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Narrative - Electoral Commission - Electoral Commission

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Narrative - Electoral Commission - Electoral Commission Powered By Docstoc
					Region          Local Authority   Subject area: Completeness and accuracy of electoral reg
                                  Performance standard 1
East Midlands   Amber Valley      Weekly list of deaths are received from the
                                  Registrar and appropriate amendments
                                  made to the Register. Registration forms
                                  sent to all new occupiers with Council Tax
                                  forms. We liaise with the Council Tax
                                  Section to verify and validate data on the
East Midlands   Ashfield          Evidence and examples are available of the
                                  various measures and initiatives in place to
                                  contact potential electors.



East Midlands   Bassetlaw                                                       0




East Midlands   Blaby




East Midlands   Bolsover          N.B. The Council does not have any Halls of
                                  Residence or Shelters within its area. The
                                  liaison with private Landlords and
                                  Nursing/Residential Homes is included on
                                  the improvement plan for further work and
                                  also closer liaison with Housing Department.
East Midlands   Boston            Weekly notification is provided by the
                                  Registrars department and Building Control
                                  section. Council Tax records are used as
                                  necessary to confirm information, and local
                                  housing association information is also
                                  available on request.
East Midlands   Broxtowe                                                      0




East Midlands   Charnwood         The ERO has access to the Council's
                                  Council Tax records which are used on a
                                  daily basis to verify rolling registration claim
                                  forms. Claim forms are sent out with
                                  Council Tax accounts and Local Land
                                  Charges (HIPS) Searches to puck up new
East Midlands   Chesterfield      In addition to using canvas returns and
                                  rolling registration applications the Elections
                                  Unit has electronic access to the council tax
                                  database. During the 2009 canvass we used
                                  the database to verify occupants for all non
                                  canvass/ house to house responders and to
East Midlands   Corby                                                               0




East Midlands   Daventry                                                            0




East Midlands   Derby                   We have continued to use Council Tax
                                        reports on a monthly basis to identify
                                        change of circumstances in households.
                                        We write to each household asking them to
                                        complete registration forms if the occupancy
                                        has changed. We also use Council tax data
East Midlands   Derbyshire Dales                                                   0




East Midlands   East Lindsey




East Midlands   East Northamptonshire   There is partnership working with Land
                                        Charges and Council Tax sections to ensure
                                        information relating to new/deceased
                                        residents is provided on an on-going basis.
                                        Flyers are included with information sent out
                                        by both sections to ensure new residents
East Midlands   Erewash                                                             0




East Midlands   Gedling                                                             0




East Midlands   Harborough              Records used and inspected:Council tax
                                        Records, Births and deaths, Land and
                                        property gazeteer, street name and
                                        numbering, Customer Service team have
                                        access to Pub reg system (property search
                                        access only) to check for residency
East Midlands   High Peak                                                           0
East Midlands   Hinckley & Bosworth         Majority of queries throughout the year will
                                            be checked against council tax records or by
                                            contacting the elector directly by phone (if a
                                            telephone number is available) or in writing.
                                            Empty property list supplied by council tax at
                                            end of canvass to allow checks to be made
East Midlands   Kettering                   Rolling Registration forms are automatically
                                            sent out when a request for a new
                                            registration on the Council Tax Register is
                                            received. Staff in the Council's Customer
                                            Services response centre check a read-only
                                            copy of the Register when dealing with
East Midlands   Leicester                   Evidence in support - schedule of records
                                            checked.




East Midlands   Lincoln                     Council Tax records used to confirm elector
                                            details. Change of address notifications
                                            received are sent a rolling registration form.



East Midlands   Mansfield                                                                0




East Midlands   Melton                                                                   0




East Midlands   Newark & Sherwood           The ERO proactively uses data from Council
                                            Tax records to establish changes in
                                            occupancy and voter registration forms are
                                            sent as appropriate. Letters are also sent if
                                            electors have moved to other local authority
                                            area, to encourage them to contact their
East Midlands   North East Derbyshire                                                     0




East Midlands   North Kesteven              Throughout the year - Voter Registration
                                            forms included in Local Land Charge
                                            Information Packs to new occupants.
                                            Planning provide details of new builds.
                                            Access to regular lists of deceased
                                            occupants. Application forms available on
East Midlands   North West Leicestershire   The records we use to check against and
                                            the frequency we do this have been set out
                                            in an action sheet to demonstrate how and
                                            when they are used. These include the
                                            register of deaths, births and marriages,
                                            council tax records, housing records and
East Midlands   Northampton                                                          0




East Midlands   Nottingham               During the annual canvass the ERO uses
                                         Council Tax and Housing records to verify
                                         information included on returned registration
                                         forms when the information is unclear, these
                                         records are also checked to identify
                                         properties which are empty on 15 October,
East Midlands   Oadby & Wigston                                                      0




East Midlands   Rushcliffe               See Attached to demonstrate how we have
                                         assessed this standard




East Midlands   Rutland                  Notifications are received on a regular basis
                                         from the Registrar for Births and Deaths
                                         during the annual canvass period and
                                         throughout rolling registration. These are
                                         processed upon receipt to ensure deceased
                                         electors are removed from the electoral
East Midlands   South Derbyshire                                                      0




East Midlands   South Holland            Council tax records are checked regularly to
                                         identify potiential new electors and rolling
                                         registration forms are sent - this process
                                         starts after completion of the annual
                                         canvass each year. Council tax records are
                                         used to valididate data received on annual
East Midlands   South Kesteven           As an authority we have no residential
                                         student accomadation and very few HIMO's.
                                         The ERO is looking to include estate agents
                                         over the next year with a view of voter
                                         registration forms being included in the
                                         information that estate agents provide for
East Midlands   South Northamptonshire   Unrestricted (read only) access to Council
                                         Tax records. Regular receipt of Births and
                                         Deaths returns. Act upon ad-hoc information
                                         received from other departments


East Midlands   Wellingborough           We send voter registration forms to new
                                         occupiers - our customer contact centre
                                         provides changes of circumstances details.
                                         We use Council Tax records to identify new
                                         addresses of previous residents and send
                                         voter registration forms to the new address.
East Midlands   West Lindsey




Eastern         Babergh        The ERO has access to (1) Council Tax
                               records, (2) lists of deaths provided by the
                               registrar of births and deaths, (3) lists of new
                               properties provided by the LLPG Custodian
                               and (4) lists of property completions
                               provided by Building Control. (1) is used to
Eastern         Basildon




Eastern         Bedford




Eastern         Braintree      Every month we are supplied with a list of
                               new and changing Council Tax charge
                               payers from our Council Tax department. It
                               is this list which we use to send Voter
                               Registration forms to all new and moving
                               residents.
Eastern         Breckland      When a person either moves into or moves
                               within the breckland District Council they are
                               identified by the councils customer contact
                               centre by change of details to the council tax
                               record. A householder information pack is
                               sent out to each household which includes
Eastern         Brentwood                                                   0




Eastern         Broadland      We have a 'change of circumstances' form
                               on our website and council tax complete
                               form, from telephone enquiries and pass to
                               us. These create at least 100 queries per
                               week, mainly electors moving in or out, we
                               act on the information received, sending
Eastern         Broxbourne     Council tax 'welcome' pack includes rolling
                               registration forms.




Eastern         Cambridge      We also have close links with the University
                               of Cambridge/Anglia Ruskin University, local
                               nursing homes and homeless shelters to
                               ascertain and assist with the upkeep of the
                               electoral register.
Eastern   Castle Point           The ERO liaises closely with colleagues in
                                 the Council Tax section and has access to
                                 the Council Tax database to ensure that
                                 eligible occupants of all residential property
                                 are correctly registered. The ERO also
                                 receives weekly council housing tenancy
Eastern   Central Bedfordshire




Eastern   Chelmsford             The main source of information on electors
                                 and changes to the register is the annual
                                 canvass. However, the completeness and
                                 accuracy of the register is also maintained
                                 by
Eastern   Colchester                                                              0




Eastern   Dacorum                We include a blank rolling registration form
                                 with council tax bills that are sent to new
                                 occupants.
                                 We ask for previous addresses on the
                                 annual canvass form and remove their
                                 names from the previous address if no
Eastern   East Cambridgeshire    Records checked are: Registrars lists of
                                 deaths recorded in the area, local
                                 newspapers for the same purpose. Council
                                 Tax records, Street Naming & Numbering
                                 department for correct address. Royal Mail
                                 for correct postcode. We make contact by
Eastern   East Hertfordshire                                                      0




Eastern   Epping Forest                                                           0




Eastern   Fenland




Eastern   Forest Heath           Information received from C Tax on a
                                 weekly basis, registration form sent to
                                 property.Secondary canvass in Feb.Adverts
                                 in Forest Heath News to encourage
                                 registration. Advert in the Volunteer NHS
                                 trust publication.
Eastern   Great Yarmouth               We continue to use Council Tax records to
                                       verify non responding properties during the
                                       annual canvass. These are identified by a
                                       report from our software. Voter Registration
                                       forms are sent out with Council Tax home
                                       movers packs. Death records are received
Eastern   Harlow                                                                      0




Eastern   Hertsmere




Eastern   Huntingdonshire              We work closely with Council Tax and the
                                       LLPG Manager




Eastern   Ipswich                      The council tax application form states that
                                       the information will be passed to the ERO
                                       for registration purposes. Completed forms
                                       are forwarded to the Democratic and
                                       Business Support team on a daily basis and
                                       rolling registration forms are sent to the
Eastern   King's Lynn & West Norfolk   Some, but not all, of the elements of the
                                       "above the performance standard" criteria as
                                       per Page 9, Part J Managing Electoral
                                       Registration in Great Britain: Guidance for
                                       Electoral Registration Officers are being
                                       met.
Eastern   Luton




Eastern   Maldon




Eastern   Mid Suffolk                  Our Council Tax department sends forms to
                                       newly occupied properties.




Eastern   North Hertfordshire
Eastern   North Norfolk                                                         0




Eastern   Norwich                                                               0




Eastern   Peterborough




Eastern   Rochford                In addition to the information obtained
                                 during the annual canvass and rolling
                                 registration applications throughout the year,
                                 the following sources are used to verify
                                 entries on the register. (i) Register of Births
                                 & Deaths - details rec'd and updated
Eastern   South Cambridgeshire   Council Tax department send VRFs to all
                                 new occupiers upon notification. The
                                 Housing department help all new occupiers
                                 of council properties to complete the forms -
                                 which are included in the new home pack.
                                 All homes built in new communities include
Eastern   South Norfolk          The electoral team and council tax team
                                 send out a welcoming pack to all new
                                 residents within South Norfolk, whether they
                                 have moved within the District or are
                                 newcomers to the District. With this
                                 welcoming pack is enclosed a household
Eastern   Southend-on-Sea                                                        0




Eastern   St Albans                                                             0




Eastern   St Edmundsbury                                                        0




Eastern   Stevenage                                                             0
Eastern   Suffolk Coastal      Council Tax & property information records
                               are checked regularly (including the annual
                               canvass period) to verify and validate the
                               data held on the electoral register.


Eastern   Tendring                                                           0




Eastern   Three Rivers                                                       0




Eastern   Thurrock                                                           0




Eastern   Uttlesford




Eastern   Watford              • Council Tax records are used to confirm
                               and verify household information during the
                               annual canvass and throughout the rolling
                               registration periods. On similar lines checks
                               are made with the Health Authority; YMCA
                               and other similar organisations during the
Eastern   Waveney              Receive Births & Deaths lists direct from
                               Registrar. Have viewing access to Council
                               Tax system. ERO has placed joint advert
                               with neighbouring authority in the Hospital
                               Magazine that serves both areas to
                               encourage registration.. Council Tax send a
Eastern   Welwyn Hatfield      Council tax change of circumstance reports
                               are sent to electoral services on a weekly
                               basis. Access to the council tax database
                               enables us to check and verify prior to
                               sending rolling registration information to
                               appropriate households. We have access to
London    Barking & Dagenham   Council tax and housing benefit records. All
                               staff have access to council tax and check
                               on a daily basis.



London    Barnet                                                             0
London   Bexley                                                        0




London   Brent                                                         0




London   Bromley          See supporting document




London   Camden           The Elections Office has regular extracts
                          from the Council Tax lists of exempt and
                          empty properties which enable updating of
                          the register throughout the year. Use is also
                          made of the Housing Tenancy system for
                          checks, plus Environmental Health HMO
London   City of London   Council Tax records used during canvass to
                          identify empty properties. Records also used
                          on an ad-hoc basis to verify information
                          contained on registration forms. Registrars
                          Office provides information on persons who
                          have died which is supplied monthly.
London   Croydon          Electoral Services staff have access to the
                          Council Tax database, which is used to
                          verify information on rolling registration and
                          canvass forms. In addition Council Tax
                          supply a void property list during the
                          canvass, which used to cross check
London   Ealing




London   Enfield          From January to September, household
                          registration forms are distributed with every
                          new council tax bill. In addition, both during
                          the annual canvass and throughout the
                          rolling registration year, queries are checked
                          online against the council tax register.
London   Greenwich                                                      0




London   Hackney                                                       0
London   Hammersmith & Fulham                                                0




London   Haringey                                                            0




London   Harrow                 Throughout the year and during the annual
                                canvass period, the ERO uses lists of void
                                properties from the Housing Department and
                                Council Tax to verify that properties reported
                                as empty on the canvass returns are
                                confirmed as empty on the refords held. In
London   Havering               Performance Standard 1
                                We believe we are above the performance
                                standard for using information sources to
                                verify entries on the register of electors and
                                to identify potential new electors.
London   Hillingdon                                                          0




London   Hounslow               During the annual canvass and rolling
                                registration council tax records are checked
                                on a regular basis. For example, prior to
                                canvass a list of new properties is obtained
                                from council tax and street naming and
                                numbering, so that properties not already
London   Islington              1. We have continual access to Council Tax
                                records 2. We run a scheme with C/Tax
                                whereby each new bill enquiry is posted a
                                rolling registration form and return envelope
                                as part of the pack. 3. We receive a
                                spreadsheet each month from Homes for
London   Kensington & Chelsea                                                0




London   Kingston upon Thames   Council tax records are checked throughout
                                the canvass and rolling registration period to
                                ensure addresses and other details are
                                correct. The department receives monthly
                                lists of new council tax properties and
                                targets these properties with rolling
London   Lambeth                Throughout the year we provide monthly
                                rolling registration forms to both the Council
                                tax and all housing offices for mailing out to
                                all new residents when they notify these
                                services they have moved into a property in
                                the borough.The same forms and
London   Lewisham                                                            0




London   Merton                 Council tax accessed during all of year to
                                assist verifying of names, moves and
                                removals, and to check voids during
                                canvass. Despatch of registration forms with
                                council tax movers was intermittent due to
                                processing problems (being addressed for
London   Newham                                                            0




London   Redbridge                                                           0




London   Richmond upon Thames   We use council tax records, street name
                                and numbering, front line, housing dept,
                                information from other authorities. Our forms
                                are sent out with all new council tax
                                accounts. Our forms are contained in the
                                pack given to all new British Citizens at their
London   Southwark              The ERO conducts type A reviews based on
                                information received and compared to other
                                data sources to remove electors no longer
                                entitles to be registered in particular this
                                occurs following a confirmation of elector
                                details letter sent out in January each year
London   Sutton                                                               0




London   Tower Hamlets          Use of Council Tax, LLPG and SNN
                                records. All new properties are
                                automatically sent a Household Voter
                                Registration form. Council Tax sent out a
                                Household registration form with their C/Tax
                                bills.
London   Waltham Forest         We intend to agree arrangements with
                                Council Tax during the next year to
                                exchange information about new occupiers



London   Wandsworth             Council Tax records are checked throughout
                                the year and during the annual canvass and
                                a leaflet is enclosed with every new council
                                tax bill in order for new residents to contact
                                us. Similar leaflets are distributed by our
                                Housing and Parking Control sections.
London       Westminster           a. Westminster City Council is seeking to
                                   integrate a number of services into a
                                   Customer Relationship Management ( CRM)
                                   system. This will allow electoral services to
                                   build up a history of a resident both in terms
                                   of services used and the channel or other
North East   County Durham                                                       0




North East   Darlington                                                         0




North East   Gateshead             The Election Team have access to both
                                   Council Tax and Housing records which are
                                   used on a daily basis to verifiy and validate
                                   the information held on the Register. The
                                   Election Team have written procedures for
                                   proactive contact whereby Council Tax
North East   Hartlepool            Monthly contact with Council
                                   Tax/Bereavement Lists from Registrars &
                                   Cemeteries/LLPG/Rolling Registration
                                   information from other EROs/Nursing
                                   Homes/Local Builders. Attendance at
                                   Citizenship Ceremonies organised by
North East   Middlesbrough         Electoral Services has access to and
                                   inspects the following:
                                   Council Tax Database
                                   University Student Accommodation Lists
                                   Hospital Accommodation Lists
                                   Planning Section Lists which highlight new
North East   Newcastle upon Tyne   We have live access to LPG and Council
                                   Tax and receive and act on weekly listings
                                   from Registrars and Local LPG to update
                                   the register during rolling registration and
                                   the annual canvass. We also do a
                                   February/March confirmation letter to pick
North East   North Tyneside        Rolling registration forms ask for the
                                   address electors have moved from so that
                                   they can be deleted. New forms are then
                                   sent to the old address for the new residents
                                   to fill in.
North East   Northumberland        Both Council Tax and the Call Centres
                                   advises of residents moving into/out
                                   of/within the County via dedicated Election
                                   Email address. The Election Office then
                                   writes to household inviting them to amend
                                   their details or apply to go on the register
North East   Redcar & Cleveland    1) The Council Tax department produces a
                                   property report upon request and answer
                                   telephone queries which identify any
                                   'changes of circumstances'. The information
                                   sought from Council Tax includes new build
                                   which haven't been previously occupied as
North East   South Tyneside          To reach this standard we:
                                     Throughout the year
                                     • Receive and process lists of deceased
                                     electors, on a weekly basis, from all
                                     registrars offices in the Tyne and Wear area.
                                     • Receive lists of demolished / completed
North East   Stockton-on-Tees                                                    0




North East   Sunderland                                                           0




North West   Allerdale               Check council tax data, registrar
                                     information, Building Control to identify new
                                     properties and the GIS / property gazateer
                                     system / royal mail to verify property
                                     information.
North West   Barrow-in-Furness                                                    0




North West   Blackburn with Darwen   We receive notifications of deaths on a
                                     weekly basis and mark electors for removal.
                                     The neighbourhoods team distribute
                                     registration forms to electors whose
                                     properties are subject to compulsory
                                     purchase. Council tax records are checked
North West   Blackpool               We liaise with Council Tax, who send a
                                     rolling registration form and envelope to all
                                     new occupiers of properties. We also
                                     inspect and use Council Tax records on a
                                     regular basis throughout the year when
                                     "deadwooding" and checking duplicate
North West   Bolton                                                                0




North West   Burnley                 Information about new properties received
                                     from other Service Units, which are added to
                                     register and rolling registration forms sent
                                     out to pick up any new electors. Rolling reg
                                     forms are sent out with new Council tax bills.
                                     Where a previous address is given on a
North West   Bury                    We have over the past 6 years sent rolling
                                     registration forms to our Council Tax
                                     Section, who issue a new application with
                                     every new billing.
North West   Carlisle                                                                 0




North West   Cheshire East                                                            0




North West   Cheshire West and Chester                                                0




North West   Chorley                     Records include Council Tax records and
                                         LLPG records. Council Tax records from a
                                         weekly file received and acted upon under
                                         Rolling Registration. Council Tax records
                                         also checked during Canvass Period.
                                         Liaison throughout the year with LLPG
North West   Copeland                                                                 0




North West   Eden                        Daily reports received from Contact Centre
                                         with changes of address. Claim forms sent
                                         out to these properties.



North West   Fylde                                                                    0




North West   Halton                                                                   0




North West   Hyndburn                                                                 0




North West   Knowsley                                                                 0
North West   Lancaster       We send out rolling registration forms with
                             all Council Tax bills, work with the Building
                             Control Team to identify new properties and
                             also include rolling registration forms with
                             the Council's welcome packs that are
                             provided to Polish residents via the
North West   Liverpool       We can demonstrate that we have
                             continued to pro actively used other sources
                             of information, and have made contact with
                             new residents. We use university halls of
                             residence, and housing associations
                             providing accomodation to contact potential
North West   Manchester      We receive regular (3 or 4 a month) updates
                             from Registrars detailing deaths, and we
                             update our records accordingly. We
                             regularly (daily when processing rolling
                             registration forms) refer to council tax
                             records to verify entries, and also when we
North West   Oldham          Access to Council Tax records is available
                             which are used to check data received
                             where further information is required,
                             particularly when empty property details are
                             received returned from Royal Mail or
                             canvassers.
North West   Pendle          The Register of Electors is updated
                             throughout the year with information
                             received from other Authorities, the
                             Registrar, Council Tax and Housing Benefit
                             records. Council Tax and Housing Benefits
                             records are also used during the canvass to
North West   Preston                                                       0




North West   Ribble Valley                                                0




North West   Rochdale                                                     0




North West   Rossendale      During annual canvass the ERO's staff use
                             the council tax database to collect
                             information about properties where a
                             canvass form has not been returned or
                             where the work of a canvasser is in doubt.
                             During the year the register is updated using
North West   Salford         The Electoral Registration Officer inspects
                             the following records in order to verify
                             entries on the register of electors, and
                             identify potential new electors:-
                             o Records supplied by the registrar of births
                             and deaths.
North West   Sefton            The transfer of Financial services to a
                               private company has impacted on how we
                               deal with Council Tax etc. This matter has
                               been raised and the current service level
                               agreements are being looked at to see how
                               this can improve. Therefore I am marking
North West   South Lakeland                                                 0




North West   South Ribble                                                   0




North West   St Helens         Council tax and registrars records are
                               checked throughout the year.




North West   Stockport         All new first council tax bills and
                               amendments to council tax details are sent
                               an electoral registration form enclosed with
                               the new/amended bill. Not just at the
                               Annual Canvass but throughout the year,
                               our practice involves checking council tax
North West   Tameside          ERO proactively uses appropriate
                               information sources to verify and validate
                               information received which requires
                               validation during the annual canvass. During
                               the remainder of the year other sources of
                               information are used to identify newly
North West   Trafford          Proactive approaches include: Provision of
                               rolling registration forms at Citizenship
                               Ceremonies; any deletions from previous
                               address in Trafford generates new forms
                               being sent to the address for the new
                               occupiers; LLPG information and Planning
North West   Warrington        Council Tax records checked during annual
                               canvass. Regular reports from Network
                               Development and Control identifying new
                               properties and changes. Fortnightly
                               notifications of deaths from both NHS and
                               the Registrars.
North West   West Lancashire                                                0




North West   Wigan                                                          0
North West       Wirral                                                               0




North West       Wyre                    The ERO uses weekly council tax lists which
                                         detail people moving into or within the Wyre
                                         Borough area.



Scottish Unitary East Ayrshire           • New Citizen Leaflet & Applications issued
                                         to Registrars in the Unitary Authorities to be
                                         used within the information packs issued
                                         during Citizenship Ceremonies.• Land
                                         Register – Monthly issue of registration
                                         forms.• Local Authority / Housing
Scottish Unitary North Ayrshire          • New Citizen Leaflet & Applications issued
                                         to Registrars in the Unitary Authorities to be
                                         used within the information packs issued
                                         during Citizenship Ceremonies.• Land
                                         Register – Monthly issue of registration
                                         forms.• Local Authority / Housing
Scottish Unitary South Ayrshire          • New Citizen Leaflet & Applications issued
                                         to Registrars in the Unitary Authorities to be
                                         used within the information packs issued
                                         during Citizenship Ceremonies.• Land
                                         Register – Monthly issue of registration
                                         forms.• Local Authority / Housing
Scottish Unitary Clackmannanshire        Monthly lists of changes from 2 councils and
                                         a full list from one other (
                                         Clackmannanshire) are used each month or
                                         when sent to send registration forms and a
                                         standard letter whether "new" names are
                                         indicated. A second form and stronger letter
Scottish Unitary Falkirk                 Monthly lists of changes from 2 councils and
                                         a full list from one other (
                                         Clackmannanshire) are used each month or
                                         when sent to send registration forms and a
                                         standard letter whether "new" names are
                                         indicated. A second form and stronger letter
Scottish Unitary Stirling                Monthly lists of changes from 2 councils and
                                         a full list from one other (
                                         Clackmannanshire) are used each month or
                                         when sent to send registration forms and a
                                         standard letter whether "new" names are
                                         indicated. A second form and stronger letter
Scottish Unitary Dumfries and Galloway                                                 0




Scottish Unitary Argyll and Bute         Evidence: DABVJB Reporting Framework -
                                         ER1 Monthly Update Statistics, ER4 Pro-
                                         Active Rolling Registration Statistics (we
                                         source information from "other records" and
                                         issue voter Registration forms e.g. attainers,
                                         Finance and Assessor Council Tax to name
Scottish Unitary East Dunbartonshire   Evidence: DABVJB Reporting Framework -
                                       ER1 Monthly Update Statistics, ER4 Pro-
                                       Active Rolling Registration Statistics (we
                                       source information from "other records" and
                                       issue voter Registration forms e.g. attainers,
                                       Finance and Assessor Council Tax to name
Scottish Unitary West Dunbartonshire   Evidence: DABVJB Reporting Framework -
                                       ER1 Monthly Update Statistics, ER4 Pro-
                                       Active Rolling Registration Statistics (we
                                       source information from "other records" and
                                       issue voter Registration forms e.g. attainers,
                                       Finance and Assessor Council Tax to name
Scottish Unitary Fife                  Records checked include: death records
                                       (daily); Council Tax records (canvass);
                                       Owners of new Council Tax properties
                                       (weekly); housing records - new Council
                                       tenants (registration form in tenancy pack),
                                       some housing bodies (notification of tenancy
Scottish Unitary Glasgow City          Notification of new owners and tenants is
                                       received on a regular basis from council tax.
                                       Death certificates are received daily from
                                       the registrar. Details of all new
                                       developments are received from building
                                       control. Valuation staff send registration
Scottish Unitary Aberdeen City         Information from Registrars and Council Tax
                                       are processed on a daily basis. Council
                                       Housing tenancy changes processed on a
                                       weekly basis. Information from
                                       residential/care/nursing homes,educational
                                       halls of residences, private landlords
Scottish Unitary Aberdeenshire         Information from Registrars and Council Tax
                                       are processed on a daily basis. Council
                                       Housing tenancy changes processed on a
                                       weekly basis. Information from
                                       residential/care/nursing homes,educational
                                       halls of residences, private landlords
Scottish Unitary Moray                 Information from Registrars and Council Tax
                                       are processed on a daily basis. Council
                                       Housing tenancy changes processed on a
                                       weekly basis. Information from
                                       residential/care/nursing homes,educational
                                       halls of residences, private landlords
Scottish Unitary Eilean Siar           The ERO has in place routines for the
                                       inspection of records held by: Council tax
                                       valuation; Council tax benefits and finance;
                                       Housing Service; Education Service; HMO
                                       licensing.
Scottish Unitary Highland              The ERO has in place routines for the
                                       inspection of records held by: Council tax
                                       valuation; Council tax benefits and finance;
                                       Housing Service; Education Service; HMO
                                       licensing.
Scottish Unitary North Lanarkshire     New Council Taxpayer, New Houses,
                                       Deceased Notices from Registrar, Council
                                       Tax and Housing Unoccupied properties and
                                       Pilot Private Landlords Register.
Scottish Unitary South Lanarkshire    New Council Taxpayer, New Houses,
                                      Deceased Notices from Registrar, Council
                                      Tax and Housing Unoccupied properties and
                                      Pilot Private Landlords Register.


Scottish Unitary East Lothian         Electronic lists of new Council Tax payers
                                      are received monthly from each of our four
                                      constituent councils.The entries on these
                                      lists are checked against existing elector
                                      details in each household and where
                                      appropriate a letter is issued to each
Scottish Unitary Edinburgh, City of   Electronic lists of new Council Tax payers
                                      are received monthly from each of our four
                                      constituent councils.The entries on these
                                      lists are checked against existing elector
                                      details in each household and where
                                      appropriate a letter is issued to each
Scottish Unitary West Lothian         Electronic lists of new Council Tax payers
                                      are received monthly from each of our four
                                      constituent councils.The entries on these
                                      lists are checked against existing elector
                                      details in each household and where
                                      appropriate a letter is issued to each
Scottish Unitary Midlothian           Electronic lists of new Council Tax payers
                                      are received monthly from each of our four
                                      constituent councils.The entries on these
                                      lists are checked against existing elector
                                      details in each household and where
                                      appropriate a letter is issued to each
Scottish Unitary Orkney Islands                                                    0




Scottish Unitary Shetland Islands                                                  0




Scottish Unitary East Renfrewshire                                                 0




Scottish Unitary Inverclyde                                                        0




Scottish Unitary Renfrewshire                                                      0
Scottish Unitary Scottish Borders                                                 0




Scottish Unitary Angus                Council Tax data-base as at 15 October is
                                      provided by constituent local authorities and
                                      checked prior to publication on 1 December.
                                      Housing departments also provide tenancy
                                      details at this time and this information is
                                      similarly actioned. Education departments
Scottish Unitary Perth and Kinross    Council Tax data-base as at 15 October is
                                      provided by constituent local authorities and
                                      checked prior to publication on 1 December.
                                      Housing departments also provide tenancy
                                      details at this time and this information is
                                      similarly actioned. Education departments
Scottish Unitary Dundee City                                                       0




South East      Adur                                                              0




South East      Arun                  Checks are made of Council Tax records
                                      throughout the year as well as housing
                                      records to check for empty homes. Council
                                      Tax provide a schedule of empty homes and
                                      holiday/second home properties in
                                      November each year which is checked
South East      Ashford               There is daily use made of Council Tax
                                      records, these are directly available to all
                                      members of the Electoral Services Team .
                                      This helps to clarify who is resident at what
                                      address, when they moved and where to
                                      and can help with resident/property queries
South East      Aylesbury Vale        Regular reports from Registrar of Births &
                                      Deaths. Building Control monthly reports
                                      received to identify completed properties to
                                      send a voter registration form. Council tax
                                      records checked for occupiers of new
                                      properties on an ongoing basis. Regular
South East      Basingstoke & Deane




South East      Bracknell Forest      Mini canvass undertaken in February of an
                                      election year, including notices to empty
                                      properties. An agreement has been
                                      reached with Ctax to send out RR forms to
                                      new and changed accounts from 15 October
                                      each year. Ctax lists of new or changed
South East   Brighton & Hove   At canvass time we employ a team of
                               canvassers to deal directly with
                               residential/care/nursing homes and HMO
                               landlords. We also receive lists of students
                               from the two Universities and make contact
                               with homeless shelters and Brighton Marina,
South East   Canterbury                                                    0




South East   Cherwell          Ctax supply us with a list weekly detailing all
                               new, demolished, adapted and exempt
                               properties. We also receive the deceased
                               list from the local registrar of births, deaths
                               and marriges.
South East   Chichester                                                      0




South East   Chiltern                                                        0




South East   Crawley           Close liaison with Council tax colleagues
                               throughout the year. Including use of
                               Council Tax records to resolve queries. Use
                               of information provided to other Council
                               services on new residents and residents that
                               have moved.
South East   Dartford          Contact with Housing - Movement lists,
                               record access: Death List - deletions and
                               new applications sent to new household
                               entrants: Contact with Council Tax - records
                               access and Valuation Office lists. Web site
                               and marketing collaboration with
South East   Dover             Arrangements made for rolling registration
                               forms sent to all households that have
                               change of details on Council Tax records.
                               Rolling registration forms also sent when a
                               change of tenancy occurs within Council
                               Housing stock. When processing claims we
South East   East Hampshire




South East   Eastbourne        A registration form is sent out on daily basis
                               with Council Tx new bills. Provision of a
                               welcome letter, information leaflet and
                               registration form are provided for citizenship
                               cermonies. Council Tax access is available
                               in our office - Used on a frequent basis to
South East   Eastleigh       The ERO gives the Council Tax department
                             an invitation to be sent out with the Council
                             Tax information to all new residents. The
                             invite asks residents to register with the
                             electoral registration office. We receive
                             weekly updates from the local registrar of
South East   Elmbridge       The ERO liaises throughout the year to
                             establish current state of properties e.g. with
                             developers of new properties and with
                             housing associations refurbishing large
                             numbers of temporarily empty properties.
                             The ERO also checks on the state of
South East   Epsom & Ewell                                                 0




South East   Fareham         Liaison with Council Tax colleagues to
                             identify new residents / changes of address
                             and then write out on monthly basis with
                             rolling registration form(s). Liaison with
                             Registrar to identify and conatct new
                             citizens.
South East   Gosport




South East   Gravesham       As last year we believe we exceed the
                             standard. We use data from various
                             sources within the Council as well as
                             information from outside. We ensure we
                             receive monthly updates. We are in regular
                             contact with our planning, houseing and
South East   Guildford       New residents are sent a rolling registration
                             form with their Council Tax welcome pack
                             and this has generated an average of 64
                             registrations per month. Similarly, council
                             housing new tenants are all invited to
                             register when they sign up for their property
South East   Hart            Participation in the the authorities
                             Residential update project during the year.
                             Death records proactively examined from
                             neighboring electoral authorities. Work
                             undertaken via update project to capture
                             changes form Revenues and Benefits during
South East   Hastings        The ERO liaises closely with Council Tax,
                             the Guardian of the Local Land and Property
                             Gazeteer (LLPG) and Housing Departments
                             to assist in verifying and updating entries
                             amd ensuring that properties, addresses
                             and names match up.We also follow up on
South East   Havant          There is frequent liason in particular with the
                             Council Tax service throughout the year and
                             other records are inspected periodically.
South East   Horsham                                                       0




South East   Isle of Wight   We may qualify for Level 4 "Above the
                             performance standard" as our Council Tax
                             (Revenues) Section sends out blank rolling
                             registration forms and a covering letter to
                             every property where there is a change of
                             Council Tax payer. Around 10,000 of these
South East   Lewes                                                         0




South East   Maidstone       Council Tax supply a list of new Council Tax
                             payers each month and we send out rolling
                             registration forms to each property. Council
                             Tax records are also used at canvass time
                             to check information. The County Council
                             supply the Death List each week and the
South East   Medway          Council Tax valuers continue to give
                             registration forms to new householders
                             when visiting properties for banding. Use C
                             Tax, LLPG, Street Naming and and
                             Numbering and death records during rolling
                             registration and annual audit.
South East   Mid Sussex      LLPG records are used during the course of
                             the year to identify new builds where new
                             electors need to be contacted; to identify
                             alterations to existing properties and to
                             update the Register of Electors with any
                             alterations to naming and numbering of
South East   Milton Keynes                                                0




South East   Mole Valley                                                   0




South East   New Forest                                                    0




South East   Oxford                                                        0
South East   Portsmouth




South East   Reading              The electoral register database entries are
                                  compared routinely with the council tax
                                  database (Academy) at regular intervals
                                  during rolling registration and canvass. The
                                  Registrar's List is used once a fortnight to
                                  update the register. Nursing Homes are
South East   Reigate & Banstead   Throughout the year rolling registration
                                  forms are sent out with Council Tax inviting
                                  new residents to register. Council Tax
                                  records are inspected and the records of
                                  death's are received on a weekly basis and
                                  the names are removed from the register,
South East   Rother




South East   Runnymede                                                           0




South East   Rushmoor             Mini Canvass, publicity through council tax
                                  magazine - arena, forms issued with Council
                                  Tax registration forms. In addition to
                                  statutory information contacts have been
                                  made with other potential sources like
                                  educational establishments, the local military
South East   Sevenoaks            1. Throughout the year and during the
                                  annual canvass, checks are made of the
                                  Council's council tax and social housing
                                  records to obtain information (if necessary).
                                  2. Council tax provide a weekly list of
                                  "movements" and rolling registration forms
South East   Shepway




South East   Slough               We currently use the Council Tax and
                                  Housing Benefits system to verify
                                  information. Council Tax and Housing
                                  agreed to send out Voter Registration forms
                                  with all of their Welcome Packs for new
                                  occupiers. We also use the help of Slough's
South East   South Bucks          Regular reports from Registrar of Births &
                                  Deaths. Building Control monthly reports
                                  received to identify demolished and
                                  completed properties to send a voter
                                  registration form. Council tax records
                                  checked for occupiers of new properties on
South East   South Oxfordshire     Use council tax records throughout the year
                                   and during the canvass period.




