Midlands Chesterfield Two-Tier District
East Midlands Corby Two-Tier District
East Midlands Daventry Two-Tier District
East Midlands Derby Unitary District
East Midlands Derbyshire Dales Two-Tier District Local Returning Officer with extensive
experience. Individual's roles within Election
Team identified within Task Log.
East Midlands East Lindsey Two-Tier District
East Midlands Two-Tier District
East Midlands Erewash Two-Tier District
East Midlands Gedling Two-Tier District
East Midlands Harborough Two-Tier District
East Midlands High Peak Two-Tier District
East Midlands Hinckley & Bosworth Two-Tier District
East Midlands Kettering Two-Tier District
East Midlands Leicester Unitary District The Local Returning Officer has an extensive
knowlege of Electoral Law. He has recently
undertaken the role of Regional Returning
Officer and as such was required to support
and advise other Local Returning Officers
during the Election. He takes a very active
and 'hands on' role in the organsation and
management of the Election. In addition to
attending the Regional Returning Officers
Meetings with the Ministry of Justice, he also
attends the Electoral Leadership Forum
convened by the Electoral Commission. He
is fully aware of existing and developing
practices and takes a personal interest in
both. He attends training and briefing events
and also assisted in delivering these at
East Midlands Lincoln Two-Tier District
East Midlands Mansfield Two-Tier District The Returning Officer held 2 roles at the 4th
June 2009 elections - Local Returning Officer
at the European elections and Deputy
Returning Officer at the County elections.
East Midlands Melton Two-Tier District
East Midlands Newark & Sherwood Two-Tier District The Returning Officer (RO) has an
understanding of the relevant election
legislation and provides full support for the
staff adminstering the election through
regular feedback and review meetings.
There is a clear structure with roles of the
RO and the election staff being clearly
defined. Appointment of RO confirmed by
East Midlands North East Derbyshire Two-Tier District The Council's Returning Officer was only
appointed to that position in March 2009
when he was appointed Chief Executive to
the Council. He has been involved in
elections for many years and has a good
working knowledge of election procedures
and meets level 2 of the performance
standards but at the moment does not
maintain the supporting evidence.
East Midlands North Kesteven Two-Tier District The RO took action to ensure adequate
resources where available and released
expereniced/key staff from any requirement
to take a days leave and work closely with
other Council and external organisations to
make resources avaliable.Attended training
courses and kept appraised of changes in
legislation and guidance with analysis of
risks. The RO and ERO and one and the
same team so all knowledge is crossed
East Midlands North West Leicestershire A written plan is drawn up before each
election which sets out key tasks, timetable,
roles, responsibilities and risks. The
Returning Officer maintains regular contact
with the Election Team and is kept up to date
via regular briefings, reports to Corporate
Leadership Team and being sent details of
changes to electoral law and procedures.
The Returning Officer also attends Seminars
and Meetings intended to keep her updated
on key issues. Election Team members
attend regular meetings at both County and
Regional level and a briefing note is
prepared and forwarded to the Returning
Officer within 48 hours to ensure that she is
kept up to date on all issues discussed. An
excellent relationship exists between the
Election staff and the Returning Officer. She
ensures the staff are motivated and are
equipped with the tools to carry out their job.
She offers advice and suggestions on the
delivery of the elections and makes key
decisions in terms of what she considers is
best for all involved, whether it be the staff or
the electorate. Evidence of the above can be
provided by way of agendas, minutes,
reports, attendance records, project plans &
East Midlands Northampton Two-Tier District
East Midlands Nottingham Unitary District This was the first election the Local
Returning Officer had been responsible for.
At an early stage the LRO was informed of
her responsibilities and attended a SOLACE
training day for new Returning Officers. The
LRO took her responsibilities very seriously
and chaired EPAT (Election Planning &
Action team) meetings and appointed
experienced Deputy Local Returning Officers
to help assist her with her duties. The LRO
was actively involved in all parts of the
election process, she introduced the training
events and attended postal vote opening
sessions where she observed the
adjudication of personal identifiers. The LRO
attended both the verification and count and
observed and assisted with the reconciliation
of votes, adjudication of doubtful votes and
then declared the final results.
East Midlands Oadby & Wigston Two-Tier District
East Midlands Rushcliffe Two-Tier District The Local Returning Officer has an
appointment agreement by way of his
contract of employment and appointment at
full council as returning officer for elections.
He has attendend national training courses
for Returning Officers provided by solace as
well as the East Midlands regional meeting
on 12 November 2008. He takes a full and
active role in the organisation and
management of the election. Regular
Election Meetings were held with him where
the election plan was discussed and updated
and he made decisions on various aspects
as and when required. These meetings were
documented and are available if required.
The Fees and Charges order was also
considered and the LRO decided on the
payment rates for the various roles and
requested budget updates.
East Midlands Rutland Unitary District Training event attended Mrs H Briggs
returning officer 15th April Electoral
Commission Training for returning officers.
Full days training. ERO and Deputy RO and
RO to attend annual conference in
East Midlands South Derbyshire Two-Tier District
East Midlands South Holland Two-Tier District The RO provides support to the election
process as necessary and is familiar with the
guidance materials and election procedures.
The RO ensures adequate staff resources
are available for all aspects of the election
East Midlands South Kesteven Two-Tier District The Returning Officer was only appointed in
April this year and, to build up her electoral
skills, she attended a SOLACE training day
in London, purchased their elections
handbook and obtained copies of the
relevant legislation and Electoral
Commission guidance manual to enable her
to understand the complexities of electoral
law. The RO also held regular meetings with
the elections officer to agree processes and
to have input into the planning process; and
chaired group update meetings of relevant
officers to review progress, assess risk and
contingency plans and ensure that statutory
and general timetables were adhered to.
East Midlands South Northamptonshire Instigated training with Roger Morris
(Electoral Consultant) on a personal basis.
Other RO's in the area invited to share costs.
Project plan in place and a project manager
from the Corporate Programme Office was
appointed to provide project management
expertise. This was an additional resource to
support the election team. RO chaired the
project meetings which were regular and
supported by agendas and minutes.
Activities in the action plan were reviewed on
a regular basis with the election core team.
East Midlands Wellingborough Two-Tier District
East Midlands West Lindsey Two-Tier District Proactive approach to both the European
and County Council elections made
personally by the Local Returning Officer.
He has demonstrated continued interest and
involvement throughout all processes. Not
only has he attended regular meetings with
the County Returning Officer but he has also
attended the East Midlands regional meeting
for LRO's organised by the RRO at Leicester
on 12 November 2008. In addition he has
attended the Forensic Training course held
at Blaby on 23 April 2009 and used his skills
during the scanning of postal vote
statements during the 'opening' sessions.
West Midlands Birmingham Metropolitan District • Due to the size of Birmingham it is
necessary for the Returning Officer to
appoint deputies to assist in the preparation
of the election whilst maintaining an overview
of what was happening not only locally but
also on a regional basis. Therefore the
elections management team was clearly set
out and defined from an early stage. This
included people with substantial elections
experience who could provide the Returning
Officer with advice on both administrative
and legislative issues.
• As part of the planning process the
Returning Officer met monthly with his senior
elections officers to discuss various aspects
of the planning of the election. This would
involve discussions on issues ranging from
finance to risk management to staffing. The
Returning Officer would also attend meetings
with other Regional Returning Officers (or
when not available ensure that someone was
sent in his place) to keep up to date with any
issues arising national and to feed this back
to his staff and Local Returning Officers
• During these meetings the Returning
Officer would monitor progress and where
appropriate seek additional information.
Such an example included the obtaining of
risk registers for the Local Returning Officers
to ensure that they had identified and
West Midlands Bromsgrove Two-Tier District planned for various risks..
Appointment of Head of Legal, Equalities &
Democratic Services and the Electoral
Services Manager as Deputies with full
powers with regular meetings during election
period. EC guidance manual available to all
West Midlands Cannock Chase Two-Tier District
West Midlands Coventry Metropolitan District Although only recently appointed as Chief
Executive and Local Returning Officer, I
have taken time to aqaint myself thouroughly
with the responsibilities involved in running
an election, and have been able to oversee
the management of the election, particularly
through my election team and by using a
project management based approach (Martin
West Midlands Dudley Metropolitan District
West Midlands East Staffordshire Two-Tier District The Commissions checklist was adapted and
used for this election. The RO attended
generic and specific training sessions and
briefings for these elections and has been
involved in the running of elections for some
West Midlands Herefordshire Unitary District
West Midlands Lichfield Two-Tier District
West Midlands Malvern Hills Two-Tier District
West Midlands Newcastle-under-LymeTwo-Tier District
West Midlands North Warwickshire Two-Tier District
West Midlands Nuneaton & Bedworth Two-Tier District
West Midlands Redditch Two-Tier District Whilst being a fairly recent appointment, the
Returning Officer has attend several training
sessions provided by both SOLACE and the
AEA as well as attending election
preparation meetings hosted by the RRO.
She has taken a pro-active role in the
development and improvement of Electoral
West Midlands Rugby Two-Tier District
West Midlands Sandwell Metropolitan District Supporting evidence: Notice of Appointment
from RRO; Returning Officer Staffing
Structure, Roles and Briefing Arrangements;
Training Records; Managing a European
Parliamentary Election in GB - Guidance for
LROs; Risk Registter extract.
Unitary County Although we have ticked not currently
West Midlands Shropshire (Bridgenorth; North Shropshire; South Shropshire; Oswestry; Shrewsbury and Atcham)
meeting the performance standards we are
in fact complying with the majority of the
West Midlands Solihull Metropolitan District
West Midlands South Staffordshire Two-Tier District Current RO has a good working knowledge
of electoral law due to his legal background
and experience. RO decided on "meets
West Midlands Stafford Two-Tier District I have recently been appointed as Returning
Officer and have attended the Solace
training for New Returning Officers and the
West Midlands Regional Training and
Guidance sessions. As Returning Officer I
have involved myself with all aspects of the
recent elections process with a view to
reaching the required performance standard.
West Midlands Staffordshire Moorlands
West Midlands Stoke-on-Trent Unitary District
West Midlands Stratford on Avon Two-Tier District
West Midlands Tamworth Two-Tier District Training has been provided for key staff in
relevant areas of election
West Midlands Telford & Wrekin Unitary District
West Midlands Walsall Metropolitan District There does not appear to be any recognised
continual professional development
programme for returning officers but as the
council's RO, I take a very keen interest in
any elections and any developments in
electoral law and practice
West Midlands Warwick Two-Tier District
West Midlands Wolverhampton Metropolitan District
West Midlands Worcester Two-Tier District
West Midlands Wychavon Two-Tier District The District Returning Officer receives
regular briefings from myself. I keep him
abreast of changes to legislation, new
inititiaves and any issues arising. We have a
close working relationship which enables me
to get on and do my job but with support as
and when required. As I have a permanent
appointment as deputy our election
management arrangements are very strong
as I am directly involved on a day to day
basis with all aspects of the elections.
West Midlands Wyre Forest Two-Tier District
North East Castle Morpeth Two-Tier District
North East Unitary County
County Durham (Durham; Easington; Sedgefield; Teesdale; Wear Valley; Derwentside; Chester-le-street)
North East Darlington Unitary District
North East Gateshead Metropolitan District
The Returning Officer is working towards
ensuring above the performance standard.
Full use is made of all guidance and circulars
provided by the Electoral Commission.
These are utilised by the Election team on a
daily basis to ensure ongoing complaince
and procedures are reviewed and updated
as required. All team members have specific
roles and responsibilites. Detailed planning
and risk assessments are undertaken as
part of the Corporate strategy. Members of
the team understand their roles and
responsibilites, which are referred to in
procedures. The Electoral Services Manager
and Electoral Services Assistant are
scheduled to attend detailed training in
relation to election accounts to ensure that
they are completed in a timely manner
North East Hartlepool Unitary District
North East Middlesbrough Unitary District
North East Newcastle upon Tyne Metropolitan District
North East North Tyneside Metropolitan District
North East Unitary County
Northumberland (Alnwick; Berwick-upon-Tweed; Blyth Valley; Tynedale; Wansbeck)
The Returning Officer has several years
experience as a Deputy Returning Officer.
North East Redcar & Cleveland Unitary District
The Returning Officer is the Chief Executive
who actively participates in every election
verification, count and postal vote opening
session. Briefing notes and meetings are
held with the Election Project Manager. The
Electoral Commission guidance manual is
read and used to gain electoral and
procedural knowledge. The Bad and
Doubtful guidance booklet was used at the
Count to help adjudication. The recent 4 by
elections in the Authority were all
successfully concluded without challenge or
recount (September 11, October 2, October
16, April 2).
North East South Tyneside Metropolitan District
• include the role of the Returning Officer in
the job description of the Head of Corporate
• have a Returning Officer who has been
involved in elections for 30 years and has a
vast amount of experience and knowledge
• have a staffing structure with sufficient
capacity to ensure well run elections
• have a Returning Officer who receives
regular feedback on election activities
through a series of senior management
• Have a Returning Officer who attends an
elections evaluation meetings and provides
North East Stockton-on-Tees Unitary District
North East Sunderland Metropolitan District
North West Allerdale Two-Tier District
North West Barrow-in-Furness Two-Tier District
The RO for the Borough Council has been
responsible for the conduct of all elections
for the area since 1993. This is the 4th
European Parliamentary Election he has
The RO oversees the planning, management
and risk assessment for all elections and
regular feedback is provided by the Election
Management Staff. The RO provides the
appropriate support to the Election
Management Staff as and when required and
can be approached for guidance on any
Election Accounts are delegated to a
member of the Election Management Staff to
prepare which are then overseen and agreed
by the RO.
Formal appointments were issued in 2009
from the Regional Returning Officer and the
County Returning Officer as LRO and DRO
respectively including Election Management
Staff (x2) appointments as DLRO and
All Polling Station, Postal Voting, Verification
and Counting Staff are issued with
North West Blackburn with DarwenUnitary District
The Returning Officer was appointed as
County Co-ordinator by the Regional
Returning Officer. He holds regular
meetings with Deputy RO's and election
staff to ensure that all processes and
procedures are on target for the project and
North West Blackpool Unitary District
Election team management structure in place
showing responsibilities and reporting
mechanism. LRO issued full appointments
for all key election staff. LRO secured
provision of staff across Council to assist
with postal issue, postal receipt and opening
as well as verification and the Count. LRO
Update meetings as appropriate between
LRO and Project Board lead.
North West Bolton Metropolitan District
North West Burnley Two-Tier District 0
North West Bury Metropolitan District 0
North West Carlisle Two-Tier District
North West Unitary County
Cheshire East (Congleton; Crewe and Nantwich; Macclesfield)
North West Unitary County
Cheshire West and Chester (Chester; Ellesmere Port and Neston; Vale Royal)
North West Chorley Two-Tier District
Evidence includes having dealt with ballot
paper problems 2008. Regular project
meetings with DRO. Election accounts
always submitted early. RO is the ERO.
North West Copeland Two-Tier District
North West Eden Two-Tier District
North West Fylde Two-Tier District
North West Halton Unitary District
North West Hyndburn Two-Tier District
North West Knowsley Metropolitan District
North West Lancaster Two-Tier District
Regular meetings are held between EO/DRO
and RO starting monthly in January building
to weekly from Mid April. The EO/DRO
attend all briefing/training sessions held in
the run up to an election and the RO
attended meetings with the RRO
North West Liverpool Metropolitan District
The Returning Officer has undertaken to
attend as many appropriate and accessible
events as possible, including those run by
the AEA and SOLACE. He takes a personal
interest in the legislative framework, current
and future legislative programme. He is very
well aware of his roles and responsibilities
and those of the Electoral staff. The
Elections Manager reports directly to the
Returning Officer, and not through the
heirarchy of the organisation. The Returning
Officer receives information and reviews
progress with a weekly or daily exceptions
briefing in the run up to the election, and has
regular contact with the elections team. He
attends training sessions, and postal voting
personal identifier sessions. He has copies
of the relevant manuals and up dated
encyclopedia available. Accounts are
completed well within the guidlines and he
has indeed presided over the completion and
correction of accounts from 1999, well before
his appointment. He is himself the ERO.
North West Manchester Metropolitan District
North West Oldham Metropolitan District
North West Pendle Two-Tier District
North West Preston Two-Tier District
North West Ribble Valley Two-Tier District The Returning Officer , due to size of the
Authority and small number of available staff
is one of the 4 members of the Elections
team which meets on a daily basis,the
Electoral registration officer is a team
North West Rochdale Metropolitan District
In addition to the points raised in 2, the
Returning Officer has a strong knowledge of
electoral law and keeps this updated as
North West Rossendale Two-Tier District
The Returning Officer‟s skills and knowledge
North West Salford Metropolitan District can be demonstrated under the following
After each election the Returning Officer
arranges a `wash-up` session and invites her
deputies, the elections team, marketing and
communications, and any other interested
parties to the meeting to discuss each area
of the electoral process to review practices
and procedures. Any issues/areas that are
needed to be addressed before the next
election are listed and a separate project
plan is formulated.
The Returning Officer has a sound
understanding of the legislation which is
relevant at each particular election. Her
knowledge is best demonstrated in her many
dealings with candidates and agents on a
variety of issues, ranging from imprints on
leaflets to attendance at the count
Roles and Responsibilities
The Returning Officer takes an active role in
all types of elections. All staff involved in an
election are fully aware of how the Returning
Officer operates and what she expects from
Her vision and foresight in organising the
different types of election is exceptional and
North West Sefton Metropolitan District
The Returning Officer took up the position in
North West South Lakeland Two-Tier District
The Returning Officer is increasing her
knowledge of elections law, and is familiar
with relevant legislation and has had to
develop a hands on approach to the process
in the absence of the Elections Manager
through these recent elections. The
Returning Officer has attended training
courses organised by the Electoral
Commission and AEA.
North West South Ribble Two-Tier District 0
North West St Helens Metropolitan District
North West Stockport Metropolitan District
Returning Officer is very involved in running
of election, he reads all of the guidance
provided and has regular meetings with
election staff and other relevant
departments. He is also very supportive and
approachable to all election staff.
North West Tameside Metropolitan District
North West Trafford Metropolitan District
North West Warrington Unitary District
North West West Lancashire Two-Tier District
North West Wigan Metropolitan District
North West Wirral Metropolitan District
North West Wyre Two-Tier District
Yorks & Humber Metropolitan District
RO can provide copy of appointment letter if
required. Structure chart and job
descriptions can also be provided if required.
The elections manager is appointed as a
deputy returning officer with full powers.
Yorks & Humber Metropolitan District
Yorks & Humber Metropolitan District
The RO, in addition to meeting the standard,
has a robust structure in place within
Electoral Services which provides the
detailed, professional expertise required to
fulfill his duties.
Yorks & Humber Two-Tier District
Yorks & Humber Metropolitan District
East Riding of Yorkshire
Yorks & Humber Unitary District
Yorks & Humber Two-Tier District
Yorks & Humber Two-Tier District
This was Mr. Sampson's first major election.
He had regular meetings with Election Staff
and familiarised himself with the process and
Kingston upon Hull
Yorks & Humber Unitary District
Yorks & Humber Metropolitan District
The Returning Officer has supplied a
statement of evidence which can be provided
in support of this assessment. A copy of the
electoral services team structure is also
available as evidence. The Returning Officer
can be approached at any time for his help
and advice and always ensures that the
appropriate resources are available to the
Electoral Services team. It is unlikely,
however, that this authority will achieve
above the standard as it is generally felt that
in a large authority such as this the skills of
the Electoral Services Manager (appointed
as Deputy RO with full powers) and the
professional level of such a role is such that
the Returning Officer can delegate a
significant level of responsibility, whilst
maintaining full oversight of the process.
There is also an expectation that any person
appointed to the role of Electoral Services
Manager in the authority will already have
the significant knowledge of existing and
developing electoral practice required to
ensure an effectively run election.
Yorks & Humber Metropolitan District
In addition to my appointment as LRO, since
1999, I have also served as the Regional
Returning Officer for the Yorkshire and the
Humber Region. Since its formation in 2003
I have been a serving member of the
Regional Returning Officers Coordination
Group and the Electoral Commision's
Election Leadership Forum Group informing
developments in legislation and initiatives to
improve performance .
North East Lincolnshire
Yorks & Humber Unitary District
The Returning Officer only joined the council
in September 2008 and has little knowledge
of electoral law or the processes and
procedures required to conduct the election.
With regard to supporting staff during the
election period, all queries are referred to the
Deputy Returning Officer (who has a strong
knowledge of electoral law). At the recent
European Parliamentary election, the
Returning Officer did not actively involve
himself in the administration of the election.
Yorks & Humber Unitary District
Yorks & Humber Two-Tier District
Yorks & Humber Metropolitan District
The RO is also Chief Executive of a large
metropolitan authority and as such would
have great difficulty in finding sufficient time
for regular direct involvement but recognises
this and mitigates against it by ensuring the
has a structure in place which provides
professional expertise and accountability on
Yorks & Humber Two-Tier District
This is the third election that the current
Returning Officer has run at Ryedale. All of
these elections have been run using the
appropriate guidance materials and full
working knowledge of electoral processes
has been acquired. An Elections Working
Group assists with the planning of the
elections and reviews and updates the
Yorks & Humber Two-Tier District
The Returning Officer was appointed by the
Council in 2007 and has overseen the local
elections in 2007 and the European and
County Council elections in 2009. He is also
the Electoral Registration Officer. We not
have a separate document showing roles
and responsibilities this is included in
respective job descriptions.
Yorks & Humber Two-Tier District
Yorks & Humber Metropolitan District
Yorks & Humber Metropolitan District
In a large authority like Wakefield the
important thing is that that the RO has put
systems in place for the administration and
management of election matters. In large
authorities the role of the Electoral Services
Manager is a significant one and links closely
to the RO. It is perhaps unrealistic to expect
the RO to have extensive detailed
experience and knowledge of the subject
matter when adequate management systems
are in place. The RO has an overarching
'overseers' role as she does with many other
professions within the Council.
Yorks & Humber Unitary District
Automatic appointment of RO when Chief
Executive takes office. Monthly meeting with
Electoral Services Manager to discuss both
Elections and Electoral Registration. During
election periods, weekly meeting with
Electoral Services Manager and all DRO's.
Attended training course ran by SOLACE for
the new RO's and relevant courses offered
Scotland Aberdeen City Scottish Unitary
Scotland Aberdeenshire Scottish Unitary
Scotland Angus Scottish Unitary Evidence available to support assessment:-
Copy of Council Standing Order 43
Election Team Staffing Structure
Election Team Duties
Depute Local Returning Officer Appointment
Copy of memo issued to Chief Officers
regarding issues of protocol 30/3/09
Copy of memo issued to Chief Officer
regarding staffing 23/1/09
Highlight Reports from monthly Returning
Officer meetings with Depute Returning
Officer & Projects and Elections Officer
Returning Officer attendance at SOLACE
course Elections 2009- Managing the
Electoral Process and Refresher:Scotland
25/2/09, Electoral Commission seminar
18/11/08, RRO Cluster Group meeting
Scotland Argyll and Bute Scottish Unitary
Scotland Clackmannanshire Scottish Unitary
Scotland Scottish Unitary
Dumfries and Galloway The current Returning Officer will be retiring
in June 2009. The Council has yet to appoint
Scotland Dundee City Scottish Unitary
Scotland East Ayrshire Scottish Unitary
Scotland East Dunbartonshire Scottish Unitary
Scotland East Lothian Scottish Unitary RO is currently performance above the
standard as evidenced through regular
particpation on relevant training courses (eg
SOLACE UK Running Elections and
Forensic Science Signature Recognition)
and regular briefing seminars provided by the
EC and RRO. Although rapidly developing
awareness and knowledge, more can be
done to strengthen knowledge of electoral
Scotland East Renfrewshire Scottish Unitary First election for newly apponted RO. RO
has attended a number of Electoral
Commission training sessions and other
meetings with election practitioners and has
closely studied EC giudance. RO has worked
closely with the election team, being briefed
on a weekly basis at various stages of the
process and taking an active and hands on
Scotland Edinburgh, City of Scottish Unitary The Council's Scheme of Delegation to
Officers specifies that the Chief Executive is
Returning Officer for Parliamentary and local
elections. Through a structured project
planning process that includes records of
meetings, detailed project and contingency
plans, a risk register and reviews, I am able
to demonstrate that all elements of level 2
are met. My self-assessment is that I am
operating at level 3. I have been the main
elections spokesperson for SOLACE
(Scotland) for a number of years. I have
been Regional Returning Officer (RRO) for
Scotland for European Parliamentary
Elections on three occasions and have been
an active member of the various RRO
groups and the Commission's Electoral
Leadership Forum in that time and attended
training events that have been organised. In
addition, I was a member of the Scottish
Elections Steering Group prior to 2007. I
have been instrumental in establishing the
Interim Electoral Management Board for
Scotland in the lead up to the recent
elections. I maintain an overview of
legislative requirments and can call upon
legal expertise in electoral law at any time. I
Scotland Eilean Siar Scottish Unitary
Scotland Falkirk Scottish Unitary
Scotland Fife Scottish Unitary
Scotland Glasgow City Scottish Unitary
Scotland Highland Scottish Unitary The LRO leads the Election Management
Team and ensures that sufficient resources,
both human and financial, are made
available to ensure the election is conducted
in accordance with the 2009 Regulations.
There is an Election Project Plan in place,
with regular Team Meetings. Financial
Management is undertaken by a qualified
Accountant. The Returning Officer has over
8 years experience as a Depute Returning
Scotland Inverclyde Scottish Unitary
Scotland Midlothian Scottish Unitary
Scotland Moray Scottish Unitary RO appointment was completed at
committee and will be minuted, Elections
Roles and responsibility document also on file
Scotland North Ayrshire Scottish Unitary I have been Chief Executive of North
Ayrshire Council for 5 years and [Local]
Returning Officer for all elections held within
North Ayrshire Council‟s administrative
boundaries in that period. Specifically I have
been Returning Officer for
• The UK Parliamentary Election held in 2005
(North Ayrshire and Arran Constituency);
• The Scottish Parliamentary and Local
Government Elections held in May 2007;
• A Local Government By Election held in
December 2008; and
• The European Parliamentary Elections held
in June 2009.
I have also been involved in different posts
operational in a number of elections in my
My time as Returning Officer has witnessed
many changes in the way that elections are
run, including the introduction of STV and E-
Counting for Local Government elections in
Scotland and the introduction of personal
identifiers through the Electoral
Administration Act 2006.
Each election of course presents its own
challenges. I am satisfied however that I
have accrued a sound understanding and
knowledge of electoral practice and electoral
Scotland North Lanarkshire Scottish Unitary law to undertake the role of Returning Officer
Scotland Orkney Islands Scottish Unitary
Scotland Perth and Kinross Scottish Unitary SOLAR and SOLACE Meetings, Cluster
Meetings and Forensic Science Session.
Scotland Renfrewshire Scottish Unitary Details of role of Local Returning Officer,
including job description, Duties and
responsibilities of Election Team, Minutes of
Meetings (Elections Programme Board,
Elections Project Team, & Elections Team)
Attendance by Local Returning Officer at
Electoral Commission European
Parliamentary Elections Autumn seminar
(18/11/08) and attendance at Regional
Returning Officer Cluster Meeting (19/02/09)
Scotland Scottish Borders Scottish Unitary 25/02/09 Managing the Election Process
Refresher Course - (Solace Enterprises
Edinburgh) - (Certificated Course)
03/03/09 EU Elections Group 4 Meeting
Edinburgh City Chambers
26/03/09 Election Training for Returning
Officers - Adjudication of Ballot Papers
(Solace Mtg Polmont)
30/03/09 Electoral Commission Briefing -
30/04/09 Election Planning Meeting with L &
B Police (CHQ)
18/05/09 Meeting with Election Agents (CHQ)
Appointment Agreement - As per Chief
Executive's Job Description and appointment
letter (copy held in CEO)
Scotland Shetland Islands Scottish Unitary
Scotland South Ayrshire Scottish Unitary • SOLACE Training; • Electoral Commission
Seminars; • Regional Returning Officer
Meetings; • Local Returning Officer
Meetings; • Meeting with Electoral
Scotland South Lanarkshire Scottish Unitary
Scotland Stirling Scottish Unitary I am a member of the Interim Electoral
Management Board for Scotland. The
immediate focus of the IEMB was to ensure
that the European Election was well run.
Scotland West Dunbartonshire Scottish Unitary The RO is aware of the electoral
commissions guidance materials and has a
working knowledge of electoral legislation.
The RO understands the processes and
procedures and led the full election
evaluation meeting and debrief. This
information will inform the election
Scotland West Lothian Scottish Unitary The Local Returning Officer chairs the
Strategic Election Team and also has regular
one to one meetings with 3 members of the
core election team. He has been involved in
running elections for more than 20 years but
is included in the training plan and undertook
training on those aspects of the election that
were new, particularly AVI checking. He has
facilitated an excellent working relationship
between the council and Electoral
Registration Office which has resulted in
effective joint working and an initiative on
registering young people which was
nominated for a COSLA award.
South West Unitary
Bath & North East Somerset District
South West Bournemouth Unitary District We have some of this but Pam does not sign
an acceptance as far as I am aware,
Deputies do and we have these but Pam our
RO doesn't. We do have a Election team
management structure via our Team council
South West Bristol Unitary District
South West Cheltenham Two-Tier District
South West Christchurch Two-Tier District
South West Cornwall (Caradon; Unitary County The Implementation Executive resolved that
Carrick; Kerrier; the duly appointed Electoral Services
North Cornwall; Manager of the new Cornwall Council be its
Penwith; Restormel) Electoral Registration Officer and Returning
Officer. I was appointed Electoral Services
Manager of Cornwall Council following a
Panel interview on 26th November, 2008. I
have over 30 years practical experience in
this area of work, have attended numerous
training and development programmes and
hold the AEA's Diploma in Electoral
South West Cotswold Two-Tier District
South West East Devon Two-Tier District
South West East Dorset Two-Tier District
South West Exeter Two-Tier District
South West Forest of Dean Two-Tier District
South West Gloucester Two-Tier District
South West Mendip Two-Tier District aspects of the performance standard was
achieved but not all of it.
South West Mid Devon Two-Tier District
South West North Devon Two-Tier District
South West North Dorset Two-Tier District
South West North Somerset Unitary District The Returning Officer in his role as Local
Returning Officer at the European
Parliamentary election (or his appointed
Deputy LRO's) attends all briefings arranged
by Regional Returning Officer. LRO holds
regular election planning meetings held with
key staff in six-month period prior to the
election to agree main processes and
actions. EC Manual "Managing a European
Parliamentary election in Great Britain" used
by LRO and his team as standard reference
work. LRO is the Council's Chief Executive
Officer, has direct management responsibility
for the electoral services function and is also
the Electoral Registration Officer. LRO has
direct involvement in major election events
including postal vote despatch and receipt,
verification and counting of votes.
South West Plymouth Unitary District Although Level 1 has been ticked. I refer you
to the document entitled 'Elections
Operational Plan', which can be forwarded in
due course. The (Local) Returning Officer
complies with most of the Level 2 standard,
as will be demonstrated in the above-menti
South West Poole Unitary District The RO @ Poole has worked in Elections
since 1973 and has been ERO/RO since
1992 + RRO since 2004 and is completely
'hands on'. He is a member of various
consultation bodies, keeps up to date with all
developments and undertakes regular
South West Purbeck Two-Tier District
South West Sedgemoor Two-Tier District
South West South GloucestershireUnitary District
South West South Hams Two-Tier District I have attended traing courses and seminars
but have only been a (Local) Returning
Officer for 2 years. I am unclear in 3 above
of how "strong knowledge" is defined. I do
intend to continue my personal development
in this area. My Electoral Administrator has
a very strong knowledge of electoral law and
I provide the appropriate support as and
South West South Somerset Two-Tier District
South West Stroud Two-Tier District Attended the Regional Returning Officer
event in Exeter. Personal contact with the
Electoral Commission over election issues.
Personal research on various aspects of
electoral law. Informal support to Returning
Officer in neighbouring Authority. Lead Chief
Executive/Returning Officer in discussions
with County Returning Officer.
South West Swindon Unitary District
South West Taunton Deane Two-Tier District RO is fairly new in role. However, has been
on SOLACE course and holds Election Team
Meetings on regular basis. Also
communicates with neighbouring RO. As
CEO of the LA obviuosly has wide
management and communication skills which
allows the postholder to comprehend the
responsibilities that are involved with the role
South West Teignbridge Two-Tier District
South West Tewkesbury Two-Tier District 10+ years experience with no election
petitions. Access to Schofields, Parkers and
South West Torbay Unitary District
South West Torridge Two-Tier District
South West West Devon Two-Tier District
South West West Dorset Two-Tier District The Returning Officer has a close working
relationship with the elections team and with
the Electoral Registration Officer. There is
open access to the Returning Officer at all
times and in the months leading up to an
election regular scheduled meetings are held
with election managers to monitor and
evaluate progress agianst the election
timetable and to assess response to risk.
The Returning Officer recieves all
commuincations and publications from the
Electoral Commission and is familiar with the
Commission's published material. He has a
clear knowledge in broad terms of the
election process and ensures that managers
and staff at operational level have his
support and have unrestriicted access to the
resources that they need. The Returning
Officer attends regional briefings in the build
up to an election.
South West West Somerset Two-Tier District
South West Weymouth & Portland Two-Tier District
South West Wiltshire (North, Unitary County The LRO is the Chief Executive for the
West, Kennet, Unitary Council. He attended the training
Salisbury) sessions aimed at DRO's and senior staff
and was kept informed on events and
processes. He made key decisions based
on advice from the Council Solicitor and the
Head of Electoral Services. However, he
does not have a working knowledge of
Wales Blaenau Gwent Welsh Unitary The Returning Officer is a Lawyer and also
the Electoral Registration Officer. He has
attended all RO training sessions and in
addition attended the training sessions for
electoral administrators. He is a proactive
member of senior management team for the
Governance Directorate and able to access
additional resources when required. He
carried out all of the election training for poll
clerks, presiding officers, polling station
inspectors and overseas the training of
senior counting staff. He attends every
postal vote issue and opening sessions and
verifies all of the postal vote rejections.
Updates the election training each year
based on feedback. Takes part in
participation events promoting electoral
registration and elections.
Wales Bridgend Welsh Unitary None
Wales Caerphilly Welsh Unitary Whilst the strategic planning and day to day
events are dealt with by an experienced
elections office there is a strong working
relation with the Electoral Services Manager
and a good awareness of roles and support
to the team. Briefing sessions are held
regularly during the Election period and an
election debrief is held immediately after.
The RO is aware of his responsibilities and
role although not set out in a formal
Wales Cardiff Welsh Unitary
Wales Carmarthenshire Welsh Unitary The RO is also the ERO and Chief Executive
of Carmarthenshire County Council. The RO
has attended pre-election meetings with the
RRO. The RO has many years of experience
of being actively involved in the conduct and
administration of elections. The RO keeps up
to date with electoral legistation via
MOJ/Welsh Assembly/EC's publications etc
and feedback from the electoral team in
particular from regular contact with the
Statutory Services Manager (DRO) (who
reports directly to the RO) and who
supervises the electoral team. The RO
contributes to and approves the project
management and risk assessment plans for
which the EC templates are used. Post-
election assessments are overseen by the
RO and improvements made accordingly to
improve the efficiency and effectiveness of
operations and the quality of services
provided. The RO advises on the of training
Presiding Officers, Polling Clerks and
Inspectors and actively participates in the
respective training sessions. The RO has
attended the Forensic Handwriting Workshop
with regard postal vote (PVS) adjudication.
The election accounts are checked and
approved by the RO and submitted within the
Wales Ceredigion Welsh Unitary None
Wales Conwy Welsh Unitary None
Wales Denbighshire Welsh Unitary The Returning Officer has benefitted from
having a strong and experienced Electoral
team in place. In addition the Returning
Officer has shown personal commitment by
undertaking the training needed. The
Returning Officer attended training provided
by SOLACE for new Returning Officers and
also the Electoral Commission's Forensic
Training Service. The Council is currently
going through a period of unprecedented
change of Returning Officers, the strength of
the Electoral team is critical in guiding a new
Returning Officer through this period.
Wales Flintshire Welsh Unitary As Local Returning Officer I believe I met the
standard and have sufficient skills and
knowledge to carry out the statutory duties.
• Through committing time and attention to
digesting written guidance and to attending
national and briefing events and previous
experience of elections management in 3
• Through regular briefings internally and by
intervening, by exception, where necessary
able to identify and oversee procedures.
• Through pre-planning of resource needs
based on risk assessment, prior local
experience and national guidance, required
staff and resources are in place for a well run
• Through regular briefings internally and by
intervening, by exception, where necessary
support is given to staff administering the
• Through regular briefings internally and by
intervening, by exception, where necessary
and pre-planning of resource needs based
on risk assessment, prior local experience
and national guidance oversees the
planning, project management of the election.
Wales Gwynedd Welsh Unitary • Through regular briefings internally and by
Wales Isle of Anglesey Welsh Unitary Dual role RO & ERO.
Wales Merthyr Tydfil Welsh Unitary
Wales Monmouthshire Welsh Unitary
Wales Neath Port Talbot Welsh Unitary In the run up to any major Local or
Parliamentary election the Returning Officer
is kept updated regularly via formal briefings
and e-mail updates. In addition,
following discussions regarding this personal
performance standard the Returning Officer
requested a draft appointment agreement to
be drawn up itemising his role, duties and
responsibilties. This agreement will then be
evaluated and amended for all future
elections as part of the initial pre-election
Wales Newport Welsh Unitary None
Wales Pembrokeshire Welsh Unitary The Returning Officer attends training events
and delivers training to other Local Returning
Officers as well as being a member of
various forums and working groups
developing electoral law and practice.
Wales Powys Welsh Unitary
Wales Rhondda, Cynon, Taff Welsh Unitary In the main meets the standard, however it is
recognised that enhanced knowledge of
processes and procedures could be
Wales Swansea Welsh Unitary None
Wales The Vale of Glamorgan
Welsh Unitary • There is a project plan in place for the
European elections which identifies potential
risks and countermeasures, resources,
staffing and management arrangements
required for a well run election.
• Weekly meetings take place between the
RO and ERO to monitor progress and
identify and address areas of concern via the
• The RO oversees completion of the
election accounts and signs this off in a
timely manner with support from the ERO
and the Department Accountant.
• The RO attends seminars/ conferences and
briefings to improve elections management
and demonstrates good knowledge of
electoral law. The RO disseminates
information from seminars and training to the
• Job descriptions exist for the RO (included
in job description for Chief Executive),
Deputy RO (included in job description for
Director of Legal, Public Protection and
Housing) ERO and Electoral Registration
Wales Torfaen Welsh Unitary None
Wales Wrexham Welsh Unitary Job description and person specification in
place. Several training events attended.
Regular update meetings with Election
Manager and other senior Team members to
ensure plans are in place. Team members
have specific roles and duties. Holds early
debrief 'lessons learned' session following an
election. Supports and enables the Election
manager to complete the accounts.
Performance standard 2 Performance standard 3
I have ticked both 2 and 3 above; all staff,
whether temporary or permanent, attend
training, but the training of the temporary
staff was not evaluated.
The Returning Officer adopts a hands on The Returning Officer takes an active role in
approach to the planning and delivery of the the Training of Polling Station Staff and as
election via regular meetings with his such has determined that Presiding Officer
"Election Team" and DRO's. As part of the Training is mandatory and Poll Clerks
controller role he has approved both the Risk voluntary. In addition the whole election team
Analysis and contingency plan as well as including Polling Station inspectors will be
confirming arrangements for the Issue of required to attend a special Training session
postal Votes and the Count Centre which will allow the RO to evaluate and
influence main training content.
additional process and task register Evaluation of training for presiding officers
completed in line with election timetable. and poll clerks
Evaluation wash up meeting, feed back from
training sessions for staff
Elections are conducted following a written Annual training is provided for electoral staff
guidance manual detailing tasks and coupled with the provision of written
deadlines. Arrangements are in place to guidance and instructions. Electoral
cover the loss of election staff such as back- Commission training materials are utilised.
up trained staff and staff on call on election
day. Temporary staff are recruited to assist
with the adminstration of postal votes and
polling and count duties. The roles and
duties of staff at the count are issued in
writing and a layout of the count produced.
Out of hours emergency contact numbers
are provided for the Returning Officer's staff.
Staff appointed to act at polling stations are
required to complete a report to enable the
Returning Officer to evaluate feedback and
comments. An annual report is made to the
Council on the conduct of the election.
Contracts are in place for the production of
election material. An electoral debrief is
undertaken by the Returning Officer with
The Returning Officer has a project plan for The Returning Officer delivers training to
the conduct of elections. A range of other permanent and temporary staff and provides
documents contains information on the a powerpoint based briefing to polling station
management of risks, contracts and staff to address current issues.
An election plan togther with a series of The election training program including the
weekly meetings ensures that all members of content is subject to the approval of the RO.
the election team are fully conversant with
The RO has a project plan for the planning
and conduct of elections which contains
much of the evidence required to meet this
Standard. Supplementary information and
documentation contains the remaining
We only train polling station staff at
Parliamentary Elections when there are
funds available to provide a fee for training.
We hold a briefing session for Presiding
Officers and Senior Counters before each
election. We do not evaluate training
activities - we tell staff what they need to
Objectives for a successful election are The RO provided training for all tasks
contained within the Service Plan and undertaken in the delivery of the election; the
individual appraisal documents; Project training delivered in 2007 was evaluated for
meetings commenced in October 2008 on a content and style and rewritten to encourage
monthly, fortnightly and weekly basis as the the attendees to absorb the main points.
election approached; At each project Each polling station officer was given the
meeting, after the plan had been scrutinised, polling station handbook prior to the training,
one area of the election process was allowing them to raise any questions at the
discussed: the simulation exercise, the session; the staff signed to evidence their
verification, the count, postal vote issuing attendance and gace feedback on the
and postal vote opening; A risk analysis training content; the training was divided into
including controls was completed early in the two parts a) a power point presentation
planning process and continually reviewed. covering the main points of a European
Updates were made where necessary e.e. Parliamentary and Local Gov. election for the
swine flu pandemic; A business continuity more experienced pfficers, b) all new officers
plan was devised and amended where and those requiring refresher training were
necessary; Recruitment for election staff expected to attend the role play session
commenced in October 2008. Experienced especially aimed at dealing with franchise
staff were used where available but new markers. from responses received, this was
people were recruited for future continuity a successful learning approach and will be
purposes; The count layout and process was included in all future training; c) a franchise
documented. In addition feedback was marker card was devised for the polling
sought and received from the following station desk to enable the correct process to
stakeholders: candidates and agents (a be adhered to at a glance; many officers
survery of those present at the postal vote from the project team attended LRO training
opening was completed with excellent held by the RRO; the Electoral Services
results. Also see Performacne Standard 7); Manager attended training on the Euroepan
• Records of meetings/ discussions/ Evidence to support assessment
correspondence with local police/SPOC,
political parties, independent candidates and
other relevant bodies including the Electoral
• Risk assessment documentation
There is currently a new elections team in Permanent staff are trained on an ongoing
place and ongoing improvements are being basis as part of individual personal
made in terms of better frameworks, plans, development using a variety of methods. All
procedures and risk analysis. temporary staff receive on-site training.
The Returning Officer has adopted a project A training session is conducted for polling
management approach to managing the station staff.
election, but has not yet produced all of the A training plan and evaluation procedure is
written documents required to evidence parts currently beuing introduced.
2 and 3.
A basic date planner was used to manage
the election and a risk register was used
giving regard to contigency arrangements.
However, at present there is no detailed
business continuity plan.
The Returning Officer is currently udertaking
a review of the election and seeking
feedback from stakeholders. This will be
used to formulate an improvement action
Training slides for the last two elections will
These measures are in place as a result of
project management meeting, but were not
Business continuity plans are not yet There is training for casual staff, but no
Work Programme, Risk Assessment and There are training plans in place for
Agreements with key suppliers all in place. permanent staff, particularly those new to the
We undertake surveys following the election team. I was involved in delivering training to
to gain feedback from agents/candidates; all polling staff prior to polling day and we are
and also hold wash up meetings with key planning a follow up session with Presiding
staff to identify what went well and areas for Officers to review processes and prepare for
improvement. the General Election. We set up a cascasing
briefing system for Verification/Count staff to
explain the procedures to be followed.
Plans & Risk Registers in place and have Training & Development plan in place for all
been subject to overview by Regional staff. Feedback sought to help inform
Returning Officer. Business Continuity subsequent training delivery.
addressed as part of Risk Register. Count
layout plan and roles & responsibilities
documented. Contracts in place with printers.
Could almost be in the "Above the
performance standard" as meetings are held
with Agents/Candidates and the Democratic
Services Manager, but feel these need to
formalised a bit more before we could say we
have reached that standard.
Formal plans are in place, the project Permanent and temporary staff are provided
plan/working timetable for the election and with relevant training on an ongoing basis,
the risk register including business continuity for example AEA training prior to the
arrangements. In addition there are written election, and training on our Election
procedures clarifying the roles at the software. Election staff were provided with
verification and count, and floor plans of the training, including the Electoral
verification and count. We also produce Commission's powerepoint and guidance,
written guidance, to supplement the Electoral adapted for local use, and access issues and
Commission guidance, for polling staff, count disability awareness were highlighted. An
staff, postal vote staff. We have sought and evaluation of the training was carried out.
listened to feedback and will amend future
election plans accordingly.