South East   Southampton                                                          0




South East   Spelthorne            Where new residents have moved into a
                                   property we ask them if previous occupiers
                                   have moved out and then deal with these
                                   under a review process. We also write to
                                   residential and care homes during the year
                                   to establish whether electors still resident
South East   Surrey Heath                                                         0




South East   Swale                 Information about registering to vote sent to
                                   those who have moved into the area via
                                   Council Tax and Customer Service Centre,
                                   and also via Housing Benefits Service. We
                                   also have regular features in Inside Swale
                                   about registering to vote.
South East   Tandridge




South East   Test Valley                                                          0




South East   Thanet




South East   Tonbridge & Malling   Tonbridge and Malling Electoral Services
                                   (ES) have a comprehensive set of policies
                                   and procedures that set out what is done,
                                   and how it is monitored. Council tax provide
                                   a list of newly occupied properties on a
                                   weekly basis, and ES staff send letters and
South East   Tunbridge Wells       This year access to Council Tax system has
                                   been granted. Therefore checks can be
                                   made be verify if electors have moved.
                                   Council Tax send out a family rolling
                                   registration form to new occupiers and void
                                   properties throughout the year. Nursing
South East   Vale of White Horse                                                   0




South East   Waverley                                                              0




South East   Wealden                Regular reports listing properties with new
                                    residents are received from Council Tax
                                    Section and rolling registration claim forms
                                    are then sent to those properties - year
                                    round activity. Access to Council Tax
                                    records also allows Electoral Services Staff
South East   West Berkshire         Continuous cross checking is carried out
                                    throughout the year with Council tax and
                                    other records.



South East   West Oxfordshire       Council Tax and registrar records of deaths
                                    are proactively used throughout the year, as
                                    necessary. It would not, however, be true to
                                    say that (as an example) we check every
                                    council tax record as a matter of course.
                                    The Electoral Registration Officer does not
South East   Winchester             Council tax records are used throughout the
                                    year to identify those properties where there
                                    are new residents. A list is sent through
                                    from Council Tax every week showing the
                                    accounts where there have been changes,
                                    and rolling registration forms are sent out to
South East   Windsor & Maidenhead                                                 0




South East   Woking                 Council Tax records and LLPG records are
                                    checked to confirm properties and
                                    occupancy details. All empty properties are
                                    contacted following the annual canvass with
                                    voter registration forms. Council Tax records
                                    are used to confirm empty properties and
South East   Wokingham              Use records from Registrar's office in both
                                    Wokingham and Reading - Reading is also
                                    selected because of the location of Royal
                                    Berks Hospital. Also use Council tax
                                    records. We maintain regular contact with
                                    Residential Care Homes and also contact
South East   Worthing                                                           0
South East   Wycombe                      We have a good relationship with our
                                          Council Tax section, and information is
                                          frequently exchanged. Regular notification
                                          of deaths within the district is received from
                                          the Registrar. Canvassers hand-deliver form
                                          As during canvass period and are required
South West   Bath & North East Somerset                                                  0




South West   Bournemouth                                                                0




South West   Bristol                                                                    0




South West   Cheltenham                                                                 0




South West   Christchurch                                                               0




South West   Cornwall                     Rolling Registration Forms are supplied to
                                          Council Tax Departments to send out with
                                          new and amendment C/T notifications.
                                          Monthly lists received via Council Tax from
                                          Registrar of Births, Deaths & Marriages.
                                          Quarterly checking of empty properties from
South West   Cotswold                     Council Tax, land charges and LLPG
                                          records are used to identify new
                                          residents/properties, which are then
                                          contacted. However, we do not use all of
                                          the external agencies identified in paragraph
                                          4.18 of Part J of the EC Guidance.
South West   East Devon                                                               0




South West   East Dorset                                                                0
South West   Exeter                                                       0




South West   Forest of Dean                                               0




South West   Gloucester                                                   0




South West   Mendip                                                       0




South West   Mid Devon                                                    0




South West   North Devon      The ERO is pro-active in identifying and
                              contacting persons who may be entitled to
                              register. Information is received monthly
                              from council tax concerning new accounts;
                              information concerning new properties and
                              developments is received from Street
South West   North Dorset                                                 0




South West   North Somerset                                               0




South West   Plymouth                                                     0




South West   Poole                                                        0
South West   Purbeck                 The ERO has access to the Council tax
                                     database and regularly uses these to cross
                                     match records throughout the year. Also a
                                     leaflet is sent with all new Council Tax
                                     billings to encourage people to register at
                                     their new address. The planning section
South West   Sedgemoor                                                             0




South West   South Gloucestershire                                                 0




South West   South Hams                                                            0




South West   South Somerset                                                        0




South West   Stroud                  Records held by other Units within the
                                     Council are used on a daily basis to verify
                                     information, for example Council Tax
                                     records and by Sheltered Housing Officers.
                                     Council Tax staff also contact the Elections
                                     Unit on a daily basis to advise of any
South West   Swindon                 The ERO uses Council Tax and Housing
                                     records to update the register throughout the
                                     annual canvass. We also hold detailed
                                     notes of residential/care homes and make
                                     contacts with them to during the year to
                                     assist electors. (For detailed evidence see
South West   Taunton Deane                                                        0




South West   Teignbridge             We are maintaining the high standard as
                                     before with the addition of a fully integrated
                                     LLPG which will now automatically identify
                                     all new properties and alert the LLPG officer
                                     to any changes made within the Electoral
                                     Management Software..
South West   Tewkesbury                                                             0
South West   Torbay                Access to Council's call centre database
                                   dealing with all council tax and housing
                                   benefit enquiries. Rolling registration form
                                   sent to all appropriate households.


South West   Torridge                                                             0




South West   West Devon            A claim form is sent to every new resident in
                                   the area within a welcome letter sent by
                                   council tax. A weekly list is received from
                                   council tax identifying new properties which
                                   is checked to make sure the property is
                                   listed and another form is sent, perso
South West   West Dorset           Records held by Council Tax and the
                                   Registrar of Births/Deaths are used and
                                   checked throughout the year. The Land
                                   Charges and Council Tax teams also
                                   dispatch voter registration forms when they
                                   are contacted by customers. In the case of
South West   West Somerset                                                      0




South West   Weymouth & Portland   Records of deaths are supplied by the
                                   Registrar of Births/Deaths are used and
                                   checked throughout the year. The Council
                                   Tax team for WDDC & WPBC dispatch a
                                   joint voter registration form when they are
                                   contacted by customers changing
South West   Wiltshire             Information received from Land Charges,
                                   Street Name and Numbering and Council
                                   Tax for new build properties so registration
                                   forms can be sent out. Council tax and
                                   LLPG used to verify properites and
                                   occupants. Weekly list of deceased electors
Wales        Blaenau Gwent         We check the records as and when required
                                   ie daily, weekly, monthly basis: Council Tax,
                                   Registrar of Births & Deaths, street naming
                                   and numbering. We also maintain the Local
                                   Land Charges Register and carry out Local
                                   Authority Searches, we use this information
Wales        Bridgend                                                           0




Wales        Caerphilly                                                           0
Wales   Cardiff            Very little documentary evidence was
                           retained.




Wales   Carmarthenshire    Contact is made with sources such as
                           planning, housing, rolling registration,
                           residential homes, civil registration to
                           maintain the accuracy of the register
                           throughout the year.
Wales   Ceredigion         I receive Death Notifications from the
                           Registrars in the County. Also receive
                           notifications from Council Tax and Planning
                           Section in relation to new/amended
                           properties
Wales   Conwy              We use the following records regularly to
                           verify and validate entries on the register of
                           electors: Council Tax, Housing Benefit
                           extracts, Cartrefi Conwy (RSL), Register of
                           HMOs, records from the Registrar of Births
                           and Deaths, Residential Homes. In
Wales   Denbighshire       Every Monday the electoral section will
                           receive a data file from the Council Tax &
                           Housing Benefit Section containing details
                           of occupation changes and new claims. A
                           member of the electoral department will
                           work through the list and send out a
Wales   Flintshire                                                          0




Wales   Gwynedd                                                             0




Wales   Isle of Anglesey                                                    0




Wales   Merthyr Tydfil     Connections made with Council Tax,
                           Registrar Office, Estates, and Planning have
                           been consistently developed over recent
                           years to the stage where we now have a
                           reliable support network of experienced
                           officers throughout these relevant
Wales   Monmouthshire                                                 0
Wales         Neath Port Talbot       The following records are routinely checked
                                      to verify and validate data held on the
                                      electoral register; Council Tax Valuation
                                      Records, Valuation Report Updates,
                                      Planning Report Updates, Street Name &
                                      Numbering Updates, Registrar of Deaths
Wales         Newport                 Council tax section provides a weekly report
                                      of new accounts. Registrar of Births Deaths
                                      and Marriages confimrs deaths on a weekly
                                      basis. Our council tax section also inform us
                                      of properties occupied by students.
Wales         Pembrokeshire                                                           0




Wales         Powys                                                                   0




Wales         Rhondda, Cynon, Taff    Use all information sources available e.g.
                                      Council Tax records, Housing Association
                                      vacant properties etc to inform the register.



Wales         Swansea                                    #REF!




Wales         The Vale of Glamorgan   The ERO uses information from Council Tax
                                      / Housing to maintain the register of
                                      electors, records are kept of this during the
                                      Annual Canvass period only. Deceased
                                      lists are cross referenced weekly and stored
                                      on file. The Council will be shortly
Wales         Torfaen                 Torfaen uses its Council Tax personnel to
                                      check queries (whether electors are still
                                      resident, spelling of names, names not able
                                      to read) during the year and annual
                                      canvass. ER had agreement with CT to
                                      distribute rolling registration forms to
Wales         Wrexham                 Council Tax, housing and registrar
                                      notifications are all used to verify and
                                      update the register.



West Midlands Birmingham                                                              0
West Midlands Bromsgrove             Access to Council Tax for checking
                                     purposes. Applications sent out where there
                                     is a change of residents. Customer Services
                                     Centres are pro-active where new
                                     applications are required.
West Midlands Cannock Chase          ROLLING REGISTRATION FORMS ARE
                                     PROVIDED VIA IN HOUSE LETTINGS,
                                     COUNCIL TAX, RECEPTIONS AND ALSO
                                     TO ALL LIBRARIES. INSPECTIONS ARE
                                     MADE AS AND WHEN NECESSARY WITH
                                     COUNCIL TAX IF ANOMALIES OR
West Midlands Coventry               Weekly reports throughout the year from the
                                     Register of Births, Deaths and Marriages;
                                     Regular contact by telephone with Council
                                     Tax for the resolution of queries; Forms
                                     distributed by Council Tax with all bills to
                                     new households; Full reports requested and
West Midlands Dudley                 Evidence: - Death Lists from PCT, Council
                                     tax checks done electronically, emails
                                     received from contact centre for change of
                                     address notifications


West Midlands East Staffordshire




West Midlands Herefordshire          Council tax records are checked to clarify
                                     movement of electors. We receive weekly
                                     updates from the Registration Service
                                     detailing deaths. We receive information
                                     from Housing Association and Letting
                                     Agencies of new occupancies
West Midlands Lichfield                                                               0




West Midlands Malvern Hills          We access Council Tax Information system
                                     to confirm information. Monthly we receive
                                     copies of the Valuation List giving details of
                                     new builds so we can then make contact.
                                     Customers Services staff send out
                                     Household Voter Registration Forms with
West Midlands Newcastle-under-Lyme




West Midlands North Warwickshire     use of information from registrars - council
                                     tax records - housing records
West Midlands Nuneaton & Bedworth                                                   0




West Midlands Redditch                  Access to Council Tax for checking
                                        purposes. Applications sent out where there
                                        is a change of residents. Customer Services
                                        Centres are pro-active where new
                                        applications are required - as part of the
                                        Electoral Shared Services SLA with
West Midlands Rugby                     Claim forms and an explanatory letter are
                                        sent by Council Tax to the housholders who
                                        move property. The forms are sent with the
                                        council account issued for the remainder of
                                        the council tax year. During the canvass
                                        peiod for 2010 it is proposed to consult with
West Midlands Sandwell




West Midlands Shropshire                                                            0




West Midlands Solihull




West Midlands South Staffordshire       Identify new householders from Council Tax
                                        who send a rolling register form to
                                        households for us.



West Midlands Stafford                                                              0




West Midlands Staffordshire Moorlands   Internally the ERO uses the CRM system
                                        daily which provides information on new
                                        residents, residents moving within the
                                        District and deceased residents, the ERO is
                                        informed of a new property from the LLPG
                                        (in order to see if residents have moved in
West Midlands Stoke-on-Trent            Development control records used to
                                        identify new properties / developments. Site
                                        visits are made to new residential
                                        developments. Where possible a meeting is
                                        arranged with the sales office to formulate
                                        the best way of ensuring that registration
West Midlands Stratford on Avon   Council tax records are checked on a daily
                                  basis. All new properties are written to in
                                  case missed they have been missed on
                                  Council Tax. Also Council tax send a rolling
                                  reg form to new applicants.
West Midlands Tamworth            as per paragraph 4.19 of the guidance as
                                  well as making use of council available
                                  records the ERO liaises with Council Tax
                                  Services to ensure that forms are sent out to
                                  residents when properties become newly
                                  occupied.
West Midlands Telford & Wrekin                                                0




West Midlands Walsall             During 2009 we obtained records from the
                                  Walsall Housing Group and wrote to as
                                  many as we could. We also receive weekly
                                  notices of deaths from the Registrar of
                                  Births & Deaths and these are removed.We
                                  also used council's tax database during the
West Midlands Warwick             WDC print own ER3 and give supply to each
                                  Warwickshire District - Kenilworth, Warwick,
                                  Lillington & Whitnash and in Town Hall,
                                  Leamington Spa. Council Tax department
                                  send out a form with new occupier pack and
                                  the Housing Dept include a form in new
West Midlands Wolverhampton       Records from Council Tax are checked
                                  constantly ,Registrar of Births & Deaths
                                  provide daily death records. Housing Benefit
                                  and Housing databases are checked as
                                  necessary.
West Midlands Worcester           We use Council Tax records. Each week
                                  we receive a list of deaths from the
                                  Registrar and a list of burials and
                                  cremations from our Crematorium. We
                                  receive a weekly list from Planning re new
                                  builds and alterations and from Technical
West Midlands Wychavon            We use Council Tax and benefits systems to
                                  collect information and follow the audit trail
                                  to contact customers we know have moved.
                                  Our Contact Centre staff pro-actively pick up
                                  information from customers who report
                                  changes of address and hand out
West Midlands Wyre Forest                                                        0




Yorks &        Barnsley           The section receives notifications of deaths
Humber                            from BD&M and amends the register to
                                  reflect this information. Council Tax send
                                  out a voter registration form when someone
                                  new moves into a property. All two year non
                                  responders who have been deleted have
Yorks &   Bradford                                                               0
Humber




Yorks &   Calderdale                                                             0
Humber




Yorks &   Craven                                                                 0
Humber




Yorks &   Doncaster                                                              0
Humber




Yorks &   East Riding of Yorkshire
Humber




Yorks &   Hambleton                                                              0
Humber




Yorks &   Harrogate                  Housing department provide a rolling
Humber                               registration form in their home movers pack.
                                     The ERO receives and processes lists of all
                                     deaths in the area. The ERO requests
                                     information regarding the previous
                                     addresses of all persons registering to vote
Yorks &   Kingston upon Hull         Areas are targeted and checked against
Humber                               Council Tax on a regular basis, particularly
                                     vacant properties. An exercise involving
                                     checking all vacant properties is carried out
                                     on an annual basis prior to the canvass.
Yorks &   Kirklees                   The ERO continues to use a number of
Humber                               records to ensure a complete and accurate
                                     register. These include council tax records
                                     which are used both during the canvass and
                                     throughout the year. Towards the end of the
                                     canvass all two year non-responding
Yorks &   Leeds
Humber                               actioned on a weekly basis

                                     occupiers during the rolling registration
                                     period (December to August)
Yorks &   North East Lincolnshire   A weekly list of deaths is received from the
Humber                              Registrar's. Access is permitted to the
                                    council tax computerised system.
                                    Notification is received from the council's
                                    street name and numbering officer of new
                                    properties. Regular lists are received from
Yorks &   North Lincolnshire                                                       0
Humber




Yorks &   Richmondshire             We check against Council Tax and Housing
Humber                              records. Both sections, Community Offices,
                                    HIVE (Army) have supplies of forms.
                                    Contact is made to properties where
                                    electors have recently moved. All new
                                    properties receive registration form.
Yorks &   Rotherham                 We receive data from C Tax every week and
Humber                              write to potential new occupiers with rolling
                                    registration forms and explanation. We
                                    receive info from Registrars of BDM in
                                    Rotherham and colleagues in S Yorks let us
                                    know of deaths reported to them. We also
Yorks &   Ryedale                   Council Tax and NNDR records and LLPG
Humber                              records are used throughout the year to
                                    verify and validate data held. Details of new
                                    properties are routinely passed from the
                                    LLPG section and added to the register and
                                    registration forms sent out.
Yorks &   Scarborough               Voter registration forms are sent out with
Humber                              any new Council Tax bills for residents who
                                    have moved into or within the Borough.
                                    Building Control provide a periodic lists of
                                    new property completion notices and we
                                    cross reference with Council tax and send
Yorks &   Selby
Humber




Yorks &   Sheffield                 Electoral Services staff have access to the
Humber                              Council Tax system. That access is used to
                                    verify the information held on the register
                                    and to identify properties where there may
                                    be eligible residents who are not registered,
                                    so that a registration forn can be sent.
Yorks &   Wakefield                 Liaison with Council Tax; Wakefield District
Humber                              Housing; Registrars - notification of deaths
                                    and 'new citizen' ceremonies; Other council
                                    departments, e.g. domestic violence team,
                                    asylum team; participation in EC home
                                    mover campaign.
Yorks &   York
Humber
mpleteness and accuracy of electoral registration records
               Performance standard 2                            Performance standard 3
               The property database is maintained on a          Canvassers are required to carry out house-
               continuous basis throughout the year, using       to-house enquiries at properties that have
               information provided by the Council's             received two canvass forms, but have
               Property Gazatteer Officer. The notification      submitted no response. Canvassers are
               includes a UPRN for each property being           provided with details from the Electoral
               created, a plan showing the location of the       Registration system of properties that have
               The ERO has a good working relationship           There is a well documented canvass plan
               with the Council's GIS secton to maintain         and statistics available identifying those
               the property database. This provides              properties that have not responded and
               information and access directly or indirectly     detailing how and when the personal
               to other council records. As indicated last       canvass should be carried out. Canvassers
               year, the GIS manager is of the opinion that      worksheets with records, dates and times of
                                                             0                                               0




               Democratic Services notify statutory              We have a written plan detailing the
               organisations of Street Naming and                timetable and allocating actions for the
               Numbering (including Royal Mail) and new          annual canvass, in addition we evaluate how
               properties are included onto the data base        the canvass has worked with a view to year
               at this stage. In addition we check with          on year improvement. We do struggle to
               other Council Departments to find out about       recruit sufficient canvassers and this is in
               Weekly notification of planning applications      Canvassers are required to make at least
               and building control reports, information         two personal visits and record those visits as
               from council tax as required and comparison       documented in the canvass plan.
               with LLPG data.


                                                            0                                                    0




               The ERO makes checks against external             Where a property has not responded to the
               sources such as Royal Mail records. The           annual canvass the canvassing plan
               Councils departments are also checked on          requires at least 3 house to house enquiries.
               a daily basis such as GIS/Building                Each house to house enquiry is recorded by
               Control/Development Control/Council               the canvasser of the outcome of the visit.
               Tax/Land Charges. During Canvass period
               New properties are identified through the         A written canvass plan was introduced for
               annual canvass process. The addition of           the 2009 canvass. This contains provision
               new properties outside the canvass was            for house to house enquiries during the
               maintained by the IT Support Officer but          canvass if no response is received to a first
               following the retirement of the postholder in     registration form and reminder. It also
               July 2009 and the Electoral Services              identifies how and when house to house
                                             0                                                 0




                                             0                                                 0




We continue to use internal sources such as       We continue to carry out the canvass as
Council Tax - daily, Local Land Charges -         directed under specific timescales and have
ad hoc, Planning and Building Control and         seperate guidelines and instructions for
Highways for street name and numbering            canvassers. We provide information in other
information - bi-monthly reports. We have         languages, liaise with Derby Homes (who
also this year started liaising with the LLPG     look after Council House stock) to gather
                                              0                                              0




The Council's Property Gazetteer provides          Training of Canvassers is carried out and
information on a continuous basis to ensure       they have a comprehensive guide to their
the database is up to date. Council Tax           duties, which includes a timetable for house-
records are cross referenced if properties        to-house enquiries. They are made aware of
are not on our database and applications          the timeteable for meeting obejectives
have been received.                               contained in the quide. Canvassers are
                                           0                                                  0




                                             0                                                 0




Records used and inspected:Council tax            Canvass team created and employed for
Records, Births and deaths, Land and              2009 canvass to ensure proper conduct of
property gazeteer, street name and                door to door enquiries of non responding
numbering, matching of UPRN's to gazeteer         households. Canvass return this year is up
                                                  by almost 7% on 2008 - 86% to 92.8%
                                             0                                                 0
Main points of contact are LLPG and council     Some additonal steps are being considered -
tax. Royal Mail website also used to verify     statistics relating to canvasser performance
postal addresses. Action also taken if          for comparison purposes have not been in
correspondence is returned 'address             place up to this year, however, steps have
inaccessible. During canvass, canvassers        been taken to ensure that this can be
are required to report any new properties       performed following future canvasses.
                                            0                                                0




Evidence in support - schedule of details    Evidence in support: Canvassing Planning
and activites undertaken and lists of        document, Risk Register, Registration
Residential Care Homes                       form,Canvasser information pack,
                                             Canvasser Instructions, Canvasser Person
                                             Specification, Canvasser Training
                                             Presentation, Language Booklet, Canvass
LLPG used to update property records with Canvass plan for house to house enquiries
UPRN to ensure CORE compliancy.              ensures completeness and accuracy of
Building Control / Land Charges inform us of records Canvassers performance is closely
new residential developments and street      monitored and bonus paid to canvassers
numbering plans. Canvassers are provided with a 97% return rate. Canvassers are
with a sheet to note any new houses/flats    made aware of difficult areas through the
                                           0                                           0




                                            0                                                     0




The ERO works with the planning                 The ERO ensures as far as possible that all
department to maintain an accurate property     properties not responding to the annual
database. The ERO is provided with              canvass form are subject to at least one
information about the name and numbering        personal visit. Areas which are not covered
scheme for new properties and alterations to    by a canvasser are predominantly rural in
existing properties made to the LLPG.           character and are traditionally areas with a
Occasionally check with Royal Mail,             We will undertake a mini canvass of non-
particularly in respect of post codes.          responding and void properties in early 2010
                                                to ensure that as full and accurate as
                                                possible register is available for the
                                                forthcoming UK Parliamentary election.
Records used as necessary: Local Land           At the third stage of the canvass every non
Charges, Planning, Council Tax and              responding property is visited. Where there
Housing. Electoral Services Staff have          is no response to the call a third form is left
viewing access to Council tax database. In      with a "final reminder" slip. The canvassers
addition the Royal Mail postcode checker        are asked to complete a Record of Visits to
and MapInfo are used to establish property      indicate whether a form was collected, a
We proactively use external sources to          We have retained all our canvass results
update and validate the database. These         records which can be inspected together
include Royal Mail and some of our more         with a canvassing plan.
experienced canvassers. This can be
evidenced by a statement demonstrating the
records checked and the frequency
                                              0                                                    0




Due to the introduction of the Data               The ERO has a comprehensive operational
Standards project we have worked along            plan which covers the evaluation of past
side our LLPG team to become compliant            performance and each of the planning
with our property database. Every effort has      stages for the annual and personal canvass.
been made to make sure all our properties         The personal canvass has been managed in-
have a UPRN and are in the same address           house for the last two years and this year we
                                            0                                                 0




See attached to demonstrate how we have           A canvass strategy and plan is in place and
assessed this standard                            meets the criteria to be above the standard.




Reports are received from the Street              Written guidance and instructions are issued
Naming and Numbering Section (SNN)                to canvassers at the start of the canvass
detailing new properties, changes to existing     period. The instructions incorporate a
property address details and property             timetable for conducting house-to-house
deletions. The data is processed and              enquiries and canvassers are asked to visit
actioned within the elections management          on one or more occasions any "non-
                                            0                                                 0




The property database is maintained               All properties where a canvass form has not
throughout the year from various sources of       been received by mid October are visited by
information : (1) the Council Tax UPRN list,      canvassers and if the form is not obtained at
which identifies all new properties set up for    the first visit a second visit is made. A
Council Tax, is checked on a monthly basis        written plan of the canvass is maintained of
for new properties which are added to the         all actions with target dates of each stage
                                             0    The ERO is able to identify when and how
                                                  house-to-house enquires should be carried
                                                  out.The ERO is able to consider any needs
                                                  or difficulties with particular areas and
                                                  prepare accordingly. All canvasser are
                                                  monitored through out the canvass with
Manual procedure in place to continuously         As a highly rural area, house-to-house
update property database with LLPG                enquiries are currently targetted at the more
updates and amendments. Recent                    populated areas. Canvassers complete a log
introduction of automatic system to further       book of of all house visits. Supervisors
improve accuracy.                                 review progress.
The Local Land Charges Manager/LLPG               We have produced a canvassing strategy
custodian is also a member of the Electoral       which includes a specific plan for carrying
Services team. She updates the Register of        out house-to-house enquiries. Our Visiting
Electors property database on a daily basis,      Officer carries out personal calls, during the
using information from Royal Mail, Valuation      canvass and also throughout the year, to
Office, Building Control, Council Tax. The        households which have not replied to the
Throughout the year all the mentioned               There is a comprehensive written project and
records are used to update the property             risk management plan for undertaking the
database. Information from the LLPG, which          canvass, including training for canvassers
is the definitive list of properties, is received   and monitoring their progress; canvassers
and processed on a monthly basis.                   are only paid for registration forms returned
                                                    and are instructed that the ERO expects




Close liason between the Council's street           The success of the 2008/09 register canvass
naming and numbering section of the                 has resulted in little change to the overall
Planning Department has resulted in a               approach in 2009/10 for Braintree. The 2008
system whereby we are continually updating          rationale continues to be evidenced. In
the Property section of the Electoral register      addition to the canvass electoral registration
for all new developments. We also ensure            staff continue to interrogated the Council Tax
Use of Royal Mail website data base to              between 3 & 4 bullet points 1 - 3 carried out
confirm address and postcodes in                    but not 4 on above performance standard.
supporting the NLPG / Gazeteer data. A
Service Level agreement is in place with the
GIS team to ensure notification of
new/amended/deleted properties together
                                             0                                                  0




We use council tax, Royal Mail and the              We have a very successful annual canvass
Property Gazetteer, also our 'change of             year after year reaching from 96% up to 97%
circumstances form' we act on adding new            every year from 2001 this year 96%. We are
addresses where necessary and then send             intending in trying to do house-to-house
out new rolling registration forms.                 enquiries hopefully next year, we was hoping
                                                    to this year but we had a Parliamentary By-
Council tax,death records and LLPG etc              Targetted canvassing based on level of
utilised as data sources. Canvassers                outstanding canvass returns. Contact with
validata data base when making house to             residents recorded through canvasser
house enquiries.                                    records.


                                               0                                                0
The ERO maintains the property database       The ERO has a Canvasser Handbook
by reference to Council Tax and               detailing the requirements of the canvasser's
planning/buildingcontrol/LLPG records.        role and health and safety guidance in
Newly-built or property conversions are       undertaking house to house enquiries.
entered onto the database and voter
registration forms generated and




                                           0 The ERO has in place a canvass plan which
                                             covers all the elements required to meet the
                                             performance standard. It also contains
                                             elements of level 4 but could not be termed
                                             a strategy and as such the self-assessment
                                             errs towards defining current compliance as
Data from the NLPG already verified          Canvassers validate properties and log all
through other sources such as council tax. new properties
Information on new properties collected by
canvassers


We also act on information received by        We provide training for all canvassers prior
canvassers on new properties to update the    to the personal canvass where they are
database                                      required to make minimum of two attempts
We ask households to make corrections to      at contact. Canvassers make a log of dates
pre-printed addresses on the canvass form.    and times of attempts at contact. We also
If there are errors with the addresses then   encourage canvasers to make contact with
We use Royal Mail to confirm the correct       two year non-responders and we start this
post code, Street Naming and Numbering        process in January after each register is
Department that the address is correct, and   completed.
we also ask canvassers to confirm that
properties still exist.
                                          0                                              0




                                          0 We obtain a response rate over 95% which
                                            is consistent and extremely acceptable. We
                                            way we carry out the canvass works very
                                            well for our area. This forms the basis for
                                            other initiatives which we carry out once the
                                            canvass is finished and the "proof of the




Properties updated on a daily basis with  Extensive plan in place to have a personal
LLPG. Council tax information on a weekly visit to each property. Canvass diaries kept
basis.                                    keeping dates and times of visits and the
                                          result of the visit. Canvassers progress is
                                          monitored on a daily basis and emails sent
                                          each day advising them of their progress.
Street Naming and Numbering provide us         Canvassers are used for house to house
with new properties on a monthly basis.        enquiries in poor responding areas. They
Also Council tax send out Voter Registration   complete records of houses they visit and
Forms in their home movers pack, this will     which properties are empty, holiday, new or
also include new properties. A system is       commercial. And if necessary comment on
now in place to liase with the LLPG to         the voter registration form itself which is
                                           0                                                  0




We have been working closely with the          Canvassers go out after the first postal
LLPG section on the CORE project and we        reminder to chase up non responders
have a more accurate database now.



The ERO receives regular updates from the      The electoral registration strategy includes
LLPG detailing new properties - this is soon   procedures for undertaking house-to-house
to become an automated process with the        enquiries.
introduction of a DTF loader. Further checks
are made against council tax records to
determine whether the property in occupied
Some, but not all, of the elements of the      Some, but not all, of the elements of the
"above the performance standard" criteria      "above the performance standard" criteria as
as per Page 12, Part J Managing Electoral      per Page 15, Part J Managing Electoral
Registration in Great Britain: Guidance for    Registration in Great Britain: Guidance for
Electoral Registration Officers are being      Electoral Registration Officers are being met.
met.