The claim to have contracts for outsourced Formal evaluation forms are not issued but
functions relates to the election software and presiding officers have a log book containing
election printing. There are no contracts with space for comments on any matter which
equipment suppliers as this may prevent best can, and sometimes does, include training.
value being obtained. We will be aiming for
'Above standard' next time by doing more to
evaluate the election through review of
project/risk management plans and feedback
' BUSINESS CONTINUITY ALL OF 3 EXCEPT THAT, THIS YEAR, NO
ARRANGEMENTS ' AT DBC ARE NOT FORMAL EVALUATION FORM
ELECTORAL SPECIFIC BUT COUNCIL RECORDING EVALUATION OF TRAINING
WIDE. THERE IS NO TIME FOR FORMAL ACTIVITIES WAS ISSUED.
WRITTEN 'CONTINGENCY PLANS' WITH
CONTRACTORS. THESE COULD BE
VERBAL OR EMAIL BASED ONLY.
Elected Members, Disability Groups and key All staff must attend a training session prior
Officers are consulted on the polling station to working on election day. During the
venues for suitability. Presiding Officers, training session, senarios are added and the
Poll Clerks and Visiting Officers are written staff are invited to comment on the situation.
too after the election and invited to give All staff are given handouts with
feedback on the suitability of the polling comprehensive notes to use as guidance
stations. Any issues raised are discussed at and after the session we hold a question and
a wash up session with the Returning Officer answer session. Any issues raised are
and his staff. Necessary changes are written actioned and noted for future elections.
into an action plan and are implemented for
The Returning Officer is working to meet the Training of staff is given a high priority. The
"above performance" standards, some of Returning Officer makes use of material
which are currently achieved. With regard to provided on The Electoral Commission
(3) above, we don't do this in any structured website. Full-time electoral staff are
way which is why I have not ticked the box. ecouraged to attend training by the AEA and
With regard to (2) above, we implement and other bodies. I don't evaluate temporary
abide by a project management plan staff, but acknowledge that perhaps I should.
prepared for all elections
I feel that this is an area where we have I feel that we perform above the standard
performed at a high level. We have used regarding training. All permanent staff are
information on the Electoral Commission subject to annual appraisals and monthly
website plus past experience of the elections team meetings and/or 1 to 1s. In this way
team to create a comprehensive elections training plans are developed and monitored.
management plan and a risk register which We make use of training seminars provided
have been monitored and updated on a by AEA - and this year staff have attended
regular basis.Adequate staff were recruited sessions regarding postal votes, the
and appointed for all functions needed to verification and count. and also the AEA
deliver the election - with contingency annual conference.. The Returning Officer
arrangements also in place. Particular and Deputy Returning Officer have attended
consideration was given to the possible Solace training. We have attended all
effects of swine flu and pandemic. All staff briefing sessions provided by the SE
involved had detailed appointment Regional Returnning Officer in respect of the
documents plus guidance notes relevant to Euro election. In addition, due to our move to
their role supplied to them. Layout plans Halarose software in March 2009, the
were provided for the counts and excel elections team have recieved training in
spreadsheets developed to collate results to EROS elections and Avantguard modules.
form a comprehensive double check on Staff have also made use of networking
manual systems in use. A comprehensive opprotunites by attending regional and
post-election review document was drawn up county AEA meetings and also the annual
with input from all staff involved, and input AEA conference. With regard to temporary
also sought from candidates and agents, and staff engaged for election duties, all such
this was presented and discussed at staff received in-house training from our own
Management Team. Evidence to support elections team. This training was delivered in
this includes election management plan, risk several formats including powerpoint
register, meeting notes, appointment letters, presentations, briefing notes, small group
briefing notes for poll staff, briefing notes for instruction by a supervisor, demos and
All 'Meets Requirement' standards are Thorough training of all staff was given and
performed as listed above. We would be feedback collected from all Presiding
above the Performance Standard if we were Officers and Poll Clerks. Training is
to collect feedback from candidates and reviewed before each election but currently
agents and from the election staff (which there is no formal training or evaluation plan
would have had to go out with their pay other than to examine the feedback forms
slips), although feedback on training 180 from the participants and to analyse post
staff was collected. election where the weak points are. If this
were to be formalised we would be above
As detailed above, primary management of The Returning Officer, Deputies and
the elections is through the Elections Electoral Services staff attended Solace and
Committee that is chaired by the Returning AEA courses in 2009 as well as briefing
Officer. The Deputy Returning Officers and sessions organised by the South East RRO
key Electoral Services staff also sit on this and training provided by the software
committee. Day to day operational matters supplier Halarose. Courses attended were;
and planning is managed through the Verification and Count Procedures,
Elections Project Group that is chaired by the European Election Processes, Electoral
Elections Manager. This group involves Integrity Issues, specific Returning Officers
officers from around Hastings Borough Training and Postal Vote Scanning and
Council (HBC) involved in election Verification. Training was also provided to all
organisation including Press and Presiding Officers, Poll Clerks, Postal Vote
Communications, IT , Finance, Openers, Senior Counters and Count
Accommodation, Legal and Security. Assistants.
Representatives from the Electoral
Commission South East Office were invited
to these meetings and provided useful input
and good feedback on our planning. The
project group work to an agreed project plan
that is reviewed at each meeting including
the post election "wash up". A meeting was
held with Agents in March and we provided a
detailed briefing paper on the organisational
arrangements. A "wash up" meeting will be
held with them in July. Entires are made in
the Corporate Risk Register dealing with
Elections and we completed the Electoral
Commission Risk Document that was
A risk register is in place covering both Training for all permanent staff members is
financial and operational risks in running an planned annually, reviewed periodically and
election and this includes implemented in accordance with the
continuity/contingency measures. An election Council's Human Resources practices, in
plan/timetable is maintained visibly within the particular by means of individual
elections office and updated/signed off Performance Agreements. Such training
through the course of the election processes. includes, as appropriate, formal training
provided by the Association of Electoral
Administrators and 'ad hoc' short seminars
and updating sessions for the permanent
team. Training/briefing for polling station staff
is focussed on the Electoral Commission's
Handbook. Separate briefings are provided
to temporary staff working on (a) postal vote
issue and opening (b) the count. Simple
evaluation of the effectiveness of the training
provided to temporary staff will be
undertaken, including via reports/feedback
from Presiding Officers as to any issues
arising on polling day.
Please see the supporting documents, sent Please see the supporting documents, sent
under separate cover, which include various under separate cover, which include details
plans and the risk register. of dates and times of training sessions along
with the various training documents used.
The Electora Commission "Handbook for
Polling Station Staff" was distributed at the
Polling Staff sessions, and a further copy of
this, along with the pocket guide, was also
packed into each Presiding Officers pack so
that they could not forget it on Polling Day.
As well as all evidence for level 2, we Comprehensive training and induction plan in
undertake comprehensive evaluation of palce for permanent and temporary staff; Full
feedback sought from all staff involved in briefings given to all polling station staff, as
election, candidates and agents.Post- well as distribution of EC Handbook with own
election review meetings held with all local instructions. Feedback sought from
suppliers as well as Elections team. polling station staff about effectiveness and
built into plans for future years.
Training plans exist for permanent staff.
Post election questionnaires are sent to all Undertake an evaluation of training as part of
staff involved after the election also Polling general evaluation questionnaire.
station inspectors are required to complete a
form for each station as they visit and an
action plan is drawn up to address issues
raised. When booking halls we ask the
bookings clerk to let us know about
accessibility issues etc.
Business continuity plans are not yet There is training for casual staff, but no
At the time of writing I have not compelted I do have a written Training Plan, but i do not
this review; I am still awaiting some have an Evaluation Plan.
candidates/agents feedback, and my report
will be considered by Members on 16.9.2009.
There is a wide gap between not meeting
and meeting the standard in this case and I
feel that we fall somewhere between the two
inasmuch as we do lack some of the
Please see attached sheet Please see attached sheet
For all elections, there is a Project Group All elections office staff attend regular
including all key staff with a project plan that national and London AEA training courses
is updated every week during the election throghout the year. A full training schedule is
period and distributed to key staff. Business maintained for all staff working on elections
continuity and risk management including evaluation. Training is updated
assessments are carried out in accordance each year to take account of the particular
with a corporate template which is updated requirements of the forthcoming election and
for each election. In addition, for the taking account of how the training in the
European Parliamentary Elections, a previous year was received. For temporary
separate Swine Flu business continuity plan staff using the elections office, a separate
was produced. Count layout are produced training manual is produced and training
and updated for all major elections. undertaken by the Elections Manager.
Contracts are established with key suppliers
such as FDM Printers and Royal Mail.
Written plan showing the allocation of roles All Polling Station staff attended training at
and responsibilities amongst the Election which they also received a copy of the
team. Detailed timetable showing each task, Electoral Commission's Polling Station staff
the person responsible and the target date manual and Polling Station staff quick guide.
for completion. This timetable was referred to All attendees were asked to complete
at weekly election team meetings and training evaluation forms, and this feedback
progress against the timetable recorded. will be used in the planning for future staff
There were more detailed plans specifically training. There was also evaluation of the
for the postal voting. Signed agreements training by the trainers. There were briefing
between printers and election team regarding sessions for all Polling Station inspectors
the timetable for production of poll cards, and the Count/Verification supervisors
postal vote packs and ballot papers. Updated received a briefing and written instructions.
Risk Register. Temporary staff employed to Contact Centre staff who took election
assist with election tasks as required. All related calls received written briefing notes,
aspects of the election evaluated with minted and had a election training session if they
meetings with the elections team, count had not dealt with election calls in the past,
supervisors, contact centre managers, Royal these were supplemented by regular advice
Mail account manager and Council IT from the Electoral Services Manager in the
managers. Written feedback from Polling form of emails highlighting key dates and
Station Staff in Polling Station logbook that events throughout the election. Members of
all staff complete which is supplemented by the Electoral Services team attended training
feedback meetings where necessary. provided by the RRO/Electoral Commission
Attendance at express user group to discuss on training Polling Station staff, and they
performance and future improvements to the attended the RRO/Electoral Commission
election management software. All training on the Verification / Count
evaluation used in the creation of detailed information, advice and guidance from the
future election plans. Manual detailing all the RRO/Electoral Commission and Ministry of
equipment delivery, collection and set-up Justice was passed to the Electoral Services
The Returning Officer has implemented key Emphasis is given by the Retuning Officer to
controls and robust procedures to deliver the importance of casual staff for the
successful and well run elections. effective delivery of elections and it is
Action/Project plans are devised and essential at all Presiding Officers, Poll
implemented well in advance of an election. Clerks, Polling inspectors, Count staff and
Monthly/Weekly progress monitoring of the Issue and Opening staff are given
plans through established Returning Officer's appropraite guidance materials and fully
election project board. Shared targets, goals, trained - individuals and requirements of the
tasks, objectives and success measures role are assessed to determine the
established. Processes and procedures appropriate level of training they receive. All
constantly challenged and reviewed. Strong trainers are trained by the Returning Officers
Returning Officer support for the service staff and where possible also attend central
leading to corporate and council wide co- training run by the AEA. Training is assessed
operation. Excellent relationships forged with both by the Returning Officers staff and by
contractors, London boroughs, Electoral participants by way of feedback and test
Commission, GLA and the AEA. forms - this to ensure that training has been
Contingency plans and risk registers delivered effectively, in a timely manner and
regularly reviewed and updated. Identified as that the key aspects/points have been
a 'critical service' in the council's business communicated and received by the
continuity plan - in 2008 a full mock incident audience. Staff are encouraged to ask
exercise carried out on the service involving questions and trainers are encouraged to
key stakeholders. Fraud identification and respond clearly and effectively and to refer to
prevention plan in place. Electoral other sources of infomation if unsure. All
Commission guidance, policy and best staff undertaking election duties trained on
practice fully implemented. Appropriate H&S issues. The quality of staff's work is
criteria identified for the recruitment and monitored by supervisors and reported back
selection of casual staff and a to the Returning Officers staff - this so that
comprehensive training programme performance can be evaluated, action taken
The regular project meetings were based on All Polling staff were trained using guidance
the EC Election Planner, risk recovery plans from the EC and the power point
were updated regularly eg for the swineflu presentation which was amended to make it
epidemic, evacuation procedures were more user friendly. All sessions were
prepared and the verification and count evaluated. The Trainers underwent their own
layout plans condiered and implemented.A training via the DRO. Every attempt by the
fact sheet of the timetable and various key DRO was made to meet the PO's e.g at the
events e.g on print was prepared. A training, the collection of ballot boxes and
communications strategy was prepared. when they returned at the endof election day.
There will be feedback from meetings with
the polling inspectors , and details from the
polling station log books.
The Returning Officer is assiduous in
ensuring that peak body events are attended;
that techniques such as team management
meetings, SWOT and PEST are utilised in
planning electoral events, that contingency
planning is conducted, and that a variety of
resources from appraisal to station logs
Performance Standard 2: Planning Performance Standard 3: Training
processes in place for an election
We believe we meet this standard. Full
We believe we time election staff have their training needs
meet this standard. For every election we monitored through Personal Development
produce: and Performance Appraisals (PDPAs) and
monthly team meetings. Full time election
duties and when they must be completed staff attend all centrally provided training for
particular elections. Two senior members of
assessments) staff have completed the AEA Foundation
Course, and one is presently undertaking the
The roles and duties of staff at the count are AEA Certificate.
documented and provided as standard. Prior to an election (with the exception of a
Staff for elections are employed as needed. General Election where time constraints
We firstly recruit staff from within our staff apply), Presiding Officers (POs), Poll Clerks
pool - those with previous experience, we (PCs) and Senior Count staff all receive
then have a waiting list of applicants and if training. POs and PCs are given a
further staff are required we send a presentation based on the PowerPoint slides
recruitment email to Legal & Democratic if any are produced centrally such as those
staff, then other departments, if necessary. by the Electoral Commission and, in the case
In the past we have blanket leafleted banks of the 2008 GLA elections, London Elects.
and building societies to recruit staff for Evaluation sheets are provided for all training
counting. session and, where possible, feedback is
We have developed good working acted upon immediately.
relationships with our external suppliers who PO‟s receive election guidance material
provide written agreements for supplies supplied by the Electoral Commission or
and/or services provided, as opposed to London Elects. They further receive
formal contracts. We met directly with our instructions from us tailored to the specific
printer this year to discuss risk planning in needs of our authority.
case of a combined European Postal vote issuing and opening staff receive
Parliamentary/General Election. a short briefing beforehand.
Debriefing meetings are held with election All London Borough of Hounslow permanent
agents, polling station inspectors, postal vote staff attend AEA training/meetings including
opening supervisors, count supervisors in Regional Returning Officer training sessino
addition to electoral services. Plans are and the section has a written training plan
amended accordingly which forms part of the annual appraisal
process. All presiding officers/poll clerks
attended a 1.5 - 2hr training session and
presiding officers attend a further briefing.
Count supervisors attended training and all
count assistants were briefed by their
supervisors. All polling station, postal vote
issue and open, verification and count staff
received written instructions.
We have a project plan which is updated as We have full training programme in place for
required and meet regularly to ensure all staff involved in the delivery of elections
everything is on target. We have fully and evaluation forms for all polling staff
completed Risk Register for the election. We training sessions. We use EC training
have business continuity plans as part of materials adapted for local use and include a
corporate policy. We seek feedback from practical element to our training sessions.
stakeholders and evaluate results to feed Permanent staff attend AEA and EC courses
back into future election planning. We hold prior to elections and where relevant to keep
wash up meeting internally also. pace with current thinking and to enhance
own training skills.
See appendix attached.
Plans in place. Instructions and guidance for Training integral to structure of permanent
all roles. Feedback and review following Electoral Services staff duties and
election and before next election. Meet with specifications. Training arranged for different
and share experiences and methods with election job roles. Feedback forms.
Project, risk and continuity plans in place, Training needs of permanent electoral staff
which are regularly reviewed by the RO and identified during appraisal process. All
the Head of Electoral Services. Layout plan polling station staff required to attend
of count hall for European verification and training, which is then evaluated and adapted
count produced. accordingly. All other election staff briefed
prior to appropriate events, with written
instructions provided in advance.
Feedback is requested from all staff working The Electoral Services Manager is a London
on many aspects of the election. Review Trainer for the RRO, GLA and also a national
meetings are also held to ensure that any trainer for the AEA on all aspects of the
amendments or suggestions are looked at election process, this ensures that all the
and the plan adjusted if necessary. Electoral Services staff have their own in-
Feedback Meetings are also held with all house training or attend courses to discuss
other London Authorites to suggest any different ways of working with a full
improvements or how different methods work understanding of the legislation.
in each borough.
We have established procedures regarding
training that we consider are effective and
which were timetabled in our Election Work
Programme/ Project Plan. The training we
provided to all Presiding Officers and Poll
Clerks is monitored and evaluated. Currently
there is no specific document entitled
learning plan, but this will and can be easily
prepared for future elections.
Election plan, IT project plan, minutes of LRO personally delivers most training
election briefing meetings with senior sessions. Appropriate provision of training to
election management staff detailing tasks, meet election requirements is given to all
timetables, procurement, risks and staff, supervisory, postal voting, poll card
recruitment of election staff in place. Robust delivery, presiding officers, poll clerks,
business continuity arrangements already in verification and count. Training also includes
place to cover election period. Detailed access issues and disability awareness.
documentation for staff, supervisory, postal Training was evaluated by sample of staff
voting, poll card delivery, presiding officers, participating in the training sessions and the
poll clerks, verification and count outlining feedback was positive.
the roles and duties. Detailed
communication, transport requirements and
layout plans of premises for the verification
and count produced.
1 The Returning Officer has a written Pre- 1 Key members of the Election Team
Election Project Plan and Contingency attended training on the computer system
Planner and Risk Register, based on the used by the Council prior to the elections in
templates provided by the EC. Each item June. 2 All members of the Election Team
contained in the plans is designated to a attended training provided by the AEA
member of the Election Team and regular specifically aimed at the European/County
Project Meetings are held to review progress Council elections in June 2009. 3 All
and agree any necessary action. polling station staff are required to attend a
Consultation is carried out with the Council's briefing as a condition of their appointment.
Health and Safety Officer where appropriate. 4 The briefing highlighted the correct
2 Contracts are in place for the printing and procedues to be used and the steps to be
supply of poll cards, postal vote packs and taken to address any disability and access
ballot papers, each one supported by a issues that may arise. 4 All polling station
contract letter setting out the particular staff were issued with a copy of the EC
requirements of the Returning Officer. Each Handbook for Polling Station Staff and the
contract and supporting letter is considered Quick Guide for Polling Station Staff. 5
and agreed by the Council's Legal Team. 3 Questionnaire sent to a random selection of
A plan of each of the Count Centres used at Presiding Officers asking whether they
the County and European elections was considered the equipment provided at the
produced. A new layout was tried for the polling station was suitable and the training
County Council count and a plan was provided was appropriate to enable them to
circulated to all Candidates, Agents and carry out their duties.
counting staff prior to the election. 4 All
DRO's and counting assistants were issued
with detailed instructions of their role at the
counts. 5 Evaluation questionnaire sent to
all Candidates at the County Council Election
Traing of all Presiding Officers and Poll
clerks has been carried out with appropriate
evaluation of the training and the trainer.
Additional training was provided in respect of
the employees counting multi-member seat
divisions. Permanent staff are trained on an
ongoing basis in line witht he corporate
training plan arising out of PDR's.
Election work plan allocating various tasks to Training for permanent staff - as the
officers with relevant deadline information, combination was more complex than a single
risk register for the election, Democratic election permanent staff in Democratic
Services business continuity plan which Services (the core election team) attended
escalates IT support to priority 1 at election AEA training on combined elections(1) ;
time. Identification of resources for the count process (3); postal voting (2); forensic
various stages of the election, both signature checking (5), in addition the lead
permanent and temporary staff. administrator attended AEA conference
Arrangements and plans for the verification when training workshops were given on
and two counts with layouts. Project plans delivering training and election accounts. In
and emails with suppliers and their addition temporary staff - e.g. Polling Staff
contingency plans. Written Instructions for attended training and copies of the training
all staff in their role. Samples of supplies are available for inspection; Postal
questionnaires to candidates/agents and vote opening staff had written notes and a
staff involved in the process. Feedback from briefing before commencing their role;
Election Team on issues to make verification and count staff had written and
improvements to the processes. verbal instructions and Polling Station
Inspectors had written and verbal
instructions. All staff have been invited to
submit written evaluation on the training
An election planer and risk register are Permanent staff attend training courses
produced, together with contingency provided by the AEA. Formal training is
arrangements for loss of poling stations, provided to polling station staff, and informal
count venues etc. A floor plan of the count training to postal vote opening and count
centre is available. Contingency plans are staff.
also made for the failure of contracted printer
to provide required documentation.
The Electoral Commission's training material
made the task of training election staff a lot
less time consuming and allowed
administrators to concentrate on other tasks
rather than preparing training material.
The Election Plan was devleoped and All staff involved in the elections received
continuously updated throughout the process training relating to their role. Training has
along side the risk register which identified included attendenace at AEA courses and
areas of risks and contigencies were Electoral Commission Regional Seminars,
developed. The Councils Business poll clerk and presiding officer training, postal
continuity plan is also in place and includes vote processing training and specific training
risks associated to Elections and this was for individuals on the use of the express
updated. Regular planning meetings took system. poll clerk and presidining officers
place and an evaluation meeting took place completed an evaluation of their training and
following the election with recommendations the responses to these are being evaluated.
for improving processes at future elections.
All staff involved in the elections will be
asked to complete an online survey (or
hardcopy if email not provided). These will
be evaluated once responses have been
collated. All presidining officers completed a
questionnaire to identify issues with polling
station venues and these will be taken on
board for future election planning.
Risk assessment incorporated witin Documented training plan. Feedback is
corporate risk management framework. dsicussed as part of overall post-election
Task log records project planning. Feedback experience to aid leaning for forthcoming
continually sought throughout the process by election.
regular team meetings, internal training
evaluation. Post election feedback is
documented in the form of an action plan to
shape the Parliamentary Election
An election plan is in place covering all The Returning Officer ensures that both
aspects of the election and is updated permanent and temporary staff receive the
through the period on the run up to the training necessary to fulfil their duties.
Election. The plan is reviewed with the LRO Permanent staff attended AEA training
regularly to ensure milestones are being sessions on the Count, Postal Votes and on
reached. A risk register and business the Conduct of the European Election. Staff
continuity plan are also prepared for each responsible for Signature Verification
Election. attended a training course conducted by the
Forensic Science Services to ensure
consistency and informed decision making at
signature verification. Training was given to
all Presiding Officers, Poll Clerks, senior
count staff, postal vote opening staff and
Polling Station Inspectors.Full written
instructions were given to all of these staff
too. Evaluation has also taken place of the
training provided for Polling Station staff.
A Project Plan is formulated in February of
each year detailing all duties/jobs required
for the election. A Business Impact
Analysis/Risk Assessment is also drawn up.
AcOUNT Layout Plan is also produced amd
forwarded to the Manager of the Count
Whilst we have not quite reached level 3 We consider ourselves to be in between 3
(above the standard) we have carried out and 4 for this standard as we have produced
some evaluation work and have feedback a training plan for our permanent staff.
from election stakeholders.
The RO has a full written plan for the The RO has a written training plan and
election and a risk register which ensures the provisiojn of training for both
incorporates business continuity temporary and permanent members of staff
arrangements. Contracts are in place for the on all aspects of the election. This plan
provision of postal vote packs and poll cards signposts the various training materials used
with a leading supplier. In addtion the RO and in addition elements of the training are
undertakes an evaluation of the processes fully evaluated and acted upon within the
within the plan which results in changes to evaluation plan.
existing practices where deemed appropriate.
There is an overall project plan for each Training is provided for all polling station
election, business continuity arrangements staff and supervisory staff at the counts.
are in place in respect of outsourced This training included disability issues.
supplies, detailed count layouts have been Team members are encourage to attend the
provided. The risk register requires to be regional branch of the AEA and also to
completed. attend Derbyshire Election Officers meetings.
Project plan prepared with deadlines and A full programme of training takes place with
dates for action which is updated at regular Polling Station staff at every election. This
team meetings. This also includes risk year, a separate training session tok place
assessments. for all counting staff with the dummy count
and verification sessions. A detail training
session also takes place with Postal Vote
clerks.This is addition to DRO training
exercises and training for Pollingf Station
A Project Plan comprising a risk register and Training is provided to all staff, as
business continuity plan is drafted at least 6 appropriate and procedural notes and
months before each election. This is then guidance are provided to every staff member
considered by the Returning Officer and on their roles and responsibilities. An
consequently updated to take into account evaluation sheet on the training was provided
her views and suggestions. This Plan is then to all Presiding Officers so that we can adapt
regularly maintained and amended, as future training sessions, as appropriate.
necessary, to reflect any changes as and Evidence of this can be provided by way of
when they arise. Plans of the count are training material, and training evaluation
drawn up and sent to the Manager of the sheets.
Count premises making clear the positions of
all the key components of the count. A 5 year
contract has been drawn up to ensure a
consistent and timely approach is taken for
all the election printing work and local
printers are put on standby as a contingency
should there be any capacity issues.
Evidence of the above can be provided by
way of Project Plans, Business Continuity
Plans, Risk Assessments, contracts, count
layout drawings. As a step forward to
achieving the 'above standard' category,
evaluations sheets were provided for the
recent elections for all Presiding Officers and
the findings of these will be collated and
evaluated. This will be extended to
candidates and agents also.
An election action plan was written prior to All polling station staff attended a 90 minute
the election and this was used at the EPAT training session which included the
meetings to project manage the election and arrangements for the verification. Those
monitor progress. A corporate Business involved in the issue and opening of postal
Continuity Plan and Risk register were also votes and staff attending the count also
written to identify both the potential risks attended briefing sessions prior to
involved in running the election and what commencing with their duties. We used the
actions should be taken. Layout plans for Electoral Commission training resources and
both the verification and count were drawn have asked staff to give us feedback on the
up and everyone who attended was supplied training they received to help us evaluate
with a copy in advance. There were written their training needs in the future.
instructions for all staff and
candidates/agents received information both
for the verification and count arrangements.
Contracts with suppliers were arranged and
evidence of contingency plans were a main
factor when awarding the contract. Feedback
from both staff and the general public has
been sort through evaluation forms for
polling day, verification and count. Candiates
and agents will also receive evaluation
forms. A post election meeting has already
been arrange to consider our performanace
at this election and how we can improve the
plan for the next election.
A detailed election plan is in place covering AEA training was undertaken for the core
all aspects of the election and is updated team and signature verification training was
through weekly team meetings in the build up undertaken for adjudicators at the postal
to the election and then daily once the opening sessions. Training was given to all
timetable has commenced. This plan is also presiding officers, polling station inspectors
considered at meetings with the LRO. In and offered to all poll clerks and the slides
addition to the plan there is a risk register are available which shows that access and
and business continuity plan to cover disability awareness was covered both in the
hopefully all eventualities including failure to training and also in written instructions
deliver by contractors. A temporary member provided. Training was provided to key
of staff was employed for the election period count staff which included access and
who has assisted for several years now at disability awareness and written instructions
election and canvass times of the year. Post were provided to all count staff. Staff
election feedback has been obtained by way attending postal opening were provided with
of a satisfaction survey to all candidates, written instructions together with on the job
agents and staff involved in the eelction training at the start of each postal opening
together with a sample of the electorate. session. The post election staff survey
includes a section on the training provided so
that this can be improved for future elections
A thorough review of arrangements was Training and briefings delivered at all key
undertaken for the Euro elections 2009. This stages for staff.
included layout for openings and count,
review of polling stations based on recent
elections, storage of ballot boxes and
transportation of ballot boxes. All contracts
were reviewed and vulnerable areas (printing
and production of papers etc were monitored
closely throughout the process.)
A project plan is compiled for elections Permanent and temporary staff are provided
detailing all tasks and deadlines. In addition with training on an ongoing basis. Training
a contingency plan and risk register is and briefing sessions are held for polling
prepared which includes business continuity station staff, count supervisors and postal
and contingency arrangements. Contracts vote opening staff. Briefings are provided to
are in place for outsourced functions. Customer Service staff in relation to election
activities and deadlines. Disabled access
checklists are provided to all polling stations.
The Elections Officer produced a risk register All Presiding Officers, Poll Clerks and Station
based on the template provided by the Inspectors were trained over 7 sessions
Electoral Commission which was then posted using Electoral Commission handbooks and
on the SKDC intranet to allow access to all the Polling Station PowerPoint presentation
staff who needed to be kept informed of for combined elections, supplemented by
issues and their progress. Each element was local notes for polling staff and training on
reviewed by the RO with the Elections Officer issues to which election staff would need to
and also at the regular group election update pay particular attention. Count Supervisors,
meetings. The largest outsourced contract Counters, postal vote staff, Polling Station
was for printing services and the provision of Inspectors and other election staff were all
postal packs (estimated cost £27k) and there trained as separate groups. Evaluation and
was a detailed contract signed with the print feedback was sought from a limited audience
company (dsiBilling) specifying standards, in view of the fact that so much of the
costs and contingency plans. Business material had been prepared by the EC. The
continuity planning considerations included Q&A session and comments by staff
confirmation of the adequacy of the IT plan confirmed the view that the training had been
for the provision of services and equipment considered comprehensive as a clear
in the case of loss of the network or supplement to the detailed EC 'Polling
individual modules of IT equipment or Station Handbook' provided to all polling
software; confirmation of the standby plans staff. In addition, a signature recognition
of dsiBilling in the event of total failure by the course was delivered by the Forensic
print company or industrial action; Science Service (at a cost of £1,400) to 9
arrangements for standby staff to replace staff including the RO.
polling staff in the event of late sickness;
standby arrangements for a temporary
Polling Station in the event of the
unavailability of a planned one; standby
See standard 1 project plan.Risk log Schedule of training for internal and external
prepared by ESM and reviewed with team staff attached.
members. Reciprocal arrangements being
progressed with neighbouring authority on
same software system for support and back
up if any crucial failures during election
period. Contracts prepared and confirmed
with key suppliers (eg.printers). Wash up
meeting post election to obtain feedback and
comments from participants.
The training plan referred to in 4 above is the
Council's own personal development review
programme which includes three reviews of
learning and development each year. The
training plan for temporary election staff is
determined at each election and depends on
the circumstances/type of election.
Detailed election plan in place highlighting all Electoral Commissions power point
aspects of the election process and reviewed presentation adapted to meet local
on a daily basis throughout the election circumstances for the training of almost all
period. Risk register documented and high 106 Presiding Officers and the 4 Polling
and medium risks monitored on a regular Station Inspectors. Four training sessions
basis. Several meetings and regular took place at three different locations
telephone/email contacts maintained throughout the local authority area. All
throughout the period with Dsi group who sessions included access issues and
were responsible for the printing of poll difficulties encountered by disabled electors.
cards, postal packs and ballot papers. Evaluation documentation not issued but
Details to hand re any contingency adequate time allowed for questions and
arrangements required - none used. answers at the end of each session.
Experienced temporary staff appointed to Training briefing sessions took place and
assist with day to day tasks as required. session notes issued to all staff engaged on
Arrangements made re communication the Issue and Opening of Postal Votes,
accessibility and provision of direct link with Verification and Count processes. Electoral
the County results headquarters for up to the Commission's Handbook for Polling Station
minute results analysis with pictorial displays Staff together with Quick Guides issued to all
for viewing by those attending the counting of Presiding Officers and Poll Clerks on their
votes. Details and layout of count premises appointment together with notes highlighting
published and contingency arrangements recent changes in the election processes -
made if the need to evacute the building in eg no counterfoils, corresponding number
an emergency. All staff given detailed lists, unique identification mark on ballot
written instructions as to their duties during papers etc.
the verification and count processes.
• As part of the planning process the • The Returning Officer provides ingoing
Returning Officer and his staff ensured that it training to all permanent staff which will be
had in place its risk register detailing the further enhanced by new Council initiatives
level and likelihood of any given risk. This which will highlight training needs by way of
would be reviewed regularly by staff at what personal development reviews.
were referred to as “One Plan meetings”. In
addition the Returning Officer (in his capacity • The Returning Officer will also provide
as Regional Returning Officer) reviewed the training for temporary staff including those
risk registers of the Local Returning Officer‟s employed at polling stations and at the count.
to ensure consistency across the region. To Where appropriate the Returning Officer will
compliment the risk register the Returning rely upon guidance from the electoral
Officer had in place its Business continuity commission but will also supplement these
plan in the event that, for example, venues with additional training material to reflect
were not available. local needs.
• The Returning Officer ensured that a plan • All training is evaluated through feedback
of the count venue (where the regional forms and those responses will be subject to
declaration took place) was given to all analysis to review how delivery of training as
relevant staff as well as well as its content can be improved.
candidates/agents/guest to ensure that those
attending were familiar with the layout prior to • Such an analysis will form part of the
the count. Returning Officer‟s post election review.
• Furthermore senior count staff were notified
of who would be attending and the various
roles of staff. Where appropriate senior staff
were required to cascade information to
junior staff and counters. Candidates and
agents were also notified separately of who
would be present and what their roles would
be as well as describing the roles of various
members of staff.
Risk register and business continuity plan in Training for full time staff on election specific
place. Recruitment of temporay staff topics undertaken. Scheduled training
undertaken. Count lay out and written count sessions for polling station staff including poll
procedures in place. Procedures plan as clerks undertaken which included disability
basic draft only in 2009 to be fully awarness and use of polling station
documented following debrief for future equipment plus briefing session before day
elections. of poll. Count supervisor training sessions
undertaken prior to count and short briefing
at the count.
The use of interactive role play to bring all
staff up to date on the procedures at
verification and count stages was an
innovative approach to ongoing training and
The Commission's checklist was adapted Appropriate training is provided for all staff.
and used for this election. Meetings have Whilst this is planned, adapted and
taken place since the election to review all reviewed, we do not currently have a specific
aspects of the running of the election and "Training plan" or "Evaluation plan".
some changes made in readiness for future
elections. Feedback has been sought from
staff involved in all aspects of the election
together with the local agents for candidates
at the election.
Redditch Borough Council is currently All senior and polling station staff are
proceeding to a new Shared provision required to attend a training session lasting
(hosted by Bromsgrove DC) of Electoral at least an hour and a half, using training
Support services. This will provide the material supplied by the Electoral
opportunity for greater levels of resilience Commission. All training sessions are
and support to the electoral process and monitored for attendance and later evaluated
significant improvements should flow from as to effectiveness. There is ongoing
this new arrangement. One such development for permanent staff. The move
improvement will be better documentation to to a Shared Service involves the roll out of a
support and evidence existing electoral significant training and development plan.
Supporting Evidence: Euro Election Supporting evidence: Training plan and
Plan/Timetable; Risk Register extract; schedule of training activities; training
Buisness Continuity Plan; Staff recruitment materials (presentations, staff guidance
process documentation (adverts, notes/instructions - Guidance for Polling
applications, appointments, nationality Station Staff, Quick Guide for Polling Station
checking); Verfication Centre and Count Staff); Training evaluation forms; Elections
Centre layouts; Health & Safety Staff training records; Personal Performance
Assessments; Staff Allocations list and Develoment Scheme; Risk Register extract;
duties; Contracts/agreements with service Post election evaluation execise outcomes.
providers (Sandwell Leisure Trust counting
hall hire; Opt2vote postal vote distribution,
support and verification arrangements;
Sandwell Homes direct labour support;
temporary hut and generator provider,
schools, coomunity centres, churches, etc);
Post election evaluation execise outcomes.
Again although not fully meeting the
performance standard the majority is being
We seek feedback from polling staff, We do have a Training Plan and train all staff
feedback from our Head Count staff, but not a written Evaluation Plan.
feedback from polling station inspectors. We
carry out a Lessons Learned de-brief - record
what went well and not so well. Also carry
out a stakeholders feedback survey seeking
comments from Candidates and Agents etc.
possibly level 3 as the opportunity for For permanent staff the corporate staff
feedback is built in to the election plan so appraisal system ensures that the need for
that information is obtained from training is regularly reviewed and evaluated.
candidates/agents,polling staff and a de-brief Temporary staff training is reviewed using
for all senor staff involved in the count and feedback forms from staff and the
other associated duties so that any required effectiveness of the training received is
adjustments can be rolled into the next assessed by pollling station inspectors at
election. each election so that adjustments can be
made for the next election.
Training plan will become part of the exercise
for next year as the evaluation form the
election highlighted an number of areas for
training, ie getting the polling station layout
While we do not have a formal evaluation We do not use evaluation forms at training
plan, we actively seek feedback from all sessions,as we do not believe they are
election day staff and agents and use this for actually worth much as such and staff are
making changes where appropriate. We also keen to get away at the end of training
document any lessons from all parts of the sessions. Instead we use a general feedback
electoral process where problems have form that all polling station staff get, to cover
accurred, so that they can be referred to next any aspect of their work, including training.
Poll Clerks and Presiding Officers have
training. Count Supervisors attend a training
session and then cascade the information to
All plans are in place and full evaluation is Training has been in place for all staff
carried out via feedback sheets from staff, involved in the processes since 1999, and
candidates and agents. The elections team evaluation takes place with feedback being
carry out a full de-brief and use the outcomes used to inform future decsions. A written
of this to inform the next elections action plan training plan is not in place as this has not
and risk register. A special planning meeting been found to be necessary. Permament
is held early in the new year to make plans staff receive regular Performance
for the forthcoming elections, decide who is Development Reviews and these address
leading in which areas and ensure each thier training needs and feed into the team
member of the team is clear about their tasks training plan, but similar arrangemnts for the
for the election. 600 plus positions we fill for elections would
not be possible.
The Returning Officer is working towards
achieving above the performance standard.
Detailed planning documentation is in place, the Returning officer is working towards
which is reviewed and updated regulalry. ensuring above the standard. All staff are
Risks are identified and reviewed as part of provided with training and anyone not
the Business continuity processes. Detailed attending training is unable to work on
plans are in place for count venues etc. All elections. The Returning officer is strongly
staff are provided with detailed instructions committed to the importance of the
and are provided with briefings so as to democratic process and the integral part that
ensure that they are aware of their roles and is undertaken by both permanent members
responsibilities. Contracts are in place for of the election team and the many temporary
outsourced prrint requirements. This contract staff employed around election time. Detailed
is a joint procurement copntract managed training materials/instructions are provided to
through NEPO on behalf of all Tyneside all staff employed on election duties.
authorities. Feedback has been sought from Feedback has been sought from relevant
relevant stakeholders following the election stakeholders following the election and
and detailed evaluation is planned in the detailed evaluation is planned in the coming
coming weeks where recommendations for weeks where recommendations for future
future actions will be undertaken. actions will be undertaken.
The Returning Officer met with the Elections
Manager on a periodic basis Elections
Manager to discuss progress and any Standard briefings were prepared for election
problems. The frequency of meetings staff using materials available on the
increased during the election timetable. Electoral Commission website.
Project Plans are used for running all
elections, with checklists in operation for the
certain specified tasks (such as proofing of
pollcards, ballot papers, on-site checking of
postal vote issue & Polling Station Inspectors
checks) as well as Verification/Count
processes. Electoral Commission Risk A training plan is in place for elections which
templates are completed. Evaluation identify who is to be trained, by what method
meetings are held after every election and and when. The evaluation of training is
documented feedback is provided to the RO. undertaken and feeds back into training
Agents feedback questionnaires are in provision. Feedback is sought by
operation and Presiding Officers' views are questionnaire from Presiding Officers.
sought from their experiences/problems on Permanent staff in the elections team have a
polling day. Project plans are amended formal Appraisal which aims to identify any
based on this evaluation. training needs.
• have a clear election project plan which
clearly documents what needs to be done, by
when and by whom. This is updated annually
using information gathered during the
previous election, any evaluation feedback
and knowledge of changes in legislation or
local circumstances • are part of South Tyneside Council‟s
• monitor risk. Risk Management is accreditation by Investors in People. All
embedded within the Local Authority and permanent staff have a personal
Elections has been identified as an important development plan. This plan incorporates all
service to consider. We have our own Risk training that is required and would also
Register which incorporates both include any training required to ensure
Registration and Elections and this is awareness and understanding of legislative
updated annually. In addition we are part of requirements. Personal development plans
the Corporate Governance Risk Register, are carried out annually and are also
which is monitored monthly and reviewed reviewed on a six monthly basis.
annually • ask permanent staff to complete and
• we have a clear staffing structure for the evaluation form for all training that they
permanent Elections Team and this is undertake. Managers are required to sign off
normally fully staffed. The importance of a the evaluation form and these are monitored
fully staffed Election Team is recognised by by the Senior Management Team.
the Returning Officer and the Local Authority. • require polling station staff to attend a
Should a vacancy our, we would be required training session, this includes information
to go through the recruitment procedures set relating to disability awareness. In addition
out by the Local Authority. they receive a copy of the handbook
• we recruit a large number of temporary staff provided by the Electoral Commission and
at election time. This is carried out using a our own written instructions. They are
staffing database, contained in the required to complete an evaluation form
Computershare Election Management following their training
System. In addition we have advertised both • evaluate the training evaluation forms of
internally by all staff e-mail, and externally in temporary staff as part of the overall election
the Council‟s magazine which goes to all evaluation process
households, if this has become necessary
Election planner for identification of diary
events and statutory/non-statutory tasks .
Arrangements for hiring and appointments of
temporary polling station, postal voting and
count staff. Provision of buildings as Polling
Stations including checking for DDA .
Provision of Count Centre for Verification,
County Count and European Count and
associated layout plans In-house training sessions by 2 DLRO/ADRO
Purchase orders placed for election held for Polling Station, Verification/Count
stationery, poll cards, postal voting packs, staff which included Electoral Commission
ballot papers and associated equipment and Polling Station Handbook, written local
continuous liaison with suppliers. Risk documentation in line with the EC
Assessment and Contingency planning, Powerpoint presentation and also supporting
including Business Continuity Arrangements the EC handbook, verbal instructions and
using Electoral Commission templates. demonstration of forms, equipment etc.
Regular planning meetings with RO and Access issues
cascade of information down to appropriate Included in the training sessions. Evaluation
Election team members. sheets are undertaken as part of the Polling
Station log for completion by PO/PC on the
day to cover.
Election staff regularly attend EC seminars
and AEA meetings and conferences. Staff
discuss training needs at 121's and annual
We give all polling station staff an evaluation appraisals and keep a record of attendance
form. Next year we will be introducing this for all training events. RO and Deputy RO's
for count and postal vote staff, and also for have all attended the SOLACE election
candidates and agents. Project, risk and course and use the EC manuals for each
contingency plans have been in place for a election. All temporary staff receive training
number of years and are evaluated and appropriate to their duties and are asked for
updated prior to, during and following every feedback. RO was appointed as County Co-
election. ordinator by RRO.
Project Board established to prepare,
implement and monitor full Election Project
Plan with regular meetings held from January
to June 2009. Project Board also developed
full Contingency Planner and Risk Register
for key election processes. Elections
Publicity Sub-Group established to develop
and implement Public Engagement Strategy.
LRO issued appointment forms for key
election staff. Verification and Count
Attendee Guidance pack developed outlining Recruitment & Training Strategy developed
organisational arrangements, verification + with full training schedule for staff involved in
count processes, layouts, all aspects of the election including: poll
emergency/evacuation arrangements. card deliverers, polling station staff, postal
Contracts and contingencies arrangements issue staff, staff involved in receipt + opening
in place for suppliers. Evaluation of election of postal votes, verification and Count staff,
process with key staff ie polling staff elections and Democratic Services staff.
(questionnaire with follow-up workshop (to be Polling station training included information
arranged), questionnaire to staff involved in on acess, risk and voters with disabilities.
postal issue and opening, plus review Evaluation questionnaire to all polling staff
meetings held with key election and being sent with follow-up evaluation
Democratic Services staff on 11 June 2009). workshop.
The Performance Standard is not met
because, although the training activities
listed at level 3 are undertaken, no formal
evaluation of all of these activities has been
0 carried out.
Training Plan in place and key staff have all
Arrangements include: Project plan, Risk had training. Polling station staff have formal
Register, Count Procedures and layout, training which is evaluated. Postal vote
postal vote opening procedures, Business opening staff are briefed at start of process.
plan, Council Departmental BCP and Count supervisors attend briefing session in
contingency plan as part of the Risk advance of the count. Counters receive a
Register, Purchase Order contracts for written briefing supported by a verbal briefing
election stationery and other contractors. on the night.
There is a completed election planner used
from the EC template and a day to day log of
key dates and tasks issued to all ket Training was provided for all polling station
elections staff including the RO to ensure staff, including supervising officers and
that the team is on target. Contracts are in station inspectors. Briefing sessions were
place with printers and clear instructions are held with all staff involved in postal vote
given to all other departments involved of issue and receipt to reinforce the written
what is expected of them. There are plans instruction provided. All staff involved in the
showing the layout of all count venues which different counts were given full written
are issued to with the count instructions.We instructions and all head counters received a
also reviewed the business continiuty plan in briefing from the DRO. However there is no
view of the recent swine flu pandemic. evaluation of this training.