We use returned canvass forms and poll                                                        0
cards, and the reports from our canvassers,
to update the property database.
                                             0                                                 0




                                             0                                                 0




The property database is updated during the       The ERO provides comprehensive
annual canvass by personal canvassers and         procedures to canvassers when carrying out
during the year when required. New                house- to -house enquiries including
properties are added to the database when         contracts, health & safety information and a
information is received from the following (i)    timetable detailing when the personal
Council tax records (ii) Commencement and         canvass should commence and finish. (i)
All addresses are provided through the                                                         0
LLPG department who work with Royal Mail
and Land Registry. We have met the
requirements of BS7666. We are a growth
area so also use records from the planning
department of occupation progress in new
We maintain a property data base                  We have a written canvass plan,which
throughout the year by way of the Local           details the roles and responsibilities of the
Land and Property Gazetter- this is updated       canvassers icluding details for canvassing
with information supplied by the Council's        properties from which we have previously
council tax, planning, environmental              not had a response, We employ around fifty
services departments and through                  electoral canvassers to carry out a house to
                                              0                                                 0




                                             0                                                 0




                                             0                                                 0




                                             0 This has been ticked as we feel we fit this
                                               criteria but we are looking into personal visits
                                               to be carried out throughout the year.
Council Tax & property information records      A personal canvass of all those properties
are checked regularly (including the annual     who have not responded to the annual
canvass period) to verify and validate the      canvass is carried out between the middle of
data held on the electoral register. We have    October and Middle of November.
successfully completed the data matching        Comprehensive records are compiled by
exercise as required by the MoJ.                each canvasser about their visits and this
                                            0                                              0




                                           0                                                 0




                                           0 A specific strategy is in place that meets
                                             'above the performance standard' with the
                                             exception of providing for personal visits to
                                             be carried out through out the year.
                                             Alternative methods are used which utilise
                                             other records such as council tax and




• Council Tax; Planning and Building Control    • The annual registration canvass is
records are all used in a continuous process    conducted with all deliveries via appointed
to update and maintain and verify the           canvassers with precise instructions with
electoral property database.                    regard to locating, canvassing and reporting
• The annual registration canvass is            any new residential units i.e. new, restored
undertaken via personal canvass in all          or property sub-divided into flats etc.
Receive notification from Building              We have a detailed timetable of the Canvass
Control/Street naming and numbering, of all     procedure and monitor results we also
new buildings and have viewing access to        carried out some tasks above the standard.
the LLPG to ensure property placed              A varied approach to the annual canvass is
correctly in the Register of Electors. All      adopted with equality and diversity being a
notifications placed in a file, dated and       paramount consideration.Firstly, in order to
Electoral services receives information and     Comprehensive risk based canvass plan in
updates from the street naming and              place including training strategy for all
numbering officer and links to the GIS          external canvassers. A training evaluation
system. We continue to hold regular             questionnaire is completed following training
meetings with the LLPG and GIS officer to       sessions to ensure staff are fully aware of
monitor progress towards compliance with        their responsibilities and the expectations of
                                            0                                                 0




                                           0                                                 0
                                              0                                               0




                                              0                                               0




See supporting document                           See supporting document




The Elections Office is linked to the             The canvass plan provides for a full personal
Council's Land and Property Gazetteer             canvass of all non responding properties.
through a software link between the               The Borough is divided into 156 canvass
Elections and LPG software. This enables a        areas and all of these areas are canvassed
weekly upload of all property changes             over a six weeks period. Canvassers are
through the year, ranging from post code          required to provide returns on a weekly
LLPG records supplied on regular basis.           Written canvass plan and timetable. All
Information also sought on an ad hoc basis        residential properties are posted up to 3
from Planning and Council Tax                     forms and receive up to 4 visits. Canvasser
departments. City Occupiers Database              performance is monitored throughout the
(COD) team provide information on a               personal canvass stage and canvasser
weekly or daily basis during and in build up      payments are based on performance. Those
The Councils Land and Property Services           A detailed plan for the canvass is produced.
Team supply deatil of new properties,             This includes the canvass timetable and
changes to property use and deletion of           deatils dates for the design of registration
properties. Such reports are cross checked        form, data runs, dispatch of registration
against Council Tax to ensure there is no         forms, appointment and training of
duplication of properties being created.          canvassers and all other associated tasks. In




Both during the annual canvass and                The electoral registration plan 2009/2010
throughout the rolling registration year,         sets out the steps taken to canvass all
queries are checked online against the            properties during the Autumn period and
council tax register and property anomalies       those in respect of rolling registration
addressed. Planning issues regular                throughout the year. The demographic
property updates, which are added to the          breakdown of the borough is considered
                                              0                                               0




                                              0                                               0
                                                 0                                                0




Our Election Unit is also ACML for 2011              The Haringey Canvass process uses a
Census purposes and so, through our                  confluence of Electoral and Census methods
Property Services Unit, "goes beyond"                to maintain high returns in some challenging
LLPG etc.                                            circumstances.


The ERO uses Couincil Tax, planning, the             This standard is partially met, on the bsais
GIS system and the LLPG to maintain the              that it does not currently have a
property database throughout the year.               comprehensive written plan. However, the
Royal Mail is used to check postcodes and            ERO does have a comprehensive system in
address details. Canvassers report new               in place to ensure that all non-responding
and demolished properties.                           properties received a visit. The system is
Performance Standard 2                               Performance Standard 3
We believe we are above the performance              We believe we meet the performance
standard for maintaining the property                standard for house-to-house enquiries.
database.
                                                     We employ door-knockers at the end of the
We maintain the database on a continuous             annual canvass and they are instructed to
                                                 0                                                0




During the annual canvass and rolling                The canvass timetable makes provision for
registration council tax records are checked         an intial form to be delivered by the
on a regular basis. For example prior to             canvasser, then 2 reminders sent via royal
canvass a list of new properties are                 mail, and a reminder delivered by the
obtained from council tax and street naming          canvasser as part of the door to door
and numbering so that any properties not             inquiries. A further final reminder is sent out
1. We use the annual canvass to rigorously           We have a comprehensive canvass strategy
validate and verify the current property             in place, which is reviewed and improved
database and identify any issues or new              each year. We employ canvassers to cover
properties. 2. We check against Council Tax          over 200 canvass areas. Canvassers have
to verify and validate addresses. 3. We use          full written instructions, attend a training
the Royal Mail website for clarifying                session and have all the necessary tools and
                                            0                                                      0




The department has a close working                   The canvass plan outlines when house-to-
relationship with the local authority's street       house enquiries are made to particular
naming and numbering department, the                 properties and canvassers are instructed to
GIS/LLPG team and has access to council              make a minimum of three attempts to get
tax records, all of which are used to ensure         information from householders. All visits are
the property data base is maintained.                recorded on the canvass form given to the
we do check with the Royal mail database                                                         0
but we do not have any access to Land
Registry records.
Meet some but not all of Above the              Meet some but not all of Above the
performance standard criteria.e.g use of        performance standard criteria
Royal Mail



Council tax, council tax local valuation        Min. three calls. Varying canvasser targets
amendments, completions lists, street           according to area. Full monitoring. Further
naming and numbering, LLPG, GIS, and            min two calls before register publication for
planning committee records all checked. List    lowest responding areas and where
of all potential developments maintained        canvasser performance failures. No house to
and all visited before canvass. New             house enquiries outside canvass periods for
                                          0                                                   0




                                           0                                                  0




We use Street Name & Numbering, building        We have a timetable from end of August to
control lists and council valuation record      end of November to cover the Household
updates each month. All returned mail is        Canvass period and then a monthly
checked against Council Tax. Empty              timetable to take account of the Rolling
Property lists are received and acted upon      Register deadlines. This year owing to
each week. Our canvassers are encouraged        moving to a new computer system and the
The register is now linked to the LLPG,         Resources available to electoral services do
where address issues arise which can not        not allow for continuous canvassing. New
be resolved with this mechanism Royal mail      residents are however identified in different
records are further used to resolve property    ways - the one-touch initiative provides all
quires. Additionally Southwark has              new residents in the borough with all the
significant capital regeneration underway       information they need to register for all
                                            0                                                 0




We match LLPG, Council Tax and SNN              Dedicated outreach officer deals with
orders as well as Royal Mail postcodes.         publicity and outreach throughout the year.
                                                All canvassers are given JD's and Risk
                                                Assessments as well as a contract of
                                                employment to sign before they commence
                                                their duties. This year all canvassers made
                                           0                                                  0




Throughout the year the Service is proactive    The Service has a ‘House-to-house
internally and externally to ensure an          canvassing plan’. The Annual Quality and
accurate property database. Internally we       Performance Review (AQPR) of Electoral
work closely with the Local Land and            Services for 2008/09 includes details of the
Property Gazetteer, the Street Naming and       canvass plan. The canvass instructions that
Numbering Officer, Local Land Charges,          are also produced annually then provide
a. Electoral Services continue to use on-line    a. The City Council continues to have a
Council Tax Records to carry out ongoing         written work plan. The work plan links into a
checks. This was especially important            Departmental Business Plan, an Electoral
during this year’s canvass where postal          Services Plan and the Personal
disruptions served to deflate the percentage     Development Plan of all the Electoral
return rate of registration forms and where      Services and Local Land Charges team
                                            0                                                    0




                                             0                                                   0




The ERO is working towards acheiving             The ERO has a detailed canvass procedure
above the performance standard. The team         which includes making house to house
receives regular information in relation to      enquiries to non responding properties in the
new developments and planning                    final stages to the canvass. The ERO also
applications for changes to addresses.           undetook an exercise of preparing guidance
Royal Mail is regularly used in relation to      leaflets to be delivered with the cnavass
Electoral Registration address database has      Personal Canvassers employed to target
been successully matched to the LLPG             non-responding properties with particular
which is interfaced with Building                emphasis placed on those properties from
Control/Planning. Change only updates            which a response has not been received for
(COUs) are exported to the Electoral             a number of years. Canvasser returns
Registration Dataset on a monthly (or more       monitored and final reminder
                                            0                                                0




We get weekly updates from Gazateer                                                              0
Team on new build and demolitions and
also act on any Royal Mail returns for whole
of Democratic Services Division, as well as
our own poll card and postal vote non
delinveries to determing demolitions, to
                                            0                                                    0




Property Gazetteer reports are used to           Canvass plan is used to support the delivery
ensure property records are accurate and         of the annual canvass which includes the
up to date. Street naming and numbering          various stages for printing and distribution of
section of the County Council notify the         canvass forms for non-responding
Elections Office of new developments and         properties, together with recruitment, training
changes to property details. The Planning        and employment of canvassers.
The ERO uses a number of records and             The ERO has a canvass strategy supported
external sources to maintain an accurate         by a timetable which highlights significant
property database: 1) Regular contact with       events and processes undertaken from the
Council Tax staff, 2) Regular contact with       start of the canvass in August to publication
street naming section and planning and           of the register in December. All households
building control sections to identify new        receive a first form and a reminder if they do
To reach this standard we:                       To reach this standard we:

• Receive lists of demolished / completed     • Have a detailed project plan for the annual
properties, on a weekly basis, from the       canvass.
Corporate Information Team. The               • Employ 65 canvassers to carry out the door-
properties are added or removed from the      to-door canvass.
                                            0                                              0




                                            0                                                 0




Building Control updates happen once a           Canvasser training programme and canvass
month. Additional checks through council         plan both highlight requirement to visit
tax, royal mail etc are done on an ad hoc        properties who haven't yet responded to the
basis. Currently working towards an              annual canvass. Both state how the door to
interface with the Gazateer which will help to   door stage is to be conducted, and
ensure records are as accurate as possible       canvassers are asked to submit their
                                             0                                              0




We receive notification of new                   All canvass staff are issued with reminder
developments from building control and also      forms and log sheets for non-responding
other records as mentioned in standard 1.        properties. They are required to record
We are 98% matched to the LLPG and will          dates of visits and asked to call at least 2
be fully matched by end January 2010. The        times. Return rates for canvassers are
LLPG custodian will notify us of any new         monitored on a twice-weekly basis and we
The electoral property database has been         Canvass project plan is reviewed following
validated against the NLPG database held         each annual canvass and is finalised in
by the Council. The department responsible       June. The process includes training for
for street naming and numbering send us          Canvassers in August by written instructions,
details of new or refurbished properties as      a powerpoint presentation followed by a
soon as the site has gone through planning.      question and answer session. Delivery of
                                            0                                                 0




Near completion of data matching exercise,       Canvassers are briefed on procedures and
where all properties on the Register will be     are issued with comprehensive, detailed
linked to LLPG, which will ensure database       guidance on how to carry out the canvass,
is updated regularly. Receive information re     including the purpose of the canvass,
new properties/demolished properties from        procedures, possible queries, personal
other service units. Canvassers also advise      safety. They must record on each form the
the llpg custodian in Bury uses Royal Mail       The ERO has a written plan in place which
records, as well as firfe and police records,    ensures that all canvassers are monitored
to identify properties, particualrly new         throughout the canvass, and all have to
properties. When confirmed these details         deliver two registration forms, as well as
are then passed on to myself, to be              making two or three further visits to non
added/amended on the Electoral Register.         responding properties. Canvassers are
                                         0                                               0




                                         0                                               0




                                         0                                               0




Ar present the ER property database is        Plans include a "Canvassers Instructions
controlled and kept in line with the LLPG     manual", Canvass Plan, Canvass
database manually. Within next 12 months      Planner/Spreadsheet. During the canvass a
plans are for this to be an automated         daily response report is run from the ER
process. No properties are added to the ER    system at Canvass Area/Polling District
system unless they have been checked and      level. Canvassers are requested to sign and
                                          0                                              0




                                         0                                               0




                                         0                                               0




                                         0                                               0




                                         0 Not all properties are subject to house-to-
                                           house enquiries




                                         0                                               0
The electoral register is updated regularly        A manual is issued to all canvassing staff,
with details of new properties with                when door knocking the canvass form
information received from the Council's            includes a box to be completed with the
Building Control Team - Naming and                 dates and times of visits. When the
Numbering Officer and this also includes           canvassers have completed their rounds
details of the UPRN from the LLPG as well -        they are required to complete return sheets
In addition to the measures in PS1 above,          Our canvassing strategy is included in the
we liaise with Highways and Building               instructions to canvassers by way of marking
Control about new properties, numbering            up results, detailing empty, closed,
schemes and Demolitions. We have very              demolished property and any new which is
close liaison with the holders of LLPG. We         being constructed. We run a programme to
have undertaken the comparisons with other         identify 'difficult areas' and are targetting as
We use Council Tax, Street Name and                We have a combined written plan for this
Numbering and LLPG to provide information          standard and standard 9; and a detailed
on new properties and maintain the property        project plan for the canvass. We undertake a
database. The council now has and                  doorknock canvass to all non responding
maintains one property database and we             properties; staff make at least 2 visits; they
continually cross reference our records with       are supervised and returns are analysed on
Building control provide notification of new                                                        0
properties and demolished properties and a
process is to be introduced to provide
monthly updates from the LLPG to the
electoral register. Details of regeneration
areas are also received to inform the
The property database is continuously              A comprehensive briefing session and
updated with information which is provided         instruction manual are provided for
on a regular basis by Planning and Building        canvassers detailing the canvass purpose
Control, Street Naming and Numbering Unit          and procedures and explaining when and
and a list of properties awaiting valuation is     how house to house enquiries should be
provided regularly by Council Tax. Nearing         carried out. The canvassers have to record
                                               0                                             0




                                              0                                                    0




Royal Mail are also contacted throughout           Written instructions are given to all personal
the year to maintain the database of               canvassers detailing when and how the door-
households                                         to-door canvassing should take place.



During the year new properties are updated         RBC has a full canvass plan for the
from information received from Street              management of the canvass and also
Naming and Numbering function and also             detailed plans for the canvassers to work
from the council tax Valuation Office. If we       from and for the electoral office staff to
are in any doubt about a property address          follow. Canvassers are trained and then
we may further check the refuse service            monitored regularly by the EO's staff in line
The Electoral Registration Officer uses the        The Electoral Registration Officer’s plan
following records to maintain the property         includes the following criteria:-
database:-                                         o At the start of the canvass the evaluation
o Street name and numbering –                      notes of the previous years canvass are
development plans obtained.                        scrutinised and any changes are made to the
o Local land and property gazetteer (LLPG).        canvass plan i.e. issues relating to postal
                                            0 Progression towards "Above the Standard"
                                              was halted due to two members of staff
                                              leaving. Those positions have been frozen,
                                              with no immediate prospect of them
                                              advertised. It was therfore necessary to
                                              amend the method of canvass this year,
                                            0 This year, due to the majority of the electoral
                                              registration staff being away from the office
                                              on long term sick absence, it was agreed to
                                              undertake the canvass by post only. Each
                                              property was sent an original form and at
                                              least two reminders. It is hoped nthis year,
                                            0                                               0




Royal Mail records are checked by our      A review of our our canvass procedure has
Local Land and Property Gazateer staff and let to an increased return from 92.2% to
forwarded to Electoral Services when new 94.2% for December 2009
build properties are identified.


We are pro-active in ensuring a complete         As we employ canvassers to make house-to-
and accurate property database, and due to       house enquiries to properties that have not
the Data Matching Exercise we have               returned a canvass form, canvassers have
rigorously gone through any discrepancies        to complete worksheets and these detail
and amended accordingly. We use other            date and times of their visits alongside other
councils records for information on planning     useful information that we may require to
ERO regularly checks register information        ERO has a specific overall strategy for the
against Council's records such as Council        Annual Canvass which includes house-to-
Tax, land and property information etc.          house enquiries across the Borough together
Information supplied by Royal Mail is used       with a more targetted approach for particular
to initiate checks on electoral register. As     areas. For example in one ward, St Peters
part of CORE data matching exervse               (the ward with traditionally lowest response
The property database is maintained on a         A canvass plan, identifying when and how
continual basis. The LLPG custodian              house to house enquiries should be carried
provides up to date information regarding        out, is agreed on an annual basis with the
new build or change of use properties. Also      political party group leaders. Areas of
the use of canvassers to deliver poll cards      concern are highlighted and addressed. New
in their own "patch" means that people on        processes or changes to the canvass
Property database maintained using council       Canvassing Plan; Canvass results records;
tax; Planning records and regular reports        Canvasser Manual; Training provided for all
from Building Control. Checks made agains        canvassers, supervisory/monitoring element
property database by elections staff for         for all canvass staff to monitor progress and
changes in post code and address name            identify any issues; regular meetings
changes                                          introduced to review and monitor progress
                                             0                                                 0




                                            0                                                 0
                                               0                                                0




It is the role of the LLPG Custodian to liaise     Canvassers' detailed project plan updated
with the Royal Mail and Land Registry and          yearly in line with new requirements and with
ultimately the LLPG Custodian supplies the         regard to improving performance. The
information to the ERO so there is no need         councils visiting officers are provided with
for the ERO to contact such agencies.              guidance notes on registration in order to
                                                   capture eligible residents.
• Planning Lists, Building Warrants, Council       • All properties on the Strand Database
Minutes & Completion Certificates from the         initially receive a canvass form delivered by
three Unitary Authorities processed on a           Royal Mail.• This is followed up by a
weekly/monthly basis.• Notification of house       reminder also delivered by Royal Mail.
sales from the Registers of Scotland               • At the reminder stage those properties
processed on a monthly basis.• New House           which have failed to return a canvass form
• Planning Lists, Building Warrants, Council       • All properties on the Strand Database
Minutes & Completion Certificates from the         initially receive a canvass form delivered by
three Unitary Authorities processed on a           Royal Mail.• This is followed up by a
weekly/monthly basis.• Notification of house       reminder also delivered by Royal Mail.
sales from the Registers of Scotland               • At the reminder stage those properties
processed on a monthly basis.• New House           which have failed to return a canvass form
• Planning Lists, Building Warrants, Council       • All properties on the Strand Database
Minutes & Completion Certificates from the         initially receive a canvass form delivered by
three Unitary Authorities processed on a           Royal Mail.• This is followed up by a
weekly/monthly basis.• Notification of house       reminder also delivered by Royal Mail.
sales from the Registers of Scotland               • At the reminder stage those properties
processed on a monthly basis.• New House           which have failed to return a canvass form
The Assessor who is also the ERO uses all          Dependent on available resources a door to
his resources to ensure that new properties        door canvass is carried out as required both
are entered onto the Electoral database and        during the canvass period , now defined as
that forms are issued promptly after               1st July to 30th November and outwith this
occupancy with notices of council tax              period.In 2009 properties where no one was
banding. The addition of properties is also a      registered and where we had canvassers
The Assessor who is also the ERO uses all          Dependent on available resources a door to
his resources to ensure that new properties        door canvass is carried out as required both
are entered onto the Electoral database and        during the canvass period , now defined as
that forms are issued promptly after               1st July to 30th November and outwith this
occupancy with notices of council tax              period.In 2009 properties where no one was
banding. The addition of properties is also a      registered and where we had canvassers
The Assessor who is also the ERO uses all          Dependent on available resources a door to
his resources to ensure that new properties        door canvass is carried out as required both
are entered onto the Electoral database and        during the canvass period , now defined as
that forms are issued promptly after               1st July to 30th November and outwith this
occupancy with notices of council tax              period.In 2009 properties where no one was
banding. The addition of properties is also a      registered and where we had canvassers
                                             0                                                   0




Evidence: the Electoral Registration Officer       Evidence: 2009 Canvass Timetable and
is also the Assessor with responsibility for       Schedule of Tasks, Annual Canvass Report
maintaining the Council Tax List (houses).         (evaluation of previous year's canvass and
We receive and record all known                    "lessons learned" together with results of
development activities including planning          canvasser feedback survey), Risk Register,
permission and building warrants granted.          DABVJB Service Plan, Canvass
Evidence: the Electoral Registration Officer    Evidence: 2009 Canvass Timetable and
is also the Assessor with responsibility for    Schedule of Tasks, Annual Canvass Report
maintaining the Council Tax List (houses).      (evaluation of previous year's canvass and
We receive and record all known                 "lessons learned" together with results of
development activities including planning       canvasser feedback survey), Risk Register,
permission and building warrants granted.       DABVJB Service Plan, Canvass
Evidence: the Electoral Registration Officer    Evidence: 2009 Canvass Timetable and
is also the Assessor with responsibility for    Schedule of Tasks, Annual Canvass Report
maintaining the Council Tax List (houses).      (evaluation of previous year's canvass and
We receive and record all known                 "lessons learned" together with results of
development activities including planning       canvasser feedback survey), Risk Register,
permission and building warrants granted.       DABVJB Service Plan, Canvass
As part of the Assessor and ERO Service,        House to house enquiries are made where
which includes property valuations for          there has been no return from canvass in
Council Tax and Non Domestic Rates, we          both the current year and previous year.
are constantly updated from sources such        Records are kept of visits and outcomes in
as Fife Property Gazetteer and planning and     order to monitor results.
building control information. Assessor
Details of new developments are received        The strategy for canvassing non-responding
regularly from building control and from the    properties is documented in the manual of
valuation department. Information is also       office procedures. Non responding
obtained from the register of sasines.          households are identified by the
Properties added and deleted are identified     Computershare Electoral Registration
from weekly council tax updates. Council        system and lists produced for canvassers.
New properties are targeted via Assessor's      As the department highlighted Aberdeen City
records. Information is received from the       as the area with the poorest response rate
Planning and Building Control Departments       for Householder returns in 2009 the ERO
on a regular basis. The department has          targeted the same area as the previous year
access to the Local Authority Land and          for the house-to-house canvass rather than
Property Gazetteer/Corporate Address            all three council areas within Grampian so as
New properties are targeted via Assessor's      As the department highlighted Aberdeen City
records. Information is received from the       as the area with the poorest response rate
Planning and Building Control Departments       for Householder returns the ERO targeted
on a regular basis. The department has          this area for the house-to-house canvass
access to the Local Authority Land and          during 2009 rather than all three council
Property Gazetteer/Corporate Address            areas within Grampian so as to make best
New properties are targeted via Assessor's      As the department highlighted Aberdeen City
records. Information is received from the       as the area with the poorest response rate
Planning and Building Control Departments       for Householder returns the ERO targeted
on a regular basis. The department has          this area for the house-to-house canvass
access to the Local Authority Land and          during 2009 rather than all three council
Property Gazetteer/Corporate Address            areas within Grampian so as to make best
The ERO has a dual role as the local            A documented plan exists for a three phase
Assessor. As such, the Department holds         doorstep canvass as well as a postal
its own up to date property records updated     canvass of electors. The phases are: firstly,
by professional and technical staff; complete   all properties where no response was
update information from the Planning and        received the previous year and deadwooding
Building Control Service; the Registers of      is due to take place; then, properties where
The ERO has a dual role as the local            A documented plan exists for a three phase
Assessor. As such, the Department holds         doorstep canvass as well as a postal
its own up to date property records updated     canvass of electors. The phases are: firstly,
by professional and technical staff; complete   all properties where no response was
update information from the Planning and        received the previous year and deadwooding
Building Control Service; the Registers of      is due to take place; then, properties where
Council Tax new properties, Planning and        Phase 1 - canvass of properties with no
Building Control. CAG custodians, Sales         registered electors but believed to be
from Land Registry. Monitor appropriate non     occupied carried out late Aug to Sept 2009.
domestic properties for inclusion on the        Phase 2 - canvass of those properties where
Register i.e. nursing homes, hostels etc        there was no response from original form
undertaken weekly.                              and one reminder and where there had been
Council Tax new properties, Planning and       Phase 1 - canvass of properties with no
Building Control. CAG custodians, Sales        registered electors but believed to be
from Land Registry. Monitor appropriate non    occupied carried out late Aug to Sept 2009.
domestic properties for inclusion on the       Phase 2 - canvass of those properties where
Register i.e. nursing homes, hostels etc       there was no response from original form
undertaken weekly.                             and one reminder and where there had been
Property information is supplied directly      A comprehensive polling district prfile plan is
from the Assessor's Council Tax Valuation      maintained. This includes description of local
List and Valuation Roll. This ensures that     area, predominant property types in the
the electoral registration data base is        area, method of canvass previously used,
complete and accurate. The Council Tax         return rates achieved, comments regarding
List and Valuation Roll are updated on a       the success of the particular canvass
Property information is supplied directly      A comprehensive polling district prfile plan is
from the Assessor's Council Tax Valuation      maintained. This includes description of local
List and Valuation Roll. This ensures that     area, predominant property types in the
the electoral registration data base is        area, method of canvass previously used,
complete and accurate. The Council Tax         return rates achieved, comments regarding
List and Valuation Roll are updated on a       the success of the particular canvass
Property information is supplied directly      A comprehensive polling district prfile plan is
from the Assessor's Council Tax Valuation      maintained. This includes description of local
List and Valuation Roll. This ensures that     area, predominant property types in the
the electoral registration data base is        area, method of canvass previously used,
complete and accurate. The Council Tax         return rates achieved, comments regarding
List and Valuation Roll are updated on a       the success of the particular canvass
Property information is supplied directly      A comprehensive polling district prfile plan is
from the Assessor's Council Tax Valuation      maintained. This includes description of local
List and Valuation Roll. This ensures that     area, predominant property types in the
the electoral registration data base is        area, method of canvass previously used,
complete and accurate. The Council Tax         return rates achieved, comments regarding
List and Valuation Roll are updated on a       the success of the particular canvass
                                           0                                                 0




                                          0                                                 0




                                          0                                                 0




                                          0                                                 0




                                          0                                                 0
The ERO makes regular use of the Council                                                   0
Tax Valuation List to update the property
database



The ERO (in Scotland) maintains a property      The ERO targets specific areas where there
database which mirrors the domestic             are non-returned canvass forms and
database maintained in his role as Assessor     arranges for a canvasser to visit. All
for constituent local authorities. In his       canvassers are issued with an Instruction
capacity as Assessor has access to all          booklet which details what the job requires
property planning applications and monitors     and how they are expected to carry it out.
The ERO (in Scotland) maintains a property      The ERO targets specific areas where there
database which mirrors the domestic             are non-returned canvass forms and
database maintained in his role as Assessor     arranges for a canvasser to visit. All
for constituent local authorities. In his       canvassers are issued with an Instruction
capacity as Assessor has access to all          booklet which details what the job requires
property planning applications and monitors     and how they are expected to carry it out.
                                           0                                                0




                                            0                                              0




We receive regular updates from our LLPG        Just over 97% of our annual canvass forms
team which are actioned immediately or          are hand delivered by canvassers; with the
when appropriate (e.g. when a building is       remainder delivered by Royal Mail. The
knocked down or a new build is completed).      areas covered by Royal Mail are very rural
We employ canvassers to deliver the annual      and well responded to by households, with
canvass forms and part of their work will be    an average response rate of 95%.
Canvassers report on buildings that are         During the canvass two house to house calls
inhabitable, demolished or newly converted.     are made to non-responding properties by
Street Naming and Numbering provide             trained canvassers who work to a planned
regular updates for new builds, conversions     timetable. The canvassers work is
and name changes and there is good              monitored and they are required to make two
communication between both departments          calls to non-responding properties and
Monthly reports from Building Control;          Canvass plan & Canvasser Guidance
properties created by LLPG and then             Manual in place. House to house enquiries
imported in to Electoral Register database      made on up to 3 occasions. Response rates
3/4 times per month. Council Tax system         by canvass area tracked/monitored & issues
used on an ongoing basis to validate when       managed in a timely way. Canvassers
new developments become occupied.               complete worksheet noting time/date of




Database updated throughout the year            The first three bullet points are undertaken
using information from CTax, Planning           as a matter of course. Workbooks and stats
(planning applications/permissions,             from electoral software ensure that
including temporary - lists scrutinised) and    canvasser performance is monitored
Street Naming & Numbering. Close contact        throughout. Additional measures are put in
with GIS/NLPG section. Each June/July, we       place to contact for instance nursing homes
We keep the property database updated              We have a detailed canvass plan, which
using the information on the aforementioned        includes the timetable for the delivery of
records, throughout the year. We cross-            forms, reminders, and the house to house
reference with the LLPG, so where we               enquiries. We have considered when the
discover new properties we ensure that they        house to house enquiries should be made,
are allocated a UPRN. We check with Royal          and this year extended the period from 10
                                          0                                                      0




Royal Mail is used to ensure the numbering         All canvassers attend an hour course on
of new properties is correct, and to check         what to do, how to do it and how to stay safe.
that addresses are correctly added to the          The training also covers items such as
Electoral Registration system. National            opting out of the register, postal voting, and
Land & Property Gazetteer is used to input         how to register anonomously. Canvassers
UPRN's for addresses which fall outside            have sheets which hold 25 addresses for
                                           0                                                      0




                                               0                                                 0




                                               0                                                 0




Council Tax and Valuation Office lists -     The Annual Canvass is carried out using
weekly. Property Information Office LLPG     structured methodology and timetabling.
and Maps - as required.                      Initial contact is hand delivery of canvass
                                             forms to every household followed by postal
                                             delivery to non-responding households and a
                                             further round of house-to-house enquiries
Use of Planning, Building Control, Valuation Fully monitored canvass. Canvassers' visits
Office, Local Land and Property Gazetter     carried out within specific times and records
and street naming and numbering records to kept. Initial form posted to properties on
identify new properties and also when builds data base with exception of small community
completed. New properties added to           and nursing homes. Team of canvassers
register with marker to show not completed employed to cover the whole district.




Use of Council Tax, LLPG, NLPG, building           We have increased our response rate by 2%
control data. We have also just become             on last year. Managed to increase the
LLPG data compliant and have installed a           number of canvassers employed. They
link which will supply us with daily data on       made at least 2 or more visits to each
any changes, new properties within in              property. We also carry out verification on
Eastbourne.                                        council tax, althrough canvass including
The ERO uses the Royal Mail website to           The ERO undertakes a full canvass of all
check addresses and the Land Registry            properties in the Borough. Every canvasser
department to locate properties. GIS             receives a comprehensive training manual,
(Graphic Information System) is used on a        health & safety guide, lone working policy,
daily basis and we are now compliant with        information about dangerous dogs and
LLPG and upload weekly files which               potentially aggressive people and before
                                               0                                             0




                                               0                                                 0




Managed through LLPG; External sources             whilst ranking performance at level 3 we do
of data including Royal Mail, land registry,       undertake some level 4 activity eg
valuation office as well as internal sources       monitoring canvasser performance,
such as building control used to maintain          considering the needs of particular areas.
property database.                                 However we do not have the resources to
                                                   undertake personal visits thorughout the




As last year - we believe we exceed the      Our Canvass Timetable sets out the actions
standard because we use data from various    we must take to ensure the completeness
sources within the Council as well as        and accuracy of our register. As stated
information from outside. We ensure this     previously we have a canvasser pack which
information is received on a monthly basis   clearly lays out canvasser responsibilities;
although in effect the information from our  offer advice on aspects of their role and we
We are now 100% matched with the LLPG        The annual canvass continues to be
and are liaising between the LLPG            carefully planned with a full team of 36
custodian, street naming and numbering       canvassers covering the whole borough. All
and council tax to ensure that our database  properties where a response is not received
stays completely up to date. We regularly    after the 2nd reminder are visited except for
use Royal Mail to check postcodes and if an  those properties where it is deemed
Address data cleaned for Core LLPG           All unsuccessful canvass visits are subject
project. All properties now have UPRN's. All to review by Elections manager using a
changes from LLPG updated to register and    Control sheet completed by Canvasser
vice versa.                                  during visit. This then leaves an audit trail
                                             that is then used to document future action.
                                             Council Tax records then used to determine
As with Performance Standard One, we         During Annual Canvass the ERO employs a
maintain close links with Council Tax and    team of personal canvassers who are
Housing who in turn supply us with useful    allocated specific wards to follow up on non-
data and also Highways Department, in        responders to the first form and second
respect of new builds. The key check is with written reminder and have not taken
the LLPG and we have recently completed advantage of responding by the telephone,
Arrangements are in place with the LLPG      This is embodied within the written
custodian and the Council's planning and     instructions and timetable issued to
building control services for continuous     canvassers and the Canvass Plan.
notification throughout the year of new
builds/new addresses.
We liaise closely with our LLPG custodian    We have identified particular problem areas
and the Street Naming and Numbering          and these are subject to a more intense
Officer - both of them check with Royal Mail canvass - each year we have targetted one
on our behalf.                               of the areas in particular. We do monitor
                                             canvasser performance but at this time we
                                             do not arrange for personal visits throughout
                                           0                                             0




                                           0                                                 0




All addresses on the Register have been                                                  0
checked against the councils LLPG and
anomalies have been resolved. A protocol
has been established to ensure that the
LLPG custodian informs Registration
Services about new properties or alterations
                                           0 Have assessed ourselves as being above
                                             the standard as we meet 3 out of the 4 bullet
                                             points and current activities are well in
                                             excess of performance standard


Regular updates are received from the        There is a defined process for setting up and
LLPG to maintain the property aspect of the  carrying out effective door to door enquiries.
Electoral Register. The LLPG and Council     Due to the nature of the district enquiries are
Tax database are referred to when            only carried out in urban polling districts. At a
addressing queries arise. Royal Mail and     defined point in the canvass project plan
Land Registry databases are accessed         (sending of reminder form data to the
                                           0 Milton Keynes satisfies all but the final part
                                             of level 4. We have a high percentage of
                                             new electors added during the year under
                                             rolling registration as a result of letters sent
                                             out in January to every household and other
                                             initiatives.
                                           0                                                  0




                                           0                                                 0




                                           0                                                 0
Electoral Services works in close contact        Door-to-Door canvassers were sent out early
with the Mapping (LLPG) dept in order to         in the canvass period this year and visited all
confirm new and deleted properties so that       non-returning properties after the first
the register is up to date. Electoral Services   registration forms had been issued. The
have access to the Mapping Software              extended period produced the highest return
(PlanWeb) in order to confirm property           since records have been kept. A 91.24%
The Council has dedicated resources to           A canvassing plan detailing the tasks from
maintain it's property database which is         June to December each year is compiled
updated throughtout the year from various        and revised in light of the previous year's
sources including Royal Mail records.            experiences. The canvassers employed
                                                 during November are supplied,on the daily
                                                 basis, with a list on properties on which to




                                             0                                                0




Ongoing contact with internal/external           Process mapping information for
sources including building control/council       registrations has been prepared. Data
tax.                                             collected through managed process on
                                                 house to house enquires.