Planning for the next election starts as soon We have a detailed training regime which
as the last one ends with the debrief and covers individual one to one training for staff
amendmants are made to plans bearing in undertaking specific jobs, such as scanning
mind lessons learned. Risk Registers and personal identifiers through to powerpoint
mitigation measures are drawn up, business presentations given to up to 100 (out of 250)
continuity plans prepared and revised. Presiding Officers and Polling Station
Where a definite date is known premises are Inspectors. As part of an individuals PRD
booked in advance to ensure availability, and within the authority, training needs and gaps
alternative venues identified. Key personnel are identified and we ensure that as many of
at venues are met and plans finalised, so far our permenant staff attend as many
as they can be. Provisional orders are placed appropriate courses as possible. Uniquely,
for stationery, and an audit undertaken of we bring into the training the Chief Executive
what stocks there are in store. We seek of an organisation in Liverpool known as
feedback from Presiding Officers, and Bradburyfields (formerly Liverpool Voluntary
candidates and agents where we have them Society for the Blind) who along with his
(not Euro). Every polling station is inspected, assistant gives a hands on demonstration to
and evaluation forms are kept and examined. POs and PSIs of how to assist blind and
The plans are detailed, sometimes down to partially sighted voters and his assistant
the exact time, and the risk register is in the gives an overview of how to properly
Electoral Commission format. There is a approach the blind and partially sighted so as
seperate but concurrent Risk Register not to startle them, nor patronise them.
embedded within the Business Continuity Different sorts of disability are discussed at
Plan. Contingency plans are included in training sessions and the need for ramps is
respect of alternative premises for the count stressed. Training of Presiding Officers is
or in the event of an evacuation. The Count evaluated by way of a questionairre
is broken down into specific areas of circulated just after the election which seeks
responsibility and officers detailed to take feedback on a range of topics. Changes are
charge. We developed the gold, silver and made accordingly and appropriately for
bronze command structure (used by Police future years. Presiding Officers and Poll
Evaluation is always carried out post-election The Returning Officer always attends and
and the plan amended wherever necessary. presents at the Presiding Officers' training
We receive feedback from some sessions and any briefings we hold for
stakeholders, but not all. candidates and their agents.
The Returning Officer‟s planning process The Returning Officer has put in place a
covers the following areas:- comprehensive written schedule of training
activities for both permanent and temporary
At the start of each election the evaluation The schedule lists the topics covered in the
notes of the previous election are scrutinised training, and the Returning Officer organises
and any changes are made to the election the following training for her staff:-
plan i.e. issues relating to postal votes etc.
An election work schedule is utilised which is (1) Polling Staff
task based and sets out what steps the The Returning Officer trains polling staff at
Returning Officer will take. formal training sessions. The training
An election timetable is produced listing sessions consists of two senior members of
tasks and completion dates associated with the election team providing training using a
the election, i.e. delivery dates of nomination variety of methods, including use of
papers, publishing of notices, issue and PowerPoint presentation; demonstrating the
opening of postal votes and election various aids available to voters; a practical
expenses deadlines. „close of poll‟ procedure exercise and an
elections quiz. Topics covered include
Risk Register outlining the duties of the polling staff;
The Returning Officer has identified instructing on the method of setting up the
associated risks with elections and polling station; outlining those entitled to be
implemented control measures to combat the present; outlining the voting procedure and
hazards. Some schools that are open on considering health and safety issues.
polling day have had risk assessments In addition, all polling staff receive a copy of
undertaken and all information is the Electoral Commission‟s „Handbook for
documented within an election general work Polling Station Staff‟ and „Quick Guide for
activity risk assessment. Polling Station Staff‟.
In addition the Returning Officer has in place
an election contingency planner and risk (2) Issue and Opening of Postal Votes
management plan which is updated each The Returning Officer ensures that all staff
year. The risk assessment distinguishes the involved in the issuing and opening of postal
likelihood of the risks identified in the risk votes receive written instructions before
register against their potential impact of the commencing their duty and also receive a
The Returning Officer through th Head of
The Deputy Returning Officer and Head of Electoral Serivces ensures that there is a
Electoral Services form part of the comprehensive training plan in place for all
Merseyside Electoral Administration Team members of the Electoral Services team.
(MEAT) and as such hold a post election Other key members of staff are members of
evaluation with all partners and stakeholders the AEA and regulary attend AEA training
including the Electoral Commission. courses and SOLACE runs courses
A thorough review of all processes carried
out is in the process of being undertaken.
The absence of the Elections Manager has Regular training is provided for both
meant that we have had to risk manage the permenant and temporary staff. Training for
process, and have had a project plan for Polling Station and Count Staff has been
operation following which feedback will be provided and continues to be updated. A
obtained to help learn and influence future review of training will be undertaken as a
election planning. result of the debrief for the elections.
We feel that we would be above standard on
this assessment, however we do not ask for
feedback from candidates or agents and I'm
not sure in what capacity we should ask There are schedules of training and briefing
them for feedback, is it simply the materials, evalutations are collected
information we provide such as briefings? peridically.
All polling station staff attend a training
session which discusses the electoral
process, health and safety and disability
awareness. The staff are given a training
The election is fully project planned and pack of varius handouts along with the EC's
managed by the elections management team polling station staff handbook. There is also
and a risk assessment and business some practical elements to the training and
continuity arrangements are in place. A copy we welcome participation from the floor with
of the count floorplan is provided each year some of the scenarios encountered on the
by the count venue. A contract is in place day. Staff are asked to complete an
with the election print supplier with relevant evaluation form after the training so as the
get out clauses, the contract was checked by sessions can be evaluated and
one of the authorities solicitors before if was improvements made. Permanent staff attend
signed. Copies of all documentation is AEA training and have regular team
available. meetings which include a training element.
Business continuity arrangements for the
service generally is covered by input to the
Council's overall plan, specific arrangements
connected to the election itself are included Training for all permanent staff is considered
in the Elections Risk Register. Feedback is as part of the Council's Performance
sought and welcomed from all staff involved Appraisal Scheme and training undertaken is
in the electoral process. Candidates will be evaluated and reviewed as part of this
included in this process at the 2010 local scheme. Consideration of training needs is
elections (or the Parliamentary election not however restricted to these formal
should that be earlier). Feedback has not meetings and is agreed at suitable intervals
been sought from candidates on this throughout the year. Training provided to
occasion as their dealings in the main were temporary staff is evaluated and reviewed by
with the RRO in Leeds. way of feedback following the event.
The Council's operates a PDR programme
which includes provisions for training and
development for permanent staff including
the planning and evaluation of training. The
process is currently less formalised in
respect of training in of training of temporary
0 elections staff.
To meet this indicator we just need to
document what we actually do 0
There is some reference to Risk in the
appropriate service plan and procedures for
issues such as physical suitability of
Electoral and Count venues and appointment
of temporary staff are well established as are
detailed working procedures for key stages
of election work. However, this doesn't Training was delivered to Presiding Officers
amount to the detailed document envisaged based on the Electoral Commission
under this standard at this time. documents and guidance.
The Returning Officer has full project plans,
risk assessments, business continuity plans,
layouts of count premises and an appropriate
formal contract in place with a supplier of
election printing and materials. There is also
a customer feedback strategy and evaluation The Returning Officer is committed to high
plan in place for each election. At this recent quality training for all staff, both permanent
election formal feedback has been obtained and casual. A list of training activities in
from groups of staff employed at the election connection with each election is kept and for
e.g. poll clerks and presiding officers as well permanent staff this is evaluated at one-to-
as a formal consultation with all postal voters one meetings and through PRDs with
who applied or changed their details in the individuals. A wide variety of training
run up to the election. A letter has been sent materials are prepared for casual staff which
to all main agents and sub agents for the includes formal training for Presiding
Kirklees area requesting feed back on the Officers, drop in sessions for poll clerks
plans and processes which were in place at considering working as POs, training for
this election. These will be fully evaluated postal vote and verification supervisors, a
and the results of the public consultation will briefing for senior staff (e.g polling station
be placed on the website in August. Full inspectors) and a full range of written training
evaluation at team meetings of all election materials for all staff employed at polling
plans takes place after an election and this stations, postal voting events and at the
informs practice at future elections. The count. Information on access issues is
Electoral Services Manager has a post- incorporated into training sessions and this
election meeting with the Returning Officer to includes demonstration of the tactile
look back at processes and note any template and the most suitable layout of the
amendments to future election plans. polling station etc. There is a training and
Parties contesting the European Election evaluation plan in place for each election -
were offered one-to-one meetings, if desired, see also Performance Standard 2.
Currently the Electoral services team
comprises of 11 FTE's, 3 managers, 1 team
supervisor, and 7 electoral administrators.
The 3 managers hold the qualification AEA
Electoral services carries out post election Cert and the team leader hopes to complete
surveys after each election and evaluates the qualification this year. One administrator
performance against previous years survey has completed the foundation course and 3
to inform improvement. more are taking the course this year.
Training for permanent members of the
Planning meetings are held with the Deputy election staff is on-going and the electoral
Returning Officer and these increase in services staff regularly attend appropriate
frequency as the election date draws near. In events organised by the Electoral
addition, planning meetings are held within Commission, the AEA and Halarose (the
the Democratic Services team to ensure that council's electoral software supplier). For the
the necessary additional staff resources are Euro election, two members of staff also
available. Prior to the recent European attended a postal vote opening training
parliamentary election, a meeting was held event. This proved very useful and enabled
with the council's Risk Manager in order to the elections team to devise a successful
identify risks and possible solutions. The and streamlined procedure for opening the
Commission's risk template was used as a postal votes at the Euro election. All polling
basis for these discussions.Recruitment of and count staff received written instructions
polling and counting staff starts well in and procedures well before polling day and
advance of a planned election. The count in additon the count supervisors were briefed
venue is visited and a plan drawn up of the by the Deputy Returning Officer before the
layout. Quotations are obtained from verification and count. Use was made of
suppliers and arrangements made for the some of the training materials provided by
production of the necessary stationery, eg. the Commission and all presiding officers
ballot papers, postal vote packs. All staff are attended a training session the week before
issued with written instructions which clearly polling day. This training utilised the
outline their role at the count or polling Commission's powerpoint presentation for
station. Following the Euro election a short polling staff. In addition, the Deputy
questionnaire was sent to presiding officers Returning Officer briefed the presiding
to obtain some feedback on their officers the day before the election. As
experiences of polling day and the training mentioned above, a questionnaire has
received. recently been sent to presiding officers in
User focus – an easy and accessible
process for candidates and electors
We recognsie the need for quality training
and the council's performance and
development review process plays a large
part in ensuring training provision meets the
needs of permanent staff. The temporary
staff are more difficult to provide ongoing
training for but all key staff receive training at
each election and certain individuals (eg: key
postal vote supervisors) have received
additional training (eg AEA, forensic
Strategic and operational plans are in place science) in view of the additional
and team meetings take place weekly during complexities in postal vote processing. We
the election period. An election review team have a core team of experienced volunteers
meeting is held after the election to ensure who build up their expertise each year and
lessons learned are acted upon. Review individuals move up from Presiding Officer to
meetings are also held with contractors for Polling Station Inspector, Postal Vote
the same reason. Supervisor or Count Supervisor.
A project plan and risk register have been
produced for the elections and the service
plan also makes reference to them. Clear
written instructions were produced for the
verification and the count stages. The
Elections Working Group will review learning All those involved in delivering the elections
points from this election so that performance have received appropriate training, as
can be further improved next time and detailed in the written training plan.
feedback has been sought from candidates Evaluation of all of the sessions attended
and agents. has taken place.
All new polling staff are required to attend a
training session before they are appointed.
We also arrange refresher training for all
existing staff but this is not compulsory
unless they are becoming a Presiding Officer
for the first time. This year we held 2 drop-in
sessions where any polling staff who had any
queries or just wanted reassurance could
attend. 20 people attended these sessions.
All count staff are brief immediately before
There is a project plan, we have a 3 year the count commences. We do not have a
contract with printers, layout plan of the written training plan but we do make use the
count premises. The Elections Team are the Electoral Commission documents.
working on a risk register and business Permanent staff attend AEA and Electoral
continuity arrangements but at present these Commission training courses as and when
are not documented. necessary and when budgets allow for this.
Training evaluation is done after the election,
as we feel that we will get a truer picture than
if we evaluate immediately after a training
session. As such the data for the European
election has not been collected and
We aim to provide training for every time of
job, including election staff, premises staff.
We consider this to be one of our huge Briefing notes are also issued for all roles.
strengths and our planning tool has been The timing is right for the people involved to
used by other local authorities across the ensure that the content is appropriately
Extensive use of Electoral Commissions
training aids and guidence books. Staff
training under review with aim of interactive
Use of an Action Plan for all election session with given examples of polling
planning to allow project management by the procedure. Written information book
Electoral Services Manager. Election provided to all polling staff. Count staff
planning linked in to the Corporate Business receive on site training in advance of the
Continuity. Risk Register currently been verficiation or counting session, with a written
developed to cover all election related events guide given with their staff appointment in
or issues. advance.
Evidence available to support assessment:- Evidence available to support assessment:-
Project Initiation Documents Depute Returning Officer and Project &
Project Plans:- Main European Plan, IT Plan, Elections Officer attendance at Electoral
Postal Voting Plan, Integrity Plan, Electoral Commission seminars 18/11/08 and 3/4/08,
Participation Public Engagement Strategy, RRO Cluster meeting 16/2/09 and AEA
Training Schedule meetings
Key Dates Timetable - Election Team Depute Returing Officer attendance at
European Parliamentary Risk Register & SOLACE course Elections 2009 - Managing
Contingency Planner the Electoral Process & Refresher:Scotland
Opt2Vote Contract 25/2/09
Opt2Vote Contingency arrangements
Royal Mail Contract Training Schedule
Polling Station review undertaken 2007 Depute Returning Officer Training Notes
which reviewed accessibility of all polling Training attended by Occupational
venues Theraphist to give advice on dealing with
Count layout plan voters with a disability - notes available
Instructions to Count Staff Training attended by Chairman of the
Learning Disability Rights Group "shout" to
Evaluation activities: gove advice on dealing with voters with a
Polling station survey undertaken by Access PO/PC questionnaire used at training
Angus Panel on behalf of the Returning sessions
Officer on polling day to assess accessibility - Powerpoint presentation
currently being evaluated Polling Station Staff Guidance
All Presiding Officers and Poll Clerks Count Staff Guidance
surveyed on a range of issues e.g. training - Opt2Vote training sessions with staff -
currrently being evaluated delivery information
Election Team Review - a review of all
activities undertaken to be arranged prior to PO/PC survey - section on training - currently
commencement of UK Parliamentary being evaluated
Election planning process
Review of Electoral Participation activites - a Personal Development Plans in place for
Feedback from poll, count and postal vote An evaluation of the poll staff training
opening staff is sought to improve on current sessions is carried out.
processes and procedures. A meeting of the
core Election Team is held following an
election to discuss all feedback received and
to ensure forward planning in place for future
In assessing performance largely delivered Comprehensive, relevant training is provided
at the standard, it is recognised that further to all permanent and temporary staff groups.
work can be done to formalise specific This training provision is usually
arrangements in respect of both the risk documentted in written form for most groups
register and business continuity although although it has not yet been consolidated into
these are adreessed through management of one overall written training plan - this
the detailed election project plan. In addition releatively small step will be considered for
many features of operating above the future elections.
standard can be evidenced including the
securing of feedback from key stakeholders
and using such information to plan for future
Election team worked on the basis of a Polling staff training was conducted on the
detailed plan with key events timetabled and basis of the Electoral Commission template
key actions delegated to individuals. There nodified to suit local circumstances. Group
was also. for example, a risk register and a training was also provided to staff conducting
contingency plan, if required, for evacuation postal vote opening and scanning,
of the count premises and relocation Enumerator training was verbal on the night.
A formal project planning structure is used to As an Investors in People employer the
deliver elections. This includes the Council has a structured performance
documentation identified in this standard review and development process for all
and, in addition, there is a detailed permanent staff, including senior managers
procedures manual for elections which is and key members of the Election
maintained to support planning and business Management Team. This ensures a
continuity. The project management structured focus on staff development to
structure includes regular meetings with meet objectives, including identifying training
representatives of political groups on the needs. The training plans and training for
Council to discuss forward planning and temporary staff at each election are
feedback from elections (the Elections supported and reviewed by colleagues from
Consultative Group). The Council's elections the Council's Learning and Development
management procedures hold externally Section. A copy of the review report for this
assessed ISO 9001:2000 Quality year's election is available as evidence of the
Certification. Post election reviews were assessment.
introduced in 1999 and have been developed
as good practice for all elections and as an
aid to improving delivery of elections.
This standard is met but work is now ongoing
to improve the training methods further,
including increased interactive training
methods and physical setting-up of mock
polling stations and possibly role-play if/when
new polling staff are to be recruited.
The performance standard is met and while Evaluation of training is carried out but needs
plans are evaluated and matters taken to be formalised and this will be reviewed for
forward to future elections, feedback is not future elections.
sought from stakeholders. The process will
be reviewed for future elections.
The Highland Council began planning for the All staff involced in the election receive
European election in August 2008. Nine training on processes and procedures. The
formal election management team meetings Training Plan details a schedule of training
were held from August 2008 to June 2009. activities for the Election Team; Poll Staff;
Ad hoc informal meetings were also held on Postal Ballot Staff; Count Staff and Training
a frequent basis to discuss specific aspects Staff. External training events are attended,
of the election. The Election was conducted such as Electoral Commission courses and
through following the LRO‟s Project Plan, Forensic handwriting courses. Poll Staff
which specified the individual tasks that training is carried out by the Council's
required to be carried out. The Election qualified Training Staff.
Project Plan contains many elements
including a Recruitment Plan, Business
Continuity Plan; Risk Register; Training Plan;
ITC Plan. An outsourced Printing Contract is
in place. Plans of the layout of the Count
Centres are available. The roles and duties
of all staff are specified, in writing, prior to
Recruitment Protocol, Risk Register (as per Schedule of training Activities, suie of
EC template), Business Continuity Impact training materials which ties in with
Assessment and Plan, Plan of Layout communications strategy (varies with
Premises, Contingency records for audience) evaluation will be carried out in
alternative polling stations, due course as still clearing up post election
and completing Euro Elections returns.
As stated previously, planning for the All staff involved in elections in North
elections is based around a written, task Ayrshire (notably Polling Station staff, Count
orientated plan, which sets out key Staff, and staff involved in issue and opening
milestones in the delivery of the election. of postal votes) are required to attend
This plan is the driving force which ensures training as a condition of their appointment.
that success or otherwise against the key Training addresses issues of access and
tasks that contribute to the delivery of the diversity.
election is monitored. The plan identifies
major risks and where appropriate the A written training plan specifying the
contingency arrangements in place. outcomes of each training session and a
schedule of training is in place for each
The Polling Scheme for each election election.
dictates the number of temporary staff
required to man polling stations for each In respect of the core Team the Elections
election. Generally only experienced Administrator is investigating the use of the
persons are used and we hold a database AEA AEA‟s Occupational Standards for
which allows us to profile the experience of Electoral Administrators as a means of
our polling station staff and count staff. For developing the skills and knowledge of core
the count, experienced Council staff are Election Team members. Core members of
used. Each appointee is given a letter of the Team regularly attend sessions
appointment which sets out the terms of their organised by the Electoral Commission and
employment including a requirement to other relevant bodies and good practice is
undertake training. fed back as appropriate.
The Election Team has written procedures in Appropriate use is made of available training
place for the conduct of the verification and materials including those prepared by the
counting of votes. This includes a plan of the Commission.
Training is routinely evaluated and feedback
The outsourcing of aspects of the election, is used to inform future developments. I
notably the delivery of a solution for postal personally attend training events to ensure
votes, is now a major factor of the election consistency.
planning process and therefore a major risk
Formal evaluation plan requires to be put in Formal training and evaluation plans require
place. to be drawn up.
Election Planner, Timetable, Contingency Training Plan, Standing Instructions
Planner and Risk Register; Prevention of (Security, issue of Postal Voters' Packs;
Electoral Malpractice - Action Plan, Training Receipt of Postal Votes; Opening of Postal
Plan; Guidance to Count Staff re Counting of Voters' ballot paper envelopes; Receipt of
Votes. Standing Instructions (Security, issue Postal Voting statements; Opening of Postal
of Postal Voters' Packs; Receipt of Postal Voters ballot paper envelopes before count;
Votes; Opening of Postal Voters' ballot paper Dealing with lost or spoiled Postal Ballot
envelopes; Receipt of Postal Voting papers; Role of Postal Votes Supervisor;
statements; Opening of Postal Voters ballot Retention of Postal Voting documentation
paper envelopes before count; Dealing with following the count; Sorting and retention of
lost or spoiled Postal Ballot papers; Role of election documents). Local Instructions to
Postal Votes Supervisor; Retention of Postal Polling Staff; Power Point presentations for
Voting documentation following the count; Polling Staff, Count Supervisors and
Sorting and retention of election documents) Candidates. Feedback questionnaires
Risk Assessment (K2); Polling Scheme; Post (issued to Presiding Officers, Polling Clerks,
election review meetings with staff, ERO and Postal Vote Supervisors/Assistant
contractor (K2). Supervisors; Count Supervisors/Assistant
Supervisors; Local Councillors; Counting
Agents and sub agents) Polling Scheme;
Post election review meetings.
A permanent Election Planning Team was RO provided input into training script for
formed over 5 years ago and formal project Polling Station Staff.
planning methodology based on Prince2 is The RO personally attended training for
used to cover any type of election. The Polling Staff:
Planning Team reconvenes at least 6 25/05/09 Hawick
months before the scheduled date of an 26/05/09 Galashiels
election and meets regularly until the election 27/05/09 Duns & Newtown St Boswells
takes place and afterwards to take on board 28/05/09 Peebles
any issues identified. Formal Planning The post-election survey identifies any
documents include: training issues
• An Election Manual containing all
documents, e.g. plans, letters of Training timetables are used and a variety of
appointment, schedules, etc. training materials are used.
• Microsoft Project Plan for all activities Training
• Election Timetable sessions for count staff are conducted at the
• Full Risk assessment Count Centre using exact count scenarios
• Business Continuity Plan
• Count Layout
• Count process Diagrams
• Contracts for outsourced materials
• Communications Plan
A survey is used to get feedback and the
Planning Team take any issues on board for
SOLACE Enterprises were engaged in April
2009 to carry out a 'heath check' on the
Council's approach, processes, procedures
• Project Plan; • Risk Register; • Business • 4 Staff Briefing Sessions – Troon, Girvan,
continuity arrangements; • Layout of the Ayr Town Hall and Citadel Leisure Centre,
Count premises; Ayr; • Electoral Commission Microsoft
• Contracts and contingency plans – All PowerPoint Presentation used, Handbook for
Ayrshire meeting, Opt2Vote has contingency polling station staff and Quick Guides
arrangements with another printer. circulated; • Count Supervisors;
• Training evaluation; • Polling Place survey
Further refinements of the planning process A Training Plan for the one permanent
have still to be put in place eg longer member of election staff is in place, and
term/succession planning to ensure robust temporary staff training plans are currently
arrangements are in place for all future being considered.
elections and action plan to be updated to
reflect survey returns and completion of all
Contingency plans were put in place to deal In addition to members of the election team
with cases of swine flu being confirmed attending formal and informal training
which might require the temporary closure of sessions, staff have benefited from the
primary schools or other public buildings expertise and good practice of local
designated as polling places. The Council's authorities who have permanent election
mobile library van was reserved for use on teams. Staff found visits to Fife Council and
polling day wherever required. Negotiations South Lanarkshire Council very helpful in
for a 3 year contract with Opt2Vote for the preparing for the new absent voting
production of ballot papers, postal voting regulations.
packs and the issue of postal votes are
currently being finalised. Contingency plans
were discussed with the supplier in the event
of a failure in the print process. The supplier
has several print centres and the capacity to
switch to another centre in an emergency
and still meet the strict timesclaes required.
Our risk register includes details of these
contingency plans. Polling staff completed a
feedback form which sought comments on
the following: wheelchair accessibility, use
of voting devices, official notices, training
and conduct of the election.
Feedback has been sought from Agents and A full and extensive training programme was
sub-agents focusing on - election count, developed, implemented and evaluated -
paper information provided, agents/sub inlcuding legislative, accessibility and
agents meetings and open text for general customer focus. A database was created to
feedback and improvement suggestions. collate the feedback from all trainees and will
Feedback was sought from all polling staff to inform the election improvement plan and the
ensure that the support and training provided development of future training programmes.
was efficient and effective - the information
will inform the election improvement plan.
Feedback was also sought from
There is a detailed election plan in the There is a schedule of training activities
Manual of Procedures, clear roles and which identified what training was required
responsibilities for the election team, a risk for all staff involved in the delivery of
register. General business continuity is elections, and when it needed to be
covered in the CEO service business delivered. Electoral Commission materials
continuity plan, specific business continuity and guidance were considered in creating
issues identified as a risk were covered in training materials and contractor training
the risk register. This included contracts and materials were also used, particularly for AVI
outsourcing. The manual of procedures is checking training. The schedule of training,
regularly reviewed during the election period timetable, delivery method, evaluation tools
and all election team members update it for are combined in a training plan. Feedback is
the areas for which they have responsibility. sought on the training activities carried out in
The debrief allows for a more formal order to see how they could be improved for
evaluation of how the planning process can future elections.
be improved. Feedback from surveys of
polling staff, agents, and via complaints and
enquiries are also considered when
amending the plan and the planning process
for future elections.
We have formal written plans which cover Ongoing training is provided and evaluated.
objectives, risks, continuity & staffing. The Elections Team attend training sessions,
Contracts are in place. briefing sessions and courses. Polling
Station staff are supplied with the EC
Handbook for Polling Station staff in good
time prior to the election, this forms the basis
of a training session for all Polling Station
staff prior to Polling Day, this session is
Detailed Plans, Risk Registers and notes of Training materials produced for staff dealing
staff meetings have all been catalogued. A with the nomination process, polling and
thorough evaluation is in the process of verification and count processes. Briefing
being carried out for use at future elections. notes provided and catalogued. The training
has been evaluated and incorporated in a
lessons learnt report.
A formal plan of the count premises was not
established but a document has been
produced on what went well and what went
wrong as part of the election including what
was done to rectify it and recommendations
made to improve future elections.
Election plan prepared and developed into a Returning Officer and deputies and members
detailed task list as the election progresses. of Electoral Services team attend relevant
Risk register prepared. Business impact training including that provided by Regional
analysis undertaken. Contracts in place for Returning Officer. Ongoing training of
provision of ballot papers, poll cards and Electoral Services team including specific
postal voting stationery. Contingency support issues relating to use of new electoral
arrangement in place with three neighbouring software system. Training provided to polling
councils in the event of significant staff staff, postal vote issue / opening staff,
absence e.g. flu pandemic. verification and count staff.
We comply with level 2 and in some respects We spend considerable time and effort in
level 3 but this is clouded somewhat by the providing training for permanent and staff
split between the LRO & RRO roles. Our just employed on Election duties. The
risk/ project/ business continuity plans are Training for permanent staff is included in the
used throughout the SW Region and are Team's Annual training plan. Temporary staff
tried and tested. All participants are who might be based in the office or are
consulted and requested to either attend a dealing with the postal vote processes
debrief session or comment on' how it was receive induction training and constant
for them' but sadly once the Election has training and mentoring throughout the
been and gone they loose interest! exercise. Staff employed on the day/ night
have specific bespoke sessions. We restrict
these sessions to a max of 25 persons and
also have one2one sessions with
newcomers. we receive feedback.
Use of EC resources, excel spreadsheet Training dates both informal and formal. The
listing key events and timescales, Risk ESO attends training courses and meetings
register for Purbeck DC, Business Continuity throughout the year. Use of EC resources
Plan (specifically for electoral services, including powerpoint presentations and
included in the corporate plan), suggested lesson plans, de-brief meetings for
layout plans for the Count, contingency plans evaluation/lessons learnt, proposals for
included in both the risk register and also the future elections.
business continuity plan which includes
backup scanners, list of recommended
printers and suppliers and working with other
local authorities throughout Dorset.
Evaluation of the Elections 2009 is currently Permanent staff and temporary office based
being carried out with Candidates and/or staff receive induction training and basic
agents and with staff. The results of the training on the legislative context of the work
evaluation process will then be used to on elections. Training of polling station staff
inform arrangements for future elections. is based on the material supplied by the
Electoral Commission and enhanced to take
account of local issues and practices
including disability awareness.Separate
training is undertaken for table leaders on
the Count process. Evaluation of training is
being carried out as part of the larger
evaluation process and results will be
analysed for improvements to future training.
The process for planning these elections
began in December 2008. This has been an
Election planning meetings. Quotes for Postal vote training for election staff. RRO
printing. Meetings with printers and Royal meetings. PO/PC meetings.
I have schedule & training materials but no
written evaluation. The trainees were asked
verbally if they had any questions or
concerns and satisfied with the training
The written plans are primarily based upon Training is provided to polling staff whenever
the statutory requirements of the relevant a major election is held through structured
election timetable, but also make provision training sessions usually held 2 or 3 weeks
for those functions not subject to stautory ahead of an election and the training
deadlines. Comprehensive planning takes materials used focus on the information
place at local level (eg: booking of polling provided in the Electoral Commission's
stations, appointment of polling staff, etc.). 'Polling Station Manual', including awareness
The risk register used is based upon the of access and disability issues . Presiding
'model' register developed by the Electoral Officer briefings are also held in the week of
Commission and available on their website. an election. Additional training/guidance is
Informal feedback from staff and from also provided to staff involved in other
stakeholders (eg candidates and agents) is functions of an election (ie: the issue and/or
sought throughout the process and opening of postal votes, the count, etc.).
comments received are responded to. Report Evaluation is undertaken on a periodic basis
sheets from over 110 polling stations to ensure that changes in procedures and/or
completed locally by Presiding Officers are legislation are effectively reflected in the
carefully analyised and responded to. training provided.
The EC planner and risk register were A training session for Count Supervisors and
adapted and used to create an overall plan. key Count staff including DRO's was held to
Staff were allocated to particular projects eg ensure same practices carried out in each of
polling stations, nominations etc and the 4 Count venues. There were 24 training
reported and updated the plan at weekly staff sesssions over 2 days in 4 locations for all
meetings. Evaluation meetings were held the PO and PC staff using the EC
after the election to review processes for all powerpoint adapted to include local
election staff, key extended staff (eg postal practices. Training was provided on the day
vote and count supervisor), reps from for postal vote opening staff and count staff
customer services staff, rep from IT and staff using EC training materials.
from the Electoral Commission.
Present Service Delivery Plan to FIP Training is evaluated after each election. For
Scrutiny to highlight the importance of the European Election , a polling station was
elections to members. set up with 12 errors, including access
issues. At the start of the training sessions,
staff had to walk around the station
identifying errors which were picked up
throughout the session. At the end there
was role play where the errors were
highlighted and how they would affect
members of the public. It was then
discussed how a polling should be set up.
Feedback after the training session
An election debrief is undertaken after every The provision of a formal written training plan
election There is positive feedback from all is being developed and is an ongoing project
stakeholders.although a more formal which will include a full evaluation plan.
evaluation plan is being devised for future
Training of Polling and Count staff is carried
Elections to provide "documented" feedback
out but needs to be undertaken on a more
rather than the more informal communication
"shared" basis in future rather than resting
received from parties / candidates.(word of
mouth, unsolicited lettters / E mails) The with one individual to ensure more in depth
formal election plan is ammended where coverage, a fresh approach and to include all
necessary as a result of the debriefs Poll Clerks.
The RO, together with the Statutory Services Disability awareness and access issues are
Manager and the electoral team complete included in the training programme for all
the Election Planner and Risk Register which Polling Station Staff. The RO and Statutory
has been adapted from the EC templates. IT Services Manager design and undertake
support is arranged in-house to cover the these training sessions. Staff are made
election period and a reserve count venue is aware of polling station layout and how to
included to aid continuity arrangements. assist voters including the use of tactile
Reserve personnel are available from the CE templates and large print ballot papers. Low
Department to cover loss of election staff. level polling booths are provided at all polling
The count centre accommodates both stations. Training is also given to Polling
constituencies (Carmarthen East & Dinefwr Station Inspectors. Training materials include
and Llanelli) and has done so effectively for in-house workshop notes that are used in
the past ten years. The roles and duties of conjunction with the EC 'Handbook for
staff present at the count are clarified prior to Polling Station Staff'. The RO gives a final
the election. Many of the staff used are reminder session to all P.O's at the collection
experienced though all are given instructions of ballot boxes. The election team, including
on count procedures. Post-election, there is the Statutory Services Manager, attend AEA
an evaluation of the feedback from all the and EC training seminars. All counting staff,
Presiding Officers (P.O Questionnaire). The postal vote counters, floor staff, supervisors,
electoral team also provide information to door staff etc, are also included in the
assess the performance of contractors, count training programme. Feedback is obtained
arrangements and the management of postal via a training evaluation questionnaire that is
voting procedures. (Evidence to Support completed by all Presiding Officers and Poll
Assessment - Election Planner, Risk Clerks. This information is used to identify
Register Continuity Arrangements, Layout of future training needs as appropriate.
Count Centre, Printing Contract, Presiding (Evidence to Support Assessment - Training
Officer Feedback). Schedule, Training Notes handout,
Feedback questionnaire from Polling Station
Officers attend post election seminars The training plans forms part of the project
organised by the EC. We ask for feedback plan. As with Peformance Standard 2 above
from people involved with the election and all an evaluation of training is made at the post
these issues are discussed at our own post election meeting and fed into future
election meeting. An 'evaluation' column is project/training plans.
added to the project plan and these findings
are fed into future project plans.
There is an election project plan in place. The RO has a series of training activities to
Risk has been minimised through developing train all polling station staff and uses the
in-house production processes for postal Electoral Commission guidance to enhance
vote pack production and any extneral the process. Postal Vote issue and opening
provider of print services has had to comply staff are given a sepearate training session
with the North and Mid Wales Print along with detailed written instructions. The
Procurement Framework. Recruiment of staff count staff are issued with detailed written
is managed through in-house advertisements instructions upon appointment and are given
and advertisement in local banks for a training session before the commencement
counting staff. All staff employed at the count of the count.
are given a written instruction as to the
process being adopted.
The Local Returning Officer (LRO) ensures The Local Returning Officer (LRO) ensures
that formal, written plans are in place for that permanent and temporary staff are
each election. Plans include an election and trained and understand legislative
contingency planner which is reviewed after requirements. Permanent staff attend
each election and updated regularly. The courses / seminars provided by the
election timetable and statutory procedures Association of Electoral Administrators, the
are followed. A small dedicated core election Electoral Commission and Computershare.
team is established who have clearly defined Postal vote verification assistants also
roles and responsibilities. The election team attended a forensic science course for this
meets on a regular basis with the LRO and years election. Staff have also attended
as a team formally and informally. The courses run by the council etc as part of their
election team is supported by a wider team personal development. Polling station staff
when needed. Polling Day Inspectors are and polling station inspectors attend a
employed to assess Presiding Officers and training session which is based on the
Poll Clerks and to provide feedback and Electoral Commission's powerpoint
support on the layout of the polling station, presentation and is tailored to local
first point of contact for any queries etc. circumstances. This included information
There are formal arrangements in place for regarding disability awareness. Staff are
the layout of the verification and count which also provided with a handout of the slides,
includes written instructions. Those sample of a completed ballot paper account,
involved in the verification / count are fully in addition to the polling station staff
aware of their roles and responsibilities. A handbook and quick guide. Presiding
briefing meeting takes place with count officers also attend a briefing session which
supervisors a few days before the verification is given by the LRO and Electoral Services
/ count and on the night / day. Also Manager when they collect their ballot box.
verification / count assistants are provided Staff involved in the issue and opening of
with written instructions as well as being postal voting ballot packs were provided with
briefed before the verification / count. The written instructions and briefed at the
LRO ensures that contracts and contingency beginning of each issuing / opening session.
plans are in place for supplies and services. Verification / count staff were also provided
The performance of suppliers is evaluated with written instructions and briefed at the
after each election. Also an election team beginning of the verification and count.
Work is a couple of weeks after continuity
meeting ongoing on the businessthe election Polling station staff were given a form to
Evaluation procedures of training is being
elements of the plan developed. The internal Training Section of
human resouces are to be consulted on
future training assistance and the format of
The majority of the above criteria are Formal evaluation was not undertaken on
addressed through our generic arrangements. this occassion.
A suite of comprehensive project Training of Core Election Staff is considered
management documentation has been a high priority by the Returning Officer who
developed over a period of years for each actively encourages attendance on relevant
election type, which is constantly refined and courses and seminars as well as the
updated as required. However, looking attainment of additional professional
ahead to future elections strong qualifications. In addition, the training of
consideration is being given to the Polling Station Staff is now standard
development of more formal evaluation practice, although greater emphasis is now
procedures for all planning processes to placed upon introducing more 'interactive'
assist in enhancing our ability to adequately learning into training sessions which
assess where improvements are required following evaluation has proved to be far
and adequately record and disseminate more effective in engaging staff.
areas of best practice.
The Returning Officer has held feedback Training was provided by the Returning
sessions with electoral staff and senior Officer, personally for the European election,
management. Feedback is also sought from following the preparation of a training
external stakeholders thus far relating to the schedule which took into account the
European elections. evaluation plan from previous elections. The
evaluation report for polling station staff
reads - a total of 301 people attended
training, overall the training was very well
received. 96% of staff agreed, or strongly
agreed that the training provided them with
the necessary skills. training was also
provided for by the LRO for postal vote issue
and opening, and for verification and count.
As Regional Returning Officer, training was
provided to Local Returning Officers across
Meets the bulk of the standard as well as Training plan in place and evaluation
elements of exceeding the standard. For undertaken of PO & PC training- this will be
example, we have had evaluation of used to inform future training. It is recognied
feedback from staff training which was that more works needs to be done with
overwhelmingly positive and will inform future regards to evaluation however in the main
training. we are performing above the standard.
• The elections project plan identifies • Majority of election staff are seconded on a
potential risks and countermeasures, temporary basis from all Council
resources required including all staffing departments to cover elections, and there is
arrangements. The project plan is regularly a high level of experienced staff. The
updated with ongoing discussions between Electoral Registration team maintain a
the RO and ERO on progress and emerging register of all experienced staff used in
issues. previous elections. New staff are encouraged
• The necessary contingencies are in place to apply as part of succession planning.
to ensure the smooth running of elections to • A short written test is given following
statutory timetable and progress is regularly planned training activities for temporary
monitored via weekly meetings. election staff with feedback provided.
• Training and briefing notes have been • Poorly performing staff including Poll
produced and are communicated to all staff clerks, Presiding officers and Count staff who
involved in elections including counting do not improve following individual feedback
assistants, verification staff, Visiting officers, and advice are not considered for future
Presiding officers, postal votes opening staff, elections.
poll clerks and the Deputy RO. Training and • Briefing notes are provided to all staff
briefing notes highlight roles and involved with elections and this highlights
responsibilities and provide guidance on their roles and responsibilities, including
election legislation. procedures, key contacts and election
• A number of contracts are documented e.g. legislative requirements.
for porta-cabins and porta-loos although the • Planned training and development is
majority have been agreed in principle with undertaken for permanent staff as part of the
established suppliers previously used by the Council‟s Personal Development and Review
Council over a number of years on elections. system (PDRS). All permanent election staff
• Some feedback is sought from appropriate participate in 6 monthly PDRS‟, to identify
stakeholders including senior election staff, and address development needs. Previous
and candidates and agents involved in the training is also evaluated at these sessions.
last Welsh Assembly Government elections The department has a documented annual
to ensure improvements are made. training plan which in turn informs the
Consultation with key stakeholders is Council‟s annual plan.
Project plan in place and used throughout Almost level four - training plan in place for
the election. Major risks identified and permanent but not temporary staff. Schedule
mitigation put in place - i.e. in house printing of training session retained, and feedback
of postal packs. In addition, ballot paper print sought from attendees for evaluation
supplier was asked for, and provided, his purposes.
contingency position in case of very large
ballot paper. Name of trade printer able to
step in was provided. Election team meetings
held each team member has a role and
outline of duties.
Performance standard 4
I have ticked both 2 and 3 above; there is a written instruction about dealing with potential fraud and there are established links with
national and local protocols as well as the legal requirements, no other work is done specifically with the political parties, nor is there
seen as rather obvious.
Contact has been made with SPOC. Agents briefing will highlight the Commission guidance on Handling Postal vote applications. M
monitored and reviewed. Contact has been established with District Commander and a formal meeting held following close of nomi
Returning Officer individual discussions with Superintendent K Elliott regarding priorities and support for elections prior to and on ele
Written contact is made with the local police/SPOC. Emergency contact numbers are exchanged with the police/Returning Officer.
malpractice such as multiple postal vote applications. Presiding Officers appointed at polling stations are provided with a facility to r
issued to staff over potential fraudulent electoral registration applications.
The Returning Officer has ensured that the electoral team are aware of the process for dealing with concerns about electoral malpra
SPOC so that any issues can be referred for investigation.
Meetings are convened between the RO and the police in advance of any election. Additionally, matters of potential malpractice are
Whilst the RO for Chelmsford does not have in place a formal written plan for dealing with allegations of malpractice, or any formal
his electoral staff are familiar with and been trained on issues of electoral malpractice and can identify potential and real attempts at
the local SPOC. Further, the issue of electoral malpractice and the maintenance of public order is something raised and discussed a
identified in the training of polling station staff as something about which they need to be aware.
Contact was made early in the electoral process with the local police and they were constantly updated as amendments to polling st
with the Authourity sending the final report on the police contacts and activities over the election period; Written instructions were gi
risk assessment contained controls in managing potential malpractice; Polling station staff and Visiting Officers (VOs) were trained
potential electoral malpractices; The VOs completed two/three visits to each polling station and documented their findings in a log b
Performance Standard 7.
Evidence to support assessment
The Returning Officer is close to meeting the performance standard. Links have been developed with local police officers/SPOC as
to discuss risks.
The Returning Officer does have systems in place for assessing the risk of electoral malpractice but this is not documented at prese
• Records of meetings/discussions/ correspondence with those consulted
All necessary work is undertaken however, currently no formal written plan in place - to be undertaken in summer 2009.
Although no written plan is in place, we have developed systems to check the integrity of registration and other applications on a da
checks. I hold quarterly meetings with the Chief Inspector of Police where election and registration issues are discussed. We also
Standard largley met. Good relationship established with SPOC and links in place with local police operations. Integrity discussed
Commission Postal voting pocket guides distributed. All staff aware to refer any questions of electoral malpractice to DRO or Electo
attend any briefings/work on integrity plan.
All of the guidance from Electoral Commission regarding handling of postal votes are sent out to Agents and Candidates. Forensic
undertaken. We do meet with Agents/Candidates but these aren't recorded. Voter Registration forms are monitored for suspicious
dealt with in the appropriate manner.
We have met the SPOC and had correspondence with the operations department of the local police, to create links in case of any e
assistance and presence during election day and the count. We have breifed local parties and candidates about integrity issues, an
the code of conduct on handling postal votes.
I duly received written confirmation as to who our local SPOC representative was but on this occasion did not need to contact him. H
no feedback received.
Whilst 'Performance Standard' is claimed, the 'written plan' in the first line of the second paragraph above is the nationally issued gu
ALL OF 3 IS FOLLOWED EXCEPT THAT THERE IS NO ACTUAL WRITTEN PLAN OUTLINING STEPS TO BE TAKEN TO DEAL
MALPRACTICE. THE 2 X EAS WORK ON AN UNWRITTEN BASIS BETWEEN THEM.
We run regular reports on absent vote away addresses to assess whether there are an unusual number of addresses being used fo
The Regional Returning Officer for the European elections has encouraged Local Returning Officers to continue with and implemen
have been in placxe for some time.
We meet the performance standard in this subject area. The Returning Officer, Deputy Returning Officer and the elections team are
detecting electoral malpractice. We have had contact including emails and meetings with local police and with SPOC. We were adv
and Presiding Officers were all issued with a card of contact details for quick response and site visit by police if necessary. Poll staff
as personation and how to deal with unacceptable behaviour incidents. Written security protocols were developed in conjunction wit
overnight on 4 June and also storage of Euro ballots 5-7 June. The storage 5-7 June was in a cell at the local police station. Police
polling day. There was a constant police presence thoruoghout both counts. Admission to the count venues was strictly controlled v
meetings for candidates and agents and touched on electoral integrity at these meetings. All nomination papers recived were carefu
assessment includes emails and notes of meetings with localpolice/SPOC, powerpoint training/briefing notes to polling and count st
contact cards for Presiding Officers, ballot box storage protocol, electoral managment plan, risk register.
Project plan and risk assessment included dealing with electoral malpractice. Political parties were all asked to sign up to the code
Agents meeting. We ensured we were in contact with the SPOC.
The Elections Manager attended a training session on Electoral Integrity organised by the Electoral Commission and SE RRO. Whe
issues involving postal votes and provided them with a copy of the Commissions/ACPO guidance on "Preventing and Detecting Ele
the East Sussex Electoral Services Officers Group and the Hastings Elections Manager was present. The SPOC also attended by in
to discuss security at poll stations and the count with the local police commander and the on-going investigation into 21 suspected f
that we had recieved. The Returning Officer in his capacity as Electoral Registration Officer issued the invitation.
The general risk register (referred to under Performance Standard 2) covers the main risks/control measures relating to the integrity
RO/elections staff have a link with the local police/SPOC.
Please see supporting documents sent under separate cover, which also includes documents which relate to other self-assessmen
meetings. We have hand written notes of our meetings with our local Isle Of Wight SPOC, who co-ordinated routine police patrols to
escaltion / evacuation procedure was drawn up in conjunction with our Isle Of Wight SPOC.
Integrity plan in place, and meetings with SPOC held before each election. Risk assessment undertaken for each election. Election
votes etc as part of awaress about electoral integrity matters.
Discussion and correspondence occurs with police SPOC and others. Further written planning is required to meet performance stan
Returning Officer has links with local police and SPOC. SPOC has been contacted with regard to possible fraudulent registration for
applications and returns are monitored. No written plan yet in place.
Again we lack some of the documents required as evidence. Nevertheless we do make contact both with our SPOC and with our lo
political parties usually at formal briefing sessions and often by distributing Electoal Commission materials.
Please see attached sheet
A meeting is held with the police before each major election to agree arrangements in the case of electoral malpractice allegations,
parties are consulted on the steps taken locally to guard against fraud through an all party Elections and Citizenship Working Party
Electoral Services Manager attended the RRO/Electoral Commission organised meeting on 6 April 2009 at which he meet and disc
Electoral Malpractice. This supplemented a written plan for dealing with suspected fraud that is in place for members of the Electora
electoral malpractice from the Electoral Commission was also circulated to members of the Electoral Services team. A meeting also
Officer and the Police's Events Coordinator to discuss possible public order issues relating to the election, including Polling Day, the
Council's Corporate Anti-Fraud Team established to deal with registration fraud connected with financial and identity fraud rather tha
The Returning Officers staff are fully trained in fraud awareness issues. There is full implementation of EA Act 06 requirements, incl
identifiers 're-freshed' every two years. We database monitor away addresses. Robust procedures and controls implemented at issu
established with relevant stakeholders including Police, Audit, Electoral Commission and Legal services. 'Gold Command' structure
devised to aggregate threat assessments and control strategies. Media strategy employed to cover prevention, investigation and ar
registration and postal voting fraud at application stage. Local agreements with political parties on handling of PV's based on EC ad
regularly updated, assessed and evaluated on detecting and preventing election fraud.
Meetings were attended in London with the SPOC as arranged by the RRO and procedures were followed as outlined in the EC boo
Local police attended all LBE Project meetings prior to the election and were very helpful on the day.
The SPOC link is in place but has not hitherto been called upon. Systems are well developed to spot such as multiple postal applica
more work is needed on evaluation. All postal DROs must have forensic training, a higher than legal standard.
Performance Standard 4: Maintaining the integrity of an election.
we meed this standard. We have a named contact within the local police force and meet with them prior to an election. Police are in
given the list of polling stations which they usually visit several times throughout election day. We have also had a meeting with our
We currently identify and refer suspicious absent vote applications or postal votes to the police. All postal vote applications are mon
applications received at once and/or too late.
In order to preserve the security of the ballot, the ballot boxes are at no point left unsecured. If it is not possible to lock the ballot box
for a member of staff to remain with them overnight.
Briefing sessions are arranged for candidates and agents. These did not take place for the European Parliamentary elections as we
approached we requested that political parties asked electors needing postal vote applications to contact us directly for security pur
Written Plan: Elections: Maintaining Integrity
Letters to Candidates and Agents
Extract from GLA guidance
Code of conduct for political parties, candidates and canvassers on the handling of
postal vote applications and postal ballot papers in England and Wales.
Requirement of Secrecy document.
Risk assessment/Business Continuity Plan for European Parliamentary Election.
Letters to Police from Election Services Manager.
Electoral Services Manager (ESM) attended a meeting with SPOC's of London Region. LRO and ESM held a meeting with SPOC a
procedures. SPOC and Hounslow Police consulted on written integrity plan. Regular contact with SPOC and Hounslow Police duri
which included dealing with postal votes and code of conduct.
We have meetings with local Police as well as attending EC facilitated meetings with SPOC. All staff are made aware of integrity iss
make use of EC guidance in this area which is comprehensive. We also deal with the integrity issues in our risk register. Agents me
stakeholders in terms of expectations and standards.
See appendix attached.
Meeting with SPOC. Close working with borough police operation to support election. Permanent staff trained to recognise suspicio
activity. Follow-up to disparities on postal voting statements. Close local borough and regional contact on any potentially suspicious
RO utilises the resources and guidance provided by the Electoral Commission to identify and address potential instances of electora
SPOC events prior to elections, and build appropriate contacts as necessary, e.g. no further contact at European election but furthe
All data entered is checked by a different person before letters are sent out to the elector in repect of registration and postal voting
Links established to maintain the integrity of the election were established with the local police and single point of contact (SPOC). N
SPOC or by SPOC to LRO. Written plan and guidance in place outlining steps to be taken to deal with concerns about electoral ma
1 The Returning Officer has a good relationship with the local SPOC who was provided with information in relation to the election a
issues could be addressed. The police visited each of the polling stations during election day and a police presence was available a
for the granting of signature waivers for postal votes - counter signature required similar to permanent proxy votes. 3 100% Electro
election time. Any rejected signatures considered by the Deputy Returning Officer. 4 Procedure in place requiring the completion
votes. 5 All postal votes acknowledged to the electors registration address. 6 Any concerns of malpractice would be dealt with in
Council candidates issued with a copy of the EC booklet - Guidance for Candidates and Agents. 8 All County Council candidates
political parties, agents and candidates on handling applications for postal votes. 9 Any Candidates requesting a copy of the regist
form which set out the conditions relating to the supply of the registers, particularly in relation to the disclosure of information contain
been referred to the SPOC.
Regular meetings and contacts are in place with the SPOC Officer, supplemented by contacts with Divisional Police Commanders f
the Commission's guidance on preventing and detecting electoral malpractice.
Attendance at Electoral Commission/RRO Pre Election Seminar working with SPOCs on integrity issues, use of Electoral Commiss
Derbyshire SPOC on processes to be adopted at this election, with initial enquiries being referred to the Monitoring Officer who will
discussions with Chesterfield Operations providing details of Electoral Commission links on integrity and what constitute election off
meeting, copies of guidance for party workers provided to Agents. Written plan outlining steps to take to address electoral malpract
one party referred to putting their seals on ballot boxes at the close of poll and also the issue of security of ballot boxes as they were
address these concerns numbered security seals were affixed to all ballot boxes to evidence that they had not been tampered with f
opened at the verification. Concerns raised by UKIP, BNP and Barlborough First were responded to and dealt with by the DRO/LRO
Checking processes are in place for rolling registration applications and postal votes being sent to an away address, within the limits
information provided at face value. Meeitngs were held with the SPOCduring the election period.
Contact was made with the SPOC, no meetings took place but discussions took place via email. Regular contact was made with th
Electoral Commission guidance was also adheared to The electoral services team have written instructions on how to deal with con
take if issues should arise.
Risk register completed. Internal checks carried to eliminate the high risk elements of postal voting. Unqualified internal audit opini
Meetings took place with the Leicestershire SPOC, the LRO and members of the County Electoral Administrators Group on the run
Candidates ad Agents and the issue of Integrity was fully covered. The guidance on handling postal votes was provided to the Cand
Workers staff were also circulated. Electoral Services staff responsible for processing postal vote applications were given instructio
the Forensic Science Service in signature recognition. 100% check of postal voting statements was also undertaken. Training to Pre
and what action should be taken and Polling Station Log were provided to record any occurrences.
A meeting is held involving the other Lincolnshire District Councils with our local SPOC representative to enable any issues to be hi
The RO has established good working links with the SPOC and the risk register and election plan sets out a methodology to deal wi
RO has clear and appropriate lines of communication throughout the election with candidates and agents to consider any such issu
Meetings with potential candidates and election agents deal with electoral malpractice and discussions are held with the police as re
surrounding electoral malpractice in other authorities which have resulted in convictions.
A detail training session also takes place with Postal Vote clerks
The Project Plan includes a Risk Assessment which outlines the steps to be taken to minimise and deal with the risk of any election
where all election matters can be dealt with in the one room to eliminate the possibility of any 'leaked' information. The room is locke
were held explaining the processes and the police were invited and were in attendance. Details of all the polling stations were sent t
boxes between counts. Evidence includes the correspondence between all involved parties and the Project Plan/Risk Assessment.
We have had meetings with two SPOC's within our local police force. One was responsible for the fraud/malpractice arrangements
We agreed on what would be considered as fraudulent application, how and when to exchange information and the SPOC supplied
officers were supplied with pocket guides and an improved police presence during polling day was agreed, which involved officers c
presence was at both the verification and count as always.
Early Contact was made with the Nottinghamshire SPOC who attended monthly county election meetings in the run up to the electio
Commissions guide on preventing and detecting electoral malpractise a plan was drawn up to address possible electoral malpractis
allegations of electoral malpractise depending on whether this was notified to candidates, agents or the Elections team. The plan in
mitigated. The result of this was to provide a code of conduct on the handling of postal votes to all candidates and agents and for th
residential and nursing homes on the handling of postal votes, utilising the commissions pocket guides for party workers, police and
personation and a log book to enter any suspected cases, various forms for polling staff to complete with regard to electors who had
to polling stations by police officers. In addition to this a decision was made to check 100% of all postal voting statements returned.
Very close liaison with local police throughout the process including assistance with storage and tranpsortation of ballot boxes, each
polling and detailed breifngs provided to police.
There is a dedicated police contact but he did not attend the Electoral Commission Seminar on the subject and has not made conta
We do not currently have a written plan outlining the steps to be taken to deal with concerns about electoral malpractice although w
police/SPOC. A meeting was held with the local SPOC prior to the elections.
The Elections Officer had two meetings with the SPOC and a joint one with the RO. The meetings reviewed security issues for Polli
Candidates and Election Agents; and detecting and preventing malpractices and electoral fraud that could arise. The Electoral Com
Electoral Malpractice (May, 2009 edition)' was also used as a template to assess the potential risks. A procedure was also instigate
Electoral officers to review all of the returned postal packs that were rejected by the automated scanning software of the computeris
'lost' postal packs had been used illegally. At the meeting of Election Agents, specific issues that could arise were highlighted and th
should be reported to the LRO by Parties/Election Agents/Candidates as appropriate to take up with the police SPOC.
Action to be taken in the event of possible malpractice included in risk assessment log. Links with local SPOC through county meet
Guidance and best practice conveyed to agents and candidates by EC material and RO advice notes. Scrutiny of applications to reg
scanning of postal vote returns
Early contact made with Lincolnshire Police re SPOC arrangements and Lincolnshire group meeting held with police representative
exchanged with the Lincolnshire Police re the location of polling stations, verification and count arrangements. Special arrangemen
stations at which anti-social behaviour has occured at previous elections - no trouble reported at these elections. Documentation is
relevant legislation regarding electoral malpractice. 100% scanning check of all returned postal votes carried out including those ha
• The Returning Officer has in place a written plan to deal with concerns of the electoral malpractice which has come about following
department as well as local councillors and the main political parties.
• Electoral Integrity formed an important element of briefings held with candidates/agents prior to election day.
• Special arrangements were put in place for this election on how to report concerns on election day and was circulated to all candid
• Polling station staff are also required to complete additional reporting forms to highlight possible malpractice which are then invest
conjunction with the police.
• Arrangements are also in place for any complaints received by the Returning Officer to be referred to the police to follow up.
Email contact only achieved with SPOC at West Mercia. Briefing provided with candidates agents prior to election where electoral m
the handling of absent vote applications and postal ballot envelopes.No written plan in place - to be reviewed and action to have do
A meeting was held with the SPOC's representative and arrangements regarding integrity issues were reviewed and the risks asses
codes of conduct and notified of steps being taken to ensure the integrity of the elections. No concerns were ultimately raised o this
We made contact with our Local Police Authority which they then made contact back with me, regarding a the list of polling stations
The Returning Officer meets all the criteria to meet this Performance Standard, although does not have in place a formal written pla
The Returning Officer maintains a contact with the local SPOC officer as well as the local Chief Superindentent of Police. Evaluatio
has been paid, for instance, to the issues surrounding a future election involving the then Home Secretary, who is also the Constitue
and independent candidates before the electoral process begins. All candidates & agents are given a copy of the Electoral Commis
Supporting evidence: Applications for Electoral Registration - Referral Policy; Sandwell Guidance for Officers on the Referral of Do
Detecting Electoral Malpractice; Elections staff and member training records; Risk Register extract; Post election evaluation execise
with Doubtful Ballot Papers Handbook and Chart; Local Arrangements for Sandwell - Information Pack for Agents - Euro Elections 2
and Canvassers on the Handling of Postal Votes Applications and Postal Ballot Papers; Election Agents and Candidtaes Conduct a
Do have links and contacts with local police and speak to them beore and during the election.
(-AV - Audit fees identifies)
We have not kept a record of telephone calls and meetings with our SPOC but our communciation has been quite active and we ha
On Election day our SPOC gave us a directline number and reference number to use in an emergency. However it wasn't necessar
The SPOC is contacted as and when required but changes frequently thus making it difficult to build up a meaningful relationship. T
held with agents and canidates prioer to all local election and UK Parliamentary elections at whihc we address integrity issues. The
a number of initiatives in place to reduce the risks.A full evaluation has not been required due to the very low instances of concerns
our election planning and de-breifing sessions.
Links have been formed with the Police
SPOC and a number of meetings have been
The Returning Officer has an ongoing The Returning Officer is developing a public
relationship with local police, they are awareness strategy. Working relationships
consutled and pre election planning meetings are in place with Communiciations and a
are undetaken to discuss security/integrity plan for interdepartmental co-operation is
issues. The police are on hand during the being developed as part of the Electoral
election proceedings to perform visits to Participation Working Group. The Website is
polling stations and count venues etc. Details under review and all communications have
of the SPOC are kept updated and appropriate contact details . Joint strategies
procedures are in place to ensure that any are also undertaken in partnership with
issues regarding electoral malpractice are Tyneside Authorities. The participation group
addressed and the Returning Officer is is scheduled to meet and plans are in place
aware of the process for bringing matters of to invite a representative form the Electoral
concern to the attention of the police. Commsion to attend one of the meetings
Election staff trained to look out for any
unusual patterns in postal vote applications
and the verification of postal vote identifiers.
The Tees Valley authorities meet on a
regular basis to discuss best practice and
determine opportunities for joint working.
Links are also in place within the LA to work
with Officers working with those with special
needs, Headteachers of schools used as
polling stations, the Communications Team
(who are involved with Talking Newspapers)
and other officers within Democratic
Services. Awareness is also raised with
Residential Care Homes in the Borough who
are individaully offered home visits.
Internally, the staff bulletin is used to make
Links have been established and meetings employees aware of the election and the key
held with the local police SPOC in order to dates in the timetable. Schools which were
complete an Operational Order and identify used as polling stations in the recent
any areas of concern and plan contincencies. European Elections were each sent a
The police SPOC is made aware of any European Parliament awareness
rejected Postal Votes due to a mismatch of consignment of goods to share with their
signatures. The ERO writes to all rejected children. For local elections, a powerpoint
Postal Voters where the date of birth presentation has been developed for schools
identifier has been mismatched in order to to explain about democracy, voting and what
obtain fresh details. Candidates and agents is happening at election time in their school.
briefing meetings are held prior to main Schools are also offered the opportunity for
elections and have been introduced for local their school council meeting to be run by the
by elections. Elections Team or for Assembly talks.
• having a written strategy detailing our public
• writing to all households before an election
to give them various information, this also
contains appropriate contact details (a mini
• arrange a meeting with the Returning canvass)
Officer, the local police and the SPOC in • putting mechanisms in place so that
advance of all elections. The local police electors can contact us by phone 0191
provide an operational order which sets out 4247230 0r the Customer Contact Centre
who is responsible for the election and who which is open outside of office hours 0191
will deal with situations that arise. This 427 7000, e-mail
incudles election intergrity issues. firstname.lastname@example.org or the
• also work with the Community Warden http://www.southtyneside.info/CorporateFeed
Service. The Service provides an additional back/Default.aspx
layer of security for staff and links into the
police operational plan • working with the Council‟s Web Team to
• provide briefings for candidates and agents provide information on-line
of all parties http://www.southtyneside.info/localdemocracy
• have a plan showing how we will deal with /elections/
concerns about electoral malpractice
• make sure that our plans and policies for • working with the Council‟s Communications
Electoral Registration Officer and the Team to develop an elections advertising
Returning Officer are consistent, as they are campaign
one and the same person • working with other authorities to pool
• remind candidates and agents about the resources and provide a campaign across
Code of conduct for political parties, the region, using the Tyne and Wear Metro
candidates and canvassers on the handling and Bus Service and local television
of postal ballot papers in England and Wales • publish articles using a wide range of
• ensure appropriate staff training, for mediums, for example
example Electoral Commission Electoral o the Council‟s magazine Onview
Integrity Seminar April 2009 o A retirement magazine
o A local disability newsletter
Absent Voting deadline dates for applications
provided to press in a Public Notice. Use of
website for provision of appropriate
information, Statutory Notices, registration
and postal and proxy application forms,
result of elections etc. Statement of Persons
Meetings with RRO, County RO and SPOC Nominated, Notice of Poll and Polling Station
from Police HQ Penrith, Local PC from the and Results of Elections posted on external
COPS team working in Council notice boards at Barrow Town Hall
Environmental Health Department/Liaison Contact details for RRO, County RO and
with South Cumbria Area Barrow Police HQ links to their websites provided from the
regarding Electoral Malpractice. Borough Council website. Local radio station
Briefing provided to Election Agents included was running Electoral Commission publicity
electoral malpractice and guidance on postal campaign on a daily basis – as well as
voting etc. Electoral Commission Guidance National TV
to Candidates and Agents issued to all
Candidates and Election Agents.
We have an excellent working relationship
with our local Police and provide them with The Council's PR Unit carried out various
all necessary information to enable them to methods of publicity including a video on
support us throughout the election period. YouTube, radio advertising, bluetooth
All concerns regarding electoral malpractice message on election day, lampost banners,
are referred to the DRO who is also the numerous articles in local newspapers
Director of Legal Services - she has a very including a local Asian newspaper. The
good relationship with the police who appoint elections email address and telephone
a senior officer to deal specifically with numbers are widely publicised on all
allegations of electoral malpractice. communications.
Public Engagement Strategy developed and
implemented. Plan includes internal
communication eg information displayed in
Project Board developed and implemented customer reception areas and on website,
Contingency Planner and Risk Register. plus external communication eg within
Risk assessments undertaken on all polling community newspaper, press releases etc.
stations. Meeting held with local SPOC on 8 Records of meetings with other departments
April 09. Elections Officer and Project Board ie Public Relations and those involved in the
Lead attended regional integrity briefing held targetted publicity campaign - ie Polish
on 24 March 09. Liaison Office.
I think there is an element of "border-line"
here in terms of meeting the standard. We
certainly ensure that all electoral
communications have contact details etc
included and fulfill all statotory forms of
communication. We also ensure that press
releases etc are issued. However, there is no
written awareness strategy for elections and
public awarness over and above statutory
requirements is limited by budgetary
Links have been developed with the police Public awareness activities are carried out
and local parties/candidates are made aware but there is no formal written strategy. All
of integrity issues but a formal written plan is outgoing communication provides contact
not in place. information.
Written Public Awareness Strategy exists.
Links and meetings with Local and County Poll Cards delivered to all electors including
SPOC. Links and meetings with Local Police helpline number. Postal Votes inclusion of
for public order and safety reasons. Electoral helpline number. Customer Services briefed
integrity plan. Candidates and Agents as first point of contact. FAQs developed for
briefing attended by SPOC. EC candidates Customer Services. FAQs developed and
and agents guide issued with each posted on Web Site. Advertisement in local
nomination pack. EC quick guide to Party "VUE" magazine. E-mail responses to
Workers handed out to parties at candidates individual inquiries. Worked with RRO on
and agents briefing. media startgey for European election
In respect of the European elections, the
nwrro organised contact with the regional
SPOC. We attended meetings with him.
Similarly the County Returning Officer
arranged meetings between herself, the
SPOC and the District councils.
Prospective candidates briefings were held
in the run up to the elections, regular
All candidates were issued with a copy of the information about key dates were published
fraud protocol and code of conduct, EC on the councils website, displayed in the
canididates guide and a copy of the quick customer services centres located in both
guide for party workers on postal voting. Lancaster and Morecambe and regular press
Meetings were held with local police to releases were issued covering things like poll
discuss the operational issues of the election card delivery dates, absent vote/registration
and regular contact was maintained with the application closing dates and you don't need
SPOC - Brett Jackson your card in order to vote.
Electoral malpractice is taken very seriously We are major players in the Merseyside
in Liverpool. We have a close liaison with Electoral Administration Team and as such
SPOC in advance of Elections, and the take a leading role in publicising elections
SPOC attends meetings with Agents and and encouraging participation, particularly at
Candidates (when we have City Elections), local level. Our work with BME has been
and speaks directly to them about the recognised by the Ministry of Justice and we
prevention of fraud and on integrity issues. are particularly pleased with the way in which
We scan 100% of postal voters security our involvement in BME areas, and with
statements, and warn any postal voters who BME groups and individual representatives,
claim a replacement and then send two is being welcomed and encouraged. We will
postal ballots. We have identified that, be analysing, street by street, the voting
having regard to recent events in other paterns in the Polling Districts from the Local
authorities, postal voters are most at risk of Elections and fro the Euro Elections of 4th
malpractice and stress the need to parties, une 2009 and discussing the results with
with the aid of Electoral Commission BME representatives.We have used a power
literature, the need to be aware and alert and point presentation in our 9 One Stop Shops
to be seen to be 'doing it right'. All staff who giving details about the Election, polling
undertake scanning are very aware of the hours and giving the electors several points
standards required, and have had forensic of contact for information. We are
signature recognotion training. We urge investigating , with MEAT, whether a sample
political parties at local elections to channel survey of an yet to be agreed number of
all requests for postal votes through us, so electors should take place to determine
that they are not seen to be handling the background information about attitudes
forms. We always provide a freepost towards voting. To be of use this needs
envelope for the elector to return the forms careful preparation, and may well not be
diirectly to us. We are notified automatically implemented until after the next election.
when the number of postal votes addressed Additionally throughout the year we sent
to one property exceeds the number set, and birthday cards to 18 year olds, and this has
when a number of postal voters with different been well received. Everything we send out
Information is provided on the Council's
website, and an Election officer is available
via the Council's contact centre or a direct
line at all times to deal with queries. Other
The Electoral registration officer is also the departments are kept informed via the staff
Elections officer breifeing meetings etc
The processes detailed in 3 are evaluated AGMA initiatives have been undertaken
after each election and the risk register is previously along with our own projects -
amended accordingly. buses, advertising on lamp-posts etc
The Returning Officer‟s integrity plans Public awareness strategies that are
include the following criteria:- undertaken by the Returning Officer at an
• The Returning Officer has a separate election include:-
integrity plan in place outlining steps to be
taken to deal with concerns about electoral (1) General Awareness
malpractice, which is supplied to all electoral The Returning Officer raises general
staff. awareness of the service through advertising
• To try and eliminate any fraudulent absent around the local authority area via the
voters all members, political parties, website, leaflets distributed within the
candidates and agents are issued a letter „Welcome to Salford‟ pack, advertising in the
requesting that where possible a list of council‟s „In Salford‟ magazine.
prospective postal voters and their
addresses should be supplied to the office (2) Electoral Services Contact Details
who will then arrange to send the councils The Returning Officer ensures that all
approved application form. outgoing communication provides the
• The Returning Officer issues the „Code of contact details of the local office to allow
Conduct for political parties, candidates and interested parties to respond and find out
canvassers on the handling of postal vote further information. Contact details
applications and postal ballot papers‟ to all (website/telephone numbers/email
Candidates at the same time as their validity address/postal address) can be found on poll
of nomination paper form is handed over. cards, all official notices, postal vote ballot
• An „all user‟ e-mail is sent by the Monitoring paper information and on all letters issued to
Officer in the period leading upto an election electors. All forms of communication have
to issue „Guidance Notes‟ around election response mechanisms printed on.
time to all staff. The key message is that
staff should take care to avoid creating any (3) Website
impression of Council or officer support for, The electoral services webpage is easily
or bias in favour of, any political party or accessible and has the following information
prospective candidate. on:
• An „all user‟ e-mail is sent by the Director of • The Role of a Councillor
Marketing and Communications in the period • How to get elected
leading upto an election to issue „Guidance • Election results (past and present)
Notes‟ on the protocol on publicity during • postal and proxy voting
The Returning Officer through the MEAT
partnership co-ordinates public awareness
The Returning Officer throught the MEAT strategies across the sub-region to ensure
partnership ensures that there is a regular that the electorate of Merseyside receive the
contact with Police, both across the sub- same message. However, it must be noted
region and locally. Police Officers attend pre- that a number of proposed activites have not
election meetings with candidates and gone ahead due to applications for funding
agents. All candidates and agents are via the Electoral Participation Fund not being
provided with Electoral Commission material dealt with by the Ministry of Justice (as
provided. opposed to not being sanctioned).
The Council works with other authorities to
pool resources and communication channels.
Examples of this include joint bus
advertising, newspaper advertisements, etc.
The Communications Officer is also involved
in the run up to the elections, and the
Early contact is made with the Police and elections team works with the
Election agents to ensure that any concerns communications team work together in the
around electoral malpractice and public order provision of information, updating of website,
issues can be dealt with appropriately. reception communications, etc.
Public awareness strategy is a function of the
Regional Returning Officer meeting with Regional Returning Officer and not the Local
Spoc in March 2009 and regular MEAT Returning Officer. The criteria is met on the
liaison with county SPOC. other aspects of the standard.
We did use the electronic noticeboard
outside the Town Hall, and the website to
send out key messages. We also followed
the Regional Returning Officers
Communication Strategy. Also Notice of
We have a good relationship with the local Election went on our Council facebook page.
police/SPOC and meet regularly leading up However we were slightly limited due to the
to the election. We always alert them to any lack of money from the participation fund
potential problems and likewise they alert us which was disappointing after the previous
to any problems they are aware of. two years successful campaigns.
Please note the Cheshire Electoral Group is
meeting with Cheshire SPOC on the 9th July.
This is seen as the first in a schedule of
meetings to review current arrangements
between Returning Officers and SPOC
single point of contact who will attend Returning Officer has commissioned the
meeting and to agree a Cheshire regional Council's Head of Communications to draft a
approach to producing a written paper. formal Communications Strategy.
I consider that we are perhaps borderline in
meeting this standard but do not feel that we
are below as response mechanisms are in
place for information to be communicated
appropriately by phone, website and email
but don't actually have a formal written
strategy specifically for elections. However I
feel that we achieve more of the criteria for
meeting the standard than not so have
The South Yorkshire authorities have
recently set up a group with the South
Yorkshire SPOC and although I believe we
are meeting this standard I currently can not
provide any written evidence to back this up. This is extremely difficult to answer as I
South Yorkshire Police have drawn up a believe we are not below standard as per the
Memo of Understanding between the four narrative you have supplied. Neither can we
authorities and have also provided guidance say we meet the standard as we do not have
on how to report suspisions of electoral any written strategies or documentary
malpractice which I can provide although I evidence of meetings. We have though
have not had anything to malpractice to done participation work for the recent
report. Barnsley have also started working election through radio. All of our
more closely with the local division SPOC correspondence carries telephone, fax and
and are due to have an election de-breif email contact details and we provide forms in
meeting shortly various other formats.
Additionally, registration forms and postal
vote application forms obtained from the
Electoral Services Unit are serial numbered
in order to assist with tracking, both in terms
of the issue and receipt of forms and written
records maintained. Forms are also retained
in the individual batches as delivered, in
order to identify any patterns for concern
within those batches. Where registration
forms received and properties have been
identified as 'empty' and Council Tax records
have been checked, original evidence of
residency is requested in support of
applications. Scanning is undertaken not
only to conduct 100% check of personal
identifiers, but technology also has provision
for identifying duplicate postal vote
statements or ballot papers submitted and
cancelled/re-issued ballot papers. Seals with
serial numbers are used/recorded for audit
trail purposes of postal ballot packs received. South and West Yorkshire Electoral Officers
Returned postal votes are stored in secure work in partnership to encourage
accommodation with CCTV and dual key participation. Have conducted television
entry operational into secure storage area to advertising and are currently progressing a
maintain integrity. Electoral Services Unit banner campaign promoting a recognisable
has coded entry access for authorised message for registration and voting across
personnel only. the 2 regions.
Close links have existed for a long number of
years with the local police and in more recent
years with the WYP SPOC. The integrity of
the election process is taken seriously with
all cases of suspected malpractice referred
to the police for investigation. This has
resulted in 2 convictions for personation and
a case involving fraudulent proxy
applications still before the courts, following
the 2008 local elections.
The Returning Officer attends or ensures
representation at training and other events
organised by the Electoral Commission,
Police, AEA etc aimed at detecting and
preventing electoral fraud. Information
developed by the Commission and the police
is provided to candidates and their agents. In A communications plan has been developed
addition the Electoral fraud and the risks in respect of the recent elections this has
associated with this are raised at candidates focussed on the use of releases to to the
briefings and at the receipt of nominations, media during the election periodas such it
local guidance notes are also issued to has not been the subject of a formal
candidates. Particular reference is made to evaluation. In the past promotional activity
absent voting. Information and guidance is has encompassed a broader range of activity
also provided to residential establishments, and where this is undertaken formal
wardens and other domiciliary care workers evaluations are undertaken. The authority
who may be asked to assist voters in the does participate in wider initiaives with
completion of absent votes and could neighbouring authorities and at a regional
therefore be at risk. A joint approach is also level e.g. RRO/LRO meetings. There has
being developed between local authorities in been no promotional activity at this level in
the South yorkshire area and the Police respect of the current election but at previous
SPOC to develop a more comprehensive elections a consortia of authoriities including
and formalised approach in this area Doncaster has participated in a campaign as
doncaster is participating in this along with part of the national grant regime for publicity
other its neighbours to ensure a activity and a project is being prepared in
comprehensive approach. There has been respect of an anticipated Parliamentary
and continues to be no evidence of elctoral eelction which are subject to a formal
fraud in the Doncaster area at the present evaluation.
To meet this indicator we just need to To meet this indicator we just need to
document what we actually do. document what we actually do
Historically we have relied on statutory
Postal vote applications are monitored for notices and issue of poll cards. We have
any unusual patterns as regards applications also endeavoured to secure local media
and returns from particular electoral areas or coverage when appropriate and have always
multiple applications from addresses. There responded positively to requests for
is good liaison with SPOC and local police interviews/information from them. The
and political parties and independent website is being increasingly used to give
candidates. Guidance on good practice is information and advice and our Customer
followed but again there is no single written Services staff are briefed to respond to most
plan for reference as envisaged in the queries at busy times. Contact details are
standard. included on all electoral correspondence.
Links have been developed with the Police,
both operationally and in connection with
fraud issues. Electoral Commission integrity
events are attended and an officer has The Returning Officer has a comprehensive
attended the relevant local SPOC meetings. written strategy which covers electoral
The code of conduct, with a letter from the registration and elections to support public
Returning Officer, is sent to all awareness and this is supplemented by a
candidates/agents at each election. The risk timeline of activity. Evaluation takes place
register deals with the issue of electoral after public awareness events and records of
malpractice and staff within the electoral meetings and discussions are kept.
services team are provided with training on However, there is no formal evaluation
fraud issues in relation to the completion of methodology in place at present to support
application forms for registration and absent Level 4. Full review meetings are held after
voting.The RO has not currently each election and particular activities are not
implemented any initiatives such as liaison continued if they no longer provide added
with HMOs and student accommodation, value. Our priority is targeted information to
although contact is made with all care homes individuals or households, although the
emphasising their responsibilities in relation authority also leads on working with partner
to postal voting. The RO does not currently authorities to promote elections and electoral
keep an evaluation document in relation to registration and is currently embarking on a
integrity issues but this is planned for the new project which will enable a formal
future. evaluation methodology to be developed.
The corporate communications team
prepared a communication plan, a media
activity plan and frequently asked questions
and answers sheet for internal use to help
deal with external enquiries, which were
discussed and approved during regular
elections planning meeting chaired by the
Regional Returning Officer. The
communciations plan was developed for
handling different stakeholders across the
region including other local authority
communications officers and LROs in order
to ensure consistency of messages. A
programme of media activity was developed
for proactive press releases, photo
opportunities and a "media pack" for
journalist attending the elections results.
Information was made available on the
council's intranet, internet
(www.leeds.gov.uk) and virtual newsroom
throughout the notice period and on results
night. Regional media coverage was
generated throughout the notice period and
around 10 media organisations attended the
0 regional results evening.
Contact is made and maintained during the The council has a corporate communications
election period with the local police and the strategy whereby individual departments go
SPOC, although so far this has only been on through the Communications Section to
the basis of telephone conversations and e- contact the local media and achieve
mails. Electoral malpractice is included in the publicity. The Electoral Services section
risk assessment carried out for electoral does not have a dedicated
services. The Commission's guidance is publicity/promotion budget or specialist
utilised, particularly in relation to postal publicity/PR resources. For the European
voting, and a local code of conduct has been parliamentary election, information was
drawn up. Copies are included in candidates' published on the council's website. However,
information packs for local government it was difficult to engage with the local media
elections. For the European parliamentary as they did not appear to be interested in this
election, all our councillors were issued with election. No-one from the local media
the local code of conduct on the handling of attended the count or asked for further
postal votes and they were also issued with information. More publicity is achieved at a
guidance relating to the use of council local election and, indeed, work has already
resources. For local elections it is made clear commenced on planning "Becoming a
to candidates and agents at their briefing that Councillor" events in preparation for the local
any allegations or instances of electoral government elections next year. These
malpractice will be referred to the police as events were successfully run prior to the
appropriate. local elections in 2007 and 2008.
We are in the relatively early stages of
developing much closer links with our SPOC
and better planning/evaluation processes.
These improvements came about as a direct
result of Rotherham's efforts and have led to
regular meetings and documented plans for
all South Yorkshire authorities/SPOC. We We are working to improve our performance
hope to be able to assess our performance in this area but had not developed our
as above the standard on the next self- strategy fully in time for the European
assessment. election in 2009.
Meetings have been held with the Police
SPOC and officers attended training on
electoral integrity at the AEA Conference and
before a RRO/LRO meeting in Leeds. All of
the required checks at polling stations, postal
vote opening sessions and the verification
and count stages were carried out. Advice
was sought from the Electoral Commission A written communication plan was developed
and the Police where appropriate. Guidance for the elections, in liaison with other Districts
was issued to candidates as part of the in North Yorkshire. Cinema and radio
overall EC Guide to Candidates and in the adverts were produced with City of York,
form of a local code on postal voting. Work Selby, Hambleton and Scarborough to
is in progress with other local authorities in promote awareness of the elections and
North Yorkshire to develop a written plan. encourage registration and voter turnout.
Whilst links have been developed with the
local police/SPOC and political parties we do Whilst we have ticked the box for below the
not have a written integrity plan. Work is standard as we do not have a written
scheduled to commence on this in the near stragegy. We do however have lots of
future. Meetings are held with prospective information ion the web-site. We send out
candidates and political parties before any notices of election, notice of poll and results
scheduled elections. A copy of the Electoral to all parish councils, libraries , political
Commission advice for postal votes for parties and pmrieses we use as polling
candidates and parties was issued to all stations. We also display information in our
candidates in the recent elections. Customer First offices.
We with the rest of South Yorkshire have an
agreed memo of understanding with the
police SPOC. We have also reported and
had approved our intended strategy to the
Moderninsing Government group of the
Currently working towards achieving level 4
by means of an internal communication team
review, in conjuntion with the press office.
No written stragegy for the promoting
electoral engagement or particiaption. Both
the Annual Canvass Action Plan and the
Elections Action Plan have set public
awareness campaigns linked into them. EG:
During elections, City of York funded and
produces a Cinema campaign to increase
registrations in advance of the the European
Election and promot the date of the election.
This also had radio campaign on Minister FM
and newspaper adverts in the York Evening
Press. All aimed at promoting the election
date, promoting absent voting and
No written integrity plan currently available. registrations. As part of the Annual
Electoral Services Manager has made Canvass, in February each year a letter is
contact with SPOC and local events Police sent to each house hold that lists current
Officer and held discussions with all relvant registered occupiers with details of how to
groups on the process for reporting any change details and information regarding any
malpractice. forthcoming elections.
Evidence available in support of assessment:-
Integrity Action Plan
Agenda of meeting with Police/ERO
Communication with local contact
Includes the election project plan, risk register, and instructions/roles for staff at the count.
The Single Point of Police Contact attends election team meetings at which security and integrity issues are discussed. There have
malpractice or integrity issues in this region.
The RO ensures that all key contacts and relationships are maintained both regionally in conjunction with the RRO and neighbourin
Working Group) but also more locally within East Lothian. In making this assessment, it is accepted that more work could be done t
Election team attended EC seminars and training on signature recognition etc. Whilst there was no evidence of electoral fraud discu
to prepare for any such eventuality.
Liaison with the Police has been standard practice over a number of years. I have attended or been represnted at various integrity
Scotland-wide meetings with Police SPOCs and the UK-wide Integrity Round-table. This year, in addition to discussing arrangeme
venue, there were two meetings with Police representatives to discuss integrity and other security issues. Integrity issues are discu
planning framework and also at meetings of candidates and agents specifically related to the election. The Commission's pocket gu
along with their accreditation.
This standard is met but work will be undertaken to identify clearly the roles and responsibilities of the RO and the Police with regard
ensure that all integrity and malpractice issues are covered and are allocated to the appropriate body, in line with EC guidance.
There is a risk register and regular meetings are held with those involved. The possibility of looking at initiatives to protect those w
The LRO, ERO and the Police SPOC did meet to discuss electoral integrity in Highland. There was no evidence of electoral malpra
hasc been prepared. Specialist training was undertaken by staff checking Postal Ballot personal identifiers.
Records of meetings and correspondance, Electoral malpratice plan and risk assessment
Liaison with Strathclyde Police and the Election Team is conducted through the Local Authority Liaison Officer assigned to North Ay
conduct between the Police operations section and the Election Team. This arrangement has worked well for us for a number of ye
Training of staff involved in elections emphasises the need for all aspects of the election to be conducted in a transparent manner a
All staff involved in the process are advised to contact the election team if they have any issues with regard to the security or integri
There is a good working relationship between senior election staff and parties locally, although in the case of the European Election
mainly through the Regional Returning Officer.
Meetings - Police 7/4/09, ERO 28/1/09, 4/3/09, 31/3/09 and 23/4/09. Prevention of Electoral Malpractice - Action Plan. Postal Vote
homes and houses in multiple occupation advising procedures re postal voting.
Risk assessment is carried out and updated regularly
30/04/09 Election Planning Meeting with L & B Police (CHQ).
A Senior Local Police Officer is identified as the single point of contact (SPOC) and a member of the Planning Team acts as the inte
The Planning Team consulted with the ERO on a regular basis
18/05/09 Meeting with Election Agents (CHQ)
There is regular communication with the Regional Returning Officer and the Planning Team take on board any measures required to
'Dealing with Doubtful Ballot papers' used
Two DRO's attended the Forensic Science seminar on AVI signature checking.
Local Depute RO met with local Chief Inspector and Inspector and discussed local arrangements.
• Attended Electoral Commission AVI Seminar; • Meeting with Police and Agents;
• Attended Electoral Commission Malpractice Seminar; • Letter to Care Homes;
• Attended Forensic Science Service Training Seminar.
Arrangements in place to work with Social Work specifically for people with illnesses such as dementia and Alzheimer's or those wh
voting procedures are followed. Also election team to work with private residential and nursing homes with the same agenda.
Following meetings between electoral administrators and Central Scotland Police a single point of contact for the force area was ap
sessions and via security information issued to Presiding Officers about the procedure to be followed in respect of public order, safe
malpractice. All such issues were also contained in our risk register. Given the lack of political activity for the European election, p
appropriate to contact political parties and independent canididates.
ERO joint meeting with SPOC to discuss responses to issues of fraud. Discussed EC guidelines. Agents issued in the briefing mee
issues - such as personation and on how to deal with this issue. Senior postal vote staff had training from the Forensic service in or
Liaised with local police contact to assess level of risk and agree information to be provided to candidates and agents. Postal voter
malpractice, because of cases elsewhere in the country. The council works with the ERO to minmise this risk. All suggested topics
and detecting electoral malpractice were addressed. Security was on the agenda at the Lothian and Borders Elections Working Gro
meeting of this group. Information was provided to candidates and agents drew specific attention to electoral integrity around posta
a local political group as to whether a particular course of action was acceptable under the code of conduct for handling postal votes
board. Following the election evaluation included whether any reports had had to be made to the police, whether the police has rece
postal voters, (in polling places and by telephone), whether any issues arose out of AVI checking. One polling place had a drunk vo
to inform them. There was no need to inform the police as the voter left without causing a problem. 1.3% of PVS's scanned were re
signature, but there was no pattern of suspicious activity. There were 10 replacement for lost (undelivered) postal votes - none of t
targeted at those identified as most at risk of electoral malpractice
We have links with the local Police and SPOC. We were in contact with the Police prior to election day so we could feedback any po
Training events and meetings attended with police/SPOC. Matters of irregularity referrred to Police/SPOC as appropriate. Meetings
Included within election plan. Correspondence and contact directly with local police / SPOC and political parties / independent cand
We have an excellent working realtionship with our SPOC and in view of our Regional role with other SPOCS throughout the Regio
cover integrity issues and all party workers operating in the area were informed of our expectations and requirements.
Correspondance with local agencies and the SPOC, project plan and risk register (5x5), election de-brief and subsequent action pla
Meetings are held on a County wide basis with representatives of the Economic Crime Unit to address issues relating to the integrity
established. In addition. Separate meetings have been held at a local level with operational representatives of the Police to prepare
Am aware of SPOC and have had contact on the run up to the election with regard to a regsitration issue. EC are aware of this. Ma
breifed. All parties and candidates receive EC guidance etc. All Registrations forms and PV applications are srutinised carefully on
2 x SPOC meetings. EC guidance.
No formal plans or documentation, but informal links are in place with the local police /SPOC to deal with issues such as electoral m
Links with Police/SPOC, political parties and independent candidates and the electoral services officer who regularly communicates
Met with SPOC at Poole training sesssion in December 08. Liased with Police on day. Met agents and candidates and gave hand o
Whilst there is awareness of integrity issues
within a small section and no issues - a
more formal "documented" aproach needs to
be undertaken which is an ongoing exercise
following the European Election - The
relations with Police at a local operational
level are generally excellent but more work /
involvement needs to be done in Gwent with
the SPOC where there appears to be a
general lack of awareness / appreciation of
the Risk - SW East Regional meetings will
invite the SPOC to future meetings rather
than on an individual RO basis.
Written plans on steps to be taken are not in
place, neither are risk assessments. Close
liaison with police is maintained and
procedures followed in the event of concerns
about possible electoral malpractice.
Meetings with the local SPOC (single point of
contact) are held prior to the election to
consider procedures to deal with electoral
malpractice. The SPOC and the RO/electoral
team access the EC's guidance documents
to promote election integrity. In the case of
European elections the RRO would have met
directly with the political parties/candidates,
in other elections this part of the integrity
function would be undertaken by the
RO/Statutory Services Manager and re-
enforced by the electoral team. Meetings are
also held with the police to plan for the
security arrangements at the count centre
and the general policing of the polling
stations on polling day. A list of addresses of
all polling stations together with the contact
telephone numbers of staff are given to the
police. Polling Station Staff are also issued
with a police emergency number. Attention is
given to the handling and processing of
postal votes (23,000). All applications are
personalised with individual reference
numbers and are sent with an SAE to that
person's registered address. Political
parties/candidates are advised not to issue
postal vote applications but to provide the
electoral team with respective addresses. In
Part compliance / part not achieving the
standard. As a North Wales group of
administrators we meet up with the North
Wales Police SPOC and the Regional Chair
of the AEA acts as a facilitators for the six
authorities that make up the North Wales
Police Area. Documentation of some of the
activitices via e-mail exists but not everything
The Local Returning Officer (LRO)
established links with the SPOC for North
Wales through the Electoral Services
Manager. A representative for the SPOC
attended a meeting of North Wales
administrators and was given details setting
out our requirements. The representative of
the SPOC was also given guidance
published by the Electoral Commission which
included 'preventing and detecting electoral
malpractice (England and Wales edition)'
and 'policing elections in England and Wales
(pocket guide)'. A number of emails were
also exchange setting out the role of the
SPOC for the election and to establish links
with local police regarding arrangements for
polling day, verification and count. Police
officers did visit a selection of polling station
on the day and attended te verification and
count. They also provided a police escort to
County Hall for the secure storage of the
ballot papers. The ERO also has plans in
place concerning registration and absent
Robust links were developed with the SPOC -
however we did not produce a plan specific
to this activity.
We often find it difficult to make contact with
the Police SPOC
Following discussions with our local Chief
Inspector, a police liaison officer now attends
all Election Project Group meetings in the
run up to Local or Parliamentary Elections.
Close liaison takes place with candidates,
agents and Police. It was identified that
residential and care homes could be open to
abuse of postal voting process. Procedures
have been established where homes are
either visited by an officer to deal with postal
votes or strict guidance is given to home
managers on the handling of postal votes.
Whilst we have good communication links
and meetings with the local police and the
SPOC in the run up to the election and we
issue guidance to the political parties
re:handling postals votes for example we not
have a formal written plan or risk
assessment in place.
Currently between not meeting standard and
achiving the standard. Good links with SPOC
although no formal minutes etc produced.
Not met with Political parties, independent
candidates as this was done by RRO. Good
communication links with local agents, sub
agents and counting agents.
• There are procedures in place for dealing
with issues of malpractice in line with
legislation and all staff involved in elections
are informed of these procedures as part of
planned training, including whom to contact
in the event of an issue.