                                             0                                                0




We mainly maintain our database from the  We employ canvassers to undertake
Council Tax and LLPG systems. However     personal visits to all non-responding
                                          properties during the canvass period. The
we also refularly use the Royal Mail website
to ensure the correct address and postcodePractice Manual, Action List and Risk
is being used.                            Assessment documents all play their part in
                                          helping meet our objective.
Reports received from Street Name and     Canvass plan & Canvasser Guidance
Numbering on an ongoing basis to validate Manual in place. House to house enquiries
new developments. Canvassers used each made on up to 3 occasions. Response rates
autumn to validate the database when      by canvass area tracked/monitored & issues
making house to house enquiries. Reports managed in a timely way. Canvassers
received from Building Control regarding  complete worksheet noting time/date of
Council tax, Royal Mail and LLPG records        Canvassers are assigned to door knock and
are used as and when required                   returns are monitored.




                                            0                                              0




                                            0 We have produced a canvasser's manual to
                                              advise of the canvassing process and when
                                              house to house enquiries need to take place.
                                              The canvassers are given a log sheet of
                                              which properties to visit and to detail the
                                              date and time of their visits. They are then
                                            0                                              0




Information provided internally for new         House visits are made where we do not
developments and changes to addresses,          receive a response, providing that access is
for example existing properties converted       available. Two forms are sent to each
into flats. Canvassers also pick up any         household prior to a house visit being made,
changes for example infill properties, during   where another form is left. Letters (and
canvass and poll card delivery. Void            reminders with each canvass form) are sent




                                            0                                              0




During the recent address-matching              Tonbridge and Malling Electoral Services
exercise, the Electoral Register was            (ES) have a comprehensive set of policies
matched against the LLPG; in some cases         and procedures that set out what is done,
Royal Mail data was used to ensure a            and how it is monitored. House-to-house
correct match. Royal Mail use the local         enquiries are focussed during the main
authority as a definitive source of address     annual canvass, but their effectiveness is
Any amendments to the property database         The house-to-house enquires were carried
that we identify are checked with the LLPG      out by an external company this year.
database/Royal Mail/Council Tax and             Regular contact was maintained throughout
contacting LLPG staff where a discrepancy       the canvass and I understand that they
is found. Customer changes are done in          recorded when properties were visited. This
connection with LLPG. LLPG advise of new        is evidenced by dates and times on some of
                                              0 We are nearly above the performance
                                                standard, the only part we are unable to
                                                comply with is carrying out personal visits
                                                throughout year, this is not currently possible
                                                due to staff resources.
                                              0                                                     0




Regular updates of property amendments             Canvassers are used to make house hold
are received from the LLPG Section and             enquiries at the 2nd reminder stage of the
from Council Tax. Minutes and reports from         canvass. Canvassers are required to keep
Planning Committees are also used to               detailed records of the dates they make
check property information and                     personal visits and the outcome of them.
add/amend/delete properties. Electoral             Some visits/checks are made during the
Regular meetings are hed with LLPG and                                                              0
Council Tax to ensurethat all property
databases are continually maintained and
kept up to date.


In practice we only use planning and               Our plan is around the recruitment and
building control information to a limited          engagement of canvassers, training for them
degree, because our experience shows that          and written instructions. Canvassers record
council tax and street naming and                  their visits and other information on
numbering information is more useful and           documentation which is returned to the
reliable as it tends to relate more closely to     elections office at the completion of their
We have developed the relationship with            Our canvassers carry out at least two visits
our LLPG Custodian over the last few               to each property which has an outstanding
months and work closely together to ensure         canvass form. They have a worksheet on
that our register addresses matches other          which they record the time and date that they
databases held within the Council, as well         carry out the visits and what the outcome of
as at a national level, as part of the CORE        that visit was. The progress and
                                               0                                                0




All properties on the system were matched          All non responding properties are visited at
with the NLPG database. All properties now         least twice during the annual canvass.
have their appropriate UPRN. In completing         Canvassers record the details of their visits.
this work, the NLPG website was used to
check for missing properties, and the Royal
Mail website was used to verifiy anomolies
Checks are made regularly against Council          Have a canvass project plan. Procedure
tax records, GIS and LLPG. Also use Royal          outlined in Canvasser handbook. Use
Mail as a check when necessary. Ask                canvasser working lists to check visits made.
canvassers to note any discrepancies in            Also monitor canvasser performance by
property information.                              using household surveys.
                                              0                                                     0
We have regular contact with the Council       A comprehensive timetable is produced at
Tax section, council call centre and and       the start of each canvass, showing exactly
LLPG gazeteer. Registration forms are sent     when the personal visits should start and
to all properties where we know or believe     end. All responses to the canvass are
there to be a change of address                recorded and scanned (where in paper
                                               format) on a daily basis, each household is




                                          0                                                  0




                                          0                                                  0




                                          0                                                  0




                                          0                                                  0




The Royal Mail, Valuation Office & Local &  Canvassers are given clear instruction on
National Property Gazetteer data-bases are  when & how to visit properties both verbally
used on a weekly basis to validate existence& in written format. They are told to visit at
and correct postal addresses and to         differnet times of the day. Specific advice is
establish the UPRN's.                       provided on dealing with holiday homes and
                                            services properties due to th
                                          0 Elements of a strategy are in place, including
                                            the monitoring of canvasser performance.
                                            However, this is centred around canvass
                                            time rather than all-year round.


                                          0                                                  0




                                          0                                                  0
                                                0                                             0




Royal Mail site used to check postcodes.          Response rate for annual canvass 2009 was
Any returned post from Royal mail is              98.26% - no response from 625 properties.
investigated against other records I.e. royal     A final letter has been sent to those
mail website, Local Land and property             properties detailing the information held on
gazetteer, CAPS database, local land              the register. The occupier is advised where
charges, and council tax records.                 the information is correct all they need d
                                                0                                              0




                                                0                                             0




                                                0                                             0




The ERO relies on a number of sources for         The ERO has established procedures to
information in order to verify the                ensure that households which do not
completeness and accuracy of properties           respond to the canvass form or reminder,
listed. Address amendments made by                receive up to two visits from door-to-door
electors during the canvass and on absent         canvassers. Accurate records of the contact
vote applications and rolling registration        made with residents is maintained and the
                                                0 The ERO has a comprehensive written
                                                  Canvass plan. Progress against the plan is
                                                  monitored. Canvassers record each contact.



                                                0                                             0




                                                0                                             0




                                                0                                             0
Planning completions, Council tax database,        Canvassing plan is put together and
housing registers and Map info for property        reviewed annually before the new canvass
information in conjunction with the LLPG.          commences. This plan identifies possible
On a regular basis. *** Records checked            problem areas, rural areas and flats etc. All
with local Housing trusts and associations to      canvassers report on a daily basis to the
determine residency at properties ***              office and progress is monitored. The
                                            0                                                      0




                                              0                                                    0




                                              0                                                    0




                                              0                                                    0




See notes at 1 above                         The canvassing plan and details of the
                                             canvassers log sheets are processed in the
                                             Elections team and appropriate action taken.
                                             Particular care is taken to advise Officer in
                                             Charge or Managers of local care homes to
                                             ensure that residents who are entitled a
The Authority is CORE compliant, and uses The Office has in place guidelines which
a range of Council databases to keep its     enable it to target particular aspects of the
property database up-to-date. (For detailed community, to assist them via house-to-
evidence see Performance Standard 2 in       house visits. The ERO also maintains a list
The Supporting Evidence document)            of properties which do not get canvassed for
                                             the personal safety of his canvassers (F
                                           0                                               0




We are maintaining the high standard as                                                            0
before with the addition of a fully integrated
LLPG which will now automatically identify
all new properties and alert the LLPG officer
to any changes made within the Electoral
Management Software.
                                               0                                                   0
Use of the following records to update the     The ERO has a written plan setting out when
property database: Council tax, planning       to carry out house-to-house enquiries and
and building control schedules, LLPG,          the objectives of the plan are met in that all
Valuation lists, Highways lists, checking      non-responding properties (those not
properties against the Royal Mail database.    replying to two canvass forms) are visited on
                                               at least one or more occasions by a can
                                             0                                                0




Council tax records- weekly. LLPG, street                                                     0
naming & numbering-monthly. Royal Mail
on a regular basis (when necessary to
check postcodes etc.). Building control
inform us of demolished properties as and
when necessary and send forms to new
Records held by Council Tax and the Local      The plan includes stated aims and objectives
Land & Property Gazetteer (LLPG) are           of the canvass, the available resources, an
checked regularly throughout the year.         assessment of the potential risks, and a
Information from the Planning and Building     timetable for the canvass. The timetable
Control departments is utilised by the LLPG    details the actions and deadlines from the
Custodian to update the corporate property     start of the canvass in July to the publ
                                           0   Due to much of the area of West Somerset
                                               being so rural, it has proven very difficult to
                                               find canvassers for all areas. Therefore this
                                               standard has not been met as not all the non-
                                               responding properties have received a
                                               personal visit.
Election Staff have access to Council Tax      There is a Canvass Project Plan produced in
database records, these and the Local Land accordance with the corporate project
& Property Gazetteer (LLPG) are checked guidelines. The plan includes stated aims
regularly throughout the year. Information     and objectives of the canvass, stakeholder
from the Planning and Building Control         analysis, identification of available
departments is utilised by the LLPG            resources, risk assessment and a detailed
Information received from LLPG and             Canvassers are trained and briefed on how
Council Tax for new builds, split properties, to make house to house enquiries and the
HMO's and house conversions to flats etc. information they are required to obtain. They
Our database is then amended to reflect        receive a canvassers handbook and
theses changes. Royal Mail website is used complete a workbook making any notes as
to check addresses on regular basis.           appropriate. They are also briefed to report
We check the following records as and          We employ canvassers to hand deliver all
when required, ie daily, weekly, monthly       canvass forms and they then revisit all those
basis. Council Tax, Registrars of Births       propeties that have not returned a
Deaths and Marriages, Land Charges,            registration form up to three times. Each
Planning Records, Street                       canvasser completes a canvassers record of
Naming/Numbering                               visit sheet indicating aginst each property
                                             0                                                 0




The on going use and reliability of the LLPG   Canvassers may be used where responses
system renders other Data obslete -            are significantly less that 80% in any one
caerphilly property Data base has been         Polling District / Ward- Efforts will be made
100% cleansed and maintained with LLPG         to tie in a post Election Canvass either by
on a regular basis                             writing to all No Elector Properties (or by
                                               Canvasser and or Council Tax Inspectors) to
                                             0 House to house enquiries made only in
                                               targetted areas where requision response is
                                               low. Additional postal reminders issued to
                                               areas where response is below a set
                                               threshold. Electors who have not responded
                                               for two successive years are removed from
Includes the use of LLPG matching,             In addition to sending out canvassers to the
canvassers identifying unmatched               non-responders consideration is taken on
properties, Royal Mail update on postcodes the needs of inaccessible properties (farm
and monitoring returned mail to check          tracks, no cold-calling areas) to be
property status.                               canvassed. Two reminders are sent out
                                               prior to canvasser house-to-house contact,
Data has been supplied to the LLPG within Annual Canvass forms posted on 17th
the Authority which has been extracted from August. First reminders posted on 17th
the Computershare system.                      September. This year we posted second
                                               reminder at the beginning of October. Also
                                               had canvassers to obtain reminder of the
                                               forms through door-to-door knocking.
We use the following records to maintain the Consideration given to difficulties associated
property database: Council Tax, Register of with particular areas; two canvassers
HMOs, Planning and Building Control,           employed for those 'not so nice' areas (e.g.
Street Naming, LLPG (Note - the                large number of HMOs) with a lower basic
requirements of the CORE project has           fee per canvasser, but same fee for the
resulted in a closer working relationship with return of forms.
The process of receiving updates form the The department has a written guidelines for
LLPG section has now been automated and canvassers outlining the law, their duties and
Electoral receive a weekly upload file from what is required. Canvass results are
the LLPG section which is imported into the recorded and further investigations are made
system. We also receive monthly copies of using other available sources, Council Tax,
the Valuation Office Council Tax Schedule Housing Benefits, School Registers via the
                                             0                                              0




                                            0                                                 0




                                            0                                                 0




The enhanced growth strategy outlined in        Our plan recognises the requirement to
MTCBC’s Local Development Plan had a            make house-to-house enquiries and our
direct influence on the number of new           strategy is to concentrate our canvass on
housing developments within the County          those areas with the highest number of non-
Borough. Electoral Registration has regular     responders. Unfortunately, what we have
contact with the larger companies such as       found is that there is no specific area within
                                          0                                                    0
A property database is continually            As part of our physical canvass project
maintained throughout the year utilising      management process the following
available records as outlined in              documentation is utilised; Annual Canvass
Performance Standard 1.                       Timetable, Annual Canvass Detailed Plan,
                                              Annual Canvass Overview Strategy,
                                              Contingency Planner & Risk Register,
Our system is linked to the LLPG, with a      Financial constraints banned the use of
daily update of new properties added. Each Agency Staff, needed to carry out this
property then receives a Rolling Registration element of the Annual Canvass
Form


These are carried out as a result of monthly                                                  0
meetings with council tax, street naming and
land gazetter sections.



                                             0                                                0




Use Royal Mail returns showing "Moved             3 stage plan established- this includes door
away", "Vacant property", "Refused" etc and       to door canvassing- effectiveness of this to
scan these into our database to provide           be evaluated and if improvements identified
evidence against property. Matched                acted upon for 2010 canvass. Also use
properties against LLPG via CORE Project.         Elected Members local knowledge to advise
                                                  us and ultilise Rolling Registraion process
Each Council Tax new billing sent out             We use canvassers for all stages of the
includes an Electoral Registration Claims         canvass. They have to complete progress
form. All our District Housing Offices include    sheets which are compared to previous
a claims form in their end of Tenancy packs       canvasses. We build up relationships with
and new tenancy pack. We advertise                community wardens, district housing officers
regularly in our Council newspaper and            and social housing associations. We also
The database is updated throughout the            The ERO now has a draft plan in place for
year with a rolling programme of checks.          house to house enquiries for the next
Street naming and numbering section               canvass period in 2010 which will include 2
provide information on new build properties       mail outs via Royal Mail with a house to
which are added to the database in liaise         house in November 2010. Costings have
with the Gazetteer Custodian. Planning            been set in place to accommodate the house
Torfaen used to input all properties onto its     Canvassers are employed for the majority of
system as soon as they are informed               areas (where we can get them) and they are
through building control/street naming and        asked to visit the properties on at least 3
numbering officer. Strand has devised a           occasions (this is after 2 forms being
programme whereby the GIS officer updates         delivered by post) and they should achieve a
her system the ER will be forwarded               98% return rate. For non responding
We use returned letters and poll cards,           Canvassers trained and performance
which we then check against other records         monitored. Canvasser work sheets
to update the database. Use is also made of       completed showing dates and times of visits.
the Valuation Office lists which are used to      Several handbooks issued including health
keep the property database uptodate.              and safety handbook, Canvassing
Internal building control records, land           handbook, evidence of canvassing recorded
                                              0                                                0
Direct link to the Council's LLPG to             Annual canvass includes a detailed
continuously update the property base            canvasser manual, timetables and logsheets
including UPRN details to remain CORE            to record visits to non-responders after
compliant.                                       previous two forms have been delivered.
                                                 Canvassers required to make up to three
                                                 visits at final stage to obtain a response.
REQUESTS ARE MADE VIA ALL                        CANVASSERS INSTRUCTION
COUNCILLORS IF THERE ARE ANY                     MANUAL/TELEPHONE NUMBERS KEPT
ALTERATIONS TO PROPERTIES OR                     OF ALL NURSING HOMES, FLAT
AREAS IN THEIR PATCH AND THEN A                  WARDENS AND HOUSING
SURVEY IS MADE OF THE LOCATION.                  ASSOCIATIONS.
Regular reports from planning/building           Canvass plan drawn up for a day-by-day
control concerning new build properties and      analysis; All non-responding properties
alterations to existing properties; Regular      personally canvassed in 2009; Private
liaison with the LLPG to ensure our              company (Data Tracking) hired to personally
databases are fully standardised; Regular        canvass certain areas of the city to ensure
updates from the LLPG as to new properties       100% coverage; Records of visits
Evidence: Street numbering notifications,        Evidence: Canvass plan, canvassers
LLPG notifications, Council tax notifications,   worksheets, canvass strategy
letters returned as undeliverable,
canvassers property check lists




Liaise closely with the Local Land and           Canvasser has a working sheet/guidance on
Property Gazetteer team, regularly check         what is required for non responding
with council tax records,currently deal with     properties. Number of visiting/messages
house name changes. We have someone              must be recorded on working sheets.
who visits properties where there is a query     Canvassers have to clock in/out every time
eg. Non-responder, returned letter etc.          with a Supervisor. After the work is back in
                                             0                                                0




We use our LLPG section who supply us        We have a canvass action plan, timetable
with information of any new builds, property and provide training for all canvassers. The
names so we can maintain uptodate            performance of canvassers is monitored.
information on our database




use of Royal Mail database                       written plan and procedures in place for
                                                 house to house enquiries
                                            0                                                 0




Direct link to the Council's LLPG to            Annual canvass includes a detailed
continuously update the property base           canvasser manual, timetables and logsheets
including UPRN details to remain CORE           to record visits to non-responders after
compliant - as part of the Electoral Shared     previous two forms have been delivered.
Services SLA with Bromsgrove District           Canvassers required to make up to three
Council.                                        visits at final stage to obtain a response - as
 The NLPG custodian is the main point of        the ERO could qualify for above standard
reference for queries on addressees.            but for the lack of resources to provide for
However, the Royal Mail web site and the        personal visits to be carried out throughout
Borough Council's council tax address data      the year in connection with the identification
bases are used to assist with the               of eligible residents in conjunction with plans
clarification of any disputed addresses.        for identifying potential newly eligible




                                            0                                                 0




We have a very good LLPG that has daily       We do have a written Canvass Strategy and
and monhtly check and audits with             Customer Awareness and Access Strategy,
Intelligence Addressing. We have a good       plus detailed canvasser instrcutions as we
working realationships with the Custodian     use canvassers to deliver all forms and
and have regaulr updates of new proprties     report back on issues discovered on the
from her with mappping and UPRN data.         door-step. Issue 2 reminder forms and
                                            0                                            0




The ERO maintains the database through          The ERO ensures that house to house
the LLPG, but also monitors the returns         enquiries to all non-responding properties
from the Royal Mail and uses their online       are undertaking during the canvass on at
Address Finder. During the annual canvass,      least one or more occasions. This is ensured
canvassers are instructed to note any           through the use of a canvass plan which
alterations to properties or any new build      includes a recruitment plan for canvassers.
LLPG, Council Tax, Development control          Team Plan, Canvass timetable, Canvasser
records cross referenced for new properties     guide, Response reports, Canvasser return /
and queried property addresses as needed.       performance sheets
NLPG Integration.
Also have express software add-on for             Cannot visit all properties due to a number of
automatic updates to LLPG.                        factors: The rural nature of the district, staff
                                                  time and avaliability, resource issues (ie
                                                  cost) and the high percentage return
                                                  achieved via other means. Plan objectives
                                                  are only to target certain areas.
                                                0 contact with residents and to properties is
                                                  recorded and maintained within the
                                                  STRAND system



                                                0                                                  0




During 2009 we updated our property               In 98% of our polling districts we employ a
database from advice from our planning            personal canvasser in October to go door
dept and also written feedback from our           knocking where both the initial and 1st
canvassers. We also update postal codes           reminder canvass forms have not been
periodically. We will be receiving property       returned. A minimum of two visits are
data from our LLPG as from 31 Nov 2009            required and date / times of visits recorded
                                                0 Electoral Services do not currently have a
                                                  written plan setting our the personal canvass
                                                  strategy, although we do meet number 3.



Property changes are updated regularly              The canvass plan allows for all properties to
from records provided by Council Tax,               have at least 3 forms and at least 2 visits if a
Planning, Building Control, GIS and LLPG            form is not returned, we also use a mix of
teams.                                              part time and full time canvassers. Full time
                                                    staff tend to be used on the more difficult
                                                    areas. - Canvassers are monitored during
The information for this is shown in                We have a written plan for canvassing and
Standard 1.                                         results records. Each Polling District is
                                                    monitored on a daily basis.



We use our LLPG, internal land and                We have a full canvass strategy, including
property system(Acolaid) and our GIS              action plan, timetable, training plan etc whihc
system to maintain our property database.         has been updated for 2009 and includes a
We receive regular updates from the               full risk regsiter. We have performance
planning department with details of new           monitoring in place and and a full de-brief
builds and utilise our outside inspectors (in     happens at the end of each canvass which
                                                0                                               0




The section maintains a spreadsheet of new          We have procedures in place for the
properties which details at which stage the         recruitment of personal canvassers.
property is at before it is entered onto the        Canvassers are expected to make two visits
register. We work closely with LLPG, Local          to non responding properties. The council
Land Charges and Building Control to                have a Cautionary Contacts Database which
ensure that all properties are entered onto         lists all properties where there may be
                                            0                                               0




                                            0 Personal visits are not undertaken
                                              throughout the year as is it felt that the
                                              thorough system adopted to reach all new
                                              occupiers by post through information from
                                              the council tax list, together with the postal
                                              canvass of all "empty" properties in Jan/Feb
                                            0                                                0




                                            0                                               0




                                            0                                               0




Update on a weekly basis from the C Tax                                                     0
valuation lists the property database.
Ongoing update from information provided
by Building Control of new properties
together with alteration of house names.
Forms are gererated automatically from the
The Royal Mail database is used in           Comprehensive notes are issued to
conjunction with Building Control/ Planning  canvassers emphasising the need to have
information to ensure that all new propertiesforms completed and not just posted. Details
are allocated a post code.                   are kept of the number and percentage of
                                             properties successfully canvassed by each
                                             canvasser. Canvassers are encouraged to
The ERO maintains a close relationship with The ERO has a comprehensive canvassing
the custodian of the LLPG/CAG and an         strategy, supported by a canvass plan and
officer in Building Control - lists of new   timetable, along with appropriate awareness
properties are supplied regularly. Building activity. We adopt a methodical approach to
Control inform Royal Mail of new streets and the allocation of canvass areas and have
numbering and this information is received maintained our numbers of canvassers at
Valuation office and further information from including:-
LLPG. Our property database is updated        o Timetable detailing when each stage of the
from this information                         canvass will take place including the door to
                                              door enquiries
electors is checked with LLPG before the      o Methods of monitoring progress against
As stated in 1 above, close liaison is          Records are maintained during the canvass
maintained and records checked all year         of forms delivered to properties, dates and
with council tax, street name and               times of personal visits to properties, and
numbering, registrar's, and planning            numbers of forms collected by canvassers.
sections.                                       Information is recorded where canvassers
                                                are unable to collect a form, the property is
                                           0                                                    0




Cross references with other databases such Canvassing strategy is under development.
as Royal Mail, Street Naming and
Numbering and GIS. Checks made for
Army accommodation.


We receive weekly reports from Council Tax                                                      0
with details of demolitions, completed new
builds and changes of use (eg commercial
to residential). We have access to LLPG
information & linked maps on the council's
intranet and use this and liaise wiht the
All available records are used throughout       A written canvass plan is in place, which
the year to ensure that the property            includes the criteria for when house to house
database is updated. The data matching          enquiries should be made, and all of the
exercise undertaken this year has ensured       objectives therein have been met.
that all records match those on the LLPG        Canvassers record contact made with
and has involved a manual checking              residents. A canvass project plan is also in
We receive a list of building completion        The Electoral Registration Officer has an
notices and notification of change in postal    action plan and timetable which highlights all
address from Building Control. The Council      the significant events from the start of the
is in the process of setting up its Gazetteer   canvass in Mid August until completion at
and work is currently being undertaken to       the end of November. All staff employed on
ensure that our addresses comply to BS          the canvass have to attend a comprehensive




Electoral services staff work closely with      After identifying gated properties as a
Council tax, planning and LLPG staff to         particular hard to reach group, we
ensure that property records are complete.      established relationships with a number of
Now that we have achieved data standards        owners of the complexes and recruited
we are planning to introduce a new system       employers of one set of complexes to
to add new properties to the electoral          canvass.
Close liaison with GIS team and street and      Safety alert registers; language documents;
property naming team - regular exchange of      Feedback from supervisors on canvasser
data between sections. Implementation of        performance; feedback provided to
MoJ data standards for CORE. Linking of         canvassers re their performance.
electoral register and GIS systems.             Canvassers advised of required standard;
Researching reasons for Royal Mail 'returns'    Canvasser working registers reviewed and
Subject: Integrity
Performance standard 4                            Performance standard 5
All absent vote applications are                  All Registers and monthly updates are
acknowledged to the elector's qualifying          provided to those entitled to receive them
address. We liaise with the Managers of           and upon receipt of the appropriate fee (if
Residential Homes to check the                    applicable). All electronic data is encrypted
appropriatness of absent vote                     and the organisation required to telephone
applications/signature waiver applications.       through for the password to enable them to
The Electoral Registration staff understand       Guidance is available to those supervisor or
the process for escalating concerns about         inspecting the electoral register and records
suspicious voter registration forms and           of the publication of the electoral register
absent vote applications. The ERO has well        and the supply of it to the prescribed bodies
established links to the SPOC and the             is available. All requests for absent vote
Council's own Fraud Investigation Officers.       lists must be made by way of written
                                            0                                                  0




We do have a comprehensive plan detailing       Copies of records of who has been supplied
the steps to be taken to deal with suspicious   with the published register and eligibility to
application forms, and a threshold of the       receive them are maintained. Copies of the
number of absent vote applications being        full register for public inspection is available
directed to any one address. We have a          at the 4 Customer Contact Centres and staff
good working relationship with the Police       are reminded annually of the procedure for
                                            0   Those entitled to receive a copy of the
                                                register are required to sign a request form
                                                which sets out the limitations on use of the
                                                register. Annual reminders of the
                                                restrictions are also supplied on publication
                                                of the new register.
                                              0                                                 0




Integrity Plan in place so that staff are         All staff who supervise and deal with access
aware of the procedure when dealing               to the register, and receipients are given
suspicious registration and postal vote           guidance notes as to the correct usage of
applications.                                     the register.


An Integrity Plan was introduced during the       The Register was published on 1 December
2009 canvass process which includes               2009. As at 11th December the data copy
guidelines for dealing with suspicious            had not been supplied to those entitled to
registration or absent vote applications          receive it due to software problems, with the
including referrral to the SPOC. Registration     exception of the Labour Party. The EMS
forms are retained for the life of the register   supplier Northgate are working to fix the
                                                0                                             0




DDC meets the "Performance Standard" in                                                       0
this area with the exception that there is no
written plan.



We continue to meet this performance              We continue to keep a record of all
standard as we still have a written plan          transactions relating the the supply and sale
detailing how to handle suspicious forms          of the electoral register. We also have a
received. We have not had the need to             comprenhensive list of those organisations
refer any forms to the SPOC this year. We         entitled to receive a register. The Council
have continued to use Council Tax records         has a Corporate Complaints procedure so
                                                0                                              0




Informal checks are made and staff are            The Council meets the standard. Details of
aware and alert to requirements. An               the canvass and publication of the Register
Integrity Plan will be put in place early in      are given in the Council's free community
2010                                              newspaper (Nene Valley News) which is
                                                  distributed to all households. Details of
                                                  those entitled by right and on request are
                                                0                                             0




                                                0                                             0




Procedure in place to check records for           Corporate complaints procedure in place,
deceased persons, retention of original           register published 1st December, all staff
forms, review original identifiers Feb 2010       trained in use of register including customer
new form to be sent out to each absent            services, guidance to recipients of the
voter to ensure quality of scanned images         register, table of recipients of registered,
and integrity of absent votes,                    registers sent electronically through our
                                                0                                              0
                                               0 Declaration required to be read and signed
                                                 by anyone viewing the register at the
                                                 Council Offices. These are forwarded to and
                                                 retained by the Electoral Services Office.
                                                 Records are kept of all registers supplied.
                                                 Complaints procedure in respect of supply &
                                               0 The Complaints procedure is a corporate
                                                 scheme, but records of any complaints are
                                                 copied to the Electoral Services Unit.



Evidence to support Self Assessment:The             Evidence to support the Self Assessment:
Procedure for the Receipt & Processing of           Advice on the use of the Register to every
Rolling Registration Applications, The              recipient of the Register. Examples sent to
Procedure for the Receipt of Postal Vote            Councillors, Local Constituency Parties and
Applications and the The Monthly Procedure          Political Parties are supplied as evidence.
for Rolling Registration.                           Additional evidence is the Distribution
Objectives tasks and actions are included           Sales transactions of full/edited electoral
within the Canvass and rolling registration         register is maintained. Up to date list of
plan. Postal vote application forms are             organisations entitled to recieve the register.
scanned and filed and kept until the                Reception staff are provided with a guidance
application is cancelled or replaced by a           sheet for providing access to the register. All
new form. Signatures on postal vote                 recipients of the electoral register are
The Electoral Registration Officer meets all                                                      0
of the standards outlined in point 3 except
that we do not have hard copies of all of our
absent voter applicatiuon forms.The are
held electronically and a hard copy of all of
the personal identifiers will be produced in
                                              0                                                  0




The ERO has a process in place to identify          The ERO issues guidance with each register
potential fraudulent applications for               to ensure compliance with regulations. Staff
registration or absent voting. Absent voting        responsible for supervision are given
applications are monitored on a monthly             guidance in relation to the use of registers.
basis using the postal voting fraud analyser        All registers are sent via secure data
software. All refused absent voting                 transfer or registered post and records
                                             0                                                    0




Application forms are pre-printed with              A full copy of the Register of Electors and all
elector details and security barcode. Local         monthly updates are supplied as published,
political parties provide applicant names and       to the 12 Local Access Points (LAP)/Parish
addresses for issue of all postal vote              Offices throughout the district for inspection
applications from the office rather than            purposes. Contact is made during the
being supplied with blank forms. Software           annual canvass by
We have a written plan which includes the           We ensure that all recipients are issued with
threshold number of absent vote                     a letter giving advice about the restrictions
applications and how we deal with                   and the correct useage of their copy of the
suspicious registration and absent vote             Register. We also have a guidance note for
applications. We can also confirm that we           staff on how the implement the rules around
retain the registration forms for the life of the   the Register correctly. The electoral
                                              0                                                   0




The ERO has a written plan of how to deal          The ERO has always published the register
with fraudulent or suspect applications for        on time and supplied it to those who are
registration and postal voting. The plan           entitled to receive a copy. A file is created
outlines what should be included on the            each year for all the orders for the register
application form and what evidence is              whether payment of a fee is required, or not,
required to support it, if any. Residents who      so that on the day of publication these can
                                             0                                                   0




An integrity plan is in place to meet this         The documentation we have in place
standard                                           demonstrates that we are above this
                                                   standard



Electoral staff have been issued with the          Detailed records are maintained in respect
Electoral Commission's guidance on                 of statutory and "on request" recipients and
electoral fraud, together with internal            those organisations who are permitted to
guidance on what steps should be taken             purchase a copy of the full and edited
should fraud be suspected. The EC's                registers. In addition, requests for the
guidance is considered sufficient and              overseas electors' list, absent voter lists,
                                              0                                                   0




We do not currently have a written plan            A list is maintained of all recipients entitled
outlining the steps to be taken to deal with       to receive the register and monthly updates
concerns about registration or absent vote         which is used to record the dates of issue of
applications although we do have an                the various lists and data to each recipient.
informal process for dealing with suspicious       Guidance is given to staff who supervise
applications.                                      access to the registers. A guidance
The ERO retains registration forms for the                                                         0
life of the register and original absent vote
applications are kept until the application is
cancelled, or replaced by a new form. We
are working towards documenting the
activities within a formal written document
                                               0                                                  0




A policy is in place to identify any patterns of   Records are kept of the sale and supply of
activity that might indicate electoral             the Register and all those entitled to receive
malpractice. All applications (registration        it. Guidance is provided to all recipients.
and absent vote) are acknowledged.                 Electoral registration is a separate category
                                                   in the corporate complaints procedure,
                                                   where a complaint is logged and dealt with.
There is a written plan and risk assessment     Details of when copies are made available
document containing the required details. All   are recorded on a spreadsheet. There is a
applications for registration and absent        training plan for staff that includes
votes are acknowledged prior to                 references to the appropriate section of the
determination.                                  Electoral Commission manual dealing with
                                                access to the register. Every person




Annually electoral registration staff           All complaints regarding Electoral Services
interrogate the data base to identify where     including issues surrounding the supply and
multiple postal votes are sent to the "away     sale of the registers are dealt with in
addresses" Evidence supplied outlines the       accordance with the Councils corporate
timing and triggers used to alert the SPOC.     Complaints proceedure. To date no
                                                complaints have been received. All register
Reciept of applications to register to vote     Council complaints system records all
are sent out the date of reciept.               complaints for the authority and tracks the
Confirmation of entry in the register of        progress and response timescales and the
electors is sent to each applicant in line with outcome of the complaint. Records of sales
the rolling registration timetable.             reciepts for the electoral register are
                                                maintained on the authorities financial
                                              0                                             0




We have received a number of fraudulent         We have not received any complaints all
rolling registrations forms and our SPOC        transactions of sales and supply are kept up
has taken copies or has been notified. All      to date, all organisations entitled to receive
canvass forms are saved in locked               copies have had copies forwarded to them
cupboards in batch order for the life time of   etc.
the register, rolling registrations forms are
The threshold is 6 applications. Contact     The Council has a published corporate
details of SPOC police officer known. All    complaints scheme which encompasses
staff briefed of requirements. Records held  electoral registration. All sales and supply
until cancellation/new application form.     recorded and password protected issue
                                             where necessary (ie full register). Written
                                             notices provided to appropriate staff on
A written plan is in development in the form We have a comprehensive file of all written
of office procedure notes.                   requests made for the electoral register from
                                             those entitled persons, along with a record
                                             of all sales and transactions made for both
                                             the full and edited versions.
THE ERO's staff (2) are vigilant in dealing      Formal complaints about the publication and
with applications for inclusion on the           supply of the electoral register are dealt with
electoral register and absent vote               under the Council's Corporate Complaints
applications. The staff understand the           Procedure, which specifies a time period in
processes to be followed when suspicious         which action must be taken in addressing
documents received including reference to        complaints. A mailing list of organistations




The ERO has written procedures which             The ERO maintains the records and
cover fraudulent registration and                guidance required to meet level 3. As, within
malpractice in respect of rolling registration   this authority, committee and electoral
applications and the conduct of the canvass.     services are carried out by one team, the
They also examine the integrity of absent        complaints procedure and recording
voting in the context of the processing of       arrangements cover both activities for most
All aplications are acknowledge and any          A full record is kept of all transactions and
returned acknowledgements are                    supply of the full and edited register. Copies
investigated.                                    of all complaints and correspondence are
                                                 kept.


We have an office procedure for checking         All persons inspecting the register are
and processing rolling registration and          advised of the legal requirements as to the
absent vote forms to ensure they are             use of the information and required to
completed correctly and what steps we need       provide their name and address. A copy of
to take if they are not. These steps include     the legal requirements for use of the register
when we need to make further enquires            is sent to all receiving copies in paper/data
We have a written plan for processing            The ERO maintains a written record of any
absent votes. We have written plans for          complaints received and records all
processing the annual canvass and rolling        transactions of sales and supply of the full
registration forms. We have a retention          and edited registers.
policy for registration and absent vote
applications. We have an informal plan for
                                             0                                                 0




We had a problem with "bogus" registration                                                     0
forms from one political party this year. By
liaising with our local police the matter was
passed to them for further investigation. We
keep canvass forms until the following
canvass starts We check all our postal




Regular checks are made on the number of         Sale of register and complaint log
postal votes to any one property ( 6 ) All       maintained. Guidance issued to all
applications are stored electronically for the   recipients of the register advising them of
life of the postal vote. All applications        the limitations and penalties for mis use
acknowleged on receipt.
A risk assessment is in place, however           A letter is given to all those who receive the
there are a small number of staff dealing        register, outlining the guidance. Reception
with applications therefore fraudulent           staff have control of the Edited Register
registrations would be picked up easily. We      only, the Full Register is kept in the office
have details of our local SPOC                   and supervised by the Electoral Services
representative. Our software produces a          staff, who have full training.
                                           0                                                   0




                                            0                                                 0




The ERO provides training to Electoral           The ERO maintains a comprehensive list of
Services staff regarding raising awareness       organistations and individuals entitled to to
about potentially fraudulent registration and    receive copies of the register and absent
absent voting applications. The ERO also         voter lists. The ERO holds records of
has an agreed threshold for numbers of           purchases of the registers, dates supplied
absent voting applications at a single           and certificates for credit reference
                                             0                                                 0




                                            0 Under the Council's complaints procedure,
                                              we would be notified of any complaints in
                                              respect of the supply and publication of the
                                              electoral register, and would take the
                                              appropriate action. A log is kept, and there
                                              have been no such complaints.
                                            0                                                   0




                                            0                                                   0




EROs are advised to accept postal vote           All eligible recipients of the full register are
applications on face value. We always            required to stipulate whether it is required in
remain vigilant when receiving applications      paper or data format together with a request
requesting redirection. Office procedures        for the monthly alterations. A record is kept
are followed and a threshold has been set.       as to who has requested the information,
Applications without a reason for redirection    when it was sent and whether in data or
                                             0   A record of all complaints is kept and
                                                 maintained throughout the year. A log off all
                                                 requests is kept and all registers are
                                                 distributed through a software system that
                                                 allows a precise record to be held.
                                            0 All registers and absent voters lists are
                                              supplied in accordance with the regulations,
                                              all recipients other than those that are
                                              entitled by right have to submit request
                                              forms which are kept, all registers supplied
                                              both in electronic and paper format include
                                            0                                              0




                                            0                                                   0




                                            0                                                   0




                                            0                                                   0
Same position as last year - have been        Progress has been achieved in this area.
unable to complete the draft plan due to the  Since last year we have introduced a
pressures of the annual canvass and the       requirement for people inspecting the full to
data matching exercise.                       register to complete a pro-forma indicating
                                              that they understand the restrictions which
                                              applies to the inspection of the register. We
                                            0                                               0




                                            0                                                0




                                            0 The Council has a central complaints
                                              procedure which Electoral Registration
                                              complies with in recording and responding to
                                              complaints and compliments. This is more
                                              effective in the use of resources than to
                                              produce a duplicate document and system




• All rolling registration and absent vote      • Registers supplied strictly in accordance
applications are received and scrutinised       with RP Regulations.
with regard authenticity. Any suspect           • Application form for receipt of copy, where
application i.e. invalid former address or      entitled i.e. election candidates and elected
multiple deliveries to single address point     members details limitations on use and
are and have been investigated further with     advice of personal liability where misuse
Information from other Councils is              Notice of publication produced. Folder kept
processed in accordance with legislation.       with all details of the legislation and those
Lists of Deaths are also processed              entitled to receive it and the appropriate
accordingly and the documents are filed in      versions. Staff who offer supervision access
the appropriate rolling month. Absent Voter     have received training and get a disclaimer
records are removed if required but after the   completed by all who view the Register
We work closely with all stakeholders to        Distribution of the revised register is
ensure we maintain the integrity and            monitored and recorded and guidance
security of the register that underpins the     supplied in accordance with the regulations.
democratic process. Regular briefings with      Sales of the edited and full register are
party agents are held to ensure a consistent    recorded. Appropriate security measures
approach to registration and absent vote        are adopted for the distribution process.
All postal votes being redirected to another                                                  0
address are queried and applicants asked
why they want a redirection.



                                            0                                                0
                                              0                                                   0




                                              0                                                   0




See supporting document                            See supporting document




The ERO has a written integrity plan and           The ERO has a complaints procedure which
links with the local police force and SPOC         links in to the Council's complaints
including meetings twice a year at the start       procedure and reports on complaints
of the canvass and elections period. The           received are submitted monthly to the
plan is reported to the all party body of          Democratic Services Management Team.
Councillors Elections and Citizenship              Complaints are also recorded in the
Written procedures for staff to refer to when      ERO supplied Register of Electors and
dealing with suspected absent vote or rolling      absent voter lists to those persons that were
registration fraud. These plans include            entitled to receive it. A written record is kept
details of Police SPOC contact details and a       and maintained of persons and
threashold for absent vote applications            organisations entitled to receive or purchase
being directed to a specific address and           the register that includs the written requests
There is written plan for the action to be         Publication dates are made available in
taken if we suspect anything when rolling          Council Offices, posted on the Council's
registration or postal vote applications are       website, and are on the rolling registration
received, including contact details for the        forms. Staff have acess to the Council's
borough's allocated SPOC and guidance on           online Register facility and are given written
when the SPOC should become involved.              guidance on what it can be used for. They




Electoral Services has a written procedure         The Electoral Services team records all
for processing applications for registration       "minor" complaints and responses in
and for processing applications for absent         dedicated folders. The council's corporate
votes, which include steps to identify             complaints procedure deals with any "major"
suspicious activity. In the first instance, the    complaints - none were received in 2009. A
Internal Audit team would be approached            spreadsheet of the supply of all copies of
                                               0                                              0




                                              0                                                   0
                                              0                                                  0




                                              0 There is a comprehensive and sophisticated
                                                multi-stage corporate complaints procedure
                                                to which my electoral service is subject.



The ERO carries out checks on all                 The ERO records all transactions of sales
registration and absent voting applications       and supply of the full and edited register and
and when suspicions have arrisen over an          maintains a up to date record of the details
application they have been passed to the          of those organisations enetitled to receive it.
police via SPOC although this is limited to
election periods. The ERO has not
Performance Standard 4                            Performance Standard 5
We believe we meet the performance                We believe we are above the performance
standard for maintaining the integrity of         standard for the supply and security of the
registration and absent vote applications.        register and absent voter lists.

We currently identify and refer suspicious        We record all transactions for the supply of
                                              0                                                  0




We have a written plan which deals with      We have a formal letter of request for the
concerns re registration and absent vote     register and postal vote list which is sent out
integrity. I have a good working relationshipto all concerned. The conditions in which
with Hounslow's SPOC including meetings      the data is supplied is outlined and must be
with them. The threshold for the number of   signed agreeing to the conditions. A
absent votes being directed to any one       spreadsheet detailing the despatch of all
1. We use the EC guidance as the basis of    1. We have a comprehensive list of those
our policy on integrity. All staff are made  entitled to registers. 2. We keep copies of all
aware of how to deal with suspicious forms.  request documentation. 3. We maintain a
Contact is maintained to some degree with    spreadsheet of who receives registers
SPOC and local police. 2. We use EMS to      whether yearly/monthly updates and in what
identify and assess all same away            format (paper/data) included addresses and
                                            0We record all transactions of sales and
                                             supply of both full and edited register and
                                             maintain an up to date record of the details
                                             of those organisations entitled to receive it.
                                             The Council has a fully recorded complaints
                                             procedure, but as no complaints have been
The team has a working relationship with     The department writes to all eligible elected
the Borough's Counter Fraud and              Members giving a form for them to complete
Corruption Unit who, a working relationship should they require their copy of the register.
with local and London-wide SPOC members Details of all recipients is kept showing the
and has produced a guidance note for the     format required, amount paid (where
team 'Combatting Electoral Malpractice'.     appropriate) and the dates of issue. The
                                           0 We also maintain records of all transactions
                                             in connection with the supply and sale of the
                                             register.
                                                0                                                  0




Procedures for all applications. Voter regn.        Spreadsheets maintained with detail of all
images retained ten years. All applications         those supplied and what supplied, and any
require previous address and date of move.          payments. Staff trained to be fully aware of
Council tax checks. Absent vote signature           restrictions. Appropriate notices issued
comparison with regn. form. All                     when supplied. Political parties and others
discrepancies with postal vote statements           given written and/or verbal advise on what
                                             0                                                     0




                                                0                                                  0




All forms are entered onto the computer                                                            0
system by one member of staff and checked
by another. Our computer system can run
reports to check for multiple applications for
postal votes. The AEA web site is checked
daily for any 'rogue' applications which are
The retention of canvass forms is contrary          A list of all transactions is maintained - this
to council practice on document storage.            is part of the financial system of the council.
The ERO has considered the risk                     It is unclear why this is seen as performing
implications of not retaining the documents,        above the performance standard. The ERO
and is of the view that the risk is                 has a formal complaints procedure for all
manageable. It is the view of the ERO that          complaints which is not restricted to those
                                             0                                                      0




All suspicious applications are recorded on         We keep a detailed log of complaints
our electoral integrity sheet and referred to       received and responses given. We maintain
police for investigation.We monitor the             a record of all transactions for the sale of the
number of absent votes sent to away                 register and confirmation letters on a
addresses. We receive a list of the multi           monthly basis.
occupied homes and speak to managers of
                                                0                                                  0




The Service has established links to                The Service publishes and supplies the
maintain the integrity of the registration and      register and absent vote lists to those who
election process as part of our daily duties        are entitled to receive copies. All potential
and all applications are scrutinised and            recipients are sent a form plus guidance and
checked thoroughly plus all electors written        must sign and return this form stating that
to in order to confirm information held on          they will adhere to the guidance
a. The Electoral Services team have a 12          a.The ERO has a recorded complaints
point integrity guide. This guide includes the    procedure in respect of the supply and
threshold for the number of absent vote           publication of the electoral register
applications being directed to any one            b. WCC have a record of transactions and
address                                           sales
b. The ERO acknowledges all applications          c. All electronic versions of the Register are
                                             0                                                  0




                                             0                                                  0




The ERO has a written procedure for               The ERO has detailed records of all
mainatining the integrity of registration and     transactions and sales of the Register
absent vote applications. The procedure           together with details of who is entitled to
identifies thresholds for numbers of              receive and access the register. Detailed
applications that require further investigation   guidance is reviewed and provided to all
and the procedures involved for dealing with      recipients of the register. Complaints are
This is an on-going continuous process as         The ERO has adopted the Council's official
when electors are removed, absent votes           Complaints Procedure to record and deal
are also cancelled. As with Rolling               with any issues received. Records
Registration forms, Absent Voting                 maintained of those entilteld to receive
applications are reviewed and considered          registers, including format/charges and
as they are submitted. Any multiple               updated in accordance with Electoral
                                              0   Electoral Services maintains an informal
                                                  database of comments received that do not
                                                  warrant the full complaints process.
                                                  However, Middlesbrough Council has a full
                                                  complaints procedure in place.
                                             0 We do not have a separate complaints
                                               procedure but anything received as a
                                               complaint would be passed to the Corporate
                                               complaints office to be recorded, they are
                                               always dealt with by the Manager. For
                                               record of those entitled to receive a copy we
                                             0                                             0




Registration forms and Absent vote forms          Councils's general complaints procedure is
are destroyed after one year, but only after      followed in the event of a complaint received
ensuring that the image has been captured         through the Elections Office. Details of all
and stored on the Electoral Registration          requested registers are kept on file, together
Software package. Postal vote fraud               with those organisations entitled to free
analysis is conducted using software to           copies of the register. The list is updated on
Only 2 members of staff in the same office        The ERO maintains a written record of
process registration or AV applications,          transactions relating to the sale and supply
which ensures consistency but also enables        of the Edited and Full versions of the
patterns of fraudulent activity to be             Register. A register is kept of entitled
identified. Electoral Commission guidance is      recipients. Guidance is given to those staff
used to continuously check the process of         who will be supervising access. Guidance is
To reach this standard we:                        To reach this standard we:

• Check all absent vote applications before     • Send a copy of the relevant regulations
processing them. Any suspicious                 with all registers supplied.
applications are investigated, other            • Send Information on security guidance with
signature records are checked and where         all data copies of the register supplied by
                                              0                                             0




                                              0                                                  0




Written plan in place. Good links with    Those entitled to receive the register are
SPOC. Registration and absent vote forms sent copies (paper or data as requested) on
are scanned and retained.                 1 December and after each monthly update.
                                          Registers are sold in accordance with the
                                          legislation and staff have guidance on
                                          access and usage of the register. Data is
                                        0                                            0




We have an integrity plan for dealing with        All staff are fully trained regarding use of the
both registration and absent voting               register and who is entitled to receive copies
applications. We have a very good working         of it. All internal departments and
relationship with Blackburn Police. Any           councillors are required to sign a form
suspicious applications are referred to the       stating that they are aware of what their
Director of Legal Services who will then          copy can be used for, they also receive a
A plan is in place regarding suspicious           Registers are supplied to all entitled to
registrations and absent vote applications        receive them. Encryption software has been
and redirections. In 2008 a case of multiple      purchased to safeguard emailed copies.
registration by one individual was reported       Guidance notes are in place for staff at
to the SPOC and a successful prosecution          public counters, and for recipients. Records
followed. Original postal/proxy applications      are maintained of all transactions and sales.
                                             0                                                   0




There are written procedures in place for the     Recipients of the electoral register are
processing of all types of forms, advising of     recorded, with the appropriate section of
the procedure which should be followed in         legislation under which they are entitled to
case of anything suspicious. Rolling reg          receive a copy. Staff/recipients are given
forms and absent vote applications are all        guidance on the correct use of the register,
acknowledged on receipt. The threshold for        and where the register is available for
The ERO has a risk assessment for dealing         Bury Council has an integrated complaints
with registration forms and absent vote           system, in which all complaints made to the
applications. All registration forms are          Council, not just Electoral Services are
scanned into the Electoral Registration           recorded. Any written complaints/queries
software package, and the original paper          relating to the Electoral Register are
documents arfe kept for 12 months, or the         responded to immediately and the origianl
                                  0                                              0




                                  0                                              0




                                  0                                              0




Canvass Plan and intregity plan     We have a covering letter that is supplied
                                    with all registers. Printed notes regarding the
                                    use of registers is included on the front page
                                    of each register. Briefings are given to
                                    Customer Services staff. Complaints dealt
                                    with under the Councils complaints
                                  0                                               0




                                  0                                              0




                                  0                                              0




                                  0                                              0




                                  0                                              0




                                  0                                              0
There is a written process for handling            All complaints received would be dealt with
postal vote and registration applications.         under the Councils Corporate complaints
The threshold for redirections is 5 or more        procedure. We use the canvass module of
applications.We keep both a scanned copy           the Computershare system to keep a record
and original registrations for the year of the     of all sales and supply of registers, the
register then all original forms are               system also has a record of contact details.
A full and up to date risk                         The requirements as to the publication and
assessment/register is drawn up and                supply of the Register are set out in
revised as necessary on a regular basis.           legislation and sufficient documentation
Detailed written instructions are provided to      exists to show that the publication is on 1st
cover all aspects of this standard. They           December, and the first working day of each
follow closely the relevant section of the EC      relevant month for Rolling Registration. A
We have a written plan including procedure         Our supporting evidence includes training
for dealing with suspicious                        and guidance notes for those who purchase
registration/absent vote applications,             registers to remind them of legislation. All
including at what point we pass to SPOC.           councillors , MPs etc receive guidance notes
We run reports to do checks on redirections.       on the use of the register. ESU staff are
We hand deliver postal votes to any                trained and keep a comprehensive record of
                                               0                                                 0




The ERO has written procedures to be               A schedule giving details of those entitled to
followed where there are concerns about            receive the electoral register is updated
registration or absent vote applications and       annually. Guidance is given to staff
any suspicious applications are passed to          supervising the inspection of the register
the local SPOC with whom regular meetings          and to recipients on the use of the register
are held. The threshold for the number of          and all transactions and sales of the full and
                                             0                                                   0




                                              0                                                 0




                                              0 The ERO records all register sales and
                                                maintains an up-to-date record of
                                                organisations entitled to receive it.



                                              0 As outlined in 3 above.




The Electoral Registration Officer’s integrity     In relation to the supply and security of the
plans include the following criteria:-             register and absent voter lists the Electoral
o The Electoral Registration Officer has two       Registration Officer undertakes the following
separate integrity plans in place, one for         steps:-
dealing with suspicious rolling registration       o The Electoral Registration Officer has two
application forms and the other for dealing        separate guidance manuals which are given
Work in this area is ongoing with the            It should be noted that no complaints have
Merseyside partnership.                          been received in this area




                                             0                                                0




There is no current or historical evidence of                                                 0
fraudulent registration activity specific to
South Ribble. This activity is therefore not
considered an effective use of resources.


                                              0 The standard has dropped from last year
                                                due to extraordinary staff sickness in the
                                                Electoral Services section. During 2009 the
                                                section had to run three local and two parish
                                                by-elections as well as the European
                                                Parliamentary election. We have the
Our software system is capable to run an        Recipients of the register are given
automated programme to produce a report guidance as to the correct usage and those
of duplicated records we then check these inspecting the register have to sign a
against other systems and Council records. declaration. We do supply electoral
Permanent staff are fully trained to look out registration information to those entitled to
for any fraudulent applications and are         receive it, we provide guidance to office staff
The ERO has a written plan outlining what ERO maintains a list of those entitled to
steps should be taken to deal with specific receive the electoral register and absent
concerns. Liaison takes place with multi-       voter lists. All transactions are recorded and
residence properties. Every request for a       complaints recorded and monitored.
waiver is individually checked as are
requests for re-directions. A sample of
There is a written plan for how to deal with The electoral register was published on the
applications which cause concern. In the        1st December 2009. Staff are trained in the
event of a suspicious form being received       team meetings regarding how to deal with
the SPOC is advised. Original postal            staff at reception inspecting the register -
applications are retained until the five yearly ESU staff alone deal with these rquests.
review, cancelled applications are also         Recipients are provided with the restrictions
Suspicious registration and absent vote         The register and absent vote lists are
applications referred to the SPOC; Advice is provided to those entitled to receive them
always sought from Electoral Commission if and a record is kept of all sales and
in doubt; Registration forms retained for life supplies. All complaints received dealt with
of register both originals and scanned          under the Corporate Complaints procedure
copies; Absent vote application forms           and a guidance note on front of register
                                              0                                              0




                                             0                                                0
                                             0                                                 0




                                             0                                                 0




Although no written comprehensive plan in         • Those prescribed in legislation as being
place as such the details of checks in            entitled to copies of the register are required
relation to threshold number of absent            to sign a document stating in which format
voting applications are in place. Forms are       they wish the register and that the
kept and any suspicious registration is           information will only be used for the purpose
followed up. All rolling registration             it was supplied for.
Although no written comprehensive plan in         • Those prescribed in legislation as being
place as such the details of checks in            entitled to copies of the register are required
relation to threshold number of absent            to sign a document stating in which format
voting applications are in place. Forms are       they wish the register and that the
kept and any suspicious registration is           information will only be used for the purpose
followed up. All rolling registration             it was supplied for.
Although no written comprehensive plan in         • Those prescribed in legislation as being
place as such the details of checks in            entitled to copies of the register are required
relation to threshold number of absent            to sign a document stating in which format
voting applications are in place. Forms are       they wish the register and that the
kept and any suspicious registration is           information will only be used for the purpose
followed up. All rolling registration             it was supplied for.
Staff are experienced in looking out for          Prior to annual publication all current
unusual numbers of registration or postal         recipients of the register and all current
vote forms and reports are used to check on       councillors are contacted with a request
numbers of postal votes and registered            form informing them of their entitlement to
electors. A letter is issued with the annual      request a register for their area. Returns are
canvass form to care homes etc advising           compiled and registers are made available
Staff are experienced in looking out for          Prior to annual publication all current
unusual numbers of registration or postal         recipients of the register and all current
vote forms and reports are used to check on       councillors are contacted with a request
numbers of postal votes and registered            form informing them of their entitlement to
electors. A letter is issued with the annual      request a register for their area. Returns are
canvass form to care homes etc advising           compiled and registers are made available
Staff are experienced in looking out for          Prior to annual publication all current
unusual numbers of registration or postal         recipients of the register and all current
vote forms and reports are used to check on       councillors are contacted with a request
numbers of postal votes and registered            form informing them of their entitlement to
electors. A letter is issued with the annual      request a register for their area. Returns are
canvass form to care homes etc advising           compiled and registers are made available
                                             0                                                  0




Evidence: Risk Register for the Canvass           Evidence: DABVJB Service Plan, Customer
and for Rolling Registration which includes       Comments and Complaints Policy,
"Integrity". There are written instructions for   Customer Consultation Policy, Customer
staff regarding Integrity and Absent Voting       Consultation Reports, Record of Sale and
in general which includes a threshold for the     supply of Registers, DABVJB Electoral
number of absent vote forms being directed        Register Distribution List (annual and
Evidence: Risk Register for the Canvass             Evidence: DABVJB Service Plan, Customer
and for Rolling Registration which includes         Comments and Complaints Policy,
"Integrity". There are written instructions for     Customer Consultation Policy, Customer
staff regarding Integrity and Absent Voting         Consultation Reports, Record of Sale and
in general which includes a threshold for the       supply of Registers, DABVJB Electoral
number of absent vote forms being directed          Register Distribution List (annual and
Evidence: Risk Register for the Canvass             Evidence: DABVJB Service Plan, Customer
and for Rolling Registration which includes         Comments and Complaints Policy,
"Integrity". There are written instructions for     Customer Consultation Policy, Customer
staff regarding Integrity and Absent Voting         Consultation Reports, Record of Sale and
in general which includes a threshold for the       supply of Registers, DABVJB Electoral
number of absent vote forms being directed          Register Distribution List (annual and
All suspicious entries are investigated and         Publication dates are available as are
where thought fraudulent reported to Police         records of when registers are distributed to
SPOC. Software system allows a check of             legal recipients. Display copies have
more than 3 postal votes to a particular            instructions to those staff providing access
address and when someone is a proxy to              and guidance on legal use is provided to
more than 2 people. Registration forms are          recipients of the full register. Sale
There is a chapter on integrity in office           On publication the register is supplied
procedures which instructs staff when to            timeously to all who are entitled to receive it.
make further investigations when                    A page is inserted into each register which
processing forms. Where there is doubt              gives warnings about copyright. Paper
about the validity of an application for            copies are either hand delivered or sent by
registration, proof of residence and/or proof       recorded delivery and electronic versions
At election time, one in ten postal vote            All stakeholders who display copies of the
applications are checked and compared               register are advised of the legislation with
with the Householders' return as a cross-           regard to inspection of the register under
check. Staff are constantly aware of the            supervision by members of the public.
possibility of attempted fraud. Staff are           Included in the bound copies of the register
experienced and can be relied upon to use           which go on display is a page highlighting
At election time, one in ten postal vote            All stakeholders who display copies of the
applications are checked and compared               register are advised of the legislation with
with the Householders' return as a cross-           regard to inspection of the register under
check. Staff are constantly aware of the            supervision by members of the public.
possibility of attempted fraud. Staff are           Included in the bound copies of the register
experienced and can be relied upon to use           which go on display is a page highlighting
At election time, one in ten postal vote            All stakeholders who display copies of the
applications are checked and compared               register are advised of the legislation with
with the Householders' return as a cross-           regard to inspection of the register under
check. Staff are constantly aware of the            supervision by members of the public.
possibility of attempted fraud. Staff are           Included in the bound copies of the register
experienced and can be relied upon to use           which go on display is a page highlighting
Staff have a written instruction to alert           The production of registers is a duty
senior staff to any cases where they suspect        assigned to limited supervisory staff who are
that an applicant is not entitled to register for   trained and knowledgable. The work is fully
whatever reason. Any suspected cases of             documented.
fraud are reported to the SPOC. Software
allows checks to be made for duplicate
Staff have a written instruction to alert           The production of registers is a duty
senior staff to any cases where they suspect        assigned to limited supervisory staff who are
that an applicant is not entitled to register for   trained and knowledgable. The work is fully
whatever reason. Any suspected cases of             documented.
fraud are reported to the SPOC. Software
allows checks to be made for duplicate
NB paragraphs 3 and 4 of Section 3 above                                                          0
are done and also the ERO engages with
staff in other council services to carry out
checks and offers advice to staff of multi-
elector establishment such as landlords,
wardens, care staff and other
NB paragraphs 3 and 4 of Section 3 above                                                       0
are done and also the ERO engages with
staff in other council services to carry out
checks and offers advice to staff of multi-
elector establishment such as landlords,
wardens, care staff and other
Mail opening and processing staff are            Registers and absent voter lists are
trained to be aware of any potentially           published and supplied to those entiled in
suspicious registration or absent vote           the regulations to receive them. A
applications and will alert a Manager in such    distribution list of recipients is maintained.
cases. After carrying out routine initial        Staff are given guidance regarding
checks any application considered                appropriate supervision of access to inspect
Mail opening and processing staff are            Registers and absent voter lists are
trained to be aware of any potentially           published and supplied to those entiled in
suspicious registration or absent vote           the regulations to receive them. A
applications and will alert a Manager in such    distribution list of recipients is maintained.
cases. After carrying out routine initial        Staff are given guidance regarding
checks any application considered                appropriate supervision of access to inspect
Mail opening and processing staff are            Registers and absent voter lists are
trained to be aware of any potentially           published and supplied to those entiled in
suspicious registration or absent vote           the regulations to receive them. A
applications and will alert a Manager in such    distribution list of recipients is maintained.
cases. After carrying out routine initial        Staff are given guidance regarding
checks any application considered                appropriate supervision of access to inspect
Mail opening and processing staff are            Registers and absent voter lists are
trained to be aware of any potentially           published and supplied to those entiled in
suspicious registration or absent vote           the regulations to receive them. A
applications and will alert a Manager in such    distribution list of recipients is maintained.
cases. After carrying out routine initial        Staff are given guidance regarding
checks any application considered                appropriate supervision of access to inspect
                                             0                                                  0




                                            0                                                  0




                                            0                                                  0




                                            0                                                  0




                                            0                                                  0
                                            0 While it is felt that the ERO meets the
                                              criteria identified in 3 above as no
                                              complaints relating to the supply and
                                              publication of the electoral register have
                                              been lodged he is unable to evidence
                                              compliance with this requirement. If
The ERO has a database system which           Any complaint or correspondence in respect
produces reports of duplicate names. This is of the supply of the register/absent voters
checked and names validated prior to          list is recorded. The ERO maintains a record
publication of the register. The system also pertaining to the sale and distribution of all
produces reports to identify where someone registers, including a list of all organisations
is a proxy for more than one electorand this entitled to a statutory copy. A record is also
The ERO has a database system which           Any complaint or correspondence in respect
produces reports of duplicate names. This is of the supply of the register/absent voters
checked and names validated prior to          list is recorded. The ERO maintains a record
publication of the register. The system also pertaining to the sale and distribution of all
produces reports to identify where someone registers, including a list of all organisations
is a proxy for more than one electorand this entitled to a statutory copy. A record is also
                                            0                                               0




No 'comprehensive written plan' but other                                                       0
than this meeting performance standard




This was an area where we were below               Any complaints are dealt with through the
performance in 2008. Guidance and                  Council's Corporate Complaints Procedure.
policies on electoral integrity have been          Stage 1 involves an investigation and
developed over the year to formalise many          response by the Deputy ERO; Stage 2 is an
of the procedures already in place. The            investigation by a Complaints Officer
policy includes a risk assessment of the key       (another Head of Service); and Stage 3
Staff dealing with registration and absent         Written guidance is provided to all recipients
vote applications have been made aware of          of the Register and this is also provided to
the potential problems and this is backed up       any visitors who want to view the Register in
with procedure notes for them to follow. The       person. Staff have received training on the
software system also provides reports to           supply of information from the Register and
assist in identifying and potential problems,      on the supply of the Register and are aware
Plan in place and actions undertaken e.g.          Guidance supplied to Customer Services
threshold for absent vote re-directs is 6,         team who supervise access to the register
Registration forms kept (1) rolling                and Electoral Services Manager attends
registration - up to 2 years and (2) Canvass       briefing sessions to explain restrictions.
forms kept for the life of register (in addition   Warning of misuse of register notice always
to electronic image), absent vote forms kept       supplied. AVDC complaints system records




The above standard requirement to                                                               0
acknowledge applications when received
rather than on grant or refusal, particularly
where there is a very short lapse of time
between the two would not be considered in
the interests of the council tax payer, given
We have an integrity plan, and staff are                                                       0
aware of the need to be vigilant about
suspicious applications. We have a
threshold for postal vote redirections, and a
system in place for referring suspicious
applications to the police. We keep
                                             0                                                 0




Although we have a verbal agreement that         Our Customer Services Staff now take all
we will accept 5 absent vote applications per    our enquiries, they are trained to a good
household, these are still checked to ensure     standard with excellent skills. If they are
know malpractice has happened. All absent        unable to answer a enquiry they will pass
voter applications are acknowledged usually      the customer onto us to deal with. Access
the same day.                                    to the electoral register is on several PC
                                            0                                                  0




Parts of the performance standard are met                                                      0
but we do not have a comprehensive written
plan in place, nor do we have a policy
setting a fixed number of postal voters at an
address to trigger further enquiries. Our
screen records provide sufficient information
                                             0                                                 0




The Council maintains a good working             The ERO uses DBC's recorded complaints
relationship with our SPOC and have              procedure i.e. recording complaints received
referred suspicious applications as and          and action taken. The ERO also records all
when necessary. Our threshold number of          sales of full and edited registers and
Avs to an away address before we review          maintains an up to date list of those entitled
closely is 2. We retain registration forms for   to receive it.
Postal Vote applications received in a batch     Set procedures in place for requests for
are checked for similar hand writing. Check      supply of the register and or postal vote
made between canvass form and pv                 lists. Following on from request: 1) In
application as and when necessary. Check         respect of Credit Reference a check is made
made against Council Tax and LLPG                that they have a valid licence and are
records in respect of a claim being received     operating. 2) Data is sent with relevant




                                             0 We keep and maintain a detailed
                                               spreadsheet of those who request the
                                               register, including date supplied and format.
                                               All data is either encrypted or use of secure
                                               uploading facilities. All paper formats are
                                               sent registered or by courier. We supply a
The ERO has annual contact with the local         All entitled persons are issued the revised
SPOC which ensures continuity. Every              register on publication. The information is
application received by the ERO is                supplied in full compliance of the Electoral
acknowledged and any suspect forms are            Commission guidance and every person is
inspected fully including checking with other     informed of the legislation around the use of
declarations held and signed by the elector.      the register. All money received in payment
Some aspects of "Above the performance                                                         0
standard" e.g. acknowledging all
applications on receipt.