• Links have been developed with the SPOC
and both the RO and ERO have in the past
liaised with the SPOC to discuss and agree
on procedures to tackle areas of concern,
including the use of police presence at the
count and verification. In the case of the
European elections, both the LRO and ERO
have liaised with the RRO on public disorder
and safety issues. The RRO has identified a
SPOC for South East region and
communicated this to all LROs. Contact has
been with the appointed SPOC and relevant
arrangements agreed for the count and
• Candidates and agents meetings have
been undertaken in the past and there is
evidence of information packs provided
which include timetables, briefing notes,
legislative guidance and advice on process.
• Malpractice and fraud related risks are
identified in the European elections project
plan risk assessment and countermeasures
are identified to mitigate these risks.
Progress and emerging issues are monitored
on a weekly basis with the RO
Contact with SPOC was non existent at this
election. When I made contact to discuss
election, the dedicated SPOC officer
informed me that he was going away on work
duties and would not be available. I made
contact with the local police station officer
who was very helpful and co-ordinated the
day duties of his officers, the verification and
count activities in arranging the collection
and delivery of ballot boxes with myself for
verification and count. possibly better to go
with local police force than go with SPOC in
Regional North Wales electoral managers
met with North Wales police SPOC to
discuss support and porcesses in relation to
the European election. Good arrangements
in place with local police in relation to visits
to stations, general support and safe storage
of ballot papers between verification and
count. However, not all correspondence in
contained within plans.
aling with potential fraud and there are established links with the SPOC but, beyond briefing election agents on the
work is done specifically with the political parties, nor is there a specific risk register relating to this aspect, which is
ommission guidance on Handling Postal vote applications. Multiple applications and multiple away addresses are
mmander and a formal meeting held following close of nominations.
garding priorities and support for elections prior to and on election day
t numbers are exchanged with the police/Returning Officer. Written guidance is issued to staff over electoral
s appointed at polling stations are provided with a facility to report any suspected malpractice or risk. Guidance is
the process for dealing with concerns about electoral malpractice. The RO has developed links with the local
ny election. Additionally, matters of potential malpractice are immediately brought to the attention of the RO for
an for dealing with allegations of malpractice, or any formal risk assessment documentation, he has ensured that
al malpractice and can identify potential and real attempts at fraud. In addition he has formal and working links with
tenance of public order is something raised and discussed at pre-election briefings with election agents and is
they need to be aware.
d they were constantly updated as amendments to polling stations were made; The SPOC had regular contact
tivities over the election period; Written instructions were given to all involved in the opening of postal votes; The
Polling station staff and Visiting Officers (VOs) were trained in the legislative process and how to deal with any
each polling station and documented their findings in a log book; For Agent/Candidate involvement see
ks have been developed with local police officers/SPOC as well as liaising with other local electoral administrators
of electoral malpractice but this is not documented at present.
an in place - to be undertaken in summer 2009.
ck the integrity of registration and other applications on a daily basis which involve both internal and external
re election and registration issues are discussed. We also covered these issues at our briefings with polling staff
ks in place with local police operations. Integrity discussed at candidates & agents briefing. Electoral
efer any questions of electoral malpractice to DRO or Electoral Services Manager for action. SPOC unable to
stal votes are sent out to Agents and Candidates. Forensic science training for Postal Vote opening staff is
ded. Voter Registration forms are monitored for suspicious applications and any that we feel are suspicious are
epartment of the local police, to create links in case of any electoral malpractice and to arrange for police
reifed local parties and candidates about integrity issues, and referred them to the joint ACPO/EC guidance and
ative was but on this occasion did not need to contact him. However, in the past matters have been referred but
e of the second paragraph above is the nationally issued guidance on these issues.
ITTEN PLAN OUTLINING STEPS TO BE TAKEN TO DEAL WITH CONCERNS ABOUT ELECTORAL
er there are an unusual number of addresses being used for ballot papers. To date, we have not had an issue
ged Local Returning Officers to continue with and implement the measures in relation to this. These measures
Officer, Deputy Returning Officer and the elections team are all familiar with the EC guidance on preventing and
nd meetings with local police and with SPOC. We were advised of police patrol car arrangements for polling day
quick response and site visit by police if necessary. Poll staff training included reference to electoral offences such
Written security protocols were developed in conjunction with the police for storage of ballot boxes/papers
age 5-7 June was in a cell at the local police station. Police and PCSO staff visited certain polling stations on
nts. Admission to the count venues was strictly controlled via an admission list held by door staff. We held 2
t these meetings. All nomination papers recived were carefully checked for validity. Evidence in support of this self
OC, powerpoint training/briefing notes to polling and count staff, briefing notes to candidates and agents, police
al managment plan, risk register.
ctice. Political parties were all asked to sign up to the code of practice on tellers and postal votes at the Election
y organised by the Electoral Commission and SE RRO. When we met the party agents we briefed them on the key
missions/ACPO guidance on "Preventing and Detecting Electoral Malpractice". The SPOC attended a meeting of
ctions Manager was present. The SPOC also attended by invitation, a meeting organised by the Returning Officer
mmander and the on-going investigation into 21 suspected fraudulent multiple electoral registration applications
Registration Officer issued the invitation.
vers the main risks/control measures relating to the integrity and security of the elections process and the
o includes documents which relate to other self-assessment sections, such as candidates / agents briefing
e Of Wight SPOC, who co-ordinated routine police patrols to Polling Stations and attendance at the Count. The
sle Of Wight SPOC.
on. Risk assessment undertaken for each election. Election agents and Councillors briefed about handling postal
urther written planning is required to meet performance standard.
n contacted with regard to possible fraudulent registration forms two years ago. Registration forms, postal vote
ess we do make contact both with our SPOC and with our local police force. We also explain integrity issues to
ng Electoal Commission materials.
angements in the case of electoral malpractice allegations, with an emphasis on absent voting patterns. Political
hrough an all party Elections and Citizenship Working Party comprising Councillors, which meets every six months.
ganised meeting on 6 April 2009 at which he meet and discussed arrangements for dealing with suspected
suspected fraud that is in place for members of the Electoral Services team. Advice regarding possible fraud or
to members of the Electoral Services team. A meeting also took place between the Deputy Local Returning
der issues relating to the election, including Polling Day, the Verification and the Count. Strong links with the
n fraud connected with financial and identity fraud rather than electoral malpractice.
There is full implementation of EA Act 06 requirements, including 100% checking of personal identifiers with
esses. Robust procedures and controls implemented at issue and opening sessions. Strong partnerships
Commission and Legal services. 'Gold Command' structure established with police, SPOC liaison. Action plan
strategy employed to cover prevention, investigation and arrest situations. Rigorous measures in place to detect
nts with political parties on handling of PV's based on EC advice. In addition full local risk assessments are
RO and procedures were followed as outlined in the EC booklet "Guidance on preventing and detecting fraud".
were very helpful on the day.
ms are well developed to spot such as multiple postal applications, but a high volume of electoral events means
training, a higher than legal standard.
e force and meet with them prior to an election. Police are invited to the count to maintain public order and are
oughout election day. We have also had a meeting with our SPOC.
ostal votes to the police. All postal vote applications are monitored, with particular attention paid to high numbers of
point left unsecured. If it is not possible to lock the ballot boxes in a suitable location, arrangements are in place
t take place for the European Parliamentary elections as we were not the main point of contact. However, when
ostal vote applications to contact us directly for security purposes, which was largely complied with.
London Region. LRO and ESM held a meeting with SPOC and Hounslow police to discuss the election including
plan. Regular contact with SPOC and Hounslow Police during run up to election. Election agent meeting held
meetings with SPOC. All staff are made aware of integrity issue and trained in how to spot and deal with these. We
deal with the integrity issues in our risk register. Agents meetings prior to election will set out tone for all
port election. Permanent staff trained to recognise suspicious voter registration and absent vote application
borough and regional contact on any potentially suspicious activities.
mission to identify and address potential instances of electoral fraud. Electoral Services staff attend EC arranged
ssary, e.g. no further contact at European election but further discussions with SPOC in advance of GLA elections.
out to the elector in repect of registration and postal voting
ed with the local police and single point of contact (SPOC). No issues arose that were required to be reported to
steps to be taken to deal with concerns about electoral malpractice and how to work with political parties and
ho was provided with information in relation to the election at an early stage in the planning process so that any
ns during election day and a police presence was available at each Count, as requested. 2 Procedure in place
required similar to permanent proxy votes. 3 100% Electronic checking of signatures on postal votes returned at
ning Officer. 4 Procedure in place requiring the completion of forms in respect of the redirection of existing postal
ress. 6 Any concerns of malpractice would be dealt with in accordance with EC guidelines. 7 All County
Candidates and Agents. 8 All County Council candidates given a copy of the Council's code of conduct for
al votes. 9 Any Candidates requesting a copy of the registers for their area were required to complete a request
particularly in relation to the disclosure of information contained in the registers. 10 A postal voting matter has
plemented by contacts with Divisional Police Commanders for support on polling day and at the Count in line with
g with SPOCs on integrity issues, use of Electoral Commission materials on integrity. Verbal feedback from
al enquiries being referred to the Monitoring Officer who will escalate these to the SPOC if appropriate. Record of
ommission links on integrity and what constitute election offences. Guidance to Candidates/Agents at the briefing
en plan outlining steps to take to address electoral malpractice. At the briefing meeting for candidates and agents
oll and also the issue of security of ballot boxes as they were received at a separate venue to the verification. To
ot boxes to evidence that they had not been tampered with from being sealed at the polling station to being
ugh First were responded to and dealt with by the DRO/LRO.
postal votes being sent to an away address, within the limits of resources available and having to take the
during the election period.
ons took place via email. Regular contact was made with the local police and a security plan was drawn up.
vices team have written instructions on how to deal with concerns about electoral malpractice and the action to
sk elements of postal voting. Unqualified internal audit opinion obtained.
ers of the County Electoral Administrators Group on the run up to the Election. A briefing meeting was held with
guidance on handling postal votes was provided to the Candidates and Agents. The quick guides for Party
or processing postal vote applications were given instructions on identifying irregularities and were also trained by
ostal voting statements was also undertaken. Training to Presiding Officers included details regarding Personation
to record any occurrences.
our local SPOC representative to enable any issues to be highlighted and contact routes to be confirmed.
register and election plan sets out a methodology to deal with any issues of potential electoral malpractice. The
ection with candidates and agents to consider any such issues.
al malpractice and discussions are held with the police as required. The Returning Officer is appraised of issues
d in convictions.
o be taken to minimise and deal with the risk of any election petition. The Election Team relocate to a larger office
the possibility of any 'leaked' information. The room is locked when unattended. Candidates and Agents Briefings
e in attendance. Details of all the polling stations were sent to the police together with the movements of the ballot
all involved parties and the Project Plan/Risk Assessment.
ne was responsible for the fraud/malpractice arrangements and the other was responsible for the operational side.
and when to exchange information and the SPOC supplied us with an up to date contact list. Operationally,
nce during polling day was agreed, which involved officers calling at polling stations throughout the day. Police
monthly county election meetings in the run up to the election. From this contact and having considered the
plan was drawn up to address possible electoral malpractise. The plan gave a process for reporting potential
ed to candidates, agents or the Elections team. The plan included potential risks and how they could be
ndling of postal votes to all candidates and agents and for these to be passed on to party workers, advice to
he commissions pocket guides for party workers, police and royal mail drivers, advice to polling station staff on
s for polling staff to complete with regard to electors who had not applied for postal or proxy votes as well as visits
ade to check 100% of all postal voting statements returned.
stance with storage and tranpsortation of ballot boxes, each polling station visited a minimum of twice during
ommission Seminar on the subject and has not made contact since, despite contact with the Police by the
o deal with concerns about electoral malpractice although we would refer anything suspicious to the local
with the RO. The meetings reviewed security issues for Polling Stations and the Count; specific issues for
ices and electoral fraud that could arise. The Electoral Commission handbook on 'Preventing and Detecting
o assess the potential risks. A procedure was also instigated for the manual checking by 2 members of the
ected by the automated scanning software of the computerised system which also determined whether any of the
ents, specific issues that could arise were highlighted and the RO requested that any suspicions of malpractice
s appropriate to take up with the police SPOC.
ssessment log. Links with local SPOC through county meetings and specific contact over local fraud issue.
material and RO advice notes. Scrutiny of applications to register to vote and postal voting in place. 100%
d Lincolnshire group meeting held with police representative to discuss various issues. Communications
, verification and count arrangements. Special arrangements made for additional visits by police to several polling
s - no trouble reported at these elections. Documentation issued to Candidates and Agents making them aware of
ck of all returned postal votes carried out including those handed in at polling stations.
of the electoral malpractice which has come about following consultation with the police, the City Council‟s audit
andidates/agents prior to election day.
ort concerns on election day and was circulated to all candidates/agents.
orms to highlight possible malpractice which are then investigated following the election. This is done in
urning Officer to be referred to the police to follow up.
ed with candidates agents prior to election where electoral malpractise was discussed inparticular with regard to
written plan in place - to be reviewed and action to have documentation for future elections.
egarding integrity issues were reviewed and the risks assessed. All parties were requested to observe relevant
y of the elections. No concerns were ultimately raised o this occasion.
contact back with me, regarding a the list of polling stations and the verification and count venue. I also made
andard, although does not have in place a formal written plan or risk assessment documenting what steps are to
s well as the local Chief Superindentent of Police. Evaluations take place following every election. Close attention
nvolving the then Home Secretary, who is also the Constituency MP. Meetings are held with local political parties
ndidates & agents are given a copy of the Electoral Commission's guidance.
Policy; Sandwell Guidance for Officers on the Referral of Doubtful Practices; EC Guidance on Preventing and
ords; Risk Register extract; Post election evaluation execise outcomes; Arrangements letters to SPOC; Dealing
or Sandwell - Information Pack for Agents - Euro Elections 2009; Code of Conduct for Political parties, Candidates
al Ballot Papers; Election Agents and Candidtaes Conduct at Polling Stations
nd during the election.
OC but our communciation has been quite active and we have two cases where a prosecution is highly likely.
umber to use in an emergency. However it wasn't necessary to make contact.
us making it difficult to build up a meaningful relationship. This has not casue any major problem. Meetings are
mentary elections at whihc we address integrity issues. The risk register addresses the issue of fraud and we have
not been required due to the very low instances of concerns in this area however practice is reviewed as part of
Gateshead maintains a relatively stable
population however the Returning Officer is
aware that demographics change and
research is to be undertaken as part of
electoral participation into the demographics
of the area and what formats and/or
languages are needed. Information is offered
in alternative formats and can be provided in
large print, Braille and alternative languages
on request. There has been no demand for
information in other languages but this is
kept under review when planning new Candidates/Agents are provided with
information campaigns. Information is detailed information and guidance on the
dissemnated using a variety of methods nomination process, and the codes of
including extensive use of Council News (the conduct expected of them should they be
Council's free bi-monthly magazine delivered elected. Assistance is offered to agents and
to every household in Gateshead), the pre-submisson checks are provided on
website and direct feedback from the current request. Briefing sessions are planned in
election has highlighted the need to provide advance of the General Election and Local
additional information for vulnerable groups Elections for 2010 and the Returing Officer
and information leaflets are planned for Care and/or his deputy will happily meet with
Homes/Social services regarding ensuring Candidates and Agents to discuss any issue
that carers understand the process to assist they have with the process.. The Returning
elderly/disabled residents in their care. Ward Officer did not hold local elections this year
Supervisors undertake detailed inspections and The Regional Returning Officer provided
of polling stations and any issues in relation the briefing sessions and training to
to access and sinage are identified and Candiates and Agents for this year's
addressed. European Election.
Middlesbrough council are currently
undertaking a Gap Analysis (to be completed
by March 2010) this will also take into
account the demographics of the area and
determine where the hard to reach areas are.
From March 2010 an Action Plan will be
devised to tartet these hard to reach areas
The Returning Officer provides candidate
packs, undertakes candidate briefings prior
to the opening of nominations and also
issues a survey after the election to evaluate
the conduct of the election from their
The Area Profile for the Authority explains
the demographics of the Borough. Through
discussion with policy officers it is known that
further language formats are not routinely
required due to the very low (1%) numbers of
ethnic diversity. A tactile voting device is
purchased for each polling station for every Briefing sessions for candidates and agents
election as well as large print ballot papers. are arranged for the local elections and
Through outreach work with special needs parliamentary elections and have been
groups, all ballot boxes have been fitted with introduced for by-elections. A nomination
white strips to clearly identify the voting pack is produced for each election which
aperture for the partially sighted. Disabled includes additional information about the
access signs are provided in the presiding election timetable and expenses and
officer packs. Home visits are offered to all signposts the candidate to Electoral
residential care homes in order to assist Commission Guidance for Candidates and
postal voters. All Notices and relevant Agents. All nomination papers are informally
information is provided on the Council checked prior to their formal submission. An
Website with contact details. Electoral agents feedback questionnaire is used to
Commission leaflets on how to register to elicit feedback from agents which can then
vote were ordered and were available for any be used to improve
foreign nationals who needed this processes,communication or the service
information in a different language. provided.
• use research carried out by the local
authority Communications and Equality and
Diversity Teams to decide appropriate
formats and use the relevant guidelines
• keep a database of customers who have
asked us to supply them information in an
alternative format e.g. Braille, large print or
• provide home visits to help customers with
• publish articles in a local disability
magazine at election time
• provide information in a number of different
mediums on request and publicise this on
everything sent to electors e.g. letter to
electors • provide briefings for candidates and agents
• provide a wide range of information online, of all parties, briefing packs are sent to all
which is updated for each election candidates and agents to make sure that
• aim to make elections as accessible as everyone has the same information
possible for all electors and try to do this in a • all candidates receive a copy of the
number of ways. We have carried out an „Guidance to Candidates‟, booklet produced
Equality and Diversity Assessment on our by the Electoral Commission, in their
service and try to make sure that we nomination pack
consider this in everything we do. This is due • all candidates and election agents receive
to be updated in 2009 additional local information from the returning
• large clear signs are used in all polling officer
stations to help electors find the station and • the Returning Officer provided informal
to give relevant information checks of nomination papers
All Election Agents (for the County Election)
known to the Elections Team prior to the
nomination process were invited to a Briefing
Session in mid April. Using the Electoral
Commission Guide for Candidates and
Agents and local information, the briefing
went through the timetable, nomination
process, handling of postal vote applications
and postal ballot papers, admission to polling
stations, tellers at polling station, attendance
at receipt of postal ballot papers,
appointment of counting agents.
A further local Guidance document was
issued to all Candidates and Election Agents
following the withdrawal date for the County
Elections. Further information was issued to
all Candidates and Agents with the security
paperwork regarding the admission to the
This local authority has a very small minority Verification and Count. All Candidates
of electors who are non-English speaking and/or Election Agents were given the
and no request has ever been received for opportunity to have their nomination papers
the production of any election documentation informally checked prior to submission.
in an alternative format. The Election team There was no requirement to put an
has the facilities of the following services appointment system in place, although no
should they be required :- Local Multicultural checks were made before 9.00 a.m. or after
Forum, Polish Interpreter and other staff 4.30 p.m.
members of the local authority who speak
other languages. Statutory signage and
notices are provided to all polling stations.
A briefing session is held for both candidates
and agents prior to every election. Various
guidance materials are distributed. The
Provision of literature in alternative elections manager provides appointments to
languages has been reviewed by a Council informally check nomination papers prior to
Scrutiny Committee and the outcome was formal submission. Evaluation forms for
that we were advised it would not assist in candidates and agents will be issued from
engaging with the target audience. next year.
Worked with the Council's Data Manager,
using the Council's figures and small area
statistics publication to ascertain the
demographics of Blackpool. Identified with
the Faith, Equality and Diversity team most
common language formats required. In
identifying the Polish Community as a
significant population in Blackpool, meeting
held with the Polish Liaison Office to
ascertain issues relating to the community,
best methods of communication and context
relating to electoral practices within the home
nation. Information was disseminated to the Regional Returning Officer mainly involved in
community in a number of formats (posters / candidate briefings. Opportunity for local
information leaflets and in person via the agents to request briefings. Regional
Liaison Officer.) Returning Officer responsible for
nominations for this election.
Formal research has not been carried out but
account is taken of local demographics using
census and registration information to
determine whether alternative languages are
considered necessary. 0
Research in conjunction with Equalities
Forum and the updating of the Equalities Timetables issued with nomination papers.
Scheme. Provision of Braille Ballot Paper Candidates and agents briefings held. EC
and Tactile device in polling stations. Large guide issued with nomination packs and at
format ballot papers provided in polling briefings. Informal checking offered to
stations. Council's Poll Station Inspection candidates/agents on a drop in
Reports cover signage. basis/appointment, whichever is preferred.
The Regional Returning Officer was
responsible for the whole nomination process
in respect of the European elections and
dealt with the appointment of agents,
therefore assessing the Local Returning
Officer on this aspect is not feasible for
European elections. However the County
candidates were supplied with guidance both
The Authority has researched this matter but in writing and in person where necessary.
not specifically in relation to elections. This is The County Returning Officer did, I
contained in various documents held understand, invite agents to a meeting but
corporately. the District councils were not present.
It is Council Policy in line with recent DCLG
guidance to encourage English usage and
not to provide materials in other languages
Candidates/Agents receive written instruction
on key dates and times - titled the time and
place document. This covers issued such as
pollcard delivery times, absent voting
deadlines, ballot pack postal dates, postal
votes receipt dates, appointment of counting
agents/polling agents etc and details of when
Discussions were held with the Councils and where the counts would be held.
corporate strategy section about whether Information was also provided on expenses
information was required in alternative including copies of expense forms and
languages. Large print and braille ballot reference back to the commissions guidance
paper templates were available in all stations booklet. They also receive a copy of the
for all elections and all staff received a copy instructions for the count when they receive
of the handbook for polling station staff. All their count ticket. All candidates also
station inspectors inspected the layout of received a copy of teh Commissions booklet
stations and PO's were instructed on making guidance for candidates and agents:Local
alterations when considered necessary. Government elections in England.
Liverpool is a diverse City and one which has
some language barriers. We identified over
the past four years where particular problems
lay, and where those barriers have been Prior to Elections for City Council Election we
highest, rather than providing a form, we invite all prospective candidatesand agents
provide an interpretter from the community, to a meeting to brief them on the Election,
who is one of our contacts in respect of our the timetable, the process, the people (RO,
BME work mentioned above. This has been DROs, SPOC). And to answer questions
most welcome and is being currently which they have. The SPOC will outline their
evaluated with the BME representatives and role, and we provide for each candidature,
the Presiding Officers. Certainly from first either to the agent or the Candidate a
attitude survey it has been very well register of electors, two nomination forms,
received, and our consideration of their Candidates consent sheets, the Electoral
problems, and positive way of solving them Commission Handbook, the Commission for
has increased our profile, and we will be Racial Equality pamplhlet, Booklet about
building on this. Some areas have a few Postal Voting and general information such
people with English as a second language. as telephone numbers for cantact. They are
We know these through contacts with shown a Power Point Presentation based on
Education and Social Services and the the Electoral Commission template. The
Registration service. In these areas signs for facility to have their Nomination checked in
Guidance of Voters are provided in the advance of formal submission is stressed
appropriate language We can provide and the facility is used by the majority of
translations in 27 languages, but the use of candidates. This results in a calmer situation
some is extremely low for the whole of the on the final day of nomiination. We ask at the
City Councils functions and have never been end of the election for feedback about what
used for elections. We provide a help desk we have provided either by way of hard copy,
with a dedicated number which is available e mail communication or verbally and if
24 hours every day in addition to our web appropriate change the presentation for the
site, which provides direct links to the following election.
Translation of materials is provided wherever
needed dependent on the demographic of
the area. Information also available in No formal evaluation takes place although all
different formats including tapes, large print, observations and comments are investigated
braille etc and acted upon.
The Returning Officer uses appropriate Information that is currently provided by the
languages and formats and communicates Returning Officer includes the following:
information in the most accessible way, by
using the methods below:- • At every local election the Returning Officer
issues the Electoral Commission‟s „Guidance
1. Translated Material and Publicity for candidates and agents: local government
Below are a few examples of good practice elections in England‟ to every potential
which the Returning Officer currently candidate at the same time as their
undertakes:- nomination pack is handed over/posted out.
• Use of the Electoral Commission‟s „how to • The Returning Officer ensures that
vote‟ leaflets at all polling stations in Arabic, candidates have the opportunity to have their
Bengali, Hindi and Urdu. nomination papers informally checked prior
• Producing the Directions for Guidance to to formal submission of their nomination
Voters in Polish (no EC leaflet available). paper.
(The Returning Officer contacts the Salford • The layout of the count plan and a map
Link Project to establish the top 5 showing the location of the count venue is
nationalities within Salford, which enables distributed to all candidates, election agents
the information to be provided in the and counting agents before polling day,
appropriate languages). indicating the key areas of activity.
• Using language and sign language • The Returning Officer issues a letter to all
interpreters employed by the council, to candidates and agents informing them of
assist electors in understanding council events and information throughout the
forms. electoral period, together with various forms
• When sending out the Electoral for completion for attendance at opening of
Commission‟s European Parliament voter postal votes, count and polling stations.
registration forms to all European Union Areas covered include information on the
Citizen electors the Returning Officer issued issue of postal ballot papers, opening of
application forms appropriate to each postal ballot papers, counting of votes,
different language. polling agents, replacement ballot papers
and election expenses.
2. Polling Station Equipment • At the beginning of each opening of postal
The Returning Officer ensures every polling vote session a breakdown of the number of
station is supplied with signage and postal votes returned to date is handed to all
The Returninhg Officer holds regular briefing
sessions with candidates and agents
including workshops on how to complete
0 nomination papers.
Information is available in other formats.
Information about elections is produced in
Polish where necessary, large print ballot Briefing sessions for candidates and agendts
papers are used and other information is are provided, together with appropriate
sometimes produced in large print as information packs. Candidates also have the
required. To date, there has been no opportunity to make an appointment to have
evidence of need for other formats as yet but their nomination papers informally checked
will continue to monitor the situation. We prior to formal submission of their
may produce some simple information for nomination. For the first time, a feedback
electors (perhaps pictorial) in future. questionnaire was included in the nomination
Unfortunately, the cost of producing some pack which we hope will provide information
items in other formats outweighs their to enable the service to be improved in the
usefulness overall. future.
Written guidance provided by the Regional
Returning Officer to candidates and agents.
Agents attending the verification and count
were given instructions on the verification
0 and count procedure.
A lot of information is available on the
website which is very user-friendly. We also
have one blind candidate who we provide
election information to via e-mail in a For normal elections, nominations are
programme that allows him to listen to the informally checked prior to submission, also
information in his home, in addition we as mentioned in standard 6 we also send
provided braille ballot papers and a braille information to a blind candidate via e-mail.
voting template. We have a translation This year we only held Euro-elections and we
service that helps with trying to get did provide candidates briefings locally
messages across in other languages upon although there was no take-up from
request. candidates or agents.
The RO provides all candidates with a
nomination pack which contains all the
relevant required paperwork along with the
EC Candidates handbook, an election
timetable and a guide on becoming a
councillor and what would be expected of
them. Any candidate is welcome to have an
informal check of their nomination paper
before they submit it if they request this. A
briefing session is held as soon as possible
after close of nominations for all candidates
and agents, they are supplied with an invite
letter when they come in with their
nomination paper so as there is no overlap
with the postal system. A pack of
Liasion has taken place with the authorities information is sent out after nominations to
equalities team to ascertain the most canidates and agents with information on the
commonly spoken languages so as polling stations, how to appoint polling and
information can be provided in these counting agents, how to get a copy of the
languages if requested. Stocks of certain register and postal and proxy voters lists,
forms are kept in other languages, Braille tellers guidance notes, secrecy provisions
and large print. Polling station inspectors are and expenses forms. A telephone helpline is
briefed on not only electoral practices but in operation for the duration of the election
health and safety and disability awareness timetable. After the election all candidates
issues and are required to complete a and agents are sent a questionnaire so they
checklist at each station and report back any can tell us how they felt we performed at the
issues relataing to access at stations election which helps us to improve our
Additionally, the Electoral Services Unit has
in place a dedicated 'Helpline' telephone
facility for the public to access, including
multi-lingual operatives separate from the
Electoral Services, with trained staff At local elections the Returning Officer and
equipped to answer enquiries. The Helpline Electoral Services Manager conduct
facility, which employs at least one member briefings for Candidates and Agents, but on
of staff who is advertised in press releases, this occasion the Regional Returning Officer
on poll cards and the Council website. The conducted the briefings prior to election day.
Council also uses the local press to The Local Returning Officer issued
encourage registration/participation and the information packs to Candidates and Agents
website is updated with relevant information and conducted briefings at the Verification
and links. and Count venue for those present.
Briefing sessions for candidates/agents at
the European election were provided by the
RRO. Plans are in place to include
candidates in the post election feedback
process at the 2010 elections (or the
Parliamentary election should that be
earlier). Candidates have not been included
on this occasion as their contact has, in the
main, been with the RRO in Leeds.
Evaluation of the feedback will be
undertaken once forms have been returned.
The authority has a relatively small ethnic
minority population and traditionally there
were few if any areas with any one
predominant ethnic groupmaking signage at
polling stations more problematical. Current
demographic information information is
showing significant changes to this position All candidates receive a nomination pack
and work is to take place to implementy containing comprehensive guidance,
appropriate responses to these changes. in including the commissions candidates guide
the meantime facilities have been made in addition to nomination papers. Informal
available for translation of documents and checks of nomination papers are
the use of standardised information including available.Briefng meetings are undertaken
use of material provided by the Electoral for candidates and individual party/group
Commission. At this election a telephone meetings are provided on request(where this
service was introduced which would allow is undertaken availability is offered to all
ethnic minority voters with no or limited groups. Key information is also highlighted
english to access a live translation service. during receipt of nominations (e.g. electoral
Work is to commence shortly on the fraud issues particularly if the briefing has
development of a new policy document to not been/will not be attended). A document
cover a co-ordinated engagement strategy requesting candidates views on the election
including access to voting in association with process including briefings nomination
a specialist member of the Council's Poilicy process etc. has been sent and will be
and Change team. evaluated.
Demograhic information (where revealed on
the Electoral Register) is monitored and
information can be provided in alternative
languages where required. Electoral
Canvassers are issued with cards with
information in alternative languages and this
has proved successful. Particular emphasis
to access issues, signage and assistance to
Blind and other voters is given during the
training of election staff and feedback on the
operation of polling stations is encouraged.
Candidates/Agents are seen on a one to one
basis at nomination time to ensure that any
questions can be answered. Some
candidates find the process intimidating and
may be unwilling to ask questions in a large
The Returning Officer offers support in the The Deputy Local Returning Officer was
three main community languages and liaises prepared to meet a representative of each
on a regular basis with the officer in the political party at the European Election if so
council who is responsible for community desired. This was communicated to all
language provision. Monitoring information agents and sub-agents in the pack that was
is provided by the community languages distributed to all parties after close of
service. A message regarding alternative nominations. Briefing sessions for
formats and languages appears on candidates and agents have been offered at
supporting literature to electors. All forms previous local elections, though there has
and leaflets are passed through the council's tended to be poor take up at these events in
communication department to ensure that recent years since the increase in candidates
plain English guidelines are met. Information from right wing parties. The Electoral
is supplied in written format and through the Services Manager is always willing to meet
council's website and the council provides a candidates/agents on an individual basis and
dedicated help line to support electors has done so on many occasions at previous
throughout the election period. Information elections, including the last local election. A
in Braille is available, along with large print record exists of information supplied to
versions of relevant documents, both support this at the European election, but
statutory and non statutory. Internal and confirmation would need to be sought from
external signage in polling stations is individuals from previous local elections. All
considered and addressed through training candidates and agents attending the count
of Presiding Officers, though it is not thought and verification received full briefing notes
appropriate to translate posters within polling on the process to be adopted at this election
stations. A community language speaker is with their tickets of admission and these
employed at appropriate polling stations documents are available as evidence to
throughout the area. The Returning Officer support this standard. The RO and senior
does not have plans in place currently to officers of the council seek out informal
consult directly with local organisations and feedback from political parties on the running
I have indicated that we meet the standard.
However it could be argued that we meet the
requirements listed for being above the
standard for the following reasons. We work
closely with the Council's Equal Opps and
Equality team who provide expert advice on
producing registration leaflets and
information for electors in other formats,
which is informed by their work with
community groups etc. 0
As only the European parliamentary election
took place in this area in June, this section
has been answered in relation to previous
Although section 1 has been ticked, account local government elections. Information on
has been taken as to whether information the election process, nomination procedure,
should be produced in alternative languages. postal voting and the count is included in the
With the relatively low number of ethnic pack issued to prospective candidates and
minority residents, it is not considered agents. The pack also includes the
necessary or cost-effective to produce Commission's guidance for candidates and
notices etc in alternative languages. The agents. As mentioned above, in recent years
council does have a system in place to the council has held "Becoming a Councillor"
provide documents in other languages if events for those intending to be or interested
appropriate. In addition, certain documents in becoming a councillor. At these events the
are produced in large print format upon nomination and election procedure is
request from electors. Polling station explained, as well as what they can expect if
inspectors are required to check the signage they are successful in being elected.
at the polling stations when they visit and Candidates are given the opportunity to have
notify the elections office of any problems. their nomination papers checked before
The council uses a wide variety of buildings formally submitting them. After the close of
and temporary accommodation for polling nominations, candidates are also invited to a
stations and as far as possible ensures they further briefing on the procedures being
are fully accessible. A low-level polling booth adopted. At the recent European
is provided in all polling stations. Contact is parliamentary election, once sub-agents
made as necessary with the council's Access were appointed for our area, information was
Officer for advice on particular premises or sent to them about the opening of postal
difficulties. votes and the verification and count.
As LRO we did not have the same direct
communication with candidates as usual but
all election or sub-agents were supplied with
We have done quite a lot of work in this area, information packs and anyone attending the
including developing a template for the postal vote opening sessions or the count
postal voting statement to assist visually were given individual briefings and briefing
impaired users to find the correct place for notes. We did not run a local briefing
dob & signature, pictorial posters for the session for candidates/agents but did check
polling stations, muti-lingual polling station with the Regional Returning Officer that such
inspectors etc. a breifing was to be offered regionally.
Candidates and Agents Briefings were
arranged for both the County and European
Large ballot papers were available at polling Elections. Information packs were
stations along with the braille device for blind distributed after nominations had closed and
voters. Democratic Services engaged with 1-1 ad hoc meetings took place. Feedback
the Council's Transformation and HR teams has also been sought from the candidates
regarding equalities issues. and agents post-election.
We obtain information from the Policy and
Performance Unit on demographics. We
provide information to the Scarborough and
Whitby Blind and Partially Sighted
Organisations for inclusion in their 'talking
newsletters'. We consult with the both We held a meeting which was open to al
Disability Action Groups within the Borough. prospective candidates and political parties.
We send posters to parish clerks, libraries We offer the service of informal checks to all
and premises about deadlines for postal prospective candidates at all elections prior
voting. In conjunction with other local to submission. This year we have sent out a
authorities in North Yorkshire we placed an survey to all candidates and agents. The
advertisement at the multiplex cinema in results nof the survey are just being collated
York in the run up to the elections. and should be available by the end of July.
As well as using Polling Station Inspectors,
the Returning Officer and The Deputy Chief
Executive visited and reported on Polling
Stations. Electoral Services are about to Normally we would evaluate the information
begin an exercise which looks at the Polling given to candidates and agents via a survey.
Station as if it was a commercial "point of This year because we had less contact that
sale" to try and improve a voters experiance. survey hasn't been carried out.
Currently leaflets and guides produced by Regular contact with agents/candidates and
the Electoral Commission. However during meetings both singlarly or as a combined
2010 a review will take place with City of session offered. Only at parliamentary
York Councils Equalities Team to identify elections do agents/candidates request
what can be done to contact under combined session meetings. All candidates
represented groups and what literature can are offered an informal check of their
be produced to for polling stations. nomination paper as standard.
staff at the count.
hich security and integrity issues are discussed. There have been no major incidents to date of electoral
both regionally in conjunction with the RRO and neighbouring RO's (through the Lothian & Borders Electoral
assessment, it is accepted that more work could be done to formalise risk assessment with regard to electoral
on etc. Whilst there was no evidence of electoral fraud discussions had taken place with local police on this matter
ars. I have attended or been represnted at various integrity focussed events in recent years. These include
ound-table. This year, in addition to discussing arrangements to police polling places and security of the count
ntegrity and other security issues. Integrity issues are discussed with party representatives within the project
cifically related to the election. The Commission's pocket guide for party workers is issued to all polling agents
oles and responsibilities of the RO and the Police with regard to this element and to draw up an action plan to
cated to the appropriate body, in line with EC guidance.
d. The possibility of looking at initiatives to protect those who may be at risk will be looked at.
grity in Highland. There was no evidence of electoral malpractice in Highland. Risk Assessment documentation
g Postal Ballot personal identifiers.
d risk assessment
ugh the Local Authority Liaison Officer assigned to North Ayrshire Council. The LALO acts as a single point of
This arrangement has worked well for us for a number of years. The Police are familiar with and operate to the
ts of the election to be conducted in a transparent manner and in conformance with all legislative requirements.
if they have any issues with regard to the security or integrity of the election.
arties locally, although in the case of the European Elections there was little contact with parties as this was
evention of Electoral Malpractice - Action Plan. Postal Vote integrity checks, script, feedback. Letters to care
SPOC) and a member of the Planning Team acts as the interface between the RO and the Police
the Planning Team take on board any measures required to prevent malpractice
ussed local arrangements.
with illnesses such as dementia and Alzheimer's or those who are unable to sign documents to ensure that proper
residential and nursing homes with the same agenda.
nd Police a single point of contact for the force area was appointed. Polling staff were advised at the training
the procedure to be followed in respect of public order, safety issues and any concerns about electoral
iven the lack of political activity for the European election, particularly at a local level, it was not considered
Discussed EC guidelines. Agents issued in the briefing meetings with agents. Staff were briefed on integrity
postal vote staff had training from the Forensic service in order to assist them identify signature problems on
ation to be provided to candidates and agents. Postal voters were identified as the group most at risk of electoral
orks with the ERO to minmise this risk. All suggested topics in the Electoral Commission guidance on preventing
e agenda at the Lothian and Borders Elections Working Group and the Lothian and Borders SPOC attedned a
nts drew specific attention to electoral integrity around postal voting. The election team recevied an enquiry from
ceptable under the code of conduct for handling postal votes, indicating that the message had been taken on
ad had to be made to the police, whether the police has received reports through other channels, issues raised by
rose out of AVI checking. One polling place had a drunk voter to contend with, and contacted the election office
without causing a problem. 1.3% of PVS's scanned were rejected due to mismatches on Date of Birth and/or
0 replacement for lost (undelivered) postal votes - none of the originals were returned. Future initiatives will be
the Police prior to election day so we could feedback any potential issues.
egularity referrred to Police/SPOC as appropriate. Meetings held with political party agents etc.
ocal police / SPOC and political parties / independent candidates.
of our Regional role with other SPOCS throughout the Region and also ACPO etc, Our various briefing sessions
formed of our expectations and requirements.
k register (5x5), election de-brief and subsequent action plan.
conomic Crime Unit to address issues relating to the integrity of the Election and a good rapport has been
vel with operational representatives of the Police to prepare a written policing plan.
with regard to a regsitration issue. EC are aware of this. Main parties are contacted at election start up verbally
ations forms and PV applications are srutinised carefully on run up to elections to discern any patterns.
e local police /SPOC to deal with issues such as electoral malpractice and/or public order.
nd the electoral services officer who regularly communicates with the Electoral Commission, regional returning
Police on day. Met agents and candidates and gave hand out on Absent Vote handling.
Performance standard 5
Obviously, in spite of the level 1 assessment above, there does exist appropriate website information and telephone and e-mail com
nor relevant knowledge currently available for the production of a meaningful written strategy
As part of the communication exercise and to enhance the delivery of Poll Cards the Council newsletter "Contact" which is delivered
carried an article highlighting the Elections. Additionally we have issued a briefing note in the form of "Democracy Counts Newslette
information to ALL Councillors and Senior Managers.
An electoral duties/activities manual is prepared identifying specific communication initiatives including postal voting/don't forget to v
wide poster displays is arranged. The Council's website is used to promote voting. Posters are displayed on refuse vehicles.
The Returning Officer's communication of information to electors in order to encourage participation is enshrined in the Council's Co
information on internal and external communications to encourage a consistent and corporate style of information delivery.
Electoral participation is actively pursued annually and a communications plan is determined in conlsultation with the corporate com
The RO for Chelmsford does not reach level 2 for this Standard as he does not have in place a formal, written communications stra
Standard for the provision of contact information both in written correspondence and on the Council's website and in liaising and wo
in the provision of pre-election publicity materials and campaigns.
The Returning Officerr meets all the performasnce standard except for a written public awareness strategy
A written Strategy for this is an aspiration of this council but at present DBC can certainly provide examples of outgoing communica
We have a helpline number which is on our publicity, the website keeps details up to date, letters have the writer's email address so
Fenland District Council has a written communication strategy covering internal and external communication; Electoral Services Tea
various media to communicate the election within the district. These included - Article in the Fenlander Magazine which is delivered
in the planning process, the webpage for Electoral Services contained information on the forthcoming election including registration
available on the site to be downloaded. In the last week of the voter registration and postal vote deadlines, links to the relevant form
easy access; All outgoing communication includes a relevant contact number or email address which the recipient is encouraged to
Services within the council are actively involved in the delivery of the election - Information Technology Team and Communication T
The Returning Officer meets the performance standard apart from preparing a written public awareness strategy. All outgoing corres
council's website is updated regularly with election information.
The elections team liaises with other departments such as the Communications Service and Community Development Officers.
All necessary work is undertaken however currently no formal written plan in place - to be undertake in Summer 2009. We do use t
No written strategy
My departmental responsibilities include PR and ensure there is active involvement of the PR Team in election and registration cam
are used to promote registration and key messages to electors. Election planning is discussed by the Council's management team
Plan produced. Contact details provided on all outgoing communicaiton.
Information is available, but there is no formal plan for this. Poll Cards contain most of the essential information and this is also pub
helpline number is also printed on the Poll Cards. Notices of Persons Nominated and Poll are displayed around the borough. Exten
undertaken during the election period and a press pack is available for every election. We believe we are close to meeting this stan
There is a co-ordinated publicity campaign at local elections, involving the Council's marketing team, graphic design and the Elector
The RO meets two of the three 'Performance standard' criteria, but he cannot claim this level as we do not have a written public awa
No written plan in place. This will be developed. However, information provided via Council magazine press releases and website. C
Every year we invite local schools to come into the Civic Offices and hold a debate and mock election on a subject that is of interes
Teachers, The Mayor, Elected Members, and the Returning Officer's staff has been received well. We also have an on going proje
advertising in the Cinema magazine to reach the audience of the younger age group.
Being a small local authority with limited staff resources, implementing a written public awareness strategy has received a low profile
response mechanisms are in place. I believe however that we meet the statutory requirements
I feel that we meet the performance standard in this area. We have a documented public awareness strategy on which we have wor
close contact with the elections team at KCC to ensure that any promtional work we undertake is coordinated with theirs. We have k
Electoral Commission and have linked in with this. We have raised awareness via press releases, posters, displays and notices in C
display screen in Civic Centre, and by display of information on our website. Our campaign clearly promoted deadlines and methods
week we worked closely with the BBC who were making an educational film for school children (Learning Zone) on elections. They f
ballot boxes, exterior shots of polling station, mock-ups of voting, return of ballot boxes to count venue, the count, recount, and anno
Returning Officer both gave interviews to camera. This was all done at very short notice after an approach to our Comms Team - bu
process particularly among young prospective voters and thier families. With regard to keeping other Gravesham BC departments i
Managment Team and Departmental Mangement Team meetings. The Customer Services team are in the same directorate as Com
an ideal vehicle.Evidence to support this assessment includes electoral management plan, public awareness strategy, notes of mee
releases, BBC Learning Zone film.
Full communications plan was in place and meetings held regularly to update and improve on it. Communication with Surrey Count
the county. A presentation was also made to the Guildford Access Group to determine what additional help was needed and to set
issues raised .
Hastings combined with the other East Sussex authorities on an awareness campaign using advertisements on local buses. There w
publication, "Your County" that goes to every household and articles in local press including the Hastings Observer and coverage on
releases. The elections were also on the front page of Hastings Borough Council website and all staff in every department were issu
Elections Project Group.
A discrete written public awareness strategy is not yet in place. However, election information is communicated widely to the public
web). A large scale public/stakeholder consultation exercise on Havant Borough Council's electoral cycle has very recently been la
participation in elections and will be used to inform the development of a written strategy.
Please see supporting documents, sent under separate cover. This includes a copy of our media strategy, along with copies of our p
featured on website, at http://www.iwight.com/council/election2009/default.asp with details for both electors and candidates appearin
constantly updated as dates such as Close Of Nominations passed. There was a prominent link to these pages from the HomePage
No written strategy in place. All communications give contact details, Council Tax supply a list of new Council Tax payers on a mont
Have awareness plan in place that reflects resources available. All outgoing communication includes email, telephone, Minimcom c
Kent ERO's, regular liaison with Communications team, and local media.
Returning Officer provides information on elections via website, parish newsletters, council newsletter 'Unvaled '. Have also used th
registration awareness and also the newsletter for Abingdon & Witney College. All outgoing communication provides appropriate co
No written strategy
Please see attached sheet
Meeting are held with Communications before each major election to decide on the form of publicity for each election and whether a
details for the Elections Office are provided on all outgoing correspondence concerning the election and on the Council's website. A
elections in order that they can be asked to provide assistance with publicity material if required.
All communications sent out by Electoral Services include full contact details so that interested parties could respond. Full page info
Your Croydon magazine that is delivered to all residential addresses in Croydon and is available at all Council front line offices prov
deadlines such as registration and absent voting and providing and advising residents how to get further information. Press release
the Council's press office. Information Stand was set up in Access Croydon, the Council's one-stop advice centre between 5 May an
European Parliament, the election itself, registration, methods of voting and how to organise an absent vote. Throughout this period
as key deadlines such as registration and absent voting passed. There were rolling information messages on the information screen
highlighting key deadlines. The messages were updated through the election. An advert was taken out in Primary Times magazine
and Wandsworth highlighting the registration deadline for the election. The Council's website was updated with information regardin
Numerous democratic engagament strategies have been planned and successfully delivered. These have included regular educatio
placements, registration uptake at universities 'freshers week', and the introduction of landmark events such as mock 'Question Tim
competition, and Political Speed Dating. In addition birthday cards and mock ballot papers have been sent to attainers throughout th
have attended our Town Hall and have participated in debates, fun workshops and mock elections with hands on involvement from
Democracy based games have also been available on our elections website. The above is organised by a dedicated outreach team
evaluate strategies - key stakeholders are the Democratic Services and Elections teams, Youth Connection service and members o
universities, other boroughs and the local media. In addition we have undertaken specific community engagement initiatives working
The last initiative in 2007/08 was working with the polish community in Ealing in the run up up to the GLA elections, we managed to
registration campaign targeted at their community, the campaign involved themes events at polish shops and churches and by usin
across, key partners in this were the Federation of Poles and the GLA press team. For 08/09 we are concentrating on the British so
awareness is mainly conducted through our media team, these awareness-raising campaigns have been in the form of advertising i
offices, website and posters in community shops, halls, libraries etc. Where necessary the Returning Officer ensures reasonable fin
Documentary evidence of meetings, evaluation forms, project plans, correspondence etc are available on request.
Coomunications strategy prepared and followed as far as practicable. A press conference was held and a new poster prepared expl
throughout the Borough and sent to major voluntary organisations and used in every polling station.The Council's website was used
public notices. A press conference was held with local papers and articles were produced as well as paid advertisements. The Muni
place at Broomfield Park.
The RO undertakes local initiatives such as targetted registration campaigns using a variety of media to reach the particularly divers
letters" and unique materials for e.g. blind voters, canvass literature in 46 languages.
Performance Standard 5: Planning and delivering public awareness activity
We believe we meet this standard. A public awareness strategy is in place but resources are extremely limited and there is
Regular liaison is undertaken with Council's Communications Section to help publicise elections and deadlines, as well as use of the
Havering Council's web site and intranet are regularly used and updated to provide information to the public and council employees
electronic notice board outside Romford station is used to promote relevant dates. Posters are displayed with Council buildings.
Election Services staff provide information for press releases and give radio interviews when invited. Successful bids have been m
for birthday cards sent to 18 year olds showing the date of the next election, and another was for a letter sent to all households prom
make more bids in the future.
Public awareness strategy document
Havering internal communications - examples
Birthday card for attainers
Articles from “Living” - Council newspaper
Written public awareness strategy in place which was forwarded to LBH communications team for comments. All EU citizens recd E
households in Hounslow Borough received a "Voter Confimation Letter" which included details of the Euro election including postal
advised EU citizens to register for the election. Regular press releases were issued during the election process including email circ
We have a comprehensive written communications strategy which also includes some partnership working with outside groups as p
promoting participation among the deaf and disabled communities and those with language or learning difficulties. Evaluation of any
stakeholders is being sought and this area is developing rapidly through contacts with the councils consultation dept and the residen
See appendix attached.
Voter participation circular before election giving information and opportunity update details. Regular updates to web pages. Work w
and sharing of good practice.
Communications Team currently re-writing and re-assessing communications plan. Information supplied to other council contact po
Quarterly meetings are held with all the Electoral Services staff across London and meetings with the RRO took place when needed
all electors received the same message and Good Practice was shared among all Boroughs.
Although there is no written public awareness strategy there has been actions to publicises the election and inform members of the
and information in the Council‟s newsletters delivered to all properties in the borough. There are arrangements to ensure informatio
tick box 1. We consider that we most closely meet the description in box 2 although there is not yet a written strategy.
Local publicity awareness campaigns conducted by posters, articles in Council Brightside newspaper, press releases, and extensive
Electoral Services. Internal work carried out with Adult Social Services in respect of sheltered accommodation – see below. Election
University Students Union.
1 Details of the elections and postal/proxy application forms are provided on the Council's website and at each of the Town Centre
to consider joint initiatives. 3 The Council's Communications Manager provided with regular information so that up to date informat
The Returning Officer was the lead officer, on behalf of Nottinghamshire Local Authorities, in a successful bid for monies from the E
project. The aim was to increase voter turnout over a period of 3 years and develop a strategy therefor. The Returning Officer's st
Written public awareness strategy covering internal and external communications. Contact information and helpline telephone num
communications. Information made widely available on the website with helpline information. FAQs provided to frontline staff to as
Customer Service and Performance and Council's Communications Officers on electoral registration and election issues. Sharing w
The only exception for not meeting the standard is the production of a written awareness strategy. All outgoing communication prov
numbers, e-mail addresses and web site address. Information leaflets are produced and circulated locally setting out relevant dates
reception area giving similar information, and information exchanges between other departments are used.
Whilst there are no written plans in place, information is regularly updated on the Council's website, press releases are issued and t
An awarenesss strategy was drawn up for the European Election. Regular conntact was established with the Council's Corporate C
Outgoing communication contained contact details to enable people to register and access further information about voting.
Activities were undertaken on the run up to the Election to increase voter awareness and participation. Advertising on buses was us
also to encourage turnout at the Election. The local media were use in promoting deadlines for registration and postal voting. The 8
were used for poster campaigns both the Electoral Commissions campaigns but also for the 'Post early' campaign devised to advise
possible. The website team offered support in promoting registration and the Election on the Council's Home page and directed vist
Any communication/application form issued by the Electoral Services Section provides appropriate contact details. In addition the C
The RO has a written strategy that details the awareness activities undertaken throughout the election period. All outgoing commun
reference for further information. In addition a public awareness campaign called 'Notts Bothered' was commisioned by all local auth
Work is undertaken through the media of other Derbyshire election teams to encourage public awareness. This has not yet been de
Engagement with other departments achieve through regular team meetings with Key Departments in the period before and after th
A public engagement and communication strategy has been written and one has also been written by the County Council with whom
Regular meetings are held between all the Eectroal Services Officers within the County where we come together to seek consistent
resources.The Project Plan includes the involvement of all key partners including the Communications Team. Evidence includes the
Communication Strategy and agendas and minutes of our meetings with partners.
Within our action plan it identifies the need for promoting public awareness. All statutory notices were published on time and distribu
marketing and communications. The venues where the notices are displayed include libraries, community centres, post offices, doc
Commissions posters regarding sending back your postal vote early and this was distributed to the same locations. Everything that
web page specifically for the European election.
Funding was secured in nottinghamshire to undertake a countywide public awareness election campaign across the county in late 2
organise this on behalf of the local authorities under the banner "Notts Bothered". The campaign activity was divided into short term
SHORT TERM: AWARENESS & INFORMATION (County Council & Electoral Process)
Target: Those who know they ought to (but might otherwise forget, run out of time or find it slips down their priority list without a gen
Themes & activities:
• Generate increase in numbers registering
• Stimulate intention and desire to vote
• Generate increase in numbers voting
LONGER TERM: EDUCATION AND ENGAGEMENT
Target: Those who „would-be‟ voters of the future
Themes & activities:
• Effect attitudinal change through encouragement in belief in civic duty, the value of local council services & the importance of Euro
• Establish early-life voting habit & stimulate interest in and reconnection with local politics and political process
• Increase voter turn-out at all future elections
The campaign will be delivered with the following principles at its heart:
Corporate Communications strategy in place web alerts and press releases to encourage voting used.Staff briefings and managem
Turnout above national average at 39.13%.
We do not currenlty have a public awareness strategy in place.
The Communications staff attended many of the RO briefing meetings to update the group and to review the issue of press releases
the elections process. Election staff endeavoured to have an elections awareness display in two of the local shopping centres but th
cost. The Council's website maintained current information on both elections and copies of information for downloading as necessar
letters of appointment and all similar relevant stationery had up to 3 direct line contact numbers published to enable electors to be in
were kept updated through the normal regular line management meetings and Service Managers Meetings, particularly as there wa
personally participating in the election process. All issues arising from these staff meetings were discussed at the group election up
No specific written strategy for Election purposes however we do the following:-County Group - liaison with other local councils, regu
practice in the running of elections and to maximise good value for money in procurement of services such as printing. Help line num
provides contact numbers and email addresses. Customer service centre given advice notes on key dates and issues concerning e
invite and encourage members to work at the election. Public notice campaign of posters to encourage people to register to vote an
Details of all candidates and political parties published on the Council website and copies issued to all parish clerks/chair of parish m
parish. Regular briefing of press and radio via telephone conversations and confirmation emails. Postal and proxy voting applicatio
'Helpline' number issued for direct contact with elections officer rather than front desk. Active communication between reception an
processes. Large print documents available on request. Large print copies of ballot papers both paper/laminated plus tactile voting
by step guide issued with each postal vote pack. Birthday cards issued to each elector on their 18th birthday and signed by the Cha
EC4) sent with each birthday card to explain the voting process.
Records of e-mails to other departments, feedback from all particpants.
Communication plan in place. Website front page and electoral area updated daily. Promotion campaign undertaken with County Re
County Electoral Officers Group. Also article in Bromsgrove District Council's own magazine following a street survey on the forthco
Customer Service Centre staff. Working sessions with Bromsgrove Equalities & Diversity Forum and teh Disability Forum.
Whilst we meet the performance standard in parts we do not have at this time have a written public awareness strategy in place
The Returning Officer meets the Performance Standard in all of the listed criteria with the exception of a written public awareness st
Communications regarding elections are routinely built into our processes. These include meetings with other departments, discuss
publications, reminder notices, etc.
The Returning Officer meets this performance standard but does not have in place a formal written public awareness strategy.
Although it is believed we meet the Pereformance standard in most respects, the lack of a formal written strategy prevent us ticking
liaise with the various interested parties. This is a further element which should benefit from the future shared services arrangement
Supporting evidence: Examples of outgoing communications; Corporate Newsletters; Website content; Risk Register extract. Com
elections in 2009 and promotional arrangements have been undertaken regionally. Campaigns have been undertaken in previous y
We have meetings with the Communciations Officer at start of electio to plan our coomuncaition strategy in addition to any other ad
Written strategy (what we do to publishes)
The service has a written strategy and can provide samples of outgoing communication. An attempt has been made to initiate mee
All our outgoing communication contains our contact details. We have had meetings with other departments for the purpose of plan
nothing concete has come from them, partly because it is actually a difficult area to achieve value for money.
In this standard we meet everything ticked except we don't have a written elections public awareness stratagy.
We do not have a written strategy but we do have response mechanisms in place eg Internet and Phone. We issue press releases
We meet on a monthly basis to try and have a uniformed approach.
A full publicity strategy is developed for district and parish elections and we worked with RO's across Worcestershire to develop a jo
order to develop a similar plan was commenced in Sept 2008 in readiness for the 2009 elections and although not as ambitious as t
number of ideas are in place. Evaluation of the 2007 campaign was carried out by a sample survey of voters in the Wychavon area
strategy for our district elections.
A written media/communications strategy was drawn up and implemented.
Evidence available to support assessment:-
Electoral Participation Project Initiation Document
Public Engagement Strategy
Minutes of the meetings of the Electoral Participation Advisory Group - Membership consisted of Senior Community Planning Offic
Principal Community Learning & Development Officer, ACCESSline Supervisor, Community & Engagement Officer, Social Work &
Press Release Schedule
Examples of Press Releases
Media Activity Schedule
Angus Life/Angus Matters articles
Copies of outgoing communication to local voluntary groups
Review of Electoral Participation activities - a meeting to be arranged prior to commencement of the UK Parliamentary Election plan
undertaken by the Electoral Participation Advisory Group
EC resources were used to encourage participation in the European Election including use of the giant 'X' and the European Floor M
Efforts have been made to build upon (albeit modestly) previous work done with regard to raising public awareness including more p
greater alignment with and use made of EC support materials (eg inflatable X and posters for bus shelters). Greater efforts will be m
Election team briefed Customer First staff so that the first point of contact for the public was able to provide up to date info on the e
as FQAs. Letter sent to one group of electors ( approx 1500 ) whose polling station had changed
While there is considerable co-operation with the ERO there have been limited shared events (eg attendance at Neighbourhood Pa
to publicise registration, nominations and other relevant materials. There is a report available from the Council's Communications S
specific developments, including more shared activity. Having used much of the material supplied by the Commission, central evalu
effort. Cost effective evaluation of future local developments will be built into future plans.
Level 3 is met on contact with the media, ERO and other ROs. Work with community groups requires further development and wor
that the work undertaken to date is sufficient to meet level 3 requirements.
The standard is clearly met and there is a certain amount of evaluation but this will be reviewed for future elections.
Communications Plan in place. Liaise with the ERO to carry out focussed public awareness schemes. 100,000 copies of a leaflet en
copies of a 4 page local newspaper supplement on the European Election, were produced in 2009.
Written communication strategy and plan, records of communications undertaken, Press releases, and correspondance with equalit
resources available and decisions on types of resources used.
The Returning Officer, through the Communications Team, had a written plan in place to promote the election locally. The plan mad
local offices and libraries etc) and external sources including the media and radio.
Promotional work was where possible coordinated with the neighbouring authorities in East and South Ayrshire Councils. Informatio
Council's website and in local offices, community halls and libraries. In addition, use was made of plasma screens in specific locatio
Adverts were carried in the local press on local radio.
Work with Electoral Registration Officer to develop electoral participation strategy
No Vote No Voice campaign, minutes of meetings of co-ordinating group including ERO rep, various leaflets, action plan of activitie
identified by working group in which senior officers from all departments including ERO participate. Marketing company used imme
Detailed Communications Plan followed
Feature in SB Connect Spring edition (Council newspaper delivered to all households), also Local Press, Radio, Television and Cou
Electoral Commission public awareness plans, information leaflets and posters made available
During the registration phase, under registered groups such as young people, minority ethnic communities and recent home movers
Meetings held with interest groups to determine how best to raise awareness with their members (Equalities Forum, Migrant Worker
In the Election week, the local Press featured a local delicacy,
remind voters of the election.
Interviews were given on two occasions to the local BBC radio to raise awareness. No other media interest in this particular electio
• Poll Cards; • Posters; • Roadshows; • Internet; • Find your Polling Place; • Care Home letter;
• Helpline, email, website; • Joint initiative with local college and university; • Press releases; • Change of polling place poster;
• Evaluation – Five bar gate form, need advice on how to do this properly.
Election Action Plan will include further work in this area on conclusion on all de-briefs and feedback from the EPE.
Staff from the election team worked with the Council's communications team and officers from Youth Services to raise public aware
exercise their right to vote. Electoral administrators and communications staff also met with their counterparts in the Electoral Reg
work together and pool resources wherever possible.
The planning and awareness of public awareness was extensive and involved participation on working groups which incorporated o
of resource and shared knowledge. The RO was fully involved in a range of awareness campaigns, actively partipating in promoting
including local community events and internet techonology. Evaluation of the approach will be included in the next citizens panel an
There was an awareness raising sub group in place for this election which was made up of representatives from the election team, c
development and equalities. Early work was undertaken to identify target groups and key messages. There was a general campaig
get people to ensure that they were registered, which tied in with the main message of the Electoral Commission campaign. There
groups identified as under represented in the democratic process. Corporate Communications representatives attended the Elector
meeting hosted by the Lothian ERO to co-ordinate activities between them and the Lothian and Borders local authorities. Corporate
ensure press coverage by providing photo opportunities (e.g. van backs) and press releases. Use was also made of existing chann
considered what meaningful evaluation of the awareness raising activities was possible. Once this is complete the evaluation will fe
We do some of the Performance Standard but have no written strategy & as it was a Euro Election election we do send out posters
Community Centres but do not have mobile billboards or banners.
We are proactive in publicising the election and critical deadline dates, this is done through the local press and the Council's own m
household in the Borough.
Extensive work undertaken with Cornwall Council Communications team on promotional activities, campaigns, advertising and med
promote the elections and encourage people to vote were developed and implemented. The lessons learnt report has taken this act
Mendip has a communication strategy and has various access channels for the public to contact the council
Communication in accordance with North Somerset Council's Marketing and Communications Strategy. Articles and information ma
households. Information made available at public libraries, public noticeboards (including those provided by town and parish council
We work with the DEAG [Dorset Electoral Adminstrators Group] to try and pool resources but it wasn't that efffective as all of Dorse
Elections and there was a bit of a conflict. We obviously liaise with all our fellow Service Units and make use of the Council's award
Written project plan, press releases and website updates, advice to PC's, meetings which include management team amongst othe
analysis from September 2009.
The electoral process is a regular topic for discussion at Strategic Team and Heads of Service meetings to ensure corporate contrib
contains contact details for the electoral team including direct telephone numbers and email addresses An out of hours answerphon
process are regularly updated on the Councils website with links provided from the front page
Our PR section produced press releases and notices were loaded onto the web site. With regard to the CC elections the CC produc
will be produced on request.
statutory information provided, along with information included on website and links to aboutmyvote.co.uk. Press releases, overview
I am unhappy to be selecting the 'not meeting the standard'. We make good use of internet, telephone and fax options. We have g
No formal plan/strategy but, in addition the statutory information (election notices, poll cards, etc.), press releases to promote public
through the council's Communications Team and have, in fact, been published in the local Press. There is extensive information ab
council's website, Dorsetforyou ( a website delivered in partnership across the county) and the site proved very popular in the lead u
election results page on dorsetforyou.com received more than 4,500 visits in three weeks and was the sixth most visited page on th
participated in Youth Parliament initiatives to raise awareness. In accordance with the partnership working agenda generally, opport
and Portland and Purbeck Councils) are pursued wherever possible
All outgoing communication including written correspondence, posters, emails and website contain contact details for further informa
Statutory notices were sent to all parish clerks and displayed in the 4 main council offices around Wiltshire. Customer Services wer
general queries. The Council website was also updated at regular intervals and at key dates within the election timetable. Due to the
new Unitary Council elections and a new City Council election together with a Boundary Change Order published extremely close to
strategy was not able to be produced. However the Wiltshire Council communications team promoted the elections through their ro
as advertising on local radio. The Head of Electoral Services also carried out interviews with the local radio stations.
Work in regular partnership with the
Participation Officer of the Authority. We
have a message on every Council Tax
evelope that asks occupiers are they
registered to vote and provide contact details
for them to check. We use CNN (community
news network) screens which are placed
around the Borough eg, Leisure Centres,
which give out key messages during the
canvass and prior to each election. We
publicise key messages in the local press
and use the Councils Connect magazine that
is delivered to every property in the Borough
to inform residents of key dates for
registering and postal votes. Held public
awareness events in the Borough where
leaflets promoting the European Elections
were handed out together with key rings with
the contact details of the registration office.
To try and engage first time votes, we held
question and answer sessions in one of our
Comprehensive schools where
represenatives of six of the parties attended
and a mock European Election was held at
the end of the sessions.
This is an area that we plan to adopt a more
active stance with; working closely with the
Commission's office in Wales and other
This is an area currently being developed
and in SW East use was made of the EC
inflatable X - and joint working - more can be
done at a Regional level - the score reflects
that evaluation and documented work is in
progres but not complete although borders
on above performance standard. Use is mad
eof the Councils local News Line distributed
to all households in the County Borough and
th eCouncils Web Site.
There is not a written pubic awareness
strategy, but work was undertaken with
external partners and resources of Cardiff
Council to promote public awareness.
Prior to the election information regarding
polling hours, parties/candidates, notification
of poll etc, is received from the RRO and
posted on the Authority's website and at
principal offices. During the canvass stage
(Sept-Dec 2008) information on the
European election was printed on the Form A
envelopes and also placed in the Authority's
Community Newsletter distributed to every
household. This was further advertised via
the Newsletter in January and April 2009 with
a reminder of key information. Where
appropriate the helpline telephone number
and email address of the election unit are
included on communications with the public.
All polling station staff are aware of the
nature of the election, how votes are
counted, how the result will be made known
etc, and inform voters accordingly. During
March/April for all departments in the
Authority staff are informed about the
election via email. Assistance is provided by
the Communications Division and the
Customer Care offices on public awareness
delivery. In visits to both Junior and
Secondary Schools leading up to June 2009
the Authority's Democracy officer inlcluded a
focus on the European election. (Evidence
A full written stratergy which encompasses
all aspects of public relations in respect of
the election is maintained by electoral
services. We also participated in the all
Wales communication group for the
European Parliamentary Elections.
A member of our communications team
attended the all Wales meeting regarding
public awareness for the European election.
The LRO has a written public awareness
strategy which covers a range of internal and
external communication that is in place for
the election. The LRO decided to send
information to electors by means of a poll
card early at the end of April. A poll card
was sent to electors who vote by post and at
polling stations. Not only does the poll card
contain the statutory information required but
additional information relating to postal and
proxy voting, helpline number, email address
and website that contains further information
regarding the election. The website
provides information about how to register,
notice of election, postal / proxy information,
who is standing at the election, details about
polling stations, FAQ's section and published
results etc. Information is also published in
libraries and council offices. Information
was also included in the Council newspaper
that is sent to all households, and a variety of
press releases was issued at various stages
in the run up to the election. Including a
photo with the all North Wales Local
Returning Officers with the inflatable 'X'.
Information was also included on the Council
internal infonet site. Leaflets were also
distributed to the local housing association
supported living schemes during 'National
Register to Vote' week that was aimed at 16-
The Council's public relations department is
consulted on publicity matters and plays an
active part in the publicity relating to
A national process was undertaken on
publicity for this event sponsored by the
RRO for areas within Wales. A public
information awareness campaign was also
done by the elelctoral commission to which
A detailed public awareness strategy is now
produced for all major Local and
Parliamentary Elections to assist in
developing and evaluating a variety of
Particular use has been made of the
electoral participation fund which this year
had to include an evaluation methodology on
how the promotion of the electoral process
Recent activity to engage with young people
(16-19yr olds) using local groups and inviting
them to committee to discuss the role of
Councillors and discuss the electoral
process. Future activity will involve using this
group to develop a DVD that will be
distributed amongst their peers in colleges
Particular work done to promote participation
with minority ethnic communities (in
partnership with Swansea Bay Race Equality
Council) and through Community Centres,
and with Internet groups (50+ network). Joint
rapid communications work done with Neath
Port Talot Council. 400 questionaires
received back from European elections - to
• Draft Public Engagement Strategy has
been produced and includes specific actions
relating to the European elections which
target all residents of the Vale. Work is also
ongoing to finalise the strategy. The Council
also has well established internal and
external communications strategies in place.
• Relevant contact details are published on
all election related communications, enabling
interested parties to respond.
• A number of methods including the
Council‟s website, Vale Waves, local
newspapers, radio and notice boards are
utilised to raise awareness of elections and
publicise election information. Radio
advertising has been undertaken jointly with
neighbouring authorities in the past. In
general, communication methods used,
includes most preferred methods, as
identified in Council‟s biennial survey of Vale
• All Council departments have an
involvement with elections with the release of
staff to support the Electoral Registration
team on a temporary basis. Various
departments are also involved in supporting
elections via delivery and collection of
equipment, setting up of premises to
specification, refuse collection, catering
arrangements etc. Arrangements for support
are programmed into the elections project
Press releases published throughout the
election period encouraging registration and
voting. Documents are available in different
formats on request. Some documents are
ordered from the electoral commission in
different langauges such as polish and
portuguese. Equalities officer consulted on
specific matters and manager has attended
disability forum for consultation purposes.
propriate website information and telephone and e-mail communication facilities. However, there is no resources
ngful written strategy
oll Cards the Council newsletter "Contact" which is delivered to all residential properties throughout the District
a briefing note in the form of "Democracy Counts Newsletter" "Election Special" which provides election
munication initiatives including postal voting/don't forget to vote press advertisements. A programme of borough
mote voting. Posters are displayed on refuse vehicles.
r to encourage participation is enshrined in the Council's Corporate Communications Strategy. This includes
nsistent and corporate style of information delivery.
s plan is determined in conlsultation with the corporate communications team
oes not have in place a formal, written communications strategy for elections. However, he does meet that
ondence and on the Council's website and in liaising and working in conjunction with internal and external partners
a written public awareness strategy
DBC can certainly provide examples of outgoing communications with the likes of Agents and local schools for
details up to date, letters have the writer's email address so anyone can get in contact with us if they wish.
nternal and external communication; Electoral Services Team has a public awareness strategy; The RO used
uded - Article in the Fenlander Magazine which is delivered to every household in the district. From an early stage
nformation on the forthcoming election including registration and applying for an absent vote. Forms were also
stration and postal vote deadlines, links to the relevant forms were placed on the front page of the website for
mber or email address which the recipient is encouraged to use if they require further information; Support
ection - Information Technology Team and Communication Team.
aring a written public awareness strategy. All outgoing correspondence has appropriate contact details and the
ications Service and Community Development Officers.
an in place - to be undertake in Summer 2009. We do use the Web and email for correspondence.
nvolvement of the PR Team in election and registration campaigns. The Council's newspaper and press releases
n planning is discussed by the Council's management team and used to disseminate information through the
contain most of the essential information and this is also published on our website. Contact details and the
ominated and Poll are displayed around the borough. Extensive liaison with Corporate Communications is
every election. We believe we are close to meeting this standard but again need to fomalise more.
he Council's marketing team, graphic design and the Electoral Services Office.
annot claim this level as we do not have a written public awareness strategy in place.
rovided via Council magazine press releases and website. Call centre staff trained in elections and registration
d a debate and mock election on a subject that is of interest to them. The attendence and support of the
aff has been received well. We also have an on going project to work with local Colleges which includes
er age group.
written public awareness strategy has received a low profile. However, contact details are always provided and
cumented public awareness strategy on which we have worked closely with our Comms Team. We have been in
nal work we undertake is coordinated with theirs. We have kept alert to the national awareness campaigns by the
reness via press releases, posters, displays and notices in Civic Centre, rent offices, libraries etc , by use of video
site. Our campaign clearly promoted deadlines and methods to apply for postal and proxy votes. During election
film for school children (Learning Zone) on elections. They filmed the preparation of ballot boxes, transportation of
of ballot boxes to count venue, the count, recount, and announcement of result. A Presiding Officer and the
ery short notice after an approach to our Comms Team - but we were happy to participate to promote the electoral
With regard to keeping other Gravesham BC departments informed in the run up to elections -we made use of
Customer Services team are in the same directorate as Committee and Elections team - so DMT meetings were
management plan, public awareness strategy, notes of meetings, website content, outgoing letters, emails, press
pdate and improve on it. Communication with Surrey County Council took place to determine involvement across
up to determine what additional help was needed and to set up a channel for feedback after the elections with any
ess campaign using advertisements on local buses. There was an article in the East Sussex County Council
ocal press including the Hastings Observer and coverage on Arrow FM the local radio station as a result of press
h Council website and all staff in every department were issued with reminders. Communications staff sat on the
r, election information is communicated widely to the public and response channels are in place (phone, email,
Borough Council's electoral cycle has very recently been launched. This covers issues of public awareness and
a written strategy.
udes a copy of our media strategy, along with copies of our press and radio adverts. These Elections were heavily
ult.asp with details for both electors and candidates appearing from late January onwards. The website was
ere was a prominent link to these pages from the HomePage of iwight.com
uncil Tax supply a list of new Council Tax payers on a monthly basis all of whom receive a rolling registration
oing communication includes email, telephone, Minimcom contact details. Some examples of joint activity with
ewsletters, council newsletter 'Unvaled '. Have also used the electronic royal mail sytem in the local post office for
ollege. All outgoing communication provides appropriate contact details to allow for responses.
cide on the form of publicity for each election and whether a particular campaign should be launched. Full contact
nce concerning the election and on the Council's website. All Council Departments are advised before major
icity material if required.
etails so that interested parties could respond. Full page information article included in the May addition of the
Croydon and is available at all Council front line offices providing information about the election, highlighting key
sing residents how to get further information. Press release regarding arrangements for the election released via
don, the Council's one-stop advice centre between 5 May and 5 June 2009. The stand had information on the
and how to organise an absent vote. Throughout this period, the information stand was updated with information
were rolling information messages on the information screens in Access Croydon throughout this period
ction. An advert was taken out in Primary Times magazine along with other local authorities, Lambeth, Southwalk
he Council's website was updated with information regarding the election.
uccessfully delivered. These have included regular educational visits to schools, numerous work experience
ntroduction of landmark events such as mock 'Question Time', 'How to be a Councillor', 'Junior Mayor'
mock ballot papers have been sent to attainers throughout the year. During Local Democracy Week school pupils
shops and mock elections with hands on involvement from MP's, councillors and the corporate team. Interactive
bsite. The above is organised by a dedicated outreach team that meets regularly to discuss, implement and
Elections teams, Youth Connection service and members of corporate board and externally schools, police,
dertaken specific community engagement initiatives working closely with our internal equality and diversity team.
aling in the run up up to the GLA elections, we managed to register 22% more Polish citizens through an active
ed themes events at polish shops and churches and by using translated materials to get the voting message
ress team. For 08/09 we are concentrating on the British somalian population in Ealing. Election specific
ss-raising campaigns have been in the form of advertising in local newspapers, banners on lightposts and council
ere necessary the Returning Officer ensures reasonable finance is available for our outreach programmes.
respondence etc are available on request.
press conference was held and a new poster prepared explaining non verbally how to vote. This was used
sed in every polling station.The Council's website was used extensively to advertise the election and also used for
es were produced as well as paid advertisements. The Municipal Journal ran a photograph of an unusual polling
aigns using a variety of media to reach the particularly diverse Haringey electorate. These include "confidential
is in place but resources are extremely limited and there is no ring-fenced budget allocated for this work.
help publicise elections and deadlines, as well as use of the Council's newspaper 'Living'.
d to provide information to the public and council employees (70% of whom are residents of the Borough). An
ant dates. Posters are displayed with Council buildings.
adio interviews when invited. Successful bids have been made to the Ministry of Justice publicity fund. One was
ion, and another was for a letter sent to all households promoting the date of the GLA elections. We intend to
communications team for comments. All EU citizens recd EC6 in autumn to complete for Euro election. All
which included details of the Euro election including postal vote deadlines, detailed who was registered and
were issued during the election process including email circular to all LBH employees regarding the election.
ncludes some partnership working with outside groups as part of our Champions Network aimed particularly at
hose with language or learning difficulties. Evaluation of any campaigns is in its infancy but feedback from
contacts with the councils consultation dept and the residents panel.
unity update details. Regular updates to web pages. Work with regional colleagues to aim for consistent approach
ations plan. Information supplied to other council contact points in advance of elections.
ondon and meetings with the RRO took place when needed. By working together London was able to ensure that
among all Boroughs.
ctions to publicises the election and inform members of the public. These include communications to households
n the borough. There are arrangements to ensure information is correctly communicated. It would be incorrect to
x 2 although there is not yet a written strategy.
Council Brightside newspaper, press releases, and extensive use of website. Joint publicity with other London
n respect of sheltered accommodation – see below. Election publicity campaign carried out in liaison with local
ed on the Council's website and at each of the Town Centre Offices. 2 Regular meetings held on a County basis
provided with regular information so that up to date information can be provided in response to any media
Local Authorities, in a successful bid for monies from the East Midlands Regional Partnership for a voter turnout
and develop a strategy therefor. The Returning Officer's strategy for participation embodies the work of this
unications. Contact information and helpline telephone numbers given to candidates/agents and electorate on all
helpline information. FAQs provided to frontline staff to assist in dealing with the public. Discussions with
cers on electoral registration and election issues. Sharing with Derbyshire Electoral Administrators on shared
ritten awareness strategy. All outgoing communication provides relevant contact details - direct line telephone
are produced and circulated locally setting out relevant dates in the election timetable, a display in the Council
etween other departments are used.
ed on the Council's website, press releases are issued and the Council participates in joint promotional activites
lar conntact was established with the Council's Corporate Communications team, the RRO and suppliers.
egister and access further information about voting.
r awareness and participation. Advertising on buses was used both to promote the deadline for registration, but
romoting deadlines for registration and postal voting. The 80 public sites and reception area across the Authority
igns but also for the 'Post early' campaign devised to advised postal voters to return they votes as soon as
d the Election on the Council's Home page and directed vistors directly to information,advice and results for the
ection provides appropriate contact details. In addition the Councils website provides access to relevant
rtaken throughout the election period. All outgoing communication carried appropriate contact details as a point of
gn called 'Notts Bothered' was commisioned by all local authorities within Nottinghamshire aimed at increasing
ms to encourage public awareness. This has not yet been developed to meet performance standard 2 or 3.
ings with Key Departments in the period before and after the election.
one has also been written by the County Council with whom we work very closely as one of our key partners.
thin the County where we come together to seek consistent approaches and working together to pool
including the Communications Team. Evidence includes the Project Plan, The Public Engagement and
ess. All statutory notices were published on time and distributed by means of a corporate list supplied by our
ayed include libraries, community centres, post offices, doctors surgeries etc. We also used the Electoral
d this was distributed to the same locations. Everything that was published also appeared on a specially designed
lic awareness election campaign across the county in late 2008 and an external company was contracted to
Bothered". The campaign activity was divided into short term and long term activities as set out below:
out of time or find it slips down their priority list without a gentle nudge!)
the value of local council services & the importance of European representation
n with local politics and political process
ses to encourage voting used.Staff briefings and management teams used to promote work during elections.
o update the group and to review the issue of press releases as part of a strategy to keep the public informed of
wareness display in two of the local shopping centres but this could not be offered by the owners at an economic
ions and copies of information for downloading as necessary. The postal ballot packs and poll cards, forms U1,
ct line contact numbers published to enable electors to be in contact with relevant staff. All Council departments
gs and Service Managers Meetings, particularly as there was a need to engage with all staff who would be
ese staff meetings were discussed at the group election update meetings with a member of the Communications
owing:-County Group - liaison with other local councils, regular meetings to promote consistency and good
ey in procurement of services such as printing. Help line numbers provided. All out going communications
e given advice notes on key dates and issues concerning elections. Youth Council meeting attended by ESM to
mpaign of posters to encourage people to register to vote and vote on the day.
ebsite and copies issued to all parish clerks/chair of parish meetings for display on local noticeboards within each
and confirmation emails. Postal and proxy voting application forms available to download from Council website.
an front desk. Active communication between reception and front line staff re critical election dates and
pies of ballot papers both paper/laminated plus tactile voting device provided at each polling station. Pictorial step
to each elector on their 18th birthday and signed by the Chairman of the Council - EC booklet 'Voting' (product
dated daily. Promotion campaign undertaken with County Returning Officer and seperately with Worcestershire
ncil's own magazine following a street survey on the forthcoming elections. Briefing sessions undertaken with
alities & Diversity Forum and teh Disability Forum.
s time have a written public awareness strategy in place
d criteria with the exception of a written public awareness strategy.
es. These include meetings with other departments, discussions with our comms team, articles in our council
ve in place a formal written public awareness strategy.
pects, the lack of a formal written strategy prevent us ticking the next category. We do however communicate and
should benefit from the future shared services arrangements.
e Newsletters; Website content; Risk Register extract. Commentary: Sandwell has only undertaken Euro
regionally. Campaigns have been undertaken in previous years for local elections.
plan our coomuncaition strategy in addition to any other advertising of the election taking place.
communication. An attempt has been made to initiate meetings/ discussion/ correspondence with other
ad meetings with other departments for the purpose of planning and delivering public awareness activity but
cult area to achieve value for money.
n elections public awareness stratagy.
s in place eg Internet and Phone. We issue press releases and also do advertising etc as a Countywide Group.
we worked with RO's across Worcestershire to develop a joint plan in 2007. Work with the County Council, in
ss for the 2009 elections and although not as ambitious as the one for the district/boprough elections in 2007, a
ied out by a sample survey of voters in the Wychavon area and the results of this will inform our next publicity
Membership consisted of Senior Community Planning Officer, Public Relations Officer, Equalities Officer,
pervisor, Community & Engagement Officer, Social Work & Health and Student Engagement Officer from local
ior to commencement of the UK Parliamentary Election planning process to assess the impact of the work
ction including use of the giant 'X' and the European Floor Map.
one with regard to raising public awareness including more proactive deployment of the new Council Website,
ble X and posters for bus shelters). Greater efforts will be made in future to prepare a written strategy.
ct for the public was able to provide up to date info on the election. Same info also provided on Council web site
ling station had changed
limited shared events (eg attendance at Neighbourhood Partnership meetings). The Council's website was used
e is a report available from the Council's Communications Service outlining activity during the year and identifying
ch of the material supplied by the Commission, central evaluation of that is more relevant than a duplication of
into future plans.
th community groups requires further development and work on this element has commenced. It is considered
but this will be reviewed for future elections.
d public awareness schemes. 100,000 copies of a leaflet encouraging people to register to vote, and 70,000
on, were produced in 2009.
ndertaken, Press releases, and correspondance with equalities department and disability and minority groups on
n plan in place to promote the election locally. The plan made use of internal communication methods (website,
g authorities in East and South Ayrshire Councils. Information about the election generally was posted on the
addition, use was made of plasma screens in specific locations to promote the registration and voting campaigns.
p including ERO rep, various leaflets, action plan of activities, marketing and communication requirements
including ERO participate. Marketing company used immediately prior to election, outreach work
all households), also Local Press, Radio, Television and Council Web used
posters made available
eople, minority ethnic communities and recent home movers were particularly targeted.
ness with their members (Equalities Forum, Migrant Workers, Youth Parliament representatives.)
the Election week, the local Press featured a local delicacy, the Selkirk Bannock, baked in the shape of a X to
wareness. No other media interest in this particular election.
Place; • Care Home letter;
sity; • Press releases; • Change of polling place poster;
on all de-briefs and feedback from the EPE.
eam and officers from Youth Services to raise public awareness of the electoral process and encourage people to
ns staff also met with their counterparts in the Electoral Registration Office and neighbouring local authorities to
volved participation on working groups which incorporated other local authorities, ERO - this was an effective use
ge of awareness campaigns, actively partipating in promoting election awareness using a range of methods
of the approach will be included in the next citizens panel and is clearly outlined in the communication strategy.
ch was made up of representatives from the election team, corporate communications, community learning and
et groups and key messages. There was a general campaign to raise awareness about the elections, and to try to
in message of the Electoral Commission campaign. There was also more targeted activities which took place with
orate Communications representatives attended the Electoral Commission seminar on awareness raising, and a
em and the Lothian and Borders local authorities. Corporate Communications liased with local media contacts to
) and press releases. Use was also made of existing channels and groups in the community. The sub group
es was possible. Once this is complete the evaluation will feed into future plans.
& as it was a Euro Election election we do send out posters etc to Libaries, Sports centres, Doctors, Dentists &
his is done through the local press and the Council's own magazine - The Courier - which is delivered to every
m on promotional activities, campaigns, advertising and media relationship management. Innovative ways to
d implemented. The lessons learnt report has taken this activity into account for use at future elections.
for the public to contact the council
and Communications Strategy. Articles and information made available in "North Somerset Life" delivered to all
boards (including those provided by town and parish councils) and on the Council's website.
nd pool resources but it wasn't that efffective as all of Dorset, except Bournemouth & Poole , had County Council
ur fellow Service Units and make use of the Council's award winning website.
s, meetings which include management team amongst others. Electoral Focus group survey in July 2009 with
and Heads of Service meetings to ensure corporate contribution and involvement. All outgoing correspondence
numbers and email addresses An out of hours answerphone is provided. Details of the various stages of the
ed from the front page
he web site. With regard to the CC elections the CC produced materials and publicity. Evidence of their campain
te and links to aboutmyvote.co.uk. Press releases, overview plan for communications.
good use of internet, telephone and fax options. We have great links with the Councils council tax system in order
n notices, poll cards, etc.), press releases to promote public awareness via the local media are co-ordinated
blished in the local Press. There is extensive information about registration; voting and postal voting on the
ss the county) and the site proved very popular in the lead up to the elections. After the elections on June 4th the
its in three weeks and was the sixth most visited page on the site over that period. The council has also
ance with the partnership working agenda generally, opportunities for joint working (particularly with Weymouth
emails and website contain contact details for further information. There is full active engagement with all other
ain council offices around Wiltshire. Customer Services were informed of events and scripting adapted to answer
als and at key dates within the election timetable. Due to the European election being held in conjunction with a
with a Boundary Change Order published extremely close to the election timetable, a written public awareness
ommunications team promoted the elections through their roadshows that were based around the County as well
ed out interviews with the local radio stations.
Performance standard 6
The Returning Officer analysed a system generated report detailing the spread of recorded nationalities. From this he wrote to ALL
European citizens advising them of legislative requirements. For the "top 6" nationalities we obtained translations as a further enclos
This information will also be supplied to Presiding officers at Polling Stations.
Enlarged postal vote instructions are provided for three partially sighted postal voters known to the Returning Officer's staff. The Co
helpline number is included in electoral material. Enlarged ballot papers are provided at polling stations to assist partially sighted el
The Returning Officer utilises information from corporate conducted research for best value reviews/KLOE/CPA assessments
The demograhics of the area has not yet mean't that we need to provide in alternative languages. However, we do consult with the
house' equalities forum annually through the Service Plan Process.
The RO borrows from research and information conducted and held by the Council on the demograhics of the area.
At DBC there is contiual assessment of the of the appropriate languages required for Council media to acheive greatest distribution
We know our area and provide what is relevant in our authority. Polling stations all have adequate signs (internal and extrenal) but
don't expect station visitors to make a record of these - what would be the purpose of such a record? If a sign is missing or in the w
place the station visitor will give assistance. We use different mediums to impart information when we feel it is necessary.
The RO uses the services available within the Council to ensure that information is provided in a user friendly format; A drop out-rea
service in the local area is run by the Kings Lynn Accomodation and Resettlement Service (KLARS). This organisation is able to de
the languages utilised within the local area; The statistics from KLARS are linked to migrant worker advisors employed by the counc
Language Line poster was displayed at all the polling stations with telephone numbers and account details for the Presiding Officers
if required; A high proportion of the staff used at the polling stations are internal. All staff employed within the Contact Centre and
Customer Advisor shops have been trained in the use of Language Line and are therefore familiar with the process; A number of m
worker advisors were placed on polling stations within areas of high population of foreign nationals to ensure that, where possible,
communication was not a barrier to voting; An analysis of foreign nationals within the district was conducted and all UC1 forms were
out in their own language using the EC forms on the website. Two reminder forms were sent in English but were accompanied by a
language guide highlighting the importance of being able to vote in the European election; A pictorial guide accompanied every pos
pack to assist in accurate completion; The voter registration form and absent vote forms detail that they are available in other langu
Braille and large letter version; The Visiting Officers completed log books on their tours and checked on signage; Street index poste
displayed at the entrance to dual polling stations to assist the electors to attend the correct desk.
The Returning Officer provides information in a range of formats and makes information available in alternative languages where
appropriate. The languages are selected based on data gathered from actual registrations, demographics, feedback from Presiding
Officers and other staff and direct requests from the electorate.
The Returning Officer is currently working towards the 'above the standard' criteria.
The Council has a corporate policy in relation to translation of information into another language on request. It also has an
interpretation/translation unit within the Chief Executive's Department whose services can be called on when necessary. There is a
To date research has shown no specific requirements but is reviewed inline with our Equalities Impact Assessment.
No demographic monitoring
We utilise information provided by the EC for alternative languages and a partner in the local community provided a translation in
Portuguese for an election leaflet. We intend to use their services further for future activities. We offer large print information in res
to our high elderly population. Our ongoing review of polling stations, plus visits on polling day, assist in identifying any issues of co
Electoral Register database and Marketing & Comms. research used to inform the need for alternative language formats.
We liaise with the council's Policy Officer regarding demographic information and also with the BME and Disability/Access Officers
establish areas where alternative formats and languages should be provided. At present there have been no requests for alternativ
formats. This has also been the case when residents are asked to provide feedback to BDBC on this matter.
The Council's research and analysis team have collected demographic information, and the RO ensures that leaflets are available i
appropriate languages and formats, or that translations could be made. Polling station inspectors are instructed to ensure that sign
Language issues are not a real problem in this area, though this could change if the number of residents from other European Coun
continues to rise. However, how does this sit with the current government policy of producing information only in English to encoura
learing of the English language?
The Visiting Officers role is to assess the layout of the polling station, access issues and to ensure the signage is clear and displaye
where everyone can see them. Any problems are immediatley dealt with and reported to the Elections Office. All Visiting Officers r
on their day and advise of improvements which are discussed a the election wash up and implemented for future elections.
Materials provided by The Electoral Commission are considered useful and are taken advantage of. We have arrangements with a
organisation that provides interpretation services if needed.