                                             0                                                 0




We have a documented strategy and have                                                         0
undertaken risk assessment. Election
services team discuss integrity issues and
build awareness; undertake periodic reviews
of risk and continuous monitoring.
Insufficient resources to uindertake level 5




As stated previously our trigger to alert us to   We believe we perform above the standard
potential fraud would be the submission of 5      as we have a structure in place for dealing
or more applications from one property. Our       with any complaints about the supply of the
ESO would determine whether or not there          register - although none have been recorded
were any grounds to refer the matter on to        to date. We keep detailed records of those
the Electoral Commission or to our point of       to whom we supply a copy of either the
As well as the written plan we have made          A notice is attached to the front of each
progress in moving towards 'Above                 register for the use of those inspecting it,
Standard' in that we are now putting many         explaining the correct use of the register.
more registrations under review than we did       Staff are fully aware of the legislation and
previously. This is a result of information       restrictions. A record of all transactions and
passed to us by another department or             sales are kept. Letters are sent to all
Suspicious applications are dealt with by         The ERO uses the same complaints
following process outlined in Section J P19.      process as the rest of the authority.
We consider this is a proportionate
response to the issues that we face and do
not therefore have an additional written
plan. We do not have a threshold number of
The ERO has a 0% tolerence level and any          The full register is available for public
applications that arouse suspicion are            inspection at the Town Hall under
properly checked against council tax and          supervision by Democratic Services staff .
other available records and discussed with        During election periods, all candidates and
the Democratic Services Manager. As a             party agents are supplied with a register for
living example, during the 2009 European          particular a ward, divison or constituency
An integrity plan based on the Electoral          Supervision of access to the Register is only
Commission template has been created in           undertaken by staff within the Electoral
order to complement/supplement the                Services Team. Training/guidance as to the
existing (but hitherto not formally               requirements for supervision of such access
documented) actions routinely undertaken          is provided as part of overall training. Whilst
as a matter of custom and practice by the         we do not have a discrete complaints
We also follow up absent votes rejected at The complaints are logged under the
election time because of the incorrect       Councils complaints procedure and we keep
signatures and/dates of birth and check      a copy of the documentation.
signatures again other documents held on
record and with the elector. Our rejection
rate is 1% on average. We do check forms
                                           0                                         0




                                            0                                       0




                                            0                                       0




                                            0                                       0




A written plan is in place to monitor the                                           0
number of postal votes going to a single
address, though we have yet to detect any
suggestion of malpractice.


                                            0                                       0




                                            0                                       0




                                            0                                       0




                                            0                                       0
The ERO checks Council Tax records,                 All actions listed at 3. above are routinely
directly contacts properties of multiple            practised by the Electoral Services Team.
occupancy (student halls, private student
accommodation, nursing homes etc) and
has a working relationship with these
contacts in order to ensure no fraud exists.
A check is kept on the number of                    The Register of Electors and the list of
applicatioins being directed to or received         Absent Voters are published and supplied,
from one address. The ERO retains                   by the ERO, in accordance with the
registration forms for the life of the register     regulations and guidance in place at the
and all original absent vote applications are       time. He also supplies to the recipients of
kept until the application is cancelled or          the register guidance as to the correct usage




                                                0                                                  0




ERO has a range of processes in place to                                                           0
check registrations and postal vote
application though data held within the
service and through informal discussions
with other services eg benefits, council tax.
Some liaison with other organistations eg.
                                                0 A complaints log is in place.




The Risk Assessment and Practice Manual             All ERO staff are aware of the requirement
details what to look for and what to be             to supervise inspection of the Register. All
aware of. We are employing a Full Time              Registers supplied are given out along with
Scrutiny Officer from January - May this            an accompanying document specifying the
year whose job it will be to scrutinize all         restriction on the Register's usage. The
Voter Registration and Postal Vote                  ERO uses the Council Complaint's
The majority of actions to achieve the              Guidance supplied to Customer Services
performance standard are undertaken e.g.            team who supervise access to the register
threshold for absent vote re-directs is 6,          and Electoral Services Manager attends
Registration forms kept (1) rolling                 briefing sessions to explain restrictions.
registration - up to 2 years and (2) Canvass        Warning of misuse of register notice always
forms kept for the life of register (in addition    supplied. Council complaints system
                                               0 The ERO publishes and supplies the
                                                 register as at 1 December each year.
                                                 Absent voters lists are supplied when
                                                 requested. Written guidence is provided
                                                 with the register as to the use of their copy
                                                 of the register. Spreadsheet set up
Although we don’t currently have a                                                               0
comprehensive written plan we are in the
process of doing one.



We meet the performance standard in all            Those who have purchased the register
ways but for the fact a written plan has not       receive information on the usage of the
been created. This will be done in due             register and need to sign a statement
course.                                            confirming they understand the terms. As
                                                   our reception staff cannot supervise
                                                   inspection of the register, this is now
                                               0                                                 0




                                               0                                                 0




                                               0                                                 0




Tonbridge and Malling Electoral Services           Tonbridge and Malling Electoral Services
(ES) have a comprehensive set of policies          (ES) follow a comprehensive set of policies
and procedures that set out what is done,          and procedures. These include recording
and how it is monitored. This includes an          the sale and supply of the Register, along
Integrity Policy, which specifies what checks      with any complaints made in respect of the
are done. These checks include a random            use of the Register.
One suspicious application was referred to         Guidance notes are issued to everyone
SPOC who followed this up resulting in a           entitled to receive a copy of the register
fraudulent registration being avoided.             when it is sent. Records are kept of how and
                                                   when registers are supplied.
                                               0                                               0




                                               0                                               0




Actions include: acknowledgements sent to        Procedure note used for annual and monthly
register claimants - this can alert us to        distribution of registers and updates.
suspicious claims; threshold number of           Records are kept of those who are sent
absent votes sent to away address is set at      registers/updates and recipients are sent a
more than 2, checks are run on proxy             notice re use of the full register and are
appointments to ensure non-relatives are         asked to confirm receipt. Training is
                                               0                                             0




We (i) use EC advice and guidance; (ii)            Applicants for the register are requested to
have stated criteria which will result in          acknowledge that they understand the
Electoral Registration Officer personally          usage to which the register may be put by
being made aware of possible concerns;             them. We feel that we are very close to level
and (iii) use our software to check instances      3 - however we don't have a separate
where more than two postal ballots are             complaints procedure but can see no need
Written procedures and a risk assessment                                                        0
are in place and are reviewed annually. An
annual refresh is done of all our absent vote
forms, removing the forms of electors who
have moved from the area and further
information is requested from the elector,
                                            0                                                  0




Process for dealing with suspicious                Formal complaints are dealt with in line with
registration/postal vote application forms         the Council's complaints procedure. Full
during the election period is set out in the       records of all sales of the full and edited
Memorandum of Understanding, and are               register are kept.
referred to Surrey Police for investigation.
At other times of the year, these are also
Have a comprehensive written plan as               Have guidance notes and a procedure in
above.                                             place.




No 'comprehensive written plan' but other                                                      0
than this meeting performance standard
Specific work instructions detail the            Full records are kept of who can have what
procedure to be followed in the case of          version of the register, and when they
suspected fraud, or unclear                      apply/receive copies. "Application forms" are
registrations/absent vote applications.          provided in advance of publication to regular
Reports are run periodically regarding the       recipients such as district Councillors and
number of postal votes going to the same         local Party Agents who return the form




                                             0                                              0




                                             0                                              0




                                             0                                              0




                                             0                                              0




We have a detailed written plan containing     We have our own internal complaints
all of these measures and the reporting        register to log issues and actions as well as
procedures. We have a Postal Vote Fraud        a corporate one that is processed through
Analyser provided by Computershare that        our Legal Department. We keep records of
will run a number of prgramme queries          details of the supply and sale of data and all
inlcuding if more than 3 postal votes are      data is processed in accordance with legis
                                             0 The ERO follows the approved Council
                                               procedure for handling complaints, and any
                                               complaints received, together with action
                                               taken, are formally recorded.


                                             0                                              0




                                             0                                              0
                                           0                                                 0




The task of processing postal votes is          Corporate complaints policy and any specific
allocated to 2 part time people and             complaints relating to the register of electors
confirmation of postal vote letters are         would be kept with the Electoral Serviecs
checked with another member of staff. The       Department. A list of persons entitled to
applications are dealt with as soon as they     receive the register is updated annually.
are received. In the event they are not dealt   This list gives details of the for
                                            0                                                 0




                                           0                                                 0




                                           0                                                 0




The ERO processes absent vote                There is demonstrable and timely
applications and takes steps to ensure that  publication and supply of the electoral
lists are accurate and up to date. The ERO   registers and absent voter lists to all those
takes steps to ensure that electors who are  entitled to receive them and the ERO
reported as having died or moved away        provides guidance to staff who will be
from the area are removed from the absent    supervising supply of and access to the
The Canvass Plan makes reference to          All staff in the Democratic Services Team
some key integrity issues within the risk    who supervise access to the Electoral
section but, there is no separate            Register are trained and adhere to Dorset
comprehensive integrity plan.                wide practices in relation to the disclosure of
                                             information. The Electoral Register for
                                             public access is now being held within the D
                                           0                                               0




                                           0                                                 0




                                           0                                                 0
2nd homes are an issue in Purbeck and a          The authority keeps a log of any complaints,
flow chart has been developed in order to        when the complaint was made, what action
assist with the determination of any             was taken if any and how improvements can
applications based on occupancy and              be made to ensure further complaints of a
reason for residency etc. Canvass forms          similar nature do not occur again. The ERO
are scanned and retained for 1 year and          maintains a log of all persons who have p
                                               0                                            0




                                               0                                                 0




                                               0                                                 0




                                               0                                                 0




Any absent vote application that has raised         The register is published and supplied in
concern is checked with available records.          accordance with the legislative timetable.
If there appeared to be a problem this would        Guidance notes are given to all staff in the
then be forwarded to the police. All                unit. Recipients are given extracts of the
registration forms are retained for the life of     legislation indicating the purposes for which
the register and original absent vote               the register can be used. complaints
Our Integrity plan covers registration and          The Office maintains an up-to-date record
absent votes, all staff are trained of the          detailing all those entitled to a copy of the
importance of highlighting possible                 register. All sales of both the Full and Edited
fraudulent practises and understand the             Registers are recorded along with details of
importance of acting quickly and efficently to      payment. Any register requested in data
upscale the issue to the Electoral                  format is encrypted to maintain th
                                                0                                                 0




                                               0                                                 0




                                               0                                                 0
All members of staff are trained on              All requests for the register are filed away in
determining applications of registration and     one place to ease the supply of the register
postal votes. Any queries are forwarded on       upon publication of the register. All requests
to a senior member of staff for further          made for the register are in writing and in
investigation (council tax, housing benefits     the correct format as required by legislation.
records, previously returned canvass forms       All transactions of sale
                                               0                                                0




                                               0                                                  0




The plan includes stated aims and                  A list of all the organisations entitled to
objectives, the resources available, and an        receive the Register, whether statutorily or
assessment of the potential risks.                 'on demand', is maintained. All
Suspicious registration forms and/or postal        correspondence concerning the supply and
vote applications are ckecked against other        or purchase of the Register is kept and
records (including Council Tax), where             logged and a record is held of all financial
                                            0                                                     0




The plan includes stated aims and                  There is a corporate complaints system on
objectives, the resources available, and an        which all complaints in respect of the
assessment of the potential risks.                 supply/publication can be recorded and
Suspicious registration forms and/or postal        monitored. A database of organisations
vote applications are ckecked against other        entitled to receive the Register, whether
records (including Council Tax), where             statutorily or 'on demand', is maintained. All
Registration forms are scanned and                 A comprehensive list of all recipients entitled
retained for life of register. Postal vote         to receive the register is held. Requests for
applications forms are scanned and                 those reqesting the register and those
retained. Experienced staff process all            entitled to pay for it are also held on file.
forms and refer anything unusual to the            Information is provided in either data or
Head of Service. There is currently no             paper format and is distributed
                                            0      A fully comprehensive list is kept of all those
                                                   that are entitled and have received a copy of
                                                   the register and a copy of all receipt of
                                                   payments are kept. All complaints are
                                                   logged and records kept of action taken.
                                               0                                                  0




Relations with the SPOC are hoped to be                                                           0
improved this year following the proposed
South Wales / Gwent meeting with the
Electoral Commission early in the New Year
                                           0                                                  0




All applications for registration are           Any complaints regarding the Register
acknowledged on receipt of the application.     would is included in the Authority's
Only personalised postal vote application       complaints procedure, and dealt with by the
forms (with applicant's name, address etc)      ERO accordingly. Records of sales and
are sent out, and checks are made to verify     those supplied with the Register are
registration details beforehand.                maintained.
                                                The Complaints Procedure is maintained
                                                and dealt with by the Authority's Complaints
                                                Officer. Knowledge is known as to who may
                                                receive copies of the Register (full or edited)
                                                and can obtain confirmation from the
                                                Electoral Commission's Guidelines. All
                                           0




The ERO has a writien plan and instructions The ERO supplies on request copies of the
to cover the rolling registration and absent register & absent voting lists on request only
voting process.                               to receipients. The register is supplied in
                                              paper and data format. All requests must be
                                              in paper or e-mail format and are kept in a
                                              file. The Registers and monthly updates are
                                            0                                             0




                                           0                                                  0




                                           0 WITH REFERENCE TO NO. 3 - THE
                                             COUNCIL HAS A COMPLAINTS
                                             PROCEDURE IN PLACE



Since last year's performance standards         Continuing with the information security
return, the AEA has made contact with the       awareness strategy introduced prior to the
Police Authority and steps have been taken      2008 canvass, staff have undergone
toward strengthening these links. A meeting     refresher training in the use of GCSx.
is scheduled for early 2010 to progress the
matter further.
                                            0                                                 0
A Contingency Planner, Risk Register and       Internal and external training is provided by
Electoral Malpractice Plan have been           the ERO to all staff responsible for
created utilising Electoral Commission         supervising access to the Register of
Guidance (Part E). The threshold for the       Electors. Furthermore simple guidance on
number of absent voting applications being     the correct usage of the Register of Electors
directed to any one address (other than a      is given to all relevant recipients. A
                                             0                                               0




                                             0                                               0




                                             0                                               0




Written plan established using Electoral                                                     0
Commission guidelines




We do not have written procedures,             We have a file detailing the relevant
however the core staff who deal with           Acts/Sections that gives details as to who is
registration and absent voting forms have all  entitled to the Register. We keep records of
been forensically trained and they are aware   requests from Credit Reference Agencies,
to bring to the attention of the Electoral     Councillors and politcal parties for the full
Services Officer any unusal patterns. We       and edited registers.
The ERO has no written plan in place .         The full published register is available at the
Single point of contact in place (SPOC).       main council offices. The Register is also
Any typed rolling registration forms received  supplied to libraries in part and viewed
are always double checked and dealt with       under supervision in line with the relevant
accordingly. To date only two sets of          guidance. All parties that receive registers
fraudulent forms have been received. The       from the ERO are provided with the relevant
paper copies of postal vote forms are kept     the section keeps a spreadsheet of all
for the duration of an elector requiring to    entitled to receive registers. It was found
vote by post. Programmes are produced          staff were not supervising, as the ER would
whereby if more than 4 electors have a         like in libraries, the viewing of registers,
postal vote going to the same address it is    therefore it was decided to supply the
highlighted. If, however, the property is an   libraries with edited versions of the register
Plan outlining to staff the steps to be taken  Almost reaching 'above the standard' - The
in the event of indication of electoral        Electoral Servcies Section is part of the
malpractice.                                   Councils Corporate complaints procedure
                                               which has only recently been reviewed. any
                                               complaints would be monitored and reported
                                               on a Departmental Basis and copies of
                                             0                                                0
Written integrity guidance. Reports identify      All requests for supply of the register or
abnormal numbers of postal vote                   absent vote lists are checked against
applications for an address. Any suspicious       legislative lists, fully recorded and
registrations or absent vote applications are     despatched in secure encrypted data file or
investigated and reported to local SPOC.          printed copies by recorded delivery. Staff
Large numbers of applications for waivers at      fully trained on process and legistaion. All
LETTERS OF ACKNOWLEDGEMENT                        RECORDS OF ALL INSPECTIONS OF
FOR POSTAL VOTES AND FOR                          THE REGISTER BY THE PUBLIC. LISTS
REGISTRATION. TELEPHONE                           MAINTAINED OF ALL ORGANISATIONS
NUMBERS OF ALL NURSING HOMES IN                   WHO REQUEST COPIES OF THE
ORDER TO CLARIFY THE COMPETENCE                   REGISTER AND ALL REQUESTS MADE
OF THE RESIDENTS WHEN A POSTAL                    BY COUNCILLORS FOR THE COPIES OF
Integrity issues form a part of the overall       Full record maintained for persons/bodies
Business Continuity Plan; Links with SPOC         who have requested and are supplied with
maintained for the immediate transfer of          the Register of Electors; Verbal guidance
suspicious claims and postal vote                 along with written list provided to staff in
applications; Meetings with SPOC and              order to clarify who is eligible to receive the
Electoral Commission regarding integrity          various copies of the RoE; Electoral
Evidence: Written plans, registration             Evidence:Guidance for supervision staff,
acknowledgement letters, absent vote              guidance for all who receive copies of
acknowledgement letters, risk register            registers, corporate complaints log, records
                                                  of organisations who are entitled to receive
                                                  copies of registers, records of organisations
                                                  supplied with registers.




Procedure in place as to how to deal with         The Council has a complaints procedure.
any concerns with regard to registration or       Everyone that requests a register, has a
absent vote applications. Any suspicious          letter with restriction notices. All sales are
registration referred to SPOC                     recorded and receipted, including those that
                                                  are entitled to it as per legislation.
                                              0                                                  0




Any concerns about applications are               All transactions relating to sales of the
investigated. Documents are retained -            register are recorded and distribution lists
original documents are kept until the             kept upto date. Written guidance is
application is cancelled by the elector or        provided as to the proper use of Registers
updated.                                          supplied to each individual outside body.




written plan for dealing with absent vote         complaints and compliments procedure in
applications.                                     place and records of transactions etc held.
3. Is partly met, we are working on a                                                            0
stragegy at the moment.




Written integrity guidance. Reports identify      All requests for supply of the register or
abnormal numbers of postal vote                   absent vote lists are checked against
applications for an address. Any suspicious       legislative lists, fully recorded and
registrations or absent vote applications are     despatched in secure encrypted data file or
investigated and reported to local SPOC.          printed copies by recorded delivery. Staff
Large numbers of applications for waivers at      fully trained on process and legistaion. All
                                             0    the ERO records via the Council's
                                                  accountancy software the sales of the
                                                  regsiter. The Elections Office maintains a
                                                  list of persons entitled to receive the register
                                                  and a record of the public bodies and
                                                  agencies supplied with the full register.




                                              0                                                  0




Now have a written Anti-fraud Strategy.           Keep a detailed spreadsheet detailing who
Raise fraud issues with the Contact Centre        can have what and details of any sales or
and electoral staff to be aware of such           registers given to other organisations. We
issues. We do have a risk register and a          have a customer contact log and also log
good relationship with the Economic Crime         comments, compliments and complaints.
Unit at Staffordshire Police about possible
                                              0                                                  0




The ERO has a detailed written plan on how        The ERO publishes and supplies the
to deal with suspicious applications. This        electoral register to those entiteld to receive
includes a threshold on the number of postal      it. The ERO provides training and guidence
votes being sent to an address. On top of         notes to frontline staff who will be
that the ERO keeps all registration forms for     supervising access to the register. The ERO
the life of the register and all absent vote      uses the Staffordshire Moorlands District
Integrity of information Table (Procedure         Corporate complaints procedure. All sales
Manual)                                           are recorded.
In addition to the standard elements SDC          In addition: notes regarding usage of the
also: Acknowledges all applications for           register are within in the front of each
registration on receipt of the application and    publically accessable copy of the register
engages with other council services               and front line staff point this out to all those
including council tax, the council's fraud        viewing the register. Unsure regarding which
section, care homes, military bases and the       level to choose as we have never had a
it is envisaged that a written strategy will be   the Council has a "Tell us" policy, which
utilised shortly within the service which will    although it does not solely relate to such
meet the required performance standard            complaints would result in any complaints
                                                  relating to the supply and publication of the
                                                  Electoral Register being put to the ERO.
                                                  This area will be developed alongside
                                                0                                                  0




                                                0                                                    0




Again WDC currently doesn't have a written          WDC meets number 2 above but as in
plan to maintain intergity of registration or       number 3 above - we record all transactions
absent voting applications. Although over           of sales and to whom.
the last 12 months we have received and
dealt with fraudulant forms within Electoral
Commssion and SPOC guidelines.
All Registration and Absent Vote (AV)               Guidance & restrictions on use of electoral
applications are examined on receipt, with a        data is provided on application and
view to highlighting any suspicous activity.-       provision, training for library staff has been
Regular checks are made of the number of            provided previously and confirmation that it
Absent votes directed to any single address         is up to date has been received. Training for
and those directed to any address other             call centre staff has been provided
We have access to our Local SPOC and are            All Register sales are recorded, anyone who
able to contact them re absent voting and           accesses the full Register are supervised
registration fraud issues. A plan is in place       and their name and address are recorded.
to do this.                                         We have a complaints procedure in place.


We have a full 'anti-fraud' plan in place for       Full training is provided to all staff closely
both registration and absent votes.                 involved in the process, on systems,
Concerns are fully investigated and reported        process and legislative issues, and annual
to the police where necessary. A proper             training is in place for Customer Service
document retention strategy is also in              Advisors, who deal with many enquiries on
place.Wardens of care and residential               our behalf. Guidance is provided with all
                                              0                                                      0




The section has no official plan in place for       The section follows the corporate complaints
this but it is always discussed at team             procedure in the event of a complaint - of
meetings and staff are reminded what to             which we have had none in the last 12
look out for on applications etc                    months. A secure detailed spreadsheet is
                                                    maintained of all registers distributed which
                                                    also contains the passwords to open the
                                               0                                                0




The ERO is pro-active with regard to rolling                                                    0
registration and receives large volumes of
applications each month. Acknowledging
receipt of applications is impracticable and
would be an exeptionally costly exercise,
particularly when within six weeks all all
                                               0                                                0




                                               0                                                0




                                               0                                                0




With a very small team of staff it is very         We have a corporate complaints procedure.
easy to see patterns emerging from Absent          Registers are supplied together with a letter
vote applications. We have very few postal         outlining what a recepient is entitled to do
votes sent to an away address. Any                 with it.
concerns are raised with the Elections
Manager and after preliminary investigation
Staff are constantly aware of the need to     Records are kept of all persons issued with
watch out for suspicious application forms.   a copy of the full or edited registers
Any forms which cannot be verified using      including the Council Members. A record of
other sources are returned to the elector     fees paid is also kept. We attempt to
with a request for additional information.    investigate complaints buthis is difficult as
                                              they normally concern complaints about
The Performance Standard Level itself has The ERO supplies all registers and absent
been selected again this year, although the voters lists to statutory recipients on time.
ERO believes we operate above this level to All staff are trained in supervision of the
some extent. There is a fully documented      register and guidance is issued to staff in
plan available in relation to the prevention  main libraries and information points who
and detection of fraud in relation to rolling supervise the register. Guidance leaflets
forms and what to look for to identify             access to the register and who supervise
irregularities                                     access or supply copies

staff                                              who receive a copy of the register whether
                                                   they are inspecting or obtain a copy
Although the ERO does not have a written          In addition to meeting level 2, most of the
plan, most of the points covered in the           points in level 3 are also met. All registers
performance standard (3) are met. All forms       and absent vote lists are supplied strictly in
(rolling registration, canvass and absent         accordance with the regulations. A full
vote applications) received in the office are     record is kept of who has been supplied with
date stamped on receipt and checked to            registers and copies of guidance sent to
                                              0                                                  0




                                              0 Credit companies details are placed on the
                                                website, details of other sales are also
                                                available.



In addition to the measures above, we also                                                      0
write in January each year to all absent
voters who have their ballot papers sent to
an address other than their qualifiying
address to check that this is still
required.This acts as a reminder and has
A written electoral integrity plan is in place.   Guidance for the recipients of the register is
Liaison with the SPOC takes place as and          included at the start of the register document
when necessary, and any abnormal number           and training/guidance is available to staff
of absent vote applications being directed to     supervising access to the register, including
a particular address would be further             from the AEA and the Electoral
investigated. The registration forms are          Commission. All complaints would be dealt
A written plan is nearing completion. We          The register of electors is only available for
are a small team and applications for postal      inspection in the Council's 3 Customer First
votes are usually dealt with by two members       officers and the staff are aware that people
of staff who have both been trained in            cannot take copies, only make hand written
absent voting procedures. Again rolling           notes of the full register. People inspecting
registration forms are also only dealt with by    the register are supervised by Customer




We are currently in the process of securing    All requests for the register are processed
the £8K to acknowledge all registrations on    by Electoral Services who keep a record of
receipt.                                       which persons have requested and received
                                               copies. Complaints and details of sales are
                                               recorded via the councils standard recording
                                               procedures for such matters.
Written processing and 'referral' instructions council complaints procedure used to
issued to all staff during the planning and    monitor complaints and compliments.
training process. Close liaison with local     Database of all register recipients
police and spoc. Use is made of information maintained and updated. Issue of all
provided on AEA website re fraudulent          registers monitored and recorded. All
activity. Sufficient storage available to keep recipients receive a copy of the regulations
Subject area: Participation
Performance standard 6                           Performance standard 7
Articles are included in the Council's           We work with the Council Tax Section of the
magazine, delivered to all residential           Council to ensure that registration forms are
properties in the borough, highlighting          sent to all new occupiers within the borough.
forthcoming elections and the annual             The local Registrar sends through weekly
canvass, including details of the dedicated      lists of deaths so that the Register can be
telephone number/email address to obtain         kept up to date. We work with the Policy &
The ERO has not developed a fully                As indicated in the comments on the
documented awareness strategy in respect         previous performance measures the ERO
of electoral registration. A considerable        has a good record of working with other
amount of work has been done by working in       partners. This includes all of the other
partnership with other Councils in               councils within Nottinghamshire and
Nottinghamshire, funded by the east              suppliers. A number of County wide
                                            0                                                 0




A considerable amount of work is done in         The Department is represented on the
this particular area although we do not have     Equalities Service Development and
a specific participation budget. Much of the     Customer Excellence Group and attends
work involves officer time rather than           equalities and customer excellence events.
expenditure - for example attending equality     In addition we work with the Derbyshire
events; work with the Youth Council;             Electoral Administrators and participated in
                                             0                                                  0




                                            0                                                   0




Publicity campaign which included a full         Electoral participation is promoted during
colour page spread in local press/local radio    Local Democracy week. Councillors and the
advertisement/billboard advert at                Mayor give presentations to young people.
Sainsbury's/adverts in village and town          Joint working with both Council Tax and
mags/Adverts on Notice Boards within the         Land Charges to promote rolling registration
Council Offices and Parish Council Sites. A      by sending out claim forms with new Council
Current performance will be addressed            An joint exercise with other Derbyshire
through the 2010 ERO Improvement Plan            authorities to promote electoral participation
which includes the introduction of a public      was undertaken in 2008. The possibility of
awareness strategy covering both                 further joint working with neighbouring
registration and elections. The ERO has          Bolsover and North East Derbyshire District
commissioned the Council's                       Councils is currently being explored. There
                                             0                                                  0




                                             0 DDC is working with sister authorities within
                                               Northamptonshire with a view to progressing
                                               joint promotional activities (adverts on
                                               buses).


Although a comprehensive written strategy         We continue to have strong links with Civic
has not yet been produced we have included        Services and the Registrar team in relation
this within our 2009/10 Service Business          to citizenship ceremonies. We work with
Plan. As a result we have increased our           other teams in Democratic Services and a
participation and engagement work. A part         rota is drawn up so that we have two
time Electoral Projects Officer has carried       members of staff at each ceremony. We
                                            0                                                 0




The Council meets the Performance                 We work closely with Communications
standard. We have a Public Awareness              (design work; Local Democracy Week;
Strategy which targets audiences; it covers       press releases; Nene Valley News);
both electoral registration and elections. On     Customer Contact Centre (frequently asked
a number of measures, we have applied for         questions; posters in receptions and Plasma
funding from the Ministry of Justice and this     Screens in all 3 Council buildings); Print
                                              0                                              0




                                             0                                                  0




Joint public awareness strategy with              Working on a joint awareness strategy with
neighbouring authorities, participation           local authorities within Leicestershire who
budget in place                                   are also parliamentary partners.



                                             0                                                  0
Regular advertisments in Council paper              Work with communications section at key
throughout the year relating to registration in     times to ensure good positioning of advert in
line with activity of the publication period e.g.   free paper and handling of press releases
election related, rolling registration related,     when applicable. Evaluation of this has not
annual canvass related. Radio campaign              taken place before but is currently underway
also run during canvass. These methods              at the time of completing this assessment.
                                                0                                               0




Evidence for self assessment - Written        We currently undertaking joint working with
Public Awareness Strategy                     the Registrar of Births, Deaths and
                                              Marriage. This work is to ensure that people
                                              who become British Citizens through
                                              Citizenship Ceremonies are registered on
                                              the Register of Electors. Additionally, we
As detailed in the canvass and rolling        Work with communication department to
registration plan.                            produce press releases in local echo,
                                              website and radio interviews. Schools,
                                              Colleges and University contacted to display
                                              publicity material. Lincolnshire County
                                              Council contacted at the start of the canvass
The Electoral Registration Officer (Returning The authority ran a very successful Youth
Officer) has produced a publicity strategy    Mayoral election during Local democracy
prior to the June 2009 elections which        week this year, for the second year running.
focussed mainly on younger voters via the     This project was run in partnership with our
"Notts Bothered campaign" This was            Community Engagement officers and the
reported to the Commission as part of the     Executive Mayor's personal assistant.
                                            0                                              0




The ERO has a public awareness strategy             The ERO works with Council Tax, Planning
aimed at increasing the awareness of the            Services and Registrars to ensure
importance and availabilty of registering to        appropropriate work is undertaken to
vote across the District. The strategy              promote electoal participation. The ERO has
illustrates how the budget for public               also undertaken activities with neighbouring
awareness strategy is spent, who the                authorities in Nottinghamshire to co-ordinate
Looking to identify and target organisations,       Electoral Services is a reference point in a
particularly by using the document "Making          recent Council approved document for all
Democracy Accessible" produced by United            newcomers to the District.
Response and the Electoral Commission


From December 2009 Customer Services at             Electoral Services and Local Land Charges
all 12 Local Access Points/Parish Offices           staff work closely together as a team within
throughout NK, are able to access the               Business Management Services. The
Register to check registrations and issue           Member Services Manager is the line
voter registration forms and postal vote            manager for the section. Many of the
applications on request. The three RAF              Council services such as Housing, Council
We now have a completed Public                      We have a link into a key meetings structure
Awareness Strategy                                  within the organisation in order to promote
                                                    democracy, particularly to young people. We
                                                    have regular meetings with colleagues
                                                    across neighbouring authorities to discuss
                                                    key issues incuding promoting electoral
                                                0                                                0




The effectiveness of previous canvass               Many departments throughout the authority
campaigns have been evaluated and a                 were instrumental in delivery the youth week
public awareness strategy has been created          and local democracy week events along with
to incorporate changes in our traget                democratic services. Schools were invited to
audiences and the resources we have                 take part in many events held at the Council
available. Statistics prove that either with or     House including debating issues and seeing
                                                0                                              0




We have a participation strategy in place           See attached evidence.
which meets the criteria for this standard.




No written public awareness strategy is in          Discussions have been held with
place. However, raising public awareness in         neighbouring ESOs regarding pooling
electoral registration and participation in         resources to promote electoral participation.
elections is considered at appropriate times        Liaison has been held with the Council's
of the year and any guidance issued by the          housing mnagement partners and its internal
Electoral Commission is adhered to.                 communications section regarding the
                                             0                                                  0




                                          0 Democracy lesson plans for groups of
                                            school children have recently been
                                            produced in partnership with our Strategic
                                            Partnership team. Links have been
                                            established with Lincolnshire County Council
                                            on an annual basis for the supply of listings
The ERO has identified target audiences,    The ERO is working with other departments
wards with a lower response rate, and have within the local authority and now ensures
used money from the participation fund to   that each copy of the authorites magazaine
fund lamp column banners and additional     which is published every two months
canvassers in these areas. The rate of      includes an article covering the Electoral
response in most of these areas has         Services and help and information regarding
                                          0                                               0




We have produced a written strategy which           We have met with other departments to
includes a risk register and evaluation plan.       determine the feasibility of joint working. We
                                                    obtain information from the customer
                                                    contact centre and from the Council Tax
                                                    section. The Electoral Services Visiting
                                                    Officer also makes site visits for the Local
Resources for this type of work are scarce.       The Council Tax division supplies "welcome
Promotion activities therefore tend to be of a    packs" to new registrants, which include
somewhat ad hoc nature. In different years        voter registration forms. The ERO also has
we have concentrated on promoting                 a record of working with other local
electoral participation of young people           authorities in order to reduce the costs of
(birthday cards sent to attainers), service       publicity work including joint radio




The Registration Officer has not adopted a        The Registration Officer is involved in a
separate communication strategy in respect        number of initiativeswhich have included (1)
of Electoral Registration. He has however         Local Hospital magazine advertisment, (this
embraced the standards and principals             initative was in partnership with
contained within the corporate                    neighbouring authorities Maldon and
communication strategy to ensure that all         Chelmsford. (2) Consultation on Polling
Strategy for 2009/2010 in place.                  Joint working between the Norfolk local
                                                  authorities takes place on public awareness
                                                  campaigns. Regular meetings of the Norfolk
                                                  Electoral Administrators group identify key
                                                  areas for partnership working for public
                                                  awareness. The measurement of the
                                                0                                             0




We notify the public with our web page,      We hold 2-3 meetings a year with our local
noticeboards in all of our 63 parishes, our 3Norfolk councils there are six other councils
informatiom centres. We publish a            involved, plus we now join with a
Broadland news and Parish pages and          neighbouring county of Suffolk. We also
advertise in the local newspapers, on the    attend AEA branch meetings to get
radio and we have been known to speak on     information. Our change of circumstance
Annual programme of publicity, promotion     Work with Communications Section
and communication undertaken- public         regarding press promotion/posters etc.
buildings, Council vehicles, press, notice   Liaison with schools and local college
boards etc. Identified budget.Web site       offering staff presentations to
promotion/awareness raising                  children/students. Liaison with Council Tax
                                             Section to supply rolling registration forms
We are currently in the process of producing                                              0
a written strategy for public awareness.
The ERO has a public awareness strategy           The ERO works with the local Youth Council
which is complementary to the Council's           to encourage electoral participation by
Communications and Consultation                   young people. The elections to the Young
strategies. The identification and mitigation     Essex Assembly are supported by the ERO
of risks are included in the Democratic           and are an opportunity to raise awareness
Services' risk register.                          and the importance of the democratic




The public awarenss strategy contains:            The self-assessment for 2008 judged
information on local demographics; its target     performance for this standard to be level 4
audience; measures for promoting general          owing to promotional work carried out in
awareness; awareness among specific               conjunction with adjoining EROs. That work
groups, i.e young people, BME groups,             was not repeated this year and therefore
foreign nationals and those in particular         only level 3 is idicated on this occasion.
Public awareness projects are ubdertaken                                                      0
but there is no formal strategy in place -
each project is then evaluated



Meetings are organised with                       Laiase with Herts County Council to include
Communications dept and website manager           registration information in citizenship packs
to identify best methods of publicising           that are issued to new citizens
canvass and rolling registration and              Liase with Communications department and
identifying target audiences. Posters             councillors to promote Local Democracy
advertising the canvass are put up on             Week
                                        0         The only department that we work closely
                                                  with is the homeless section, where we give
                                                  them forms to give to their tenants. We also
                                                  have leaflets and posters that Councillors
                                                  use for attainers and we have used the
                                                  birthday cards for attainers, but have not yet
                                                0                                               0




Our PR section is in charge of publicity - we                                                  0
give them pieces for the the local newspaper
and it is up to them to submit it. Sometimes
they print things, sometimes they don't.
August is always bad because the paper
prefers acticles about the A level and GCSE




                                                0 Information received from council tax,
                                                  Comms dept issues press releases and free
                                                  mag to advise the public of critical dates.
                                                  Regular checks are made to monitor levels
                                                  of foreign nationals.
We have just received the plans that were        As I have mentioned above we took part in
sent through from the EC. These will be          an event that was organised as a community
looked at to aid us with completing a public     involvement exercise. As we were an
awareness strategy for Great Yarmouth. We        ancillary part to the event it didn't cost us
have recently taken part in a Community          anything and actually proved to be quite
awareness event where various departments        beneficial. It is something we would get
                                             0                                                 0




                                            0 We have feature appertaining to elections
                                              and electoral registration in our Council
                                              Bulletin publication which is sent out
                                              quarterly


The ERO is currently developing a formal         The ERO liaises with various other council
written public awareness strategy.               departments when considering electoral
                                                 participation promotion, including the
                                                 marketing team and community
                                                 development team.
                                            0                                                 0




                                            0                                                 0
We are currently working on a written plan to                                                  0
improve our performance to standard for the
next return.



                                                0                                              0




We encourage electoral registration and           In addition to evidence already shown
electoral participation targeting the young,      above, we will shortly be looking into ways
elderly, disabled and minority groups.            of working with neighbouring authorities to
Information about registration, service voter     further encourage registration and publicize
and overseas applications is available on         the forthcoming Parliamentary and local
the council website, in the council reception     elections (2010). However, lack of additional
                                                0 We work with Housing and Council Tax to
                                                  ensure to electoral register is promoted by
                                                  various Council methods. Twice a year
                                                  articles are in the district wide magazine to
                                                  promote and publicice elections and
                                                  electoral regsitration. All canvass forms
                                                0                                               0




We are in the early stages of putting         We are in the early stages of putting
together our participation plan and strategy. together our participation plan and strategy.




                                                0                                              0




                                                0                                              0




                                                0 We have identified this with Council tax
                                                  department and are working on the
                                                  evaulation.
In spite of our best efforts we have been           We continue to exceed this standard by
unable to make further progress on this             participating in the Suffolk County Electoral
standard, hopefully this will be addressed in       Administrators Group. We have shared
next years work programme.                          costs with other Suffolk Authorities in
                                                    producing election posters/leaflets. In
                                                    addition we have established partnership
                                               0                                                    0




                                               0                                                    0




A public awareness and voter engagement             joint work is beginning with voluntary
plan is being developed and work is                 organisations, community forums and other
beginning with the Community Development            authorities to deliver and encourage
Manager plus voluntary organisations to             electoral participation and to increase the
develop public awareness and encourage              efficient use of resources.
hard to reach individuals to both register to




• Target audiences i.e. disabled and                • Agreed and effective working arrangement
attaining (18 year old) voters targeted in          enabling exchange of data between
order to identify needs and advise processes        Electoral and Council Tax / Housing Benefit
to assist individuals with participation in the     Offices.
democratic process i.e. Equality Impact             • The Council Tax Office include an electoral
Assessment undertaken and maintained in             registration application form with all revised
Election Notices sent to post offices,              Registration forms are provided to Council
libraries and local offices. Election Notice        tax and these are posted out with every
published in local paper and displayed on           ‘new’ Council Tax bill. Work with
Council website. Briefings held for                 neighbouring authorities to promote
candidates and agents and sessions run for          registration. Liasing with Lowestoft
those wishing to stand. Have FAQ’s on the           International Support Group and provided a
Effective communication through press               We have excellent external relationships
releases, quarterly council magazine                with all the other Hertfordshire authorities
publication and up to date website                  through the County Group of the AEA and
information keeps the electorate informed.          the Eastern Region of the AEA. We work
We work closely with the Dean of Students           closely with our communications team in
at the University of Hertfordshire to promote       promotional areas for registration and
                                                0                                                  0




                                               0                                                    0
                                             0                                                0




                                             0                                                0




See supporting document                           See supporting document




A public awareness plan is documented and         The ERO has met with other Departments to
updatd each year for the annual canvass,          determine what joint working can be
registration and elections. This contains         achieved. The joint working examples we
details of specific initiatives proposed in a     have looked at include - information on
particular year and risks and resources. All      registration going out with Council Tax bills;
activities are evaulated through forms send       use of housing estate notice boards for
No witten public awareness strategy but           Work very closely with the City Occupiers
work goes on throughout the year.                 Database (COD) team regarding the
Information regarding registration deadlines      business voters registered on the Ward
displayed on Ward notice boards, libraries,       Lists. They play an important part in the
Estate notice boards, and 4 electronic notice     canvass of businesses, identifying where
boards that are displayed around the CoL          businesses have changed. Work jointly
We have a publicity plan identifying target       Working with Internal partners: Rolling
groups for specific publicity. There is also an   Registration forms distributed at citizenship
identified budget for publicity. We work in       ceremonies. Forms also distributed by
partnership with the Councils                     Housing Officers to new council tennents,
Communication Dept to highlight all electoral     and those who have moved to a new
and election campaigns.                           address. Rolling Registration forms




The Electoral Services team has a public       Electoral Services works closely with the
awareness strategy that was drawn up in        council tax department and LLPG custodian
consultation with the council's                in ensuring that databases are accurate and
communications team.                           work is not duplicated. Registration
                                               application forms are included in all new
                                               council tax bills. Electoral Services works
                                             0                                             0




                                             0                                                0
                                                0                                                 0




There has been extensive targetted                  There is frequent consultation with local
registration work such that I feel we go            groups and some joint working, eg with our
beyond merely the Standard, but budgets             GLA Constituency Partner, but we could stil
are subject to some extent to external              systemise this more.
factors so I have not checked Box 4
There is no awareness strategy in place             Although there are no written records in
although the awareness has been raised by           place, the ERO has worked with another
attendance at a local learning disability           local authority pomote participation at the
group conference. The Promote the Vote              GLA elections in May 2008. There is also
website will also be linked to the local            ongoing work with Harrow Youth Council.
website in order to highten awareness               The ERO is also now working with other
Performance Standard 6                              Performance Standard 7
We believe we meet the performance                  We believe we meet the performance
standard for Participation.                         standard for working with partners.

A public awareness strategy is in place for         We work closely with other Council areas
different activities throughout the year but        e.g. Culture & Community re.
                                                0                                                 0




We have a documented public awareness               The section engages with all council
strategy which includes different activities for    departments to encourage voter registration,
different parts of the year. Funding is             for example: registration forms despatched
obtained from the MOJ as part of the                with council tax bills, Hounlsow Homes
participation funding each year and this year       tenancy agreements, British citizenship
the Council is funding the voter confirmation       packs. In addition a list of all students is
1. We have a written Communications                 1. We have a system working with our
Forward Plan for to cover Elections,                contact centre to ensure all callers voter
Canvass and Other Activities. 2. We have            registration status is checked against our
specific budget for this but not broken down        system and an e-form will be completed for
into how it should be spent. 3. We use rolling      each person identified who isn't registered
registration figures, canvass rates and             who we then contact. 2. We also work with
                                               0                                                 0




                                                0 The department consults with the local
                                                  authorities interpretation service to ensure
                                                  guidance and materials is available in other
                                                  formats and languages. This included
                                                  providing instructions on how to complete
                                                  the canvass form 14 languages other than
Evaluation of all our publicity and                                                               0
promotional activities is carryied out by the
Council's coomunications department as
part of its overall evaluation of all Council
activities.
Last year we reported ourselves as below           We assessed ourselves as bleow standard
standard. Considerable efforts have been           last year. However this ignored a number of
made to improve this score with the                initiatives that had already been undertaken
Publicatiom of a Public Awareness                  e.g Election of Young Mayor and working
document endorsed by the Elections                 with other authorities on Participation
Committee. It is a cross council initiative and    schemes e.g. Joint advertising campaigns
Limited publicity budget so look to link with      Work with local authority education,
others' activities for work not directly on        community cohesion, stronger communities
voter registration on elections. Electoral         and democratic services teams. Work with
participation fund found to be too restrictive     non-LA schools and colleges. Work with
to use. Use local authority activities around      neighbouring EROs and London-wide EROs
Local Democracy Week. Work with                    for joint activities and campaigns.
                                               0                                               0




                                              0                                                 0




We have one of the highest turnouts in the                                                      0
country and similar turnouts in each polling
station. Whilst not being complacent we
ensure that all areas/electors are treated the
same. We work alongside other London
Boroughs/GLA and the Electoral
separate cost centre with itemised cost            Southwark works with other boroughs in
elements for participation and outreach            south London to produce publicity on the
within service. In addition to core activities     need to register - this is print media and an
this years activites plan had identified pre       annual bus campaign and is subject to
euro election work regarding more european         evaluation. Additionally work is undertaken
nationals regsitered to vote in southwark          with registrars as mentioned early regarding
                                               0                                                 0




We have a detailed strategy for public             We have developed joint working with
awareness and produce documents in                 LLPG, Street Naming and Numbering,
different languages.                               Council Tax and Births Deaths and
                                                   Marriages. Information is shared amongst
                                                   all stakeholders.
work on a public awareness strategy has                                                         0
been commenced and will be completed
before the 2010 Canvass.



The Service has a ‘Public awareness and            Joint working plays a large part in the
Strategy & Accessibility – 2009’ plan and          Service's involvement with the community.
measures and evaluates this by measuring           Work has been carried out with other council
the success of the results achieved in this        services, e.g. Audit, Council Tax and
area of work. Local publicity awareness            Housing Benefits and Policy Unit as well
campaigns are conducted via posters,               external organisations including schools,
a. A breakthrough has been made, as                a. Electoral Services has worked with
following discussion with members of               outreach colleagues delivering other
various Chinese community associations, a          services.i.e WCC’s Chinatown liaison
visit has been arranged to the Chinese             officer, in order to ensure that initial contact
Community Centre on 2 March 2010. This is          is made and that a proper message is
a significant breakthrough and it is intended      delivered to local community
                                             0                                                        0




                                              0                                                       0




As part of the electoral participation strategy    The ERO works closely with the press team
the election team are working in partnership       to promote electoral processes. Work is
with colleagues in communications to               being undertaken to develop a strategy for
develop a participation plan. Focussing on         engaging with specific groups. In particular
encouraging registration and voter turnout at      the ERO has already made initial steps to
both the local elections in May and the            engage with young people and will be
Public Awareness Strategy initially produced       Electoral staff liaise regularly with other
and now being further developed to                 internal departments in the authority to
incorporate information dissemination and          identify appropriate events for consideration
promotional plans, with appropriate                of promoting electoral participation. External
mechanisms in place to evaluate responses          working partnerships include working with
and identify risks.                                neighbouring Tees Valley and more recently
                                               0   ERO has consulted other departments of
                                                   the local authority to promote electoral
                                                   participation (Corporate Communications,
                                                   Council Tax, Education, Chief Executives
                                                   etc). However, the ERO has not evaluated
                                                   the costs/benefits of joint working
We do not have a public awareness                  See note on section above on joint working
document, but do work with several different
groups on voting rights and procedures.
Barnados, Groups with learning difficulties,
Youth Services, Human Rights and
Citizenship sections. We are also working
                                             0                                                        0




The Electoral Registration Officer has             The Electoral Registration Officer works
formulated a public participation strategy         closely with Integrated Youth Services,
which is translated into action through            Communications and local schools to co-
partnership working and various initiatives.       ordinate participation activities. This
This includes youth cabinet, youth                 approach has avoided duplication of effort
parliament and school mock elections. Hard         and unecessary expenditure. This has
A community engagement plan exists with            The ERO actively engages with other
Democratic Services Section which                  departments within the LA to promote
documents a planned approach for the               electoral participation. This includes school
coming year for the outreach work to be            liaison, children in care,headteachers, the
undertaken within the community. This              youth service and adults with learning
details local democracy week activity, school      difficulties. In addition relationships have
To reach this standard we:                     To reach this standard we:

• Have a documented public awareness         • Work with the council tax section to target
strategy which identifies our target         properties where a change has been made
audiences, what we do and when.              to their account which could be as a result of
                                             a new occupant moving into the address.
                                           0                                               0




                                           0                                              0




ERO's public awareness activities, plan and                                               0
evaluation are documented in the public
awareness strategy for the canvass.



                                           0                                              0




Members of the Council's PR Unit meet with     We loan polling booths and ballot boxes to
Election staff each year to prepare a public   schools for their school elections and
awareness strategy. Discussions are held       provide equipment for citizenship visits
around which categories of electors we think   hosted by the Mayor's Office. We also
we need to engage with and the best            assist with the Youth MP elections. Hoping
methods to achieve this. All relevant          to engage with Neighbourhood Boards to
A joint working group in Democratic and        A joint working group in Democratic and
Electoral Services have produced a Public      Electoral Services meet regularly, plans are
Awareness strategy for the annual canvass.     on record and regularly updated and
This work built on the project plan and        reviewed. Joint working arrangements with
evaluation report for the 2007 local           our two neighbouring boroughs of Wyre and
government elections. Target groups were       Fylde are undertaken for radio and other
We are working towards a structured/written                                                0
public awareness strategy, although
budgetry constraints work against large
scale projects. We have applied for funding
from the participation fund this year for a
large screen advertising campaign in the
 There is a documented public awareness      Registration staff are involved in meetings of
strategy which outlines the objectives,      the Lancashire Group of the AEA, looking at
targetted audiences, risks, resources etc.   areas for joint working to promote electoral
                                             participation. Joint working is in place with
                                             council tax, who send out rolling registration
                                             forms throughout the year, and also the
The ERO has a public awareness strategy in The council Tax section ahs worked closely
place, which has been drafted along with     with Electoral Services to promote electoral
Bury Council press office. Any udertakings participation. There has alos been
that have taken place are then fully         consultaion and joint working with Young
evaluated against the objectives of the plan Peoples Services to identify and encourage
                                             young people, 16/17/18 years olds to
                                             0                                          0




                                             0                                          0




                                             0                                          0




 Specific Targetting of some canvass areas     Use of Local Libraries, Sports Centres,
is carried out. These are the 3 poorest        Community Centres, The Council's
responding areas from the previous year's      Customer Services and Parish Council's to
canvass. Canvass Plan and Public               promote the Canvass. Advertisments placed
Awareness Strategy in place.                   in local media and use of Local Radio
                                               Interview Slot. In addition Council's
                                             0                                           0




                                             0                                          0




                                             0                                          0




                                             0                                          0




                                             0                                          0




                                             0                                          0
There is a Community Engagement Strategy            The Council regularly works with its
which elections and electoral registration          neighbouring authorities of Barrow and
forms a part which is updated annually and          South Lakes on joint promotional activities ie
reviewed throughout the year to react to            bus advertising and magazine publications.
changes in circumstances. There is a                The Council also has a number of activities
dedicated annual budget available for               within its community engagement plan which
For some years this aspect has been the             We work closely with other Authorities on
subject of joint working across Merseyside          Merseyside, and this has been used as a
and has developed further, with each                model for others. The EC representative
authority targeting, on behalf of all, particular   regularly attends our meetings as do
groups such as ethnic, disabled, young,             suppliers of printing, postal vote services
elderl and new residents. We have had               and software. Royal Mail attend at
Our public awareness strategy was drafted           We have worked with a group of local young
after liaison with the councils                     people called the Same Teens who produce
communications director, who is responsible         an online magazine, and have funded their
for ensuring that our messages are included         first printed version distributed at the
wherever possible and appropriate, and              Manchester Festival, which includes editorial
delivered through the councils overall              and features encouraging 17 - 21 year olds
Although we currently have no strategy it is                                                     0
in our Business Plan for 2009/10 to work on
and carry out joint working with other
services and partners.


A written public awareness strategy has             The ERO consults and works with various
been produced. This details the objectives,         partners to help promote electoral
the target audiences, the available                 participation. These include the internal
resources and the success measures for              Communications Unit and the
each of the actions in it. It is reviewed           Neighbourhood Management Team who
quarterly and updated as necessary. The             hold monthly meetings with groups of
                                               0                                                0




                                               0                                                0




Public awareness is undertaken - messages                                                       0
at the foot of all emails sent from the office,
comprehensive web pages. Looking to
adopt/implement a Greater Manchester wide
public awareness campaign for the election
and next canvass.
                                                0                                               0




Public awareness strategies that are                The Electoral Registration Officer works with
currently undertaken by the Electoral               the following partners:-
Registration Officer include:                       (1) Registrars of Births and Deaths
o The Electoral Registration Officer raises         - Death Lists and Marriage Lists are
general awareness of the service through            obtained from the registrar of births and
advertising around the local authority area         deaths which are used to assist in holding
The ERO has a very limited budget to carry            In this area the key partnership is with the
out any promotional work, to overcome this            other Merseyside authorities to provide a
a mini-canvass is carried out in Jan-March            consistent approach to delivering the
which targets every household, promotes               service. This now links into the resepctve
elections and advises on postal voting. In            authorities ICT group to look at new ways of
terms of other activities, these are done on a        electronic promotion.
                                             0                                                     0




                                                  0                                               0




Extensive work undertaken with 6th form             As well as joint working with other Council
colleges on voter registration using the            Departments in relation to performance
'Have your say' DVD provided by the                 standard 6 the five Merseyside authorities
Electoral Commission including registration         have formed a formal working partnership
sessions, local Councillor 'Question Time'          which amongst other functions provides a
and school/mock elections.                          well documented Merseyside wide
We have a Public Awareness Strategy                 In organising all the Participation events
consisting of different Democracy events,           listed above we have worked and engaged
these take place at different times of the          with other departments of the Council such
year and different target audiences are             as the Mayor, the Community Engagement
reached. Within our overall Business plan           Manager, Youth and Community services,
there are aims to improve the Electoral             Schools and Colleges, the Equality and
ERO produces a public awareness strategy            ERO works closely with other Council
which is a mix of general awareness raising         departments such as Media, Marketing and
and targetted publicity. Materials are              Communications, Community Development,
produced in a variety of formats. Specific          Council Tax, land and property, Council Tax,
resources are identified. The outcomes of           Registrars and makes use of other
the awareness raising exercises are                 administrative resources within the Council
The canvass methodology provides the                Cross-department working regarding public
backbone of the public awareness strategy           awareness including Area services,
and identified this year the "At-risk" electors     Communications and neighbourhood forums
who were due to be removed for two year             are helpful. Working with the Registrars for
non response. The reports to the Group              Citizenship also works well to promote
Leaders at the end of the canvass provide           entitlement. The ten AGMA authorities are in
Draft public awareness strategy prepared;           Work undertaken with youth services and
key community groups consulted with                 childrens services on democracy events and
election manager giving presentations to            with Priestly College - involving young
invited audiences.                                  people and promoting participation and
                                                    young elector registration however it is not
                                                    strategically planned
                                                  0                                              0




                                                  0 We will develop working with partners as
                                                    part of our Public Awareness Strategy and
                                                    expect to be able to meet the standard, or
                                                    even to be above standard, at our next
                                                    assessment.
                                               0                                                   0




                                               0                                                   0




No written plans in place at present but are       • Local Authority Housing Department –
being considered for 2009 • During the             issuing voter registration forms to new
Scottish & Local Authority Elections a             tenancies and the provision of tenancy lists
student awareness programme was                    showing terminations and allocations.
undertaken at Kilmarnock College in                • Local Housing Authorities - issuing voter
conjunction with East Ayrshire Council.•           registration forms to new tenancies and the
No written plans in place at present but are       • Local Authority Housing Department –
being considered for 2009 • During the             issuing voter registration forms to new
Scottish & Local Authority Elections a             tenancies and the provision of tenancy lists
student awareness programme was                    showing terminations and allocations.
undertaken at Kilmarnock College in                • Local Housing Authorities - issuing voter
conjunction with East Ayrshire Council.•           registration forms to new tenancies and the
No written plans in place at present but are       • Local Authority Housing Department –
being considered for 2009 • During the             issuing voter registration forms to new
Scottish & Local Authority Elections a             tenancies and the provision of tenancy lists
student awareness programme was                    showing terminations and allocations.
undertaken at Kilmarnock College in                • Local Housing Authorities - issuing voter
conjunction with East Ayrshire Council.•           registration forms to new tenancies and the
All properties are contacted annually to           Meetings have been held with
obtain information on eligible electors. As        communications staff, returning officer staff
part of the canvass plan care homes,               and other council services to request
boarding houses etc receive letters with the       assistance in identifying potential electors
forms explaining need to return information        who may not be registered or who would
per address, Private rented properties have        have difficulties with registration but
All properties are contacted annually to           Meetings have been held with
obtain information on eligible electors. As        communications staff, returning officer staff
part of the canvass plan care homes,               and other council services to request
boarding houses etc receive letters with the       assistance in identifying potential electors
forms explaining need to return information        who may not be registered or who would
per address, Private rented properties have        have difficulties with registration but
All properties are contacted annually to           Meetings have been held with
obtain information on eligible electors. As        communications staff, returning officer staff
part of the canvass plan care homes,               and other council services to request
boarding houses etc receive letters with the       assistance in identifying potential electors
forms explaining need to return information        who may not be registered or who would
per address, Private rented properties have        have difficulties with registration but
                                               0                                                   0




Evidence: I think we are still between 3 and       Evidence: DAB Electoral Participation
4. We do not have a Risk Register specific         Strategy, meetings with Returning Officers
to Electoral Participation (3) although we do      (minuted), SAA ER Committee meetings
have everything else. We have a written            (minuted), contact with Registrar's (change
Electoral Participation Strategy/Plan which is     of name due to marriage), Citizenship
reviewed annually and this includes an             Ceremonies, meetings with Finance
                                           Evidence: DAB Electoral Participation
Evidence: I think we are still between 3 and
4. We do not have a Risk Register specific Strategy, meetings with Returning Officers
                                           (minuted), SAA ER Committee meetings
to Electoral Participation (3) although we do
have everything else. We have a written    (minuted), contact with Registrar's (change
                                           of name due to marriage), Citizenship
Electoral Participation Strategy/Plan which is
reviewed annually and this includes an     Ceremonies, meetings with Finance
                                           Evidence: DAB Electoral Participation
Evidence: I think we are still between 3 and
4. We do not have a Risk Register specific Strategy, meetings with Returning Officers
                                           (minuted), SAA ER Committee meetings
to Electoral Participation (3) although we do
have everything else. We have a written    (minuted), contact with Registrar's (change
                                           of name due to marriage), Citizenship
Electoral Participation Strategy/Plan which is
reviewed annually and this includes an     Ceremonies, meetings with Finance
The Councils Communications Section of     Partners include RO staff and
the Performance and Operational Support    communications staff during elections
Service provide a comprehensive campaign   campaigns. Local services network to
                                           distribute voter registration forms with
at election time which includes targeting and
evaluation. Both the ERO and RO feed into  tenancy packs. Council hostel updates. St
this campaign. The ERO publicises ElectoralAndrews University to obtain student lists.
There is a strategy on public awareness in At a community road show in January an
office procedures which includes an        advert used by the Renfrewshire Asssessor
                                           will be customised for our use and this will
evaluation plan and a risk register. Full time
canvassers/clerical officers have been     result in a considerable cost saving.
employed to target areas of non-return and Corporate Communications design leaflets
methods of canvassing are constantly       and posters for us and distribute them. They
Although the department doesn't quite meet The department works with the local
the Performance Standard the public are    authorities promoting electoral participation -
made aware of the service by means of      the Communications Department deals with
advertisements -radio, buses, cinema       all press releases and the libraries display
publications, LA Billing Year planners,    posters. Relevant information is provided to
                                           the department from other departments of
advertising pillars in Aberdeen city centre,
Although the department doesn't quite meet The department works with the local
the Performance Standard the public are    authorities promoting electoral participation -
made aware of the service by means of      the Communications Department deals with
advertisements - radio , buses , cinema    all press releases and the libraries display
publications, LA Billing Year planners,    posters. Relevant information is provided to
                                           the department from other departments of
advertising pillars in Aberdeen city centre ,
Although the department doesn't quite meet The department works with the local
the Performance Standard the public are    authorities promoting electoral participation -
made aware of the service by means of      the Communications Department deals with
advertisements - radio, buses , cinema     all press releases and the libraries display
publications, LA Billing Year planners,    posters . Relevant information is provided
                                           to the department from other departments
advertising pillars in Aberdeen city centre ,
The ERO meets the criteria laid down above The ERO has excellent communications
although measuring the success of the      links with the RO and his elections staff.
various initiatives is proving extremely   Joint initiatives have been undertaken, using
difficult.                                 Council publicity and media experts, to
                                           promote participation through numerous
                                           channels.
The ERO meets the criteria laid down above The ERO has excellent communications
although measuring the success of the      links with the RO and his elections staff.
various initiatives is proving extremely   Joint initiatives have been undertaken, using
difficult.                                 Council publicity and media experts, to
                                           promote participation through numerous
                                           channels.
Management Team determines what                                                          0
resources are available. A Joint Electoral
Forum has been set up with inivitations to
representatives from ERO and consituent
local Returning Officers
Management Team determines what                                                              0
resources are available. A Joint Electoral
Forum has been set up with inivitations to
representatives from ERO and consituent
local Returning Officers
LVJB maintains a documented public               The ERO has consulted and met with
awareness strategy which details activities      appropriate representatives from each of our
planned, undertaken, target audencies,           four constituent councils to discuss the
resources (human and financial) and full         potential for joint working arrangements with
evaluation where possible. Risk                  the aim of promoting electoral participation
assessment, identification and mitigation are    and has committed to continue to do so.
LVJB maintains a documented public               The ERO has consulted and met with
awareness strategy which details activities      appropriate representatives from each of our
planned, undertaken, target audencies,           four constituent councils to discuss the
resources (human and financial) and full         potential for joint working arrangements with
evaluation where possible. Risk                  the aim of promoting electoral participation
assessment, identification and mitigation are    and has committed to continue to do so.
LVJB maintains a documented public               The ERO has consulted and met with
awareness strategy which details activities      appropriate representatives from each of our
planned, undertaken, target audencies,           four constituent councils to discuss the
resources (human and financial) and full         potential for joint working arrangements with
evaluation where possible. Risk                  the aim of promoting electoral participation
assessment, identification and mitigation are    and has committed to continue to do so.
LVJB maintains a documented public               The ERO has consulted and met with
awareness strategy which details activities      appropriate representatives from each of our
planned, undertaken, target audencies,           four constituent councils to discuss the
resources (human and financial) and full         potential for joint working arrangements with
evaluation where possible. Risk                  the aim of promoting electoral participation
assessment, identification and mitigation are    and has committed to continue to do so.
                                            0                                                 0




                                             0                                               0




                                             0                                               0




                                             0                                               0




                                             0                                               0
                                             0                                                    0




The ERO has an informal public awareness          The ERO has given basic thought to
plan but does not have a written strategy.        working with partners but has not fully
The measures currently taken by the ERO           evaluated the merits of doing so. The ERO
include advertising on buses during the           and his staff work closely with our Returning
canvass period, advertising on council tax        Officer colleagues in the constituent
literature, advertising in "Retired" magazine,    authorities particularly at election times in
The ERO has an informal public awareness          The ERO has given basic thought to
plan but does not have a written strategy.        working with partners but has not fully
The measures currently taken by the ERO           evaluated the merits of doing so. The ERO
include advertising on buses during the           and his staff work closely with our Returning
canvass period, advertising on council tax        Officer colleagues in the constituent
literature, advertising in "Retired" magazine,    authorities particularly at election times in
                                              0                                                 0




                                             0                                                    0




We previously scored below standard as no         We work closely with the Strategic
formal Strategy was in place. This has now        Marketing and Communications Team within
been produced in consultation with the            the Council to promote public awareness of
Public Relations & Communications Team            key electoral events and messages. We
and sets out how we will continue to work         also work with neighbouring authorities and
with the PR Team to maintain contact with         have an excellent network in West Sussex
Due to the reocurrance of long term sick          The 'Tell Us Once' project uses partnership
leave by the senior member of the Electoral       with other Local Authorities to compile and
Services team there has been limited              distribute the details of deaths registered,
amount of work done on this area. Although        relieving the person of the need to inform
some work has been completed in liason            electoral services separatley.
with the Youth Projects Co-ordinator for
Plans documented - separate plans                 Working with Councils' Equalities Adviser to
formulated for the Canvass, major elections       promote electoral registration through
and rolling registration. A specific budget is    meetings with local BEM Advisory Group
agreed for public awareness activity & the        and Asian Womens group (The MILAN
evaluation does inform development of             group). Work with Communications team on
subsequent year activity. The Ministry of         canvass and other promotional activity e.g.




A public awareness strategy is in the course      We do work with schools and Education
of being compiled and should be completed         department at canvass time to ensure
by the end of January 2010.This will feed         maximum registration of young people and
into work currently being done in the             with groups housing people with learning or
Democratic and Mayoral offices of the             physical disabilities . We also work with our
Council.                                          Comms team at canvass and election time
                                              0 The ERO is taking part in a Get Involved
                                                campaign, with other Council departments
                                                and the Council's partners, to promote
                                                getting involved in the community, in
                                                decision making, and in voting. This work is
                                                being evaluated and reviewed. We may
                                              0 Whilst we feel that we do not meet the
                                                criteria laid down to achieve the
                                                Performance Standard we do work with
                                                Council Tax for them to include an electoral
                                                registration form within their pack when
                                                there is a change of pewrson responsible for
We do various things from I'm a Cllr to         We work very closely with Young Persons
posters encouraging people to register at the Rep on various events (I'm a Cllr, Local
annual canvass. The posters were sent to Democracy Week and at various schools on
all our council offices and all parish clerks   awareness days they have). During
for displaying on their noticeboards. For       2009/10 canvass we worked with the whole
Local Democracy week we take 30                 of Oxfordshire to do a radio campaign, to
                                              0                                             0




                                              0                                              0




                                              0                                              0




Public awareness campaign strategy is on-         A comprehensive Elections project plan has
going - Web site updates. Council news            been developed which identifies the roles
publications. Public Notices(s) and press         played by different departments across the
releases as required.     Youth targetting        Council. Staff from Members Services,
through Citizenship Co-ordinators at              Finance & HR, Customer Services and
schools, colleges and youth centres.              Communications departments are key
The public awareness strategy outlines the        Working with secondary schools and youth
annual programme of promotional work              groups for the Youth Parliament. Local
undertaken. DDC participates in local             Democracy week. Dover District News.
democracy week with many schools from the         Local press reports and press releases.
district attending. The district youth centre     Engaged with Shepway District Council in
and local schools borrow ballot boxes and         joint working arrangement during February




We have a minimal budget for public               East Sussex Electoral Officers meet on a
awareness a couple of hundred pounds.             regular basis and work together in trying to
Although we have used the MOJ                     provide the same and consistant information
participation funding in the past. With the       across the county. Eastbourne also includes
amount of evendience and evaluation they          all the other authority details in the
are now requiring it is becoming impossible       citizenship pack.
Every year the ERO hosts a mock election             The ERO has contact with other local
at the Civic Offices in the council chamber.         government departments to see if costs can
Local schools attend along with some                 be shared with local advertising when
Members, the Mayor, Election Officers and            possible. The use of the internet and the
Teachers. This has proved a very                     local newspaper is also used to good effect
successful exercise and the schools ask to           throughout the year.
Some aspects of "Above the performance               Some aspect of "Above the standard e.g.
standard" e.g. school visits, participation in       introduction of "Welcome Pack" including
"Youth Democracy Day".                               Electoral Services information and
                                                     registration forms.