I feel we at least meet the standard in this area - and well progressed towards the next level. Gravesham holds Beacon status for
Promoting Racial Equality (2005/06 award) -and work through our Community Cohesion Group to ensure a thorough understanding
demographic and needs of our community. We have very close links with Racial Equality Commission local office, and also close lin
local faith groups particularly the Sikh community. By working with these groups we have developed a corporate Customer Service
Access Strategy. Customer profiling is currently being introduced. All outgoing corrspondence from the Council includes 'need this i
another language?' in 7 key languages and has done so for a number of years -however uptake on this offer of translated material i
exceptionally rare. For this reason the Council does not routinely supply leaflets in other languages - and this is the same stance we
taken with the election with regards leaflets and signage. However in assigning staff to polling stations we took account of local
demogrpahic and assigned speakers of relevant minority languages to serve in appropriate stations. Feedback from Presiding Offic
Polling Station Inspectors indicated this to be a successful approach. However we are mindful of the increasing Eastern European
population in Gravesham and will need to look at this closely in our profiling and future arrangements. With regard to accessiblity by
with disabilites - all polling stations were wheelchair accessible and provided with suitable polling booths for wheelchair users. All p
stations were provided with magnifying glasses and tactile devices for use of partially sighted or blind voters. Staff training referred t
accessibility by the disabled and ethnic minority groups, and use of the tactile device. Evidence to support this assessment includes
Customer Service and Access Strategy, meeting notes, 'need this in another language' correspondence, election management plan
training materials, polling staff assignments/language skills list, polling station inspection forms, presiding officer feedback forms.
We are almost above the standard on this as we do consult with the Guildford Access Group on ways to improve the accessibility o
elections, however, no formal evaluation is in place. The Residents Survey 2008 indicates 90.5% white British in our area. Transla
services of documents are available through the council if any elector requires this.
Community Cohesion is a corporate objective and the Elections Manager sits on the steering group alongside representatives from
and ethnic minority groups, faith and religous group representatives, gay and lesbian and disability groups. The Community Cohesio
Action Plan incorporates a range of actions including boosting numbers on the electoral register and numbers voting at elections. A
programme of work is being developed with the local Youth MP and Youth Council to promote democracy in schools and colleges. A
initial demographic survey has been completed by the Community Cohesion team that will asist in developing our awareness strate
future elections. The Elections Manager also attends the Council`s Disability Working Group and a representative of the group com
access assessments of a number of polling stations with an buildings control officer prior to these elections. A guide for candidates
elections with disabilities is now under discussion. Translations can be provided by our Marketing and Communications Department
Work is ongoing in the context of Council-wide customer access and equalities initiatives.
The supporting documents attached detail Electoral Divisions which have slightly higher proportions of ethnic minority citizens than
Divisions. (Parkhurst ED is excepted as that population relates to prison inmates, who are included on the census). Due to the low
percentages and dispersed distribution of these low figures, the Electoral Commissions language leaflets were distributed to all Poll
Stations in the Presiding Officers packs, and their inclusion was highlighted during training sessions.
The "Its Easy to Vote" "Voting" "European Parliamentary Elections" leaflets (in various translations and Braille) went out to every Po
Regularly review Census data on population and elsewhere about possible language needs and format requirements. Currently insu
need identified for notices and info in alternative languages but can provide different formats and languages if requested.
Budget/resources are an issue. All signage at polling stations has been comprehensively and regularly reviewed. Blind templates,
enlarged ballot papers and magnifying glass available at all polling stations.
A Customer Impact assessment has been carried out. Accessibility has been identified as an area for improvement and an action p
now in place to track this.
Currently only adhere to legal provisions (large ballot paper) and device.
No demographic monitoring
Please see attached sheet
Use is made of information from Council Departments of the main languages in use in Camden, For major nationl and local election
information at polling stations is provided in Bengali for our main ethnic speaking population. Large print , hand held ballot papers a
visual impaired template are provided at all polling stations in accordance with requirements. All polling stations in 2009 were fully
accessible bar one where a temporaray arrangement had to be made for disabled voters to use a separate entrance. Extra staff wer
employed to ensure that all disabled voters could cast their votes at this station. Station inspectors ensure that all stations are inspe
ensure that the correct signage is displayed.
Appropriate signage is used at all our polling stations, these include sufficient directional signage, notices translated into the 10 mai
spoken laguages in Ealing (info from our Local population figures and from historical elector requests), large ballot papers (both han
and fixed), pop-up totempolls that include cartoon pictorials on how to vote, and availabilty of the selector for the blind. Our registrat
absent voter forms are available in all languages (upon request) and as with our polling cards wording is in ariel font and approved b
clear english campaign. Key documents are also available in braille (upon request). Pollcards have large directional maps on the ba
Additionally for the blind we advertise key events such as elections and the annual canvass in the local 'talking' newspapers. On po
voting documents we use 'cartoon' instructions due to space limitations for language translations on our 'one-piece' mailers. Examp
correspondence and literature available upon request.
As explained above we used the non verbal poster extensively as well as advertising in the local ethnic press - Turkish press - altho
this nationality and Turkish Cypriots cannot vote in this election it was used for second generation electors.
Again, a canvass manual in 46 languages and a Braille translation of the Euro ballot papers are just some of the products we use.
Performance Standard 6: Accessibility of information to electors
We believe we meet this standard. Less than 5% of Havering residents are of ethnic minority grou
large proportion of the population is elderly - 21% is over retirement age – so we target our efforts towards this group.
European registration forms reminders were sent in the electo
native language, where possible, using translated forms provided by the Electoral Commission. We use the local Talking Newspape
local Disability Group newsletter, giving presentations to the latter as requested. If a voter requires assistance with completion of a f
staff will visit them at home. The information at polling stations is produced in accordance with regulations. Large print voting notice
tactile devices and magnifiers to assist partially sighted voters, and the ballot box slots are highlighted with white tape. POs are aske
complete a log book, noting details such as accessibility and disabled parking, which is logged. Every polling place now has a pollin
with wheelchair accessibility. For the 2009 European Parliamentary we used our website and council newspaper to ask electors for
feedback regarding polling station accessibility.
Postal Vote application form and Official Poll Card showing office address and telephone number
Visits to electors spreadsheet
Samples of European registration form in different languages
Article in Living re polling station accessibility
Polling Station inspector report
Polling Station Log book
Voter confirmation letter included how to obtain further information in various different languages. Voter confirmation letter and pos
information guide available in braille and despatched to one elector. Inspectors check signage at each visit. Polling station training
includes accessibility and position of ballot box for people in wheel chairs. All polling stations have a disabled polling booth and tem
ramps installed where necessary. Local and national diability groups consulted on polling station locations during the polling district
Polling station information in other languages was not provided this year as advised too late that the Electoral Commission/RRO we
providing it in the end.
Similar to Standard 5 we meet at regular intervals with local community and disability groups to ensure that material is in the approp
formats including attending discussion groups on understanding barriers to participation. We are planning a post election feedback
where we shall evaluate the usefulness of existing material and seek to improve this where necessary.
See appendix attached.
Monitoring of those registering to vote and liaison with community cohesion and engagement team of local authority. Plain English
principles followed in letters and guidance. Web pages regularly updated. Voter survey forms at polling stations. Polling station log b
for completion by polling staff.
Because of the diverse nature of the electorate in Newham, key information provided to electors is now being produced in pictorial f
rather than different languages, although EC guidance is available as such. Access is available to other formats via the Newham
A voter survey is carried out at each election and all issues looked at. Every Polling Station has a Log Book to complete and each m
of staff at the Polling Stations has a staff questionnaire to return. Questions on disability and language form part of all our surveys.
In addition to the local publicity awareness campaigns accessibility of election information is aimed at specific target groups in the B
Articles were placed in the „Talking newspaper‟ and „Polish Daily‟. Work was carried out with the Adult Social Services regarding tho
learning disabilities and a local elector who advises on issues affecting those who are blind or partially sighted. Visits were made to
resource centre for blind and partially sighted residents. Exception reporting carried out at polling stations on problems as they aros
1 Details of how to obtain information in other formats provided on election forms. 2 Large ballot papers and tactile voting template
made available at all polling stations. 3 Polling Station staff briefed on disability awareness and how to ensure that their polling sta
accessible for all electors. 4 Presiding Officers requested to complete a report on their polling station to indicate where any access
need to be addressed, such as additional signs. These are reviewed and actioned following the election. 5 Consultation with Amb
Valley Access on Council publications generally.
Information available from other departments within the Council indicate that there is no significant requirement for materials to be p
in several different languages within Ashfield. Translation and interpretation services can be accessed through the Council's corpor
provision but there is a recognised need to consider materials at the polling station in at least one other language in Ashfield.
We currently have a low foreign population but are continually monitoring the situation. We currently have a document available on
A considerable amount of research has been obtained over the years on increased migrant workers in certain areas, evidence show
Polish citizens registered to vote, we trialled bi-lingual Polish/English speaking poll clerks in 2 areas to assist voters. A considerable
amount of work has already taken place with disabled groups at Equality Events where specimens of templates for partially sighted,
magnifiers, enlarged ballot papers have been discussed and assistance that can be provided has been reported. In addition the He
Democratic Services provided the Equality Improvement Officer with instructions on how to register and vote in pictorial format, this
provided to a group representing those with a learning disability. All polling places have been assessed as part of the Polling Revie
2007, we intend to conduct a mini review in 2010 to address any problem areas at this election so that alternatives can be implemen
time for the District and Parish elections in 2007. A local disabled group was invited to participate in the review. The election team
offered guidance to postal voters by telephone and by home visit if required.
Translation of voting procedures is provided to all poling stations in portuguese, latvian, lithuanian, and polish based on the most pr
nationalities on the electoral register.
During the visit to the Muslim centre an offer was made to provide notices in other languages. A need for this was not identified.
There are practical difficulties in finding space to display signs and notices in other languages. Electors may become confused if the
The Electoral Services team in liaise with the Corporate Communications team to determine the approporate languages and format
electoral communications. The Corporate Communications team reguklary assess the appropriatness of the languages used. Sign
appropriate and presiding officers and polling station inspectors provide feedback on any issues so that these can be addressed at
Local intelligence/data used to identify demographic needs.
Corporately the Authority has a Community Languages Unit and an Equality Section. Both of these sections ensure that the languag
methods of communication to members of the public are appropriate. They review the languages provided and these are determine
corporate level to ensure that all members of the community are effectively communicated to. As a result the Authority supports 5
languages as a standard across the Authority. Information was also provided pictorially in postal vote instructions and at Polling Sta
addition to this, information was translated for many other languages which were identified within the Region. The Community Langu
team translated notice for Polling Stations and these were shared with all the Local Authorities within the East Midlands Region. At P
Station we ensure that we have staff who speak other languages in areas where this will be crucial. Also, Large Print Ballot Papers
displayed in the Polling Station, tactile templates were used, white highlighing strips around ballot box slots and magnifying glasses
provided at Polling Stations.
We have tried to use information obtained during the electoral registration canvass however the only alternative formats produced a
those for persons who are visually impaired.
The RO has established links with Policy Officers to obtain demographics for the District which indicates a small mix of ethnic minor
groupings. No evidence is available to suggest a specific need for materials in alternative languages. Electoral Commission leaflets
Polish on the European election issued to all polling stations - targetting the largest minority grouping.
Polling Station Inspectors are required to report on the layout, signage and any disability issues and these are reviewed following el
The demographics of the Council's electoral area are kept under review but currently there is no requirement for languages other th
English to be provided.
As regards preformance Standard 6, whilst arrangements are always made to ensure that information is available in a format to suit
audience, the test of reasonable are as far as practicality, costs and benefit need to be applied, so as not to adversity impinged on t
needs and requirements of the majority of the audience. Therefore it could be argued that we meet the PI standard in other ways thr
providing sound signation access facilties.
The areas within our district do not comprise a significant number of people who speak different languages but the latest annual can
prcoesses did signify an increase in polish speaking people in some areas. With this in mind, information has been translated into p
and a facility has been included onto our website which enables all our documents to be translated into any language. We employed
Polling Station Inspectors and asked that they check any signage and identify any areas where it was felt that additional signage, in
that in large print, translated or otherwise, be brought to our attention. We will monitor the areas within our district for any significant
changes by liaising with our Community Services staff and address any required changes as necessary.
On our postal voting packs it states that it is available in other formats on request. We also provided the notes page in large print to
who requested it along with an audio tape version. We provide a large print ballot paper and tactile template at every polling station
visual impaired electors. All stations had a low level booth for wheelchair users. We consult our own translations section to give us
guidance on which languages we should translate into and at this election we translated the polling booth notices into four language
As part of the Councils recent Equality Standard assessment in which it reached level 3, research was underaken through consultat
the voluntary sector, feedback from residents surveys, requests from residents and the demographic profile of the borough on what
languages and formats to provide information in to our residents. From this exercise it was decided that The Council will provide dif
formats on demand but the demographics of the borough are not diverse enough to support us having many different formats alread
prepared. As a result of this it was decided that a strapline be used on council material of "Alternative language or format required?
If you would like a copy of this document in a different format, such as large print, Braille, audio tape or translated into another langu
please contact the Customer Services Team on 0115 981 9911 or email email@example.com"
We therefore now use this on all election material. We also know from research undertaken by Nottinghamshire Listens panel that
residents prefer to have contact with the council by telephone and to a lesser extent in person, followed by e-mail, letter and then th
website. Because of this we ensure that the councils coutomer service centre telephone number and e-mail address is included on
outgoing publicity of the election, whether this be polling cards, letters, postal packs etc. We also constantly update the website thro
the election period and have applications for download if required. We use EC literature for forms requested in other languages or o
formats. We also have a list of staff who speak other languages if this is required and offer the language line service. The polling s
inspectors check list required them to report on signage as part of their role and to check that the tactile devises, magnifying glasse
large version ballot papers were being made available and were visible for use by electors.
Mosaic profile available. Use of language and translation in customer services nil in last three years. Recent survey of local tenants
indicated nil requirement for translation service. Service available for blind voters and support for voters with learning difficulties.
Research has been carried out corporately by the Council to determine languages. Statistics are available by polling district of the n
of electors by nationality which has been used to determine if any particular area has a need for translated election notices. Howeve
election notices were not supplied in any alternate formats at the recent elections as it was felt that no one polling station had such a
number of a particular nationality and it wasn't seen neccesary to translate notices, however this will be reviewed for future elections
the rapid change of our population. Polling stations are reviewed regularly with regard to access issues and the majority of premis
as polling station are accessible to disabled people and temporary ramps have been provided where appropriate. Where alternative
disabled access entrances are available these are clearly signed for voters. Evidence is available from an access audit of all polling
station venues. In addition to the braille template and large print ballot papers provided to all polling stations a ballot paper magnifie
provided to all polling stations. European Union registration forms were sent to EU citizens in their own language which gave the da
The area of SKDC has a small number of diverse communities for whom general information about the Council is provided in variou
languages. An analysis of European electors on the electoral database, for whom this was an important election, indicated a signifi
group of Polish electors (753), the second highest group being Portuguese (234 electors). The Electoral Commission translations of
'UC1' form in seven languages (including Polish and Portuguese) were downloaded and available in the office, along with the norma
dedicated online translation service contracted by SKDC. Nevertheless, it is felt that this is an issue where more detailed analysis w
provided from Census data and from other sources to ascertain the extent of any issues which need to be addressed before the nex
Parliamentary election. An equality impact assessment had been carried out in 2008 in relation to the review of polling places which
showed that some work was necessary in relation to minority languages but long-term staff absences had prevented progress on th
Language line available on request but currently no demand. Guidance given in training to polling station staff on placement and
accessibility of signage for voters. Feedback is sought from polling station inspectors on any specific problems.
Direct telephone number to elections office published on each poll card and within postal vote packs. Pictorial step by step guide is
with each postal vote pack. Electors with hearing difficulties may use the Language Line Talk Back service. Main customer recepti
has a hearing loop installed for use by electors. Large Polish community living in the area and regular contact with a local Polish na
who assists with translation queries. Polling Station Inspector employed who speaks all european languages and was available thro
the day via mobile phone contact with every polling station. Clear signage including large print ballot papers and tactile voting devic
all polling stations. Various leaflets and posters issued by Electoral Commission to hand throughout the election.
PSCO records from election day. Information translated into other langauges for use at polling stations, blind template, guidance for
pictoral; postal vote pack leaflet in different languages. Future use of GIS and Customer information software to "map" knowledge,
devise programmes for future engagement in appropriate formats.
Poll cards carried maps of polling station locations. Website daily updated. Briefing sessions with Equality & Diversity Forum and th
Disability Forum prior to the election. Polling Station Inspectors conducted survey of all polling stations on day of poll. Polling station
fully briefed on assisting first-time voters. Visual leaflets explaining voting available at polling stations.
The RO uses corporate research into the changing demogrpahics of the area to ensure that information is made available to the pu
Polling Station staff are required to complete reports themselves and this is supplemented by reports from pollling station inspectors
attend all polling stations.
We tried to have some of the notices in different languages but we have to rely on a third party. When we did our awareness day w
To build on current less formal sources of corporate Council information, a more targeted Equality Impact Assessment is required h
There are practical difficulties in finding space to display signs and notices in other languages. Electors may become confused if the
Supporting evidence: Equality Impact Assessment; Translation of Guidance for Voters; How to Vote cartoon strip for persons with
language diifficulties, low levels of literacy and for persons with learning difficulties, Presiding Officer evaluation forms; Station Inspe
Brief and feedback forms; Report of the Council's Select Committee on Electoral Participation.
We seek feedback from polling staff on issues and visit all stations on polling day morning. Forms in other formats is not needed fro
work is in hand to achieve level 2
I am not sure if we are meeting this standard or not as we don't currently provide election material in other languages or formats tha
As we work in an area with an extremely low population of foreign national, or people who do not have English as their first langaug
has not in the past been a major issue. However, we have been carefully monitoring the situation as we are seeing increasing numb
Polish migrants and we are very aware of their language needs. We have ensured that election Information is available on the Polis
Pages of our website. Our Presiding Officers are required to complete a pre-opening checklist to ensure all necessary information is
place, including large print notices. We use RNIB guidance to inform the font size used on forms etc.
Electoral Commission leaflets in foreign languages and large print were provided throughtout the Council‟s area. The relevant langu
Evidence to support assessment:-
Minutes of meetings of Electoral Participation Advisory Group
Specific link to Do Politics Centre on Angus Council website - "Elections 2009" for download of materials in other languages.
Voters with a disability leaflet which was issued to all voluntary organisations in Angus.
Links to various organisation websites on Angus Council website - "Elections 2009" e.g. Capability Scotland, Equality & Human Rig
Elections Helpline set up.
Material produced for our Social Work & Health colleagues for distribution to Social Work outlets.
Large print poster and handheld copies of the ballot paper in all polling stations.
Voting Device for blind and partially sighted voters available in all polling stations.
Braille leaflets available in all polling stations.
Information cards regarding dealing with voters who are deaf or hard of hearing provided to all polling stations.
Electoral Commisssion's Voting in Scotland booklet for voters with learning disabilities available in all polling stations
Magnifying Cards available for partially sighted
Polling Station Review (undertaken 2007).
Access Angus Panel undertook polling station surveys on behalf of the Returning Officer on polling day to assess accesibility of pol
stations - currently being evaluated
All signage and information in formats required by legislation (large print versions of ballot papers), however, these are only provide
english. If an elector requested other formats/languages, we would do our best to ensure that this is provided.
In future more proactive work will be undertaken in conjunction with the East Lothian Access Panel to help inform more effective ele
documentation and materials.
School visits to inform young electors. Local ethnic communities have good command of English so there is no evidence that signag
needs to be provided but this will be kept under review in consultation with the Council`s Equalities Unit and action taken where nec
Discussion with the Council's Equalities Unit identifies appropriate languages for translated documents to be made available in polli
places. Some materials available from 'Do Politics' and others provided through shared service arrangements with other Returning
Officers. Every polling place visited by an experienced member of staff during polling day to assess signage and report on any issu
be taken into account at future elections. There is regular discussion with Capability Scotland on election issues, particularly acces
and key points are highlighted in staff training. Capability provide feedback from its members on issues encountered during polling
assist in future planning and provide guidance in preparing a questionnaire for polling staff that covers accessibility as well as other
A significant amount of work has been undertaken in relation to the production of materials accessible to the deaf community and th
visually impaired. It is recognised that further development is required, particularly in relation to accessibility for elderly electors, eg
working with social work, care homes, home carers etc. However, it is considered that the performance standard is currently met.
Publicity designed to ensure participation is widespread including posters, leaflets, press releases and radio adverts/interviews. The
clear signage provided for polling places and this is checked. Polling station inspectors are not used but regular visits by election st
undertaken. More guidance on formats and languages should be made available on a national basis.
14 Ward Managers were employed by the LRO as Polling Place Supervisors. Arrangements are in place to assist electors with a dis
Demographics monitoring of the Highland population is undertaken.
Correspondance with ERO and Equalities on languages in Moray and demographics, Dissemination methods outlined in communic
strategy and plan. Signage covered in training sessions with staff, samples shown.
Prior to the election the Returning Officer's staff met with Ayrshire Ethic Minorities Communities Association to promote the election
assess the need locally for any translations. This is a forum we will use for future elections.
In relation to persons with disabilities we liaised with the local Access Panel to ensure that polling stations etc were accessible. Aga
is a forum we will make use of in future elections.
Copy email from Chief Executives Department re demographic analysis, Sample of Poster and List of Translations available if nece
Polling place inspectors. Disability Liaison Group minutes and copy of email from Ruth Meighan advising polling stations are satisfa
Meetings held with interest groups to determine how best to raise awareness with their members (Equalities Forum, Migrant Worker
Youth Parliament representatives, Borders College group of students of different EU Nationalities.)
RO and Deputy Returning Officers personally visited polling stations to monitor procedures, layout, signage, etc. Any issues will be
reported to the Planning Group
The Electoral Commission Media guide: European Parliamentary Elections in Scotland is used Press
releases issued and coverage obtained in local media during both phases of the campaign. Photo opportunity with European studen
made use of Electoral Commission materials (Euro floor map).
Council website included a section devoted to the election, with regular updates.
Electoral Commission leaflets, posters and other promotional materials distributed via Council contact centres, libraries, etc.
During the registration phase, under registered groups such as young people, minority ethnic communities, migrant workers and rec
home movers were particularly targeted.
Information sent to local equalities groups, together with details of materials available for download of interest to particular groups, e
people with disabilities, speakers of other languages, minority ethnic groups.
The post election questionnaire to polling station staff asks for details of any accessibility problems and these will be addressed by
the Planning Group.
Through research done by the Council, there is no requirement to provide election materials in other formats, although translation a
• Wheelchair access – parking and movement in polling place; • Polling place survey; • Signage/notices in foreign languages not r
in this area; • Signage good; • Large print ballot paper notice and large hand held laminated version; • Additional lighting.
Some records of meetings/discussions/correspondence with those consulted are in place, however, it is clear that a wider consultat
exercise should be carried out to ensure improved accessibility of information to electors.
Arrangements were made with Language Line to re-produce electoral material in various languages if required at 24 hours notice. T
Council's Resource Centre was also on standby to re-produce documents in braille. In relation to postal votes, our printer did not p
a pictogram to explain the postal voting process. We therefore prepared our own version which was subsequently used by all other
Scottish Opt2Vote customers. The importance of internal and external signage in ensuring that the polling stations were accessible
voters was emphasised at the training sessions and in the local guidance issued to Presiding Officers. The Local Returning Officer
visiting polling stations paid particular attention to signage and where necessary made changes and reported back to the election te
suggestions for future improvements. We made use of the graphical notice of how to vote in the polling stations which voters seem
find helpful. In addition to the statutory voting device we also provided a bookmark magnifier in all polling stations. A number of Pre
Officers reported that voters seemed to find this helpful.
The local voter profile was developed in the communication strategy and a local citizens panel focus group took place on local demo
and explored a range of topics - registering to vote, pofile of voting behaviour, voting at polling stations, postal voting and specificall
European elections, this group event was oversubscribed. Full report included in evidence and output will inform the improvement
Full polling station inpectors report - over 40 stations.
The election team worked with colleagues in Corporate Communications, Community Learning and Development and Equalities in
developing a program of activties. The Equalities officer and Community Learning and Development used research undertaken by
organisations such as the Electoral Commission and Capability Scotland to identify groups which find it harder to access the democ
process. The council undertakes many activties and provides services to hard to reach groups and so existing channels were used
provide information about these groups and provide information to these groups. People from ethnic minorities with poor literacy sk
people with learning disabilities were identified early on as groups for which steps needed to be taken to make information more
accessible. The council's BME officer and the Ability Centre (used by people with learning disabilities) were used to disseminate
information in an appropriate way. Signage for polling stations was on the checklist for the inspection of polling stations. A start wa
on an Equality Impact Assessment for elections in the lead up to this election. The next stage involves consultation with local group
organisations and will cover accessibility to all areas of elections and the results will feed in to the planning for future elections.
We have the facility to translate election materials if necessary. We can provide large print.
Cornwall Council Customer Services was provided with elections FAQ's. Through each phase of the election updated information w
provided through a number of mediums, including extensive working with local radio and television broadcasters, newspapers and C
distribution materials both in hard copy and via the Council's website. Feedback from Polling station Inspectors being used to inform
There are informal mechanisms for determining and responding to requests for information in different formats but these are not full
Electoral Services staff monitor requests for the supply of information in appropriate languages and formats and place orders as req
with the Electoral Commission for the provision of such information. Evaluation of feedback from electoral registration canvassers a
liaison with Weston College to assess the need for information in appropriate languages.
We work closely with our Equal Opportunities/ Diversity Teams to make sure that our service is available to all. Following a survey i
transpired that we have large numbers of Polish and Portuguese persons resident on the Borough and we have targeted them in a v
of ways including briefing the local RC Priests who disseminate information to them. We actively engage with bodies/ organisations
have responsibilities for those with disabilities and produce audio tapes for visually impaired persons, provide a signer to announce
Translation service available to RO from Dorset County Council, Electoral Focus Group.
We are planning to communicate with various focus groups to ask what improvements they believe could be beneficial to them how
we have not actioned this to date - but intend to before 28th August.
Information regarding the demographic of the electorate is collected and collated at Canvass. In addition use is made of the informa
the MAIDeN database and the Authority is a member of the County wide Equality and Diversity group which meets with representat
all of the main voluntary sector representatives and acts as a consultative body regarding the whole range of services and improvem
thereto. The results of the 2008/09 Place Survey also indicate strong satisfaction with the level of participation in local matters. It ha
identified that this is not a District requiring many translations of documents, however where a need has been identified, good practi
shared by working in partnership with neighbouring Authorities. At Polling Stations, large scale ballot papers are provided for display
Pakflatt devices are provided. At their training, Polling Station Inspectors are instructed to first enter the Station as though they migh
visually impaired or otherwise disabled and thus to check that layout and signage is suitable. They are also provided with spare cop
documentation. Consultation also takes place with the Stroud District Access Panel which provides useful feedback and ideas. Com
from Ward Members and Parish Councils are also received.
All information produced in english. However, we have the ability to provide information in other languages and formats if requested
Information and signage is provided in English, due to the fact that research has shown that this is the main language for residents
West Dorset area. However, any request for information in a different language and/or format is considered (ie; large print for the vi
impaired, different language formats where this is available). Support is also provided in the office for those who need further assist
and the guidance provided to polling staff includes advice on assisting with the needs of different audiences.
Demographic information about West Somerset was used to determine appropriate languages and formats required for different au
This area will be addressed in more detail in conjunction with electoral registration awareness now that the transitition to one Unitary
Council is complete.
Hearing Loops are used at larger polling
stations and further loops are being
purchased on a rolling programme each
year. Attend regular meetings with the
access forum and attend the deaf club. Also
liaise with the Social Worker for the blind and
attended a meeting to show how the blind
device is used.
Electoral Services engages with the
Caerphilly access group and feeds into the
DDA Group - demonstrations / examples -of
Polling Equipment / signage etc - has been
presented to the group for comments. All
signage is available in English and Welsh
and work to identify any other language
needs is being examined both at a local level
and in conjunction with the Welsh Assembly
Election Planning Group and EC.
Support is provided in the design of text and
artwork by the Communications Division of
the Authority, and this input of graphic skills
is adapted for different audiences. An
important medium is the Community
Newsletter which is an award winning
publication issued to every household in the
County. For the European election half-page
adverts were placed in the two editions
leading up to the election (Feb/April)
informing the public of key deadline dates for
registration, postal votes and the date of the
election. Similarly, guidance was sought in
the design of the Registration Form A, Poll
Cards and postal vote mailers. The
Authority's website also contains information
on elections and this is produced by a
designated website designer. All election
communications are produced in English and
Welsh and these in turn are carefully
considered in terms of design and
presentation to the reader by the electoral
team and the Communication Divison.
Reference is also made to the publications of
other authorities in order to adapt, where
appropriate, good practice. In addition, the
EC produces a range of literature that
provide an important contribution in getting
I really do not know how to score ourselves
on this one. With regards the disability issue
, we have a good working relationship with
the disability access officer in the local
authority. On other languages etc we do not
provide any tranlsation into other languages
as the ethnic minorities are very small within
the County and are not therefore needed.
The Local Returning Officer has consulted
other sections of the council to determine the
appropriate languages spoken in Flintshire.
The LRO through the Council has
arrangements in place to provide British Sign
Language interpreters, document translation
into different format e.g. Braille, BSL DVD,
telephone interpretation for different
languages, document translation into
different languages and face to face
interpretation services. The LRO has also
used the range of free materials available
from the Electoral Commission. The LRO
has identified areas throughout the County
that have high percentage of Welsh
speakers and makes sure that staff at that
polling station speak Welsh. All notices
displayed at polling stations are biligual.
Polling station staff are trained and provided
with written instructions on where to display
notices within and outside the polling station.
Polling station inspectors complete a check
list which assesses the display of notices,
layout of the polling station, voting
arrangements and Presiding Officer role.
Presiding Officers also completed a review of
polling station and access arrangements
questionnaire on polling day.
Naturally all information is provided
bilingually. We believe this Standard to be
more relevant to areas with significant
numbers of ethnic minorities which is not true
of Gwynedd. Consultation does occur with
the authority's Access Officer pre and post
election on matters relating to DDA.
Basic research has been conducted with
regard to this performance standard but
further development is required over time to
further enhance the
now required. Polling Station Inspector
checklist report to be developed for future
In addition to the standard, the Returning
Officer ensures that there are close links with
the Access Officer and Access Group. The
Returning Officer requires the County
Council's Marketing and Communication
Division to focus on elections as part of the
overall communications strategy.
Whilst assessing ourselves as currently not
meeting the standard, information is
accessable in English & Welsh, which meets
the vast majority of the population of the
Leaflet covering 12 languages distributed
through SBRGC and provided in polling
stations. Website language link also used.
• All election information can be produced in
Welsh and other languages on request,
sourced directly from the Electoral
Commission website. Large print copies are
also available on request.
• All signage for election premises including
polling stations and counting venues are
produced in bi-lingually and to required format
• Information is disseminated via the
Council‟s website, in person, via hard copy,
telephone and local newspapers in line with
most preferred methods of communication
identified in biennial consultation with
residents of the Vale. Methods used comply
with legislative requirements and well
established internal and external
communications strategies. Draft Public
Engagement strategy in place which specific
actions relating to the forth coming European
• All Presiding and Visiting officers receive
relevant and up to date training to deal with
issues at polling stations and keep a record
of any issues including corrective action
taken. Debriefing of senior election staff
takes following the election.
Contact is made with the Equalities Manager
to understand what languages are used in
Torfaen. Leaflets are then obtained in these
languages and placed in all polling stations
for electors to be informed how to vote in
their own language. All signage used in bi-
Polling communication, such a poll cards,
are provided in A4 to enable the text to be
read more easily. Helpline numbers are
provided on all documentation. Pictoral
postal voting information is provided to postal
voters. Sign posting to the electoral office is
provided in polling stations. Where
necessary temp portable disabled parking is
Performance standard 7
spread of recorded nationalities. From this he wrote to ALL The Returning Officer has made Nomination Packs available on our website togethe
p 6" nationalities we obtained translations as a further enclosure. election will be conducted. He has also invited all agents to a formal briefing post Clo
ions. Nominations are given the Commission Guide as well as an invitation to a briefing an
of Nominations have been offered.
informal feedback on the effectiveness of information provided was encouraged at th
formal feedback in the form of a questionnaire has been provided to candiates and a
postal voters known to the Returning Officer's staff. The Council's Candidates and agents are issued with written guidance and referred to the Electora
s are provided at polling stations to assist partially sighted electors. Candidates/agents assisted with the preparation of nomination papers prior to forma
earch for best value reviews/KLOE/CPA assessments The Returning Officer provides support for candidates and election agents during the
nomination papers. Written guidance on the election process is available in the form
in alternative languages. However, we do consult with the ' in All candidates and agents are invited to a series of meetings in advance of the electi
he Council on the demograhics of the area. The RO consults agents and candidates on the adequacy of the information provided
briefing and support services provided.
s required for Council media to acheive greatest distribution
stations all have adequate signs (internal and extrenal) but we We do not hold a briefing session for candidates/agents as all the information they n
he purpose of such a record? If a sign is missing or in the wrong nominations. We informally check nomination papers but we don't have a log of mee
to impart information when we feel it is necessary. nomination pack is full of information including details about training sessions that ele
notes, a sheet about close of nominations so there is no excuse for a late submission
ormation is provided in a user friendly format; A drop out-reach A letter giving information was sent to all prospective candidate and agents along wit
settlement Service (KLARS). This organisation is able to determine the opportunity of having an informal check; An appointment system was arranged fo
re linked to migrant worker advisors employed by the council; A which enabled the administrator sufficient time to process the applications and deal w
hone numbers and account details for the Presiding Officers to use offered to all candidates/agents for the Local Election and the County Returning Offic
internal. All staff employed within the Contact Centre and candidates; Following the presentation of the election process illustrating absent voti
and are therefore familiar with the process; A number of migrant session was held.
ulation of foreign nationals to ensure that, where possible,
als within the district was conducted and all UC1 forms were sent
der forms were sent in English but were accompanied by a
European election; A pictorial guide accompanied every postal vote
bsent vote forms detail that they are available in other languages,
s on their tours and checked on signage; Street index posters were
attend the correct desk.
akes information available in alternative languages where The Returning Officer holds briefing sessions for candidates and agents as well as p
ctual registrations, demographics, feedback from Presiding available from the Electoral Commission. The Returning Officer communicates regul
election period, including sending information updates by email and post.
ard' criteria. A informal checking service for nomination papers is provided.
The Returning Officer is currently undertaking a review of the election and obtaining
n into another language on request. It also has an The last elections held in Luton prior to June 2009 were in May 2007. No meetings w
hose services can be called on when necessary. There is a Parliamentary Election but the relationship/liaison with agents at a local level is ecxc
line with our Equalities Impact Assessment.
a partner in the local community provided a translation in As in previous years, we held a briefing with Election Agents and interested candidat
er for future activities. We offer large print information in response the processes to be followed within Arun. This year we also sought feedback throug
us visits on polling day, assist in identifying any issues of concern. one advice to both parties and individual candidates.
inform the need for alternative language formats. Briefing sessions held. Nomination papers checked informally. Candidates and Age
ation and also with the BME and Disability/Access Officers to try to
vided. At present there have been no requests for alternative
de feedback to BDBC on this matter.
nformation, and the RO ensures that leaflets are available in the Candidates are provided with the Electoral Commission's guidance and supplementa
Polling station inspectors are instructed to ensure that signs are elections, and breifings sessions are held. Candidates are given the opportunity to h
hange if the number of residents from other European Countries For the first time this year such an evaluation of candidates and agents is being carri
nt policy of producing information only in English to encourage the
cess issues and to ensure the signage is clear and displayed Candidtes and Agents are offered informal chats and preliminary checks of the Nom
h and reported to the Elections Office. All Visiting Officers report number to call at the briefing sessions so they can call for help and assistance during
ction wash up and implemented for future elections. between the Returning Officer's staff, Candidates and Agents is good and complimen
and are taken advantage of. We have arrangements with a local Briefings with candidates/agents are deemed an important feature and are carried-ou
Informal checks of nomination papers are common and are appreciated by prospect
offering advice on how to become a councillor has been introduced and appears suc
wards the next level. Gravesham holds Beacon status for I feel that we are above the performance standard regarding communication of inform
munity Cohesion Group to ensure a thorough understanding of the sesions to candidates and agents in the run-up to the election -with a set of briefing
h Racial Equality Commission local office, and also close links with candidates and agents publication. Those not taking up the opportunity to attend the
groups we have developed a corporate Customer Service and We offered an informal checking service for nomination papers - and offerred consid
tgoing corrspondence from the Council includes 'need this in Agents attending postal vote opening were briefed on the process being undertaken
years -however uptake on this offer of translated material is the count we provided layout plans of the venue to all those attending - and staff wer
leaflets in other languages - and this is the same stance we have if help was required. All count tables were clearly labelled to show what area they we
signing staff to polling stations we took account of local introductory talk to those in attendance at the count so as to explain the process abo
erve in appropriate stations. Feedback from Presiding Officers and intervals throughout the count. Post election all candidates and agents were invited
owever we are mindful of the increasing Eastern European review.Evidence in support of this assessment includes: election management plan,
ling and future arrangements. With regard to accessiblity by those meetings with individual agents, count venue layout plan, RO introductory briefing n
vided with suitable polling booths for wheelchair users. All polling post election review document.
se of partially sighted or blind voters. Staff training referred to
actile device. Evidence to support this assessment includes
other language' correspondence, election management plan, staff
tation inspection forms, presiding officer feedback forms.
ldford Access Group on ways to improve the accessibility of Candidates and agents were contacted on a frequent basis throughout the election a
vey 2008 indicates 90.5% white British in our area. Translation efficiency of our process. An Election Agents' meeting was held to explain procedure
quires this. and postal votes and to answer their questions. Nomination papers were all informall
the standard if we undertook a formal evaluation, although an informal evaluation of
er sits on the steering group alongside representatives from black A meeting was organised with the Agents in March and a detailed written briefing pap
y and lesbian and disability groups. The Community Cohesion elections, count procedures and timetables. All Agents were given the opportunity to
on the electoral register and numbers voting at elections. A submission, all used that opportunity and found it valuable with positive feedback rec
th Council to promote democracy in schools and colleges. An with the Agents in July.
sion team that will asist in developing our awareness strategy for
ability Working Group and a representative of the group completed
ntrol officer prior to these elections. A guide for candidates in
provided by our Marketing and Communications Department.
ualities initiatives. Although for local reasons no pre-election 'collective' briefing session was held this y
candidates and agents individually both in writing and by direct communication with e
was provided for the County Council election nominations.
e slightly higher proportions of ethnic minority citizens than other The supporting documents attached include details of the information provided to all
inmates, who are included on the census). Due to the low sessions. In addittion The Electoral Commissions "Guidance for Candidates and Age
al Commissions language leaflets were distributed to all Polling Council election, and links to this document, along with the supplementary guidance
ted during training sessions. Council Candidates - these documents were also available for download from the Ele
ets (in various translations and Braille) went out to every Polling
ble language needs and format requirements. Currently insufficient Written and verbal briefings provided for candidate and agents in lead up to elections
vide different formats and languages if requested. Handbook. All offered informal checking of nomination papers and appointments for
comprehensively and regularly reviewed. Blind templates, agents/candidates post election to seek views on all aspects. These are fed back int
been identified as an area for improvement and an action plan is
. For the County Council election this year all District Councils in the County area held
Details of the evaluation to be reported to General Functions Committee on 16.09.20
Please see attached sheet
ages in use in Camden, For major nationl and local elections, key Meetings are held with candidates and agents before all major elections and contact
speaking population. Large print , hand held ballot papers and the nominations, the Elections Manager offers informal checks through the nomination p
e with requirements. All polling stations in 2009 were fully Elections).
r disabled voters to use a separate entrance. Extra staff were
station. Station inspectors ensure that all stations are inspected to
All appointed sub-agents were written to with information regarding the election inclu
the appointment of Polling and Count agents. Meetings with agents were available o
Working Party on Electoral Matters that is attended by local party agents and politicia
icient directional signage, notices translated into the 10 main Clear, accurate and comprehensive nomination packs are provided to all prospective
om historical elector requests), large ballot papers (both handheld guidance on the election process. Individual meetings are sought with candidates an
ote, and availabilty of the selector for the blind. Our registration and papers and once nominated a full election candidates/agents meeting is held chaired
with our polling cards wording is in ariel font and approved by the of their duties and responsibilities. Informal checks of nomination papers are advised
on request). Pollcards have large directional maps on the back. submission - this to give clarification on rules, timescales and any feedback to ensur
the annual canvass in the local 'talking' newspapers. On postal All candidates/agents queries are responded to promptly and the relevant legislation
for language translations on our 'one-piece' mailers. Examples of feedback was sought from candidates and agents on the perfomance of the Returnin
s advertising in the local ethnic press - Turkish press - although We had two meetings with party agents which proved useful to us as well as the part
sed for second generation electors. election and the verification and count were issued to them and regular e mail contac
Limited application of this standrad at borough level at the European Parliamentary e
e Euro ballot papers are just some of the products we use.
Performance Standard 7: Communication of information to candidates and agents.
ss than 5% of Havering residents are of ethnic minority groups. A We believe we meet this stan
– so we target our efforts towards this group. nomination pack.
uropean registration forms reminders were sent in the elector‟s We provide candidate and agent briefings for every election, with the exception of th
Electoral Commission. We use the local Talking Newspaper and contact. Candidates and agents are provided with a letter providing information regar
quested. If a voter requires assistance with completion of a form our Commission guidance and/or codes of practice where appropriate.
ed in accordance with regulations. Large print voting notices, Nominations are checked informally by the Election Services Manager, who has an o
ballot box slots are highlighted with white tape. POs are asked to
arking, which is logged. Every polling place now has a polling booth Supporting evidence
used our website and council newspaper to ask electors for Letter to candidates and agents
Written guidance for nominations
ss and telephone number
rious different languages. Voter confirmation letter and postal vote All election agents and sub agents invited to pre-election meeting. Agents also invite
pectors check signage at each visit. Polling station training agents/sub-agents written to direct with forms to appoint verification/count/polling and
s. All polling stations have a disabled polling booth and temp for verification and count sent to all agents including all London region candidates. A
nsulted on polling station locations during the polling district review. election agent debrief meeting and were sent an evaluation sheet on performance of
r as advised too late that the Electoral Commission/RRO were not aspects of the election.
and disability groups to ensure that material is in the appropriate All candidates and known agents are contacted regularly during the election period. W
s to participation. We are planning a post election feedback meeting information and guidance at all times where appropriate. We supply all necessary do
improve this where necessary. around processes such as postal votes or how the count will work etc. Feedback is s
and evaluation of this informs how be proceed at future elections.
See appendix attached.
sion and engagement team of local authority. Plain English Activity limited due to RRO's major role in European election. Election agents and su
d. Voter survey forms at polling stations. Polling station log books stations and attendance, issue and opening of postal votes, and the verification and
organisations by telephone, e-mail and visits.
tion provided to electors is now being produced in pictorial format Limited contact with candidates and agents at the European election, but prior to oth
uch. Access is available to other formats via the Newham addition to the provision of written guidance.
very Polling Station has a Log Book to complete and each member The RRO was responsible for checking all nomination papers and giving them gener
ons on disability and language form part of all our surveys. matters. At General and Local Elections we have a briefing session and all nominatio
communications were with the Regional and Sub Agents, all received a letter giving d
openings and the verfifcation and count times. Additional information was available a
PS6 - the LRO ensures that a Bengali interpreter is present in every polling place thr
ection information is aimed at specific target groups in the Borough. Information was offered to local political party agents through briefing sessions and w
was carried out with the Adult Social Services regarding those with particular postal vote opening, verification and count process, which was not taken u
hose who are blind or partially sighted. Visits were made to a local sporadic. No high profile issues on the arrangements or conduct of poll or count.
ting carried out at polling stations on problems as they arose on
ion forms. 2 Large ballot papers and tactile voting templates 1 The Returning Officer provided a briefing to which all County Council Candidates a
disability awareness and how to ensure that their polling station is information relating to the election timetable, visiting the polling stations, postal votes
a report on their polling station to indicate where any access issues addition, a booklet was circulated setting out guidance about attending the verificatio
d actioned following the election. 5 Consultation with Amber Council count layout and the procedure to be followed in the counting of votes, incorp
EC. 2 All candidates and agents for the County Council election were provided with
parties, agents and candidates on handling applications for postal votes. 3 All Cand
with a copy of the EC Guidance for Candidates and Agents. 4 An information sheet
providing details of when nominations must be returned, the address of the Deputy R
Election Office and the borough wards covered by each of the County Divisions. 5 A
count arrangements has been circulated to all Candidates and Agents for the County
that there is no significant requirement for materials to be provided A briefing was organised for potential candidates and agents with an evaluation of th
ation services can be accessed through the Council's corporate guidance on the nomination process was provided by the RO to candidates on the co
ing station in at least one other language in Ashfield.
g the situation. We currently have a document available on request
n increased migrant workers in certain areas, evidence showed 30+ As part of the nomination pack candidates and agents were offered the facility to ma
eaking poll clerks in 2 areas to assist voters. A considerable nominations. In addition they were notified of a briefing session for all candidates an
y Events where specimens of templates for partially sighted, mini inspection. Candidates/agents were offered advice when submitting their nomination
that can be provided has been reported. In addition the Head of Democratic Services. Once final arrangements were made for the verification and co
structions on how to register and vote in pictorial format, this was arrangements and the number of agents they could appoint at the various stages. A
ing places have been assessed as part of the Polling Review in instructions at each stage of the proceedings. All candidates and agents were provid
m areas at this election so that alternatives can be implemented in each stage of the process to ascertain whether any improvements could be made to
was invited to participate in the review. The election team have Parish elections in 2007 had highlighted that candidates and agents needed to be aw
red. included in the initial letter with the nomination papers.
uguese, latvian, lithuanian, and polish based on the most prevelant A pre election briefing was held for candidates and agents at the local govenrment e
opportunity to have their nomination papers informally checked. At previous election
prospective candidates briefing held.
es in other languages. A need for this was not identified.
Electoral Commission material relating to guidance for Candidates and Agents was v
when preparing guidance material and providing communication to Candidates and A
es in other languages. Electors may become confused if there is a
s team to determine the approporate languages and formats for Meetings are arranged with candidates and agents to brief them on the Elections pro
ary assess the appropriatness of the languages used. Signage is meetings. Candidates are able to make an appointment so that their nomination pap
feedback on any issues so that these can be addressed at future
Candidates/Agents briefing held. EC and local guides sent to all candidates/agents.
ality Section. Both of these sections ensure that the languages and A briefing session was held in April for all potential candidates and agents. A compre
hey review the languages provided and these are determined at a contained the EC Guidances for Candidates and Agents, together with other support
ely communicated to. As a result the Authority supports 5 figures for the Region and contact details for all LRO within the Region. Email contac
vided pictorially in postal vote instructions and at Polling Stations. In up to the Election, giving them updates, advice and information, as appropriate. Posi
ich were identified within the Region. The Community Languages regarding the quality of the Nomination Pack.
ll the Local Authorities within the East Midlands Region. At Polling
as where this will be crucial. Also, Large Print Ballot Papers were
ghing strips around ballot box slots and magnifying glasses were
on canvass however the only alternative formats produced are Although a full scale briefing is not arranged for Candidates and Agents individual on
are collected. All Nomination Packs include the Electoral Commissions Guidance for
cs for the District which indicates a small mix of ethnic minority The RO provided a full briefing for potential candidates/agents and issued full guidan
rials in alternative languages. Electoral Commission leaflets in Information was also available on the Council's website. Candidates given opportuni
the largest minority grouping. by election staff if required. An evaluation of the information provided to candidates i
nd any disability issues and these are reviewed following elections. A detailed briefing for potential candidates and election agents is held before each e
w but currently there is no requirement for languages other than submit nomination papers for pre-checking. The recent briefing for the European an
despite wide coverage being given.
ade to ensure that information is available in a format to suit the Comprehensive packs are produced and distributed to all candidates (and agents) an
efit need to be applied, so as not to adversity impinged on the notice of election period commences, to advised on the procedure and legal and pra
uld be argued that we meet the PI standard in other ways through also produced.
ople who speak different languages but the latest annual canvass Two briefing sessions are held for candidates and agents. We first hold one in the ea
as. With this in mind, information has been translated into polish through the nomination process. We then hold a later one for all those who stand nom
documents to be translated into any language. We employed election processes and to advise them of the dos and don'ts. We supply a guide to c
entify any areas where it was felt that additional signage, including nomination pack and we offer one to one guidaance upon request, particularly those
e will monitor the areas within our district for any significant on how to complete their nomination papers. Evidence includes presentation slides,
required changes as necessary. agents, attendance registers and invites to briefing sessions.
n request. We also provided the notes page in large print to those We did not have any candidate/agents meetings on this occasion as we only had the
rint ballot paper and tactile template at every polling station for knew who the sub-agents were late on in the process so did not have time to brief th
r users. We consult our own translations section to give us the sub-agents by telephone and advised them of the arrangements for the verificatio
on we translated the polling booth notices into four languages. verification and count tickets. The agents mainly received information and guidance
the preferred and quickest way of supplying the information required.
reached level 3, research was underaken through consultation with A bireifing session was held in early march for all potential candidates and agents an
sidents and the demographic profile of the borough on what held seperately with election agents. All were issued with a copy of the EC guidance
this exercise it was decided that The Council will provide different guidance after the close of nominations on the election processes including the coun
e enough to support us having many different formats already receipt of nomination papers and candidates were encouraged to make an appointm
council material of "Alternative language or format required? candidates and agents so that we could evaluate the information provided and proce
arge print, Braille, audio tape or translated into another language,
esearch undertaken by Nottinghamshire Listens panel that
esser extent in person, followed by e-mail, letter and then the
centre telephone number and e-mail address is included on all
ostal packs etc. We also constantly update the website throughout
use EC literature for forms requested in other languages or other
s required and offer the language line service. The polling station
ole and to check that the tactile devises, magnifying glasses and
or use by electors.
ervices nil in last three years. Recent survey of local tenants Breifing session made available.
nd voters and support for voters with learning difficulties.
anguages. Statistics are available by polling district of the number Candidates are given the opportunity to have their nomination papers informally chec
ular area has a need for translated election notices. However were offered to all prospective County Council candidates at the recent elections by
elections as it was felt that no one polling station had such a large Candidates are issued with comprehensive candidate nomination packs which includ
ate notices, however this will be reviewed for future elections due to additional guidance notes on completion of nomination papers and use of the elector
arly with regard to access issues and the majority of premises used use of premises for elections. In addition candidates are given further written informa
s have been provided where appropriate. Where alternative verification and counting of votes.
ers. Evidence is available from an access audit of all polling
papers provided to all polling stations a ballot paper magnifier is
sent to EU citizens in their own language which gave the date and
m general information about the Council is provided in various All Candidates and Election Agents were provided with a copy of the Electoral Comm
for whom this was an important election, indicated a significant Candidates and Agents' with the nomination packs issued and additional information
ese (234 electors). The Electoral Commission translations of the meeting was arranged for all Election Agents at which an interactive dialogue allowed
downloaded and available in the office, along with the normal polling and count issues; and also for information to be disseminated, additional form
it is felt that this is an issue where more detailed analysis will be staff were available at all times to assist with difficulties on an individual basis.
nt of any issues which need to be addressed before the next
d out in 2008 in relation to the review of polling places which
but long-term staff absences had prevented progress on this
given in training to polling station staff on placement and Agent and candidates meetings. Guidance given - EC produced material local advice
on inspectors on any specific problems. candidates for submission and informal check of nominations. Log of email addresse
easy access to candidates and agents.
and within postal vote packs. Pictorial step by step guide issued Verbal contact made with all election agents re interest in attending a briefing sessio
e Language Line Talk Back service. Main customer reception area shown. All those appointed as Election Agents have carried out the task for many ye
y living in the area and regular contact with a local Polish national requirements. The vast majority of the candidates have been involved at District leve
who speaks all european languages and was available throughout process. A copy of the Electoral Commision's Guidance for Candidates and Agents
ge including large print ballot papers and tactile voting devices at regarding issue and opening of postal votes, verification and count arrangements iss
mmission to hand throughout the election. candidates for an informal check of nomination papers prior to submission. Request
made in writing by candidate/agent.
uges for use at polling stations, blind template, guidance for voters - • Prior to nominations a briefing was held for all prospective candidates and agents.
IS and Customer information software to "map" knowledge, to commission the Returning Officer provided supplemental information on the election
• In accordance with published guidance all candidates/agents were given the opport
checked which was universally accepted.
• In addition further information was given to candidates and agents on matters inclu
on reporting concerns to the Returning Officer and/or police.
• Candidates and agents have been asked to complete a feedback survey in order th
ed. Briefing sessions with Equality & Diversity Forum and the Briefing session held with prospctive candidates and agents plus individual breifings
ed survey of all polling stations on day of poll. Polling station staff Council's code of conduct issued to all candidates prior to nomination. Informal nomi
g available at polling stations. candidates to raise questions.
The option for candidates to have nomination papers checked informally only applied
be asked to complete aquestionnaire about the effectiveness of information and met
area to ensure that information is made available to the public. All candidates / agents are invited to attend a meeting with the Returning Officer. Info
s is supplemented by reports from pollling station inspectors who provided to all other candidates / agents who choose not to attend. This meeting is e
comment on the electoral process after the elections. This feedback them informs fu
to rely on a third party. When we did our awareness day we did All our candidates have a candidates guide. We also do a formal check of nominatio
, a more targeted Equality Impact Assessment is required here. Pre election briefing sessions are held for all candidates and agents where handbook
out. All nomination papers are checked informally before acceptance. A record of al
informal feedback is sought from Candidates / Agents, etc. from time to time and act
es in other languages. Electors may become confused if there is a
ance for Voters; How to Vote cartoon strip for persons with Supporting Evidence: Candidates checking arrangements letter; Local Arrangements
difficulties, Presiding Officer evaluation forms; Station Inspectors Elections 2009; Code of Conduct for Political Parties, Candidates and Canvassers o
Electoral Participation. Ballot Papers; EC Guidance on Standing for Election to the European Parliament; RR
olling day morning. Forms in other formats is not needed from our Comprensive nimonation pack is provided to all candidates including the EC's Guide
do not use an appointment system for candidates as someone in the election team is
Notice of Election to perform an informal check and to receive the submitted papers.
Guidance and local information for candidates. Briefing sesson highlights main point
Evaluation system to be developed
y provide election material in other languages or formats than
nal, or people who do not have English as their first langauge, this We hold seminars for prospective candidates at district and parish election to ensure
y monitoring the situation as we are seeing increasing numbers of understanding of the preocess, especially as these people are less likely to have the
ve ensured that election Information is available on the Polish Parliamentary elections we hold briefing session for agents and candidates. We eval
pre-opening checklist to ensure all necessary information is in as well as asking for feedback on the helpfulness of all our information and quality of
e font size used on forms etc.
provided throughtout the Council‟s area. The relevant languages A briefing session was offered to all candidates in the election and regular contact wa
Evidence available to support assessment:-
Letter to Candidates and/or Election Agents and Sub Agents for Angus with appendi
meeting with candidates and election agents regarding local polling arrangements - n
2009" for download of materials in other languages. with the LRO. A briefing session was also arranged to explain the process for the sca
tions in Angus. personal identifiers - again, no party or individual candidate attended.
tions 2009" e.g. Capability Scotland, Equality & Human Rights
Information for both candidates and agents and members of the public was made av
2009". This included a link to the Regional Returning Officer's website where informa
on to Social Work outlets.
hearing provided to all polling stations.
ing disabilities available in all polling stations
Returning Officer on polling day to assess accesibility of polling
For an LRO at a European poll, this is a standard where normal and planned activiti
versions of ballot papers), however, these are only provided in For the European Elections, there was no direct contact with Candidates/Agents. Fo
our best to ensure that this is provided. candidate pack with all necessary forms and information, including advice on submitt
NB In Scotland, RRO dealt with candidates during Nomination process
East Lothian Access Panel to help inform more effective election We have always sought to provide candidates and agents with the greatest possible
occasion their was little demand at local RO level.
ood command of English so there is no evidence that signage N/A since we did not deal directly with candidates and agents but briefings etc are th
ith the Council`s Equalities Unit and action taken where necessary. who attended the Count received a full briefing from the RO on the night on the vario
ages for translated documents to be made available in polling There are regular meetings of the Elections Consultative Group as part of planning a
through shared service arrangements with other Returning the Commission's guidance and copies are made widely avaialble. Detailed informat
during polling day to assess signage and report on any issues to provided. Meetings with parties/ candidates are arranged in advance of publication o
ith Capability Scotland on election issues, particularly accessibility, of nominations. Feedback is sought from Election Agents, candidates and polling an
ack from its members on issues encountered during polling day to post-election review report which is discussed with the Consultative Group.
aire for polling staff that covers accessibility as well as other issues.
uction of materials accessible to the deaf community and the A general comment is that the majority of requirements within each standard is met a
particularly in relation to accessibility for elderly electors, eg joint RO to be minimal, proportionately, and does not merit a "fall back" to the lower level.
onsidered that the performance standard is currently met. to discuss such areas, if considered necessary.
s, leaflets, press releases and radio adverts/interviews. There is A briefing session was held but poorly attended. The LRO was not responsible for n
ation inspectors are not used but regular visits by election staff are considered for future elections.
available on a national basis.
isors. Arrangements are in place to assist electors with a disability. The LRO arranged a meeting with agents from all parties and the individual candidat
the meeting, where local arrangements were discussed.
emographics, Dissemination methods outlined in communication Examples available on file. Briefing sessions held.
Minorities Communities Association to promote the election and to For each election the Returning officer has offered election candidates and agents th
for future elections. arrangements locally. We lend whatever assistance is required during the nominatio
anel to ensure that polling stations etc were accessible. Again this For the European election, the Returning Officer wrote to all identified agents and su
arrangements in place for the election within North Ayrshire. Agents were offered the
although none actually took up this offer. Information provided included Arrangemen
Ayrshire, information about the location of polling places, information about the open
the verification an counting of votes. Agents were provided with a copy of the proced
election, agents were requested to provide feedback on the arrangements made for
Although no formal evaluation of information provided to candidates/elections agents
information is extremely helpful and provided in a professional manner.
, Sample of Poster and List of Translations available if necessary. Registered Party/Individual candidate pack (includes main dates; guidance to candid
mail from Ruth Meighan advising polling stations are satisfactory count; electoral commision code of conduct for political parties; polling scheme,etc).
information evening, power point presentation and feedback questionnaire,
ness with their members (Equalities Forum, Migrant Workers, Candidates and agents are invited for training and discussion and all are provided wi
different EU Nationalities.) Agents, the Media and other Visitors to the Count Centre". It provides comprehensiv
monitor procedures, layout, signage, etc. Any issues will be maps, example of how proportional representation works, key personnel, etc.
The Corporate Communications Manager is identified as the person to contact at the
ons in Scotland is used Press the Planning Group.
es of the campaign. Photo opportunity with European students The post-election survey is issued to all those involved.
An information letter was sent to all agents with details of appointment of polling/coun
updates. for opening postal votes and the count.
distributed via Council contact centres, libraries, etc.
eople, minority ethnic communities, migrant workers and recent
ials available for download of interest to particular groups, e.g.
any accessibility problems and these will be addressed by
de election materials in other formats, although translation and As Depute Local Returning Officer, I had no direct contact with candidates or election
g place survey; • Signage/notices in foreign languages not required • Agents meeting 6 May 2009; • Sample stationery; • Guidance on Display of Cam
e hand held laminated version; • Additional lighting. • Written guidance – Arrangements in force at the poll;
• Evaluation not currently done.
ulted are in place, however, it is clear that a wider consultation Whilst arrangements are in place to evaluate information provided to Candidates/Age
mation to electors. was much reduced from previous elections due to a lack of interest/response/direct i
aterial in various languages if required at 24 hours notice. The Following the close of nominations we wrote to all Election Agents explaining the arra
ts in braille. In relation to postal votes, our printer did not produce Counting area, the postal vote opening arrangments and the arrangements for the ve
d our own version which was subsequently used by all other contacted Sub-Agents appointed at a local level. As the Regional Returning Officer
signage in ensuring that the polling stations were accessible to all to be very little political interest/activity taking place it was not considered appropriat
e issued to Presiding Officers. The Local Returning Officer's staff election agents. We would expect to hold briefing sessions for other elections.
cessary made changes and reported back to the election team with
tice of how to vote in the polling stations which voters seemed to
a bookmark magnifier in all polling stations. A number of Presiding
d a local citizens panel focus group took place on local democracy A full feedback questionnaire has been issued to assist with evalution of agents acce
viour, voting at polling stations, postal voting and specifically and agent/sub agents meetings. Two support packs were issued to election agents a
ncluded in evidence and output will inform the improvement plan. guidance to candidates and agents, arrangements in force at poll, campaign posters
recounts and declaration of results. (b) notice of postal vosters' ballot box and verific
guidance on recount.
s, Community Learning and Development and Equalities in Nominations were dealt with by the Regional Returning Officer. Local election arrang
y Learning and Development used research undertaken by agents/potential agents. National and local party groups were contacted in advance
d to identify groups which find it harder to access the democratic other areas to be covered. An offer was made to make other arrangements for those
to hard to reach groups and so existing channels were used to offered to be done at local group meetings of parties on the council. Agents and loca
e groups. People from ethnic minorities with poor literacy skills and AVI checking system in advance of the system being used for real. A feedback form
hich steps needed to be taken to make information more request for feedback sent to agents after the election.
eople with learning disabilities) were used to disseminate
he checklist for the inspection of polling stations. A start was made
ction. The next stage involves consultation with local groups and
e results will feed in to the planning for future elections.
provide large print. Briefing sessions are offered, comprehensive written guidance is provided as part of
provided with the EC Guidance for Candidates and Agents, nomination papers are c
. Through each phase of the election updated information was Campaign undertaken for prospective caqndidates - included workshops and covera
h local radio and television broadcasters, newspapers and Council and extensive Candidate Pack provided for all candidates. Evaluation carried out as
eedback from Polling station Inspectors being used to inform future requests for more workshops in more areas in future.
ests for information in different formats but these are not fully
appropriate languages and formats and place orders as required Briefing session for candidates and election agents scheduled into timetable for Euro
luation of feedback from electoral registration canvassers and provided to candidates and agents on the election process, key events and on who m
priate languages. Somerset was not responsible for the receipt of nomination papers at the June 2009
a district by-election that was combined). Where we are to receive nomination paper
checking of nominations prior to their formal submission.
sure that our service is available to all. Following a survey it We provide a full service to all Agents and Candidates if they are interested. We wal
s resident on the Borough and we have targeted them in a variety instructiuons and guidance notes. We also ask for feedback but from the 126 letters
ion to them. We actively engage with bodies/ organisations that nothing!!!! If we had we could have carried out a proper evaluation and claimed leve
for visually impaired persons, provide a signer to announce the
al Focus Group. Agendas for briefings, profile information sheets in nomination packs, nomination pa
improvements they believe could be beneficial to them however
The RO and/or Electoral Services Officer has informal discussions with local agents
collated at Canvass. In addition use is made of the information in Prior to publication of Notice of Election and the Nomination process, a briefing is he
e Equality and Diversity group which meets with representatives of they would act as their own agent. A Q and A session is held during this briefing and
ve body regarding the whole range of services and improvements of the EC Guidance for Candidates and Agents is handed out at this session. Any fu
tisfaction with the level of participation in local matters. It has been are also given a copy of this Guidance together with the aforementioned information.
nts, however where a need has been identified, good practice is sent regarding issue and opening of postal votes, count arrangements and any other
g Stations, large scale ballot papers are provided for display and agents/individual candidates and the results analysed to effect improvements to the
s are instructed to first enter the Station as though they might be
d signage is suitable. They are also provided with spare copies of
cess Panel which provides useful feedback and ideas. Comments
ide information in other languages and formats if requested. All candidates/parties at nomination receive nomination packs and the EC guide for C
their nomination paper any any time during the nomination process.
candidate nominations checked informally. Individual meetings with candidates. Ful
specific issues as they arise.
Because we are small authority it is not necessary to make appointments, but an info
arch has shown that this is the main language for residents of the Whilst the majority of the day to day requirements of providing information and respo
nguage and/or format is considered (ie; large print for the visually dealt with by staff in the Elections Office, the opportunity for a '1 to 1' session with the
also provided in the office for those who need further assistance encouraged and welcome to seek advice and guidance in person by visiting the elec
with the needs of different audiences. provided with a copy of the relevant 'Candidates Guide' provided by the Electoral Co
their nomination papers checked informally prior to formal submission.
appropriate languages and formats required for different audiences Due to the size of the authority and the number of prospective candidates, briefing se
egistration awareness now that the transitition to one Unitary Two briefing sessions were held for candidates and agents to include all main politica
smaller political groups. Nomination period was extended over 3 weeks to allow mor
checking service was made available at each of the 4 council offices within the Wilts
It is difficult to assess this standard for the
European Election as all parties were
contacted and only 3 parties attended the
verification and count. In all other elections,
meetings are held with agents and more
information is given out at these meetings.
We also offer the facility to informally check
all nominations prior to submission
This standard was not really applicable I the
'regional' elections for the European
Parliament as this ws based on lists.
Engagement was via RRO but sub agents
and representatives of political parties
attended the verification on 5 June and the
count on 7 june.
A good relationship / communication channel
exists with Candidates / parties / agents and
written notes ( Information and guidance are
provided together with briefings wherever
possible - no formal evaluation exercise is
currently undertaken and rely on word of
mouth / letters and E mail contacts which
shows positve feedback - a template
evaluation form devised by the EC might be
useful to give a consistent approach across
Slightly different as this election was
adminstered by the Local Retrurning Officer.
Nominations and briefing sessions were
dealt with by the Regional Returning Officer.
Normal practice at Cardiff is to encourage
candiddates and agents to attend a briefing
It is recognised that the practice by the RO of
informally checking nomination papers,
keeping a log of appointments and holding
briefing sessions with candidates was
undertaken by the RRO for this election and
therefore direct contact with the RO from
political parties, candidates, agents was
relatively limited. However, all requests for
information were effectively dealt with by the
RO and the electoral team, for example
providing candidates/agents with details of
the addresses of polling stations, the
arrangements for the verification/count and
the issuing/opening of postal votes etc. At
the verification and count itself all relevant
procedures were explained to those in
attendance. Health and safety and security
issues were apropriately organised and both
events ran smoothly. (Evidence to Support
Assessment - appointment records of
counting agents, security passes, list of
ballot boxes and respective polling station
locations provided to candidates/agents,
postal vote issue/opening arrangements, EC
guidance on standing for election to the
Election agents/candidates etc. are informed
by letter of postal vote openings,
verification/count location and times etc.
Candidates and Agents receive a full pack
explaining all the relevant information and
legislation. Candidates can arrange a timed
appointment with the Returning Officer for
informal checking of the nomination papers
before submission. At the quadrennial local
elections the Returning Officer arranges
evening roadshows in five of the major towns
(Rhyl, Prestatyn, Denbigh, Ruthin &
Llangollen) for prospective candidates. This
roadshow includes information on the role of
councillors, local government finance, code
of conduct etc and also nomination and
For the European election the Regional
Returning Officer provided information,
written guidance to candidates / election
agents on the election process and arranged
a briefing session. The RRO was also
responsible for the nomination process. The
Local Returning Officer provided information
to election agents / sub-agents relating to the
Register of Electors and lists of postal and
proxy voters. Also provided local information
relating to issuing and opening of postal
votes, location of polling stations, information
relating to polling agents and tellers,
campaigning on polling day, display of
advertisements, allegations of offences,
verification and counting of votes,
attendance at the verification and count and
secrecy provisions. At the verification and
counting of votes any candidates, election /
sub-agents present were briefed on the
process and what would be happening at
Not applicable - this actvity undertaken by
All candidates and agents as a matter of
standard practice are issued with written
guidance on the election process, however
traditionally the Returning Officer has not
chosen to conduct formal briefing sessions
preferring one to one meetings with relevant
political party agents where appropriate.
No comments given.
It was not necessary this year to hold briefing
sessions as we were not the lead office but
all agents were provided with all the
information, via the post and email,
necessary for the elections in Powys area.
Note: For European election much of this
was done by RRO
Candidates/Agents encouraged in briefing
sessions to provide feedback at end.
• Candidates and agents meetings have
been undertaken in the past and there is
evidence of information packs provided
which include timetables, briefing notes,
legislative guidance and advice on process.
In the case of the European elections, the
RRO has provided a list of candidates and
agents and relevant information packs have
been sent to them. Information is also
provided to sub-agents where identified.
This activity was not carried out at great
depth at this election, however, I have ticked
the box as this would normally be carried out
with candidates and agents if the LRO was
the RO. A letter was sent to agents (when
we were informed who they were) to ensure
they knew who to contact if necessary and
dates and times when events were being
carried out (postal vote opening, list of
polling stations etc) in Torfaen.
Briefing sessions are held with candidates,
written material is provided on the election
process. Appointments are offered for
nomination processes when all nomination
are checked prior to formal submission and
advice offered. Extended nomination period
is offered at some elections.
s made Nomination Packs available on our website together with an Agents briefing pack outlining how the
d. He has also invited all agents to a formal briefing post Close of Nominations. ALL candidates/agents submitting
e Commission Guide as well as an invitation to a briefing and an Information letter. Appointments for submission
effectiveness of information provided was encouraged at the formal breifing sessions for candidates and agents
rm of a questionnaire has been provided to candiates and agents as a formal method of feedback and evaluation
re issued with written guidance and referred to the Electoral Commission website and supporting material.
ted with the preparation of nomination papers prior to formal submission.
ovides support for candidates and election agents during the nomination process to assist in the completion of
en guidance on the election process is available in the form of the Commission's handbook for agents and
s are invited to a series of meetings in advance of the elections.
and candidates on the adequacy of the information provided to them and on the effectiveness of the pre-election
session for candidates/agents as all the information they need is in our letter to agents sent at the close of
ally check nomination papers but we don't have a log of meetings or appointments - why is that necessary? Our
information including details about training sessions that elected Members are expected to attend, guidance
e of nominations so there is no excuse for a late submission of papers.
n was sent to all prospective candidate and agents along with the nomination packs and EC guidance including
an informal check; An appointment system was arranged for the delivery of Local Election nomination papers
istrator sufficient time to process the applications and deal with any questions or queries; Briefing sessions were
agents for the Local Election and the County Returning Officer attended. Particular attention was given to new
e presentation of the election process illustrating absent voting, polling day and the count, a question and answer
lds briefing sessions for candidates and agents as well as providing information packs and links to information
ral Commission. The Returning Officer communicates regulalry with candidates and agents throughout the
sending information updates by email and post.
ce for nomination papers is provided.
currently undertaking a review of the election and obtaining feedback from candidates and agents.
Luton prior to June 2009 were in May 2007. No meetings were held locally in respect of the European
ut the relationship/liaison with agents at a local level is ecxcellent and for Parliamentary and Borough elections we
held a briefing with Election Agents and interested candidates before the start of the election timetable to explain
wed within Arun. This year we also sought feedback through an evaluation questionnaire. We also offer one to
s and individual candidates.
Nomination papers checked informally. Candidates and Agents survey used to help structure and evaluate
with the Electoral Commission's guidance and supplementary local information about the arrangements for
essions are held. Candidates are given the opportunity to have their nomination papers checked, during working
r such an evaluation of candidates and agents is being carried out.
e offered informal chats and preliminary checks of the Nomination Papers. They are given a direct telephone
fing sessions so they can call for help and assistance during the election period. The working relationship
fficer's staff, Candidates and Agents is good and complimentary comments are received regarding the flexible
/agents are deemed an important feature and are carried-out for each election. Written guidance is provided.
ation papers are common and are appreciated by prospective candidates. A recently introduced website item
become a councillor has been introduced and appears successful.
he performance standard regarding communication of information to candidates and agents. We offered 2 briefing
d agents in the run-up to the election -with a set of briefing notes provided at each along with a copy of the EC
ublication. Those not taking up the opportunity to attend these meetings had copies of the notes provided to them .
hecking service for nomination papers - and offerred considerable assistance and guidance in some cases.
vote opening were briefed on the process being undertaken - and in particular the electronic checking of PVS. At
yout plans of the venue to all those attending - and staff were able to point attendees to the correct part of the hall
ount tables were clearly labelled to show what area they were dealing with. The Returning Officer gave an
in attendance at the count so as to explain the process about to take place -and he also gave updates at regular
count. Post election all candidates and agents were invited to give feedback to contribute to our post election
ort of this assessment includes: election management plan, briefing notes to candidates and agents, log of
agents, count venue layout plan, RO introductory briefing notes for count, emails/letters to candidates and agents,
were contacted on a frequent basis throughout the election and several comments received regarding the
An Election Agents' meeting was held to explain procedures, sign agents up to the code of conduct on tellers
answer their questions. Nomination papers were all informally checked prior to submission. We would be above
ook a formal evaluation, although an informal evaluation of procedures already takes place.
d with the Agents in March and a detailed written briefing paper was provided to them on the organisation of the
es and timetables. All Agents were given the opportunity to have their nomination papers checked before formal
opportunity and found it valuable with positive feedback recieved from them. A "wash up" meeting is being held
s no pre-election 'collective' briefing session was held this year, election information was communicated to
dividually both in writing and by direct communication with elections staff. Informal checking of nomination papers
nty Council election nominations.
ts attached include details of the information provided to all candidates and agents who attended our briefing
e Electoral Commissions "Guidance for Candidates and Agents" was sent to all Candidates at the Isle Of Wight
s to this document, along with the supplementary guidance issued for Parish candidates was sent to all Parish
se documents were also available for download from the Elections 2009 pages at our website:
gs provided for candidate and agents in lead up to elections. Comprehnsive guidance issued alongside EC
ormal checking of nomination papers and appointments for formal submission. Feedback questionnaire sent to all
lection to seek views on all aspects. These are fed back into review process for future elections.
lection this year all District Councils in the County area held a joint meeting with Agents.
to be reported to General Functions Committee on 16.09.2009.
andidates and agents before all major elections and contact details supplied of key staff before the elections. For
ns Manager offers informal checks through the nomination period ( not applicable to 2009 European Parliamentary
were written to with information regarding the election including arrangements for the Verification and Count and
g and Count agents. Meetings with agents were available on request. On 24 April 2009 there was a meeting of the
al Matters that is attended by local party agents and politicians at which information on election arrangements was
prehensive nomination packs are provided to all prospective candidates. These packs include forms and complete
process. Individual meetings are sought with candidates and their agents prior to submission of nomination
ted a full election candidates/agents meeting is held chaired by the Returning Officer - this ensures all are aware
nsibilities. Informal checks of nomination papers are advised and offered to candidates/agents prior to official
clarification on rules, timescales and any feedback to ensure that final submission runs as smoothly as possible.
eries are responded to promptly and the relevant legislation, process and policy explained clearly. In 2007
m candidates and agents on the perfomance of the Returning officer and his materials - the overall response was
h party agents which proved useful to us as well as the parties.Written guidance on the processes both of the
on and count were issued to them and regular e mail contact maintained. Positive feedback was obtained.
s standrad at borough level at the European Parliamentary election, as the majority of provision of information and
: Communication of information to candidates and agents.
We believe we meet this standard. Written guidance is supplied with every
d agent briefings for every election, with the exception of the European Parliamentary as we are not the main
agents are provided with a letter providing information regarding the election and given copies of Electoral
nd/or codes of practice where appropriate.
d informally by the Election Services Manager, who has an open-door policy with no appointment needed.
ub agents invited to pre-election meeting. Agents also invited to polling station training sessions. All election
n to direct with forms to appoint verification/count/polling and postal vote agents. Admittance tickets and guidance
sent to all agents including all London region candidates. All election agents and sub agents invited to an
eeting and were sent an evaluation sheet on performance of electoral services on running the election covering all
n agents are contacted regularly during the election period. We would normally hold agents meetings and offer
e at all times where appropriate. We supply all necessary documentation and also much additional useful guidance
s postal votes or how the count will work etc. Feedback is sought from all candidates and agents after the election
orms how be proceed at future elections.
O's major role in European election. Election agents and sub-agents written to about arrangements for polling
issue and opening of postal votes, and the verification and count. Close and frequent contact with local party
ne, e-mail and visits.
didates and agents at the European election, but prior to other types of election, agents meetings are held in
of written guidance.
e for checking all nomination papers and giving them general guidance on the nomination process and other
Local Elections we have a briefing session and all nomination papers are informally checked. At this election
h the Regional and Sub Agents, all received a letter giving details of deadlines, polling stations, postal vote
ation and count times. Additional information was available at each session.
hat a Bengali interpreter is present in every polling place throughout the borough and a Somali interpreter is on
o local political party agents through briefing sessions and with written guidance on the absent voting process, in
ening, verification and count process, which was not taken up by any. Attendance at postal voting opening was
issues on the arrangements or conduct of poll or count.
provided a briefing to which all County Council Candidates and Agents were invited to attend. This included
e election timetable, visiting the polling stations, postal votes and arrangements for the counting of votes. In
rculated setting out guidance about attending the verification and count. This included a plan of the new County
the procedure to be followed in the counting of votes, incorporating the variance procedure recommended by the
nd agents for the County Council election were provided with a copy of the Council's Code of conduct for political
dates on handling applications for postal votes. 3 All Candidates for the County Council election were provided
idance for Candidates and Agents. 4 An information sheet was included in all County Council nomination packs
nominations must be returned, the address of the Deputy Returning Officer, contact details for staff in the
orough wards covered by each of the County Divisions. 5 An evaluation sheet requesting feedback on the new
been circulated to all Candidates and Agents for the County Council election.
for potential candidates and agents with an evaluation of the briefing and the trainer. Additional one to one
on process was provided by the RO to candidates on the collection of nomination packs.
pack candidates and agents were offered the facility to make an appointment for an informal/formal check of their
they were notified of a briefing session for all candidates and agents. A copy of these documents is available for
agents were offered advice when submitting their nominations and at each stage could contact the Head of
nce final arrangements were made for the verification and count they were again contacted and advised of the
mber of agents they could appoint at the various stages. At the verification and count the DRO gave verbal
e of the proceedings. All candidates and agents were provided with a questionnaire to capture their feedback at
s to ascertain whether any improvements could be made to future elections. Feedback from the District and
had highlighted that candidates and agents needed to be aware of the appointment facility and that is why it was
er with the nomination papers.
as held for candidates and agents at the local govenrment elections. All candidates were provided with an
nomination papers informally checked. At previous elections a prosepctive candidates guide was published and a
aterial relating to guidance for Candidates and Agents was very informative. It also saved administrators time
e material and providing communication to Candidates and Agents.
ith candidates and agents to brief them on the Elections process. Gudiance is also provided to them at the
e able to make an appointment so that their nomination papers can be checked prior to formal submission.
ng held. EC and local guides sent to all candidates/agents.
eld in April for all potential candidates and agents. A comprehensive Nomination Pack was handed out which
nces for Candidates and Agents, together with other supporting documents including count information, electorate
d contact details for all LRO within the Region. Email contact was maintained with all Parties throughout the run
them updates, advice and information, as appropriate. Positive feedback was received from several Parties
he Nomination Pack.
fing is not arranged for Candidates and Agents individual one to one sessions are held when nomination packs
tion Packs include the Electoral Commissions Guidance for Election Agents and Candidates.
riefing for potential candidates/agents and issued full guidance on the election process with nomination packs.
ilable on the Council's website. Candidates given opportunity to have an informal check of their nomination papers
d. An evaluation of the information provided to candidates is being undertaken.
ential candidates and election agents is held before each election. Potential candidates are encouraged to
s for pre-checking. The recent briefing for the European and County Council elections was poorly attended
e produced and distributed to all candidates (and agents) and briefing sessions are always arranged before the
commences, to advised on the procedure and legal and practical arrangements. A guidance to candidtae booklet
e held for candidates and agents. We first hold one in the early stages to take prospective candidates and agents
rocess. We then hold a later one for all those who stand nominated together with their agents, to explain the
o advise them of the dos and don'ts. We supply a guide to candidates and agents to all those who request a
offer one to one guidaance upon request, particularly those who are new to the entire process and want guidance
nomination papers. Evidence includes presentation slides, completed evaluation forms, guide to candidates and
ters and invites to briefing sessions.
didate/agents meetings on this occasion as we only had the European Election and it was unnecessary. We only
s were late on in the process so did not have time to brief them on local arrangements. We did however speak to
one and advised them of the arrangements for the verification and count and sent out written instructions with the
kets. The agents mainly received information and guidance direct from the Regional Returning Officer as this was
st way of supplying the information required.
eld in early march for all potential candidates and agents ans was attended by the SPOC. Meetings were also
tion agents. All were issued with a copy of the EC guidance for candidates and agents followed by further
of nominations on the election processes including the count and timetable events. A diary was maintained for the
pers and candidates were encouraged to make an appointment . After the election a feedback form was sent to all
o that we could evaluate the information provided and process to improve for future elections.
opportunity to have their nomination papers informally checked prior to formal submission. Briefing sessions
ective County Council candidates at the recent elections by Lincolnshire County Council for the entire County.
th comprehensive candidate nomination packs which includes the EC guidance for Candidates and Agents,
s on completion of nomination papers and use of the electoral register, code of conduct on handling postal votes,
ons. In addition candidates are given further written information relating to the opening of postal votes, the
on Agents were provided with a copy of the Electoral Commission 'Guidance for Registered Political Parties,
with the nomination packs issued and additional information in the various letters sent at the nomination stage. A
r all Election Agents at which an interactive dialogue allowed decisions to be made as necessary in relation to
and also for information to be disseminated, additional forms provided and queries resolved. The RO and election
times to assist with difficulties on an individual basis.
eetings. Guidance given - EC produced material local advice notes and letters. Appointments made with
n and informal check of nominations. Log of email addresses and contact numbers kept on software system for
es and agents.
h all election agents re interest in attending a briefing sessions for candidates and agents but little or no interest
ed as Election Agents have carried out the task for many years and appear fully appreciative of the current
majority of the candidates have been involved at District level over many years and again appear to appreciate the
lectoral Commision's Guidance for Candidates and Agents issued to each candidate/agent. Other information
ning of postal votes, verification and count arrangements issued as appropriate. Opportunity offered to all
al check of nomination papers prior to submission. Requests for copies of the Register and Postal Vote Lists
briefing was held for all prospective candidates and agents. In addition to information provided by the Electoral
g Officer provided supplemental information on the election process.
ished guidance all candidates/agents were given the opportunity to have their nominations papers informally
mation was given to candidates and agents on matters including local protocols (re tellers), allocation of seats and
the Returning Officer and/or police.
have been asked to complete a feedback survey in order that the Returning Officer can evaluate his performance.
h prospctive candidates and agents plus individual breifings where requested. EC guidance, local instructions and
t issued to all candidates prior to nomination. Informal nomination checking provided and an open-door policy for
s to have nomination papers checked informally only applied to RROs at this election. Candidates and agents will
uestionnaire about the effectiveness of information and methods of communication.
re invited to attend a meeting with the Returning Officer. Information is provided to them at this meeting and is
didates / agents who choose not to attend. This meeting is evaluated by attendees and also all agents are asked to
l process after the elections. This feedback them informs future activity.
a candidates guide. We also do a formal check of nominations when received.
sions are held for all candidates and agents where handbooks produced by the Electoral Commission are handed
rs are checked informally before acceptance. A record of all meetings and attendees is kept. Additionally,
ght from Candidates / Agents, etc. from time to time and acted upon as appropriate.
ndidates checking arrangements letter; Local Arrangements for Sandwell - Information Pack for Agents - Euro
Conduct for Political Parties, Candidates and Canvassers on the Handling of Postal Votes Applications and Postal
nce on Standing for Election to the European Parliament; RRO briefing arrangements.
pack is provided to all candidates including the EC's Guide amd we carry out an Ageents/Candidate's briefing
nt system for candidates as someone in the election team is always available during the hours specified in the
orm an informal check and to receive the submitted papers. Nomination packs include Electoral Commission
mation for candidates. Briefing sesson highlights main points and current issues if any
ospective candidates at district and parish election to ensure interested people have information and
ocess, especially as these people are less likely to have the support of party machinery. At County and UK
we hold briefing session for agents and candidates. We evaluate the benefits of these via surveys to all candidates
dback on the helpfulness of all our information and quality of our service post elections.
fered to all candidates in the election and regular contact was maintained with political parties and candidates by
/or Election Agents and Sub Agents for Angus with appendices. Local Returning Officer offered to hold a briefing
and election agents regarding local polling arrangements - no party or individual candidate requested a meeting
session was also arranged to explain the process for the scanning, verification and adjudication of postal vote
n, no party or individual candidate attended.
idates and agents and members of the public was made available on the Angus Council website - "Elections
k to the Regional Returning Officer's website where information on the nomination process could be accessed.
an poll, this is a standard where normal and planned activities simply do not work. Two out of the three local sub-
ns, there was no direct contact with Candidates/Agents. For other elections, we would provide a comprehensive
ecessary forms and information, including advice on submitting nomination papers.
alt with candidates during Nomination process
o provide candidates and agents with the greatest possible access to information and support even though on this
emand at local RO level.
l directly with candidates and agents but briefings etc are the norm for other elections we conduct. Those agents
received a full briefing from the RO on the night on the various stages of the process.
gs of the Elections Consultative Group as part of planning arrangements. Parties/ candidates are made aware of
ce and copies are made widely avaialble. Detailed information on local arrangements and contacts are also
parties/ candidates are arranged in advance of publication of the Notice of Election and also soon after the close
k is sought from Election Agents, candidates and polling and counting agents for all elections and forms part of a
rt which is discussed with the Consultative Group.
at the majority of requirements within each standard is met and, where there is a shortfall, it is considered by the
tionately, and does not merit a "fall back" to the lower level. The RO, DRO or Elections Manager would be happy
eld but poorly attended. The LRO was not responsible for nominations. Evaluation of these processes will be
eting with agents from all parties and the individual candidate at the EPE 2009 election. 3 parties chose to attend
arrangements were discussed.
e. Briefing sessions held.
urning officer has offered election candidates and agents the opportunity to meet prior to the day of poll to go over
e lend whatever assistance is required during the nomination process when it applies.
n, the Returning Officer wrote to all identified agents and sub agents to ensure that they were aware of the
r the election within North Ayrshire. Agents were offered the opportunity of a briefing by the Returning Officer
ok up this offer. Information provided included Arrangements in Force for the Conduct of the Poll in North
ut the location of polling places, information about the opening an processing of postal votes, information about
ng of votes. Agents were provided with a copy of the procedures that would be followed at the Count. Post the
uested to provide feedback on the arrangements made for the conduct of the election in north Ayrshire.
ation of information provided to candidates/elections agents the feedback received is that the guidance and
helpful and provided in a professional manner.
ual candidate pack (includes main dates; guidance to candidates; arrangements in force at poll; arrangements for
on code of conduct for political parties; polling scheme,etc). Letter inviting candidates/agents/sub-agents to
er point presentation and feedback questionnaire,
re invited for training and discussion and all are provided with an information booklet " Information for Candidates,
her Visitors to the Count Centre". It provides comprehensive count details including maps, venue layout, process
oportional representation works, key personnel, etc.
cations Manager is identified as the person to contact at the count with any queries and will report any issues to
is issued to all those involved.
sent to all agents with details of appointment of polling/counting agents, details of polling places, arrangements
and the count.
ng Officer, I had no direct contact with candidates or election agents. Sub-Agents in Shetland were contacted
2009; • Sample stationery; • Guidance on Display of Campaign Posters;
angements in force at the poll;
in place to evaluate information provided to Candidates/Agents for the EPE the communication on this occasion
previous elections due to a lack of interest/response/direct interaction through the nomination process.
minations we wrote to all Election Agents explaining the arrangments in force at the poll in the Stirling Local
vote opening arrangments and the arrangements for the verification and counting of the votes. We also
ppointed at a local level. As the Regional Returning Officer dealt with the nomination process and there appeared
nterest/activity taking place it was not considered appropriate to organise briefing sessions for candidates and/or
uld expect to hold briefing sessions for other elections.
naire has been issued to assist with evalution of agents access to information - election count, paper information
eetings. Two support packs were issued to election agents and sub agents. (a) letter of invitation from RO,
nd agents, arrangements in force at poll, campaign posters, ballot papers, help for voters with disabilities,
of results. (b) notice of postal vosters' ballot box and verification of count, nomination guidance, authorisation
with by the Regional Returning Officer. Local election arrangements were the subject of a briefing for
National and local party groups were contacted in advance with proposed content and an invitation to suggest
d. An offer was made to make other arrangements for those unable to attend the briefing. The briefing was
al group meetings of parties on the council. Agents and local politicians were invited to see demonstrations of the
advance of the system being used for real. A feedback form was included with information sent to agents. Further
t to agents after the election.
ered, comprehensive written guidance is provided as part of the nomination park, Candidates and Agents are
dance for Candidates and Agents, nomination papers are checked informally and a log of appointments is kept.
r prospective caqndidates - included workshops and coverage in the media. Meetings held with political agents
Pack provided for all candidates. Evaluation carried out as part of the lessons learnt - positive feedback but with
hops in more areas in future.
idates and election agents scheduled into timetable for European election and venue booked. Information
nd agents on the election process, key events and on who may attend in seeking the appointment of agents. North
nsible for the receipt of nomination papers at the June 2009 election (with the exception of those in connection with
was combined). Where we are to receive nomination papers it is our established practice to provide for informal
prior to their formal submission.
to all Agents and Candidates if they are interested. We walk them through the process and provide detailed
ce notes. We also ask for feedback but from the 126 letters sent out asking for a response we received absoultely
could have carried out a proper evaluation and claimed level 3!
ofile information sheets in nomination packs, nomination papers checked and logged, electoral focus group as an
Services Officer has informal discussions with local agents post election to receive feedback on the porformance
tice of Election and the Nomination process, a briefing is held for agents and potential candidates indicating that
wn agent. A Q and A session is held during this briefing and details are given of the process and timetable. Copies
Candidates and Agents is handed out at this session. Any further candidates/agents appointed during the process
his Guidance together with the aforementioned information. At the close of Nominations, detailed information is
opening of postal votes, count arrangements and any other appropriate matters. Evaluation forms are sent to all
ates and the results analysed to effect improvements to the service.
nomination receive nomination packs and the EC guide for Candidates. Candidates can have an informal check of
ny any time during the nomination process.
hecked informally. Individual meetings with candidates. Full EC guidance provided along with informal advice on
thority it is not necessary to make appointments, but an informal check is done as a matter of course.
day to day requirements of providing information and responding to queries from candidates and/or agents are
Elections Office, the opportunity for a '1 to 1' session with the Returning Officer is available on request and are
e to seek advice and guidance in person by visiting the elections office. All candidates and/or election agents are
he relevant 'Candidates Guide' provided by the Electoral Commission. If they wish to, candidates are able to have
checked informally prior to formal submission.
hority and the number of prospective candidates, briefing sessions are not appropriate but meetings are held on
re held for candidates and agents to include all main political parties as well as independent candidates and
Nomination period was extended over 3 weeks to allow more time for candidates to submit forms. An informal
de available at each of the 4 council offices within the Wiltshire area.