                                                 0                                                0




some level 4 activity but resources continue Whilst assessing ourselves at level 4 we
to be limited.                               recognise that the number of partners we
                                             work with in this area are limited. Most
                                             notably we work with the other departments
                                             within the authority, the local naval
                                             establishments, the Registrar, disabilities




We meet the target but aim to improve our          We continue to meet this target and hope
performance for 2010 and perform above             that by next year we will have in place a full
target following the Equalities Impact             evaluation methodology in place that will
Assessment to be carried out in January            allow us to state we perform above
2010 and after making use of our new               standard. In addition to working with other
Community Profiling partnership project (          council departments to encourage
A full public awareness strategy and               This year we joined together with Council
associated risk register for Electoral             Tax to promote our services jointly at the
Registration has now been developed. A             University of Surrey's Money Week. We
small budget has been identified and two           shared a stand and personnel, each
campaigns targeted at 16/17 year olds and          covering for the other on alternate days.
students on the university campus are              During this time evaluation of our poster
                                                 0 Active participation with Communities team,
                                                   participation in community events and work
                                                   undertake with Schools to promote electoral
                                                   process.


Our Marketing and Communications Team                As highlighted above a successful
assist with the design of promotional                promotional exercise on local buses was
material and activities including articles in        carried out during the 2009 election period.
the local newspaper, local radio slots and           With the success of the concessionary fares
posts on the councils website and staff              scheme for people aged 60 and above and
intranet. Democratic Services officers               the significant numbers of people in
A written public awareness strategy is in            Links have been developed with the
development but pending its completion we            Council's Communications and Market
continue to promote public awareness                 Research Team over recent months in
according to existing custom/practice within         terms of understanding electoral
the office through various channels including        participation trends in the particular context
through the Council's periodical newsletter          of a wide-ranging public consultation on the
                                            0                                              0




                                            0                                              0




                                            0                                              0




                                             0 Work has been undertaken with schools in
                                               their citizenship classes, promoting
                                               registering to vote and voting. Additionally
                                               Maidstone Youth Forum and Kent Youth
                                               County Council elections have been
                                               organised by the section.
Staffing difficulties have meant that have not                                              0
been able to produce a plan of the limited
activities undertaken by the service.



Public awareness strategies are                 Joint working occurs with the Young
incorporated into project plans.                Persons Development Officer to target those
                                                approaching eligibility to vote. Registration
                                                forms are sent with new Council Tax bills.


                                            0                                              0




                                            0                                              0




                                            0                                              0




                                            0                                              0
Target audiences are identified at the                                                        0
beginning of rolling registration annually.
Community groups are identified and visited
when possible. Meetings have been
identified and will be set up with community
members. Registration forms are circulated
The ERO works with the Council's                                                              0
Community Liaison Team in order to identify
and highlight electoral and registration
issues as part of the Council's wider public
engagement stratergy. The Council is
actively reviewing it's approach to the new




                                              0                                               0




Programme developed on the basis of          Where appropriate work has been caried out
analysis of Electoral Register. Information  to focus registration activites with specific
and action targeted and then evaluated for   sectors or at special events. Examples are
effectiveness.                               promoting registraion at community events
                                             where other serivces are involved or with the
                                             military to hold service administration days.
We have used the Government's electoral      We contribute to the annual youth council
participation fund to supplement our own in- elections by providing equipment. We have
house projects.                              partnered other local authorities on
                                             occasions in past years to encourage
                                             participation.




Whilst the ERO does not have a written            We share the services of Council
Public Awareness Strategy, the targets for        Departments for Council Tax, Housing and
the service are contained in the Service Plan     Citizenship ceremonies whereby they send
which is reviewed and evaluated annually.         out Voter Registration forms with their
Also know risks are recorded in the Risk          Welcome packs.
Register. Our website gives details
Meetings with Communication Team to               Led formation of Buckinghamshire group of
ensure publicity material for electoral           electoral officers in a joint canvass
registration is made available at Council         procurement exercise. Work with
roadshows.                                        Communications team on canvass and
                                                  various press releases.
The council has developed a public             Work with other council departments on
awareness strategy since last year's self      young person events as part of a council
assessment submission.                         wide initiative. As part of the 2009 canvass
                                               we worked jointly with other local authorities
                                               in Oxfordshire to access electoral
                                               participation funds to produce a joint radio
                                             0                                               0




                                             0 Council tax provide an annual leaflet to be
                                               sent with council tax demands. We
                                               advertise in this leaflet to make people
                                               aware of registration. Our leisure
                                               department included a section in their
                                               Democracy Week when visiting schools with
We have previously decided not to hold a                                                   0
public awareness campaign with regards to
voter registration. The return rate at the
canvass is 97%, with only 1,043 properties
not responding. With only 1.5 members of
staff we feel it wouldn't be a good use of our
                                             0                                             0




The lead officer is in the process of                                                           0
documenting the strategy.




Whilst Tonbridge and Malling Electoral            Tonbridge and Malling Electoral Services
Services do have documented plans, and            work with partners at Kent County Council
have determined activities for the coming         and with other parts of the Borough Council
months, there is no specific budget provision     to promote electoral registation.
for these activities. Evaluation does feed into
future events, and different messages are
Regular use of press releases is made in          Family voter registration forms are sent out
liaison with our Press Officer. The website is    with new occupier council tax bills and to
kept up to date and notices are placed on         void properties with council tax enquiry form.
the outside noticeboard to reflect press          This saves on postage and duplication of
releases.                                         work by Electoral Services. A supply of
                                                  application forms has been given to our
                                               0 We have carried out a joint canvass
                                                 advertising programme this year with all the
                                                 other District Councils in Oxfordshire. This
                                                 included newspaper and radio advertising.


                                               0                                                     0




A formal strategy has not yet been                 Joint publicity work has been undertaken
developed although opportunities are taken         with neighbouring authorites. In addition, 5
to promote electoral participation, i.e.           East Sussex local authorities have joint
through Local Democracy Week, canvass              procurement arrangements for election
and election publicity (press releases,            printing and equipment. Opportunities are
adverts on refuse collection vehicles, etc.)       also taken to utilise corporate initiatives, ie
                                               0                                                     0




We are closer to level 3 than previously, but I have indicated level 3 rather than level 2
not quite there yet. We have a lot of difficulty because it is much closer to an accurate
in robust evaluation of actions taken.           position. We have worked and do work with
                                                 other departments, in particular our
                                                 communications team, and with the media
                                                 and schools but do not have comprehensive
We work closely with our Corporate               A regular dialogue is maintained with our
Communications Unit to ensure that articles Parnerships, Communications and
regarding registration and elections are         Improvement Division to ensure the local
included on our website, e-newsletters and a democracy initiatives involving outside
magazine that is distributed to all properties groups are co-ordinated and include an
in the District twice a year. We have a          electoral element where appropriate. We
                                               0                                           0




Awareness strategy in place for annual             Work with Marketing and Communications
canvass and registering to vote prior to the       section to promote electoral participation.
election. In previous years, Local
Democracy Week has been included in this
strategy. However, due to financial and
staffing resource constraints in 2009,
Have a written public awareness document           Currently work with the communications
which includes a strategy, evaluation plan         department. Also with Council Tax and
and a risk register.                               Wokingham Direct (contact centre).
                                                   Planning to raise awareness of Strategic
                                                   Leadership Board in the New Year.
                                               0                                                     0
Our public awareness strategy is only newly    We are part of a county-wide group who
created, and needs building upon. However      meets regularly to discuss electoral issues,
it is at least in place, and we have regular   and make arrangments for joint working
discussions with our Communications            wherever feasible and/or financially
Manager on how best to improve public          appropriate.
awareness of elecions and registration




                                           0 We could be above standard with all the
                                             work we undertake within the Dorset
                                             Electoral Adminsitrators Group, and the
                                             specifc projects we carry out with Borough
                                             of Poole Electoral Services with rwegards to
                                             advertising and publicity.
                                           0                                             0




                                           0                                                  0




                                           0                                                  0




We work closely with the Council's           We work closely with: Communications
Communication Team to develop                Team, CRM teams to include One Stop
participation and awareness campaign. The    Shops and working with disability Learning
plan so far includes: publication of the     Groups, Design Teams, Schools, Youth
Lessons Learnt Report with media releases,   Social Workers (Youth Parliament Work),
public access & stakeholder invitations, a   Migrant Worker Officers.
                                           0 There has been partnership working with
                                             other authorities in the County, and
                                             advertising space is taken in Armed Forces
                                             publications regarding registration. There
                                             have been instances of joint working across
                                             departments (e.g. with the Youth
                                           0                                            0




                                           0                                                  0
                                            0                                                 0




                                            0                                                 0




                                            0                                                 0




                                            0                                                 0




                                            0                                                 0




The ERO has a public awareness strategy         The ERO works with other departments of
which is documented. It outlines objectives,    the local authority to promote electoral
resources and success measures for each         participation, although there are no formal
activity and gives consideration to the         records of meetings or an evaluation plan
audiences needing to be reached.                showing results of joint working.
There is reference in the written Canvass     There has been joint working, particularly
Plan to some public awareness issues but,     with the Revenues and Benefits Team and
as yet, there is no documented Public         rolling registration forms have been included
Awareness Strategy.                           with information packs for new residents
                                              moving into the District. The Revenues
                                              Enforcement Officer has been involved in
                                            0                                             0




                                            0                                                 0




                                            0                                                 0
The use of press relaeases, radio adverts       The ERO actively works with other
and local adverts are used to promote           departments in the authority. The ERO is
awareness of the registration dates and         involved throughout the year in joint working
processes. Also Purbeck advertises              inititaives and the local group is made up of
annually in a magazine for service personnel    all the districts within the county area. This
to encourage and promote registration. ***      approach has worked well on several iss
                                           0                                                   0




                                            0                                                 0




                                            0                                                 0




                                            0                                                 0




The service published notices and is activly   Work has continued to promote electoral
engaged in local publicity via different       awareness across the authority at "Proud of
sources of media. Information on duties of a   Stroud" presentations and in e-news letter.
councillor is available on our website.        There are records of meetings of the
                                               Gloucestershire County Electoral officers
                                               groups, where areas of joint working is
The ERO is extremely keen to maximise          The Elections Team look to work with other
elector participation wherever possible. The internal department and externally
team actively promotes participation and has organisations at every opportunity, recently
recently completed an extremley successful having worked with both the Print,
Local Democracy Week campaign; which           Communications and Design Teams.
was used to increase the electorate's          Swindon Borough Council's Electoral
Although not meeting the standard in the                                                   0
New Year a Voting Guide leaflet for the
Parliamenatry elections will be delivered to
every household in Taunton Deane. This will
have the whole process inlvoved in
participatuon with information on regsitering
                                             0 Since last year's submission the ERO has
                                               engaged with the Gypsy and Traveller's
                                               forum to find out whether these groups are
                                               being reached during the annual canvass
                                               and at other times during the year. The
                                               ERO also plans to contact other local
                                             0                                             0
                                               0 For example, the Electoral Services Office is
                                                 able to access the Council's call centre
                                                 database which records the details of
                                                 address moves, changes in personal details
                                                 etc. This has allowed the office to
                                                 dramtically increase the number of rolling
                                               0                                             0




Although I have done a lot towards               Consultation with other departments is an
participation this year and have evidence to     ongoing arrangement and has been for a
prove that, I do not any other                   long time. No documentation is available
documentation.                                   apart from the weekly lists received from
                                                 Council Tax and the monthly (at least) list
                                                 from Street Naming Dept.
No formal strategy at the present time, but      No formal records, but joint working with
some general intiatives undertaken to            other departments is undertaken (ie: Council
promote awareness (ie: birthday cards for 18 Tax provide a voter registration form with
year olds, visits to local schools to help with their correspondence. Similarly, Land
'citizenship' intiatives, and involvement with Charges provide a voter registration form
the UK Youth Parliament elections                with search results). Joint working opportuni
                                               0                                             0




There is no formal strategy at the present       This Authority is currently working with
time although it has been agreed with West       WDDC to identify immediate areas for joint
Dorset District Council to work together on a    working in advance of the formal Cluster
joint engagement and participation stategy       working arrangements. These meeting have
and has been included in our Service plan.       been documented. Joint working with other
The authority has taken a key role               departments across the authority is
We do not currently have a written public        This is an area we still need to improve on
awareness strategy. However, we work             now we are established as a new Unitary
closely with the Communications team to          Council. We do not have a written strategy
promote events. We also regularly update         at present but we do work closely with our
our website to promote events as well as         Communications team. We also have point
briefing customer service staff on up and        of contact with our Customer Services team
Our public awareness strategy this year will     We work closely with the Participation
concentrate on the needs of disabled             Officer within the Community Services
persons in the County Borough.                   Division and are regularly involved with the
                                                 Youth Forum. We also work with the access
                                                 for all forum. (This includes Blaenau Gwent
                                                 Equalities Officer, voluntary organisations,
                                               0                                              0




                                               0                                             0
                                               0                                                0




In conjunction with the ERO the Authority's      Liaison with the Authority's Communication
Democracy Officer emphasises the                 Division on subjects such as art work,
importance of registration with years 5/6 in     distribution of press and newsletter articles.
all of the County's Junior Schools and also      Liaison with Carmarthenshire Voluntary
selected Secondary Schools on a rolling          Services to target audiences. Future plans
programme each year. Fresher weeks at            in progress with neighbouring electoral
                                               0 Advertising of the Electoral Registration
                                                 process/registering has been colaborated
                                                 with the Council Tax Section when they post
                                                 out annual forms.


                                               0




The ERO has a Public Relations and               The ERO has a Public Relations and
Participation stratergy which is tailored to the Participation stratergy which is tailored to
needs of Denbighshire                            the needs of Denbighshire



                                               0                                                0




                                               0                                                0




                                            0 SOME ELEMENTS OF NO. 4 HAVE BEEN
                                              PRACTISED - JOINT WORKING WITH
                                              NEIGHBOURING AUTHORITY, COUNCIL
                                              TAX DEPARTMENT, HOUSING
                                              SERVICES, NORTH WALES
                                              NEWSPAPERS. HIGHWAYS
Our performance standard lies between         We work very closely with a number of
points 2 and 3. Although we don't have a      government funded and grant aided
specific public awareness strategy covering community groups within Merthyr Tydfil as
all the details that performance standard 3   well as primary and secondary schools
requires, our public awareness work is        throughout the County Borough. The local
certainly not unstructured. Records are       press is also a key player in promoting
                                            0                                          0
A simple public awareness strategy is        Guidance and training on Electoral Services
utilised referring closely to the ERO        has been developed for One Stop Shop
guidance manual (Part I) which overtime will Staff, in addition discussions are held on an
be developed further.                        ongoing basis with Communications &
                                             Marketing, Corporate Strategy and Council
                                             Tax Officers on how best to promote
                                           0                                              0




                                           0                                              0




                                           0                                              0




Worked with Marketing and                    Regular meetings with LLPG custodian via
Communications team and used targeted        the CORE Project which successfully
advertising for example on Local Hospitals   matched the Gazateer with the Electoral
notice boards (layout plans).Also recently   Register. Meetings with Marketing &
engaged with local youth groups to design    Communications team and meetings with
leaflets aimed at 16-18 yr olds              Local youth groups to identify ways to
We identify our audience such as students,   We work closely with the Council's
young people, ethnic groups and split our    Research and Information Manager and the
advertising budget as much as we can to get  Electoral Services Officer is part of the 2011
the message across to these groups. We       Census Working Group which involves a
use as much free advertising as we can,      number of outside bodies with the intention
using the Electoral Commissions leaflets     of building up links. We also work closely
The ERO has been working the                 The ERO has previously worked with other
communications manager to produce a          authorities but with very little success. The
Public Awareness Strategy and a draft        ERO will be working with the
document is in place. The council has well   Communications Department to actively
established internal and external            encourage 18 to 25 year olds to register and
communciaton strategies in place. An         vote. Joint working continues to take place
Torfaen are mindful of the cost of producing Torfaen has tried to promote electoral
public awareness campaigns. Agreement        participation in conjuction with its
for an article to be inserted in each        neighbouring authorities, however, this
production of Torfaen Talks. This            exercise was expensive and all authorities
pubilication enters every household in       could not see an increase in canvass return
Torfaen and covers the risk of an elector not(advertising external and internally on
Public awareness action plan in place        The ERO has worked closely with Europe
outlining aims of campaigns etc when in use. Direct this year in the run up to the
                                             European Election which included joint
                                             information on the Council's webpage -
                                             using the European Election 09 logo / brand
                                             and participation at a town centre event prior
                                           0                                               0
Business plan and performance indicators    In 2009 Bromsgrove and Redditch have
identify public awareness projects ongoing  become a formal Shared Electoral Service.
                                            Worcestershire has a County Electoral
and specific target projects. Participation in
joint County-wide promotions. A weakness in Administrators Group which meets monthly
2009 is lack of evidence.                   to share best practice, develop joint publicity
                                            campaigns, share resources where
                                          0 INFORMATION IS RECEIVED FROM ALL
                                            REGISTRARS SURROUNDING THE
                                            ELECTORAL AREA TO ASCERTAIN ANY
                                            DEATHS. COUNCIL TAX AND HOUSING
                                            ASSOCIATIONS WITHIN THE AREA ARE
                                            ISSUING ROLLING REGISTRATION
Public Awareness Strategy identifying key   Joint outreach activities between Electoral
audience, objectives, success measures,     Services, Governance Services, Lord
risks and resources renewed annually;       Mayors Department and Ward Forum Team
Evaluation with commissioned market         during Local Democracy Week proved a
research in order to assess successes and success at promoting democracy across the
potential for improvement; Regular grants   authority; Adverts taken out in main local
Evidence: Public awareness strategy         Evidence: Correspondence with partners




We are still working on written strategy -      For all elections we work with our ICT, Info
have identified target audiences and whilst     by Phone, PR Unit and Amey who help us
we have some evaluation results of              out. We set up an action plan for each
workshops, we need them for every activity      meeting with what is required from each
carried out.                                    department and by who and when. We are
                                                working closely with HALC and involved with
                                              0                                              0




No awareness strategy in place.                  I am a member of a County wide group of
                                                 Electoral Administrators and we work
                                                 together - sharing best practice and
                                                 development of the service and any joint
                                                 publicity tht we can arrange.




public awareness strategy                        collaboration with other departments and
                                                 local authorities.
                                              0                                                 0




Business plan and performance indicators          In 2009 Bromsgrove and Redditch have
identify public awareness projects ongoing        become a formal Shared Electoral Service.
and specific target projects - as part of         Worcestershire has a County Electoral
Electoral Shared Services SLA with                Administrators Group which meets monthly
Bromsgrove District Council. Participation in     to share best practice, develop joint publicity
joint County-wide promotions. (only               campaigns, share resources where
                                             0                                                  0




                                              0 Looking at working possible electoral
                                                participation with Telford and Wrekin




Produced a Customer Access and                    We work closly with Council Tax. They send
Awareness Strategy in 2009. Carry out             us daily lists of deceased electors and send
various advertising and awareness raising in      rolling register forms out for us. We in turn
our District. We have a specific publicity        are to start sending benefits/Tax details to
budget and look to maximise publicyt in the       attainers. Have a good working relationship
most cost effective way. We are however           with our Communications Officer and
                                            0                                                   0




The ERO uses a Public Awareness Strategy          The ERO works with the following
to undertake activities to raise awareness of     departments of the local authority:
registration. This includes relevant research,    Democratic Services, the Communications
identification of target groups, review of past   department, Finance and Housing Benefits.
activites, identification of resources,           This is on a range of different activities but
potential partners, objectives, evaluations       all involve raising awareness and promoting
Pathfinder project                                Projects with Communications Unit -
                                                  Roadshow in locations across city.
                                                  Registration forms / info at local area offices.
                                                  0 In addition Warwickshire work together on
                                                    on promoting electoral registration through
                                                    the library service. Warwickshire authorities
                                                    produced newspaper spread to promote
                                                    electoral services - funded by MoJ
The measures referred to are undertaken                                                            0
individually but not collectively in terms of a
written strategy. This will be developed and
the items incorporated into a Public
Awareness Strategy
                                                  0                                                0




                                                  0                                                0




As you know WDC doesn't currently have a              Please see Performance number 6 above
public awareness strategy as in number 3
above. Although we do carry out all the
tasks listed. We have just undetaken a joint
awareness programme with Stratford DC
and Rugby BC. Darren, Tony and I jointly
Ad hoc publicity is undertaken using                  The ERO uses Council Tax to promote
Electoral Commission supplied                         registration through form request facilities on
material.Efforts are being made to engage             Council Tax forms. We provide registration
specific organisations to target more difficult       forms to include with new citizens packs at
to reach audiences.- Elections have more              Citizenship ceremonies held by Registrar of
widespread publicity using posters and press          Births & Deaths.
We have budgetary constraints that do not             The Councils in Worcestershire have set up
allow for much publicity but we try to work           an Administrators' Group who work together
with all other Councils in Worcestershire             on various projects and meet on a regular
where possible. This year we ran an advert            basis to maintain a uniformed view
on local radio and the County did a feature           throughout the County.
in their magazine that went across the
We have a full publicity strategy in place for        I lead on a County wide Electoral
the canvass and rolling registration. We do           Adminstration Group which brings together
use comment cards generally in the service            the EA's from across Worcestershire. We
to evaluate satisfaction with our service and         work together to maximise use of our
these are always favourable but may not               resources wherever possible, sharing best
specifically address publicity. A telephone           practice and developing the service. This
                                               0      Joint work has been undertaken with our
                                                      neighbours, including promotion of the
                                                      election via the radio etc, resources are also
                                                      used in Council Tax for automated mailings.


Although the section has no official written          An Electoral Particiapation Working Group
plans it does carry out participation around          has been set up which has officers from a
election and canvass times via radio                  number of departments on it although this is
advertising and press releases                        still in its infancy and because of time and
                                                      resource constraints has not been able to
                                                      evidence anything yet.
                                           0                                                0




The ERO undertakes some evaluation of the       Whilst the ERO engages and consults
work undertaken, via rolling registration       widely with other departments/partners etc.
applicants, 18 year olds etc but it is          and actively carries out some joint working it
extremely difficult to evaluate poster and      is difficult to evaluate much of the work
advertising campaigns and specialist advice     undertaken, other than the evaluation
would need to be gained if this was to be       systems currently in place via rolling
                                           0                                                 0




                                           0                                                0




                                           0                                                0




A large number of activities are undertaken                                                 0
during Local Democracy Week involving the
Mayor and Local Councillors. However ,
there is no written strategy available to
underpin this work. The Mayor visits many
schools and talks about voting and what the
The reason why this standard is not being       Some work has been done on this regarding
met is financial and a lack of staff            co operation of other council departments.
resources.We are looking to expand the          Customer Service Centres are now issuing
staff in Electoral Services to incorporate      registration forms to all Council tenants who
another post which will deal with this issue.   move house. As we have a large number of
We are currently looking at potential busget    council houses in Hull, the feedback from
Electoral Services is part of the council's     The ERO continues to work with other
Policy and Governance Service and the           departments of the council and a recent
Electoral Services Manager is a member of       example of this has been work with the
the Senior Management Team for the whole        Community Governance Team particularly in
service. The service has a current              relation to a programme of internal and
commitment to public awareness activity and     external events for Local Democracy Week.
Leeds City Council has worked in
partnership with other local authorities in     evidence available from emails, verbally
West and South Yorkshire over the past          from departments and from minutes of
three years on campaigns designed to raise      meetings
public awareness on electoral registration
and elections. This has included two            electoral participation include the
The Council has a corporate media strategy       Staff of Electoral Services liaise closely with
whereby individual departments go through        relevant council staff on a day to day basis.
the Communications Section to contact the        In addiiton, during the annual canvass, links
local media and achieve publicity. The           are established with local schools and
Electoral Services section does not have its     colleges in order to promote the need to
own publicity/promotion budget or specialist     register and publicity material is provided for
                                            0                                                   0




                                            0                                                  0




                                            0                                                  0




A written Public Awareness Strategy is in        Work has taken place with a variety of
place, to support the objectives and             Council departments to promote the
measures set out in the written Canvass          canvass, including customer services,
Plan. Details of resources are also set out in   housing, cashiers, benefits, the area offices,
the Canvass Plan, whilst a separate Risk         ITT and the press office. This is detailed in
Register is in place. All aspects of the         the Public Awareness Strategy. Work has
We are working on an awareness strategy.         We have undertaken work with other local
The Electoral Registration Officer               authorities in relation to public awareness.
undertakes some activities throughout the        At the County and European Elections we
year to increase participation. We organised     had a joint advertisement in the Vue Cinema
the 18 birthday card competition again this      at York with Ryedale and York Council and
year to which all the secondary schools and      are in the process of doing another similar




This year the Electoral Services Manager        Electoral Services have worked closely with
has initiated an information gathering          Student Unions, Council Tax, owners of
exercise with BME groups and those with         gated property complexes aswell as with
learning difficulties to inform future          neighbouring authorities. There has been a
strategies.                                     change in management structure within the
                                                authority and Electoral Services have been
Close liaison with the press office.            work with neighbouring authorities, AEA,
Participation plan developed to cover the       etc. Involvement in UKYP - used to promote
different activities that take place throughout voting for those approaching 18. Local
the year. All this work takes place without a media - radio interviews, press releases.
specific budget but good use is made of         Use is made of EC leaflets and posters.
existing resources and the local press. Joint
                                                  Subject area: Planning and organisation
Performance standard 8                            Performance standard 9
Electors provided with the facility to use        Canvassers are issued with guidance and
internet, freephone or SMS to submit their        receive training on the process to be
registration details, subject to there being no   followed during the annual canvass. All
change to their current details (13% of           canvassers are issued with a timetable
electors used these methods for the 2009          setting out the various deadlines to be met.
Canvass). Electors provided with an               A copy of the Council's policy on Lone
Available statistics show Ashfield's ethnic       The ERO has a written plan for the
origin is over 96% (rounded) white british the    management of the canvass but not for
remainder is largely made up of migrant           rolling registration. Separate documents
workers. However, to provide for these            exist in terms risk assessments for elections
situations, the ERO issues language               and electoral registration and resources and
translation booklets to personal canvassers       objectives are included in the Divisional
                                              0                                                0




We have been monitoring our electorate            We have a written plan which has operated
annually for a number of years and this           for many years now, we have a risk register
provided us with evidence of an increase in       that is maintained and business continuity
migrant workers in some wards, this led to        and succession plans in place. We evaluate
the Polish Project a few years ago, details of    annually how our plans have worked with a
ethnicity of electors is shared with the ESDG     review to year on year improvements. The
There is a high number of european union          There is a written plan for canvassers which
citizens resident in the Borough area and         sets out objectives, risks - identification and
canvassers are provided with specific             mitigation, timetable of activity, and other
translations of the requirements for              relevant information. However, there is no
completing an annual registration form in         formal written plan for recruitment, financial
Polish, Portuguese, Latvian and Lithuanian.       resources or evaluation.
                                             0                                                   0




Telephone registration in multi                   Detailed plans are in place for rolling
languages/multi language booklet given to         registration and annual canvass which
canvassers/Canvass form available in              includes both financial and staff resources
braille format/Council has translation service
available/Electoral Services helpline. Polling
Station Review recently carried out.
The ERO adheres to Council guidelines on          The ERO introduced a canvass plan during
visibly accessible information and equal          the 2009 canvass, which includes rolling
access to information. The Council                registration, with clearly defined objectives
advertises the availability of alternative        and success measures and evaluation. The
formats and translation facilities and these      ERO undertook a risk assessment of the
are available on request free of charge. All      registration function in the light of the
                                                 0                                            0




                                           0 Whilst not meeting all of the requirements of
                                             the "Performance Standard", DDC does
                                             complete the Risk Register in respect of the
                                             annual canvass, and recruits temporary
                                             canvass staff to undertake door-to-door
                                             knocking.
We continue to actively engage with our      We have a plan setting out clear objectives
Communications and Consultation teams        and success measures which facilitates
throughout the year to ensure we are         delivery of the annual canvass and rolling
providing information in the relevant        registration. As well as meeting the standard
languages at specific times. We keep         we do have a Business Continuity Plan to
records of requests for information that we maintain services in the event of an external
                                           0                                             0




Whilst there is relatively little ethnicity in     We consider we fall between 1 and 2. A
East Northamptonshire at present,                  broad Project Plan was in place for the 2009
canvassers are provided with forms to              Canvass but this has been improved, with a
deliver to households which include details        number of further measures included for
of the availability of translation services.       2010, and with a view to expansion to form a
Canvassers carry details in various                more comprehensive workbook once we
                                                 0                                            0




                                                 0                                            0




Telephone, internet and sms txt no change          Canvass team now in place at Harborough
service offered during the annual canvass,         District Council, increase in returns by
electronic forms available on the internet,        almost 7%, financial rescources put in place
registration forms, absent voting forms            for this and future canvass projects, 'what
available in alternative format including          went well review with staff planned,
braille, large print, easy to understand,          questionairre for casual canvass staff
                                                 0                                             0
Council is currently building a database of                                                   0
residents who require communications in
other formats. To date this has been
gathered via personal visits and also as part
of evaluation questionnaire of public
awareness schemes. Those approached to
                                            0                                                 0




Evidence in support of the: Current               Evidence in support of self assessment -
Language - Communication Provisions in            We have plans and a Risk Register in place
Electoral Services, Corporate Equalities          for the Annual Canvass and for Rolling
Report, Interpretation & Translation              Registration.
Strategy, Leicester City Council's Language
Policy and Language Booklet.
Rolling registration forms provided in            Detailed in the Canvass and Rolling
alternative languages. Canvassers provided        registration plan
with translation information sheets. Statistics
gathered to determine the languages
required. Information is communicated on
the website, posters sent to Schools,
                                              0                                               0




                                             0                                                0




Th ERO continues to provide information on        The ERO has a written plan by which the
the annual registration form about the            annual registration and rolling registration
availability of large print and other language    process is conducted. This includes details
versions and would make these available if        of officer responsibility and completion dates
required. The internet and telephone              for all significant tasks.
registration services are also available in
We use the Language Help translation                                                          0
service provided by the Council.




Large print versions of various application       A detail timetable and project plan is agreed
forms are available on request. Babel fish is     each year prior to the start of the Canvass
available on the council website for              exercise, and on going plan agreed and
translating for foreign nationals. The council    updated on the rolling registration process.
has a translating telephone service that is       Staff planning take place in discussions with
available on request. The Councils policy         the Line Manager to ensure that there is
We introduced telephone/website                   We have a project plan comprising a risk
registration this year and we have converted      register which sets out details of resources,
more of our forms into other languages. We        deliverables and constraints
will keep expanding this to other forms as
appropriate. The website also has a facility
thereon which converts all the information to
                                             0                                                   0




Evaluation of data on the use of translation      The ERO has a comprehensive operational
lines for registration indicated that only 16     plan for electoral services which evaluates
households used the translation lines at the      past perfomance and outlines each stage of
last canvass. In order to advise electors of      planning for the year ahead including the
the translations a large part of our              annual canvass and personal canvass.
information leaflet was used for each of the      Budgets are identified for the annual
                                              0                                               0




See atatched evidence                             We have a canvass and rolling registration
                                                  plan in place to meet this standard




The ERO and his team are aware of the             No formal written plans are in place for
relevant legislation regarding appropriate        rolling registration or the annual canvass.
languages and formats to communicate with         Experienced and trained members of staff
relevant audiences and therefore uses the         are relied upon to conduct both tasks
Electoral Commission's forms and guidance.        alongside other priorities. Should resources
Large print and braille versions of the           allow, it is intended to produce
                                           0                                                  0




Research has been carried out corporately         Early planning of the annual canvass is an
by the Council to determine languages.            essential element of the project and
Canvassers are supplied with translation          objectives are clearly defined in the plans. A
sheets in 5 languages when carrying out           target percentate response rate is set each
their personal visits together with a language    year and the success of the canvass is
aid sheet detailing the majority of languages.    measured against this target. The canvass
The ERO's staff have provided support for         The ERO has put in place written plans
those who have difficulty filling out the         regarding risks for canvassers, recruitment
necessary forms. Canvassers use a                 of temporary staff where needed and
translation guide which covers all aspects of     financial resources required.
the registration form, which allows the
elector to register. The ERO's staff have
                                             0                                                   0




We consult with the Community                     Written plans for the annual canvass and
Development section each year to                  rolling registration are in place. We have a
determine the most used languages in our          risk register and a business continuity plan
area, ready for the annual canvass. We            which are reviewed annually.
provide support for those who have difficulty
filling out forms and provide home visits if
Babergh has a smaller than average BME        The ERO has detailed, written
population (1.3% according to the latest      organisational and business continuity
census) but some research has                 plans.
nevertheless been undertaken by the
Council to ascertain the first languages
other than English that are spoken within the




The census and Council statistics regarding        Performance Standard 3 contains all
ethnic and minority groups within the District     supporting evidence
did not identify any overriding sectors. We
have however accounted for recent
increases in eastern European immigrants
and in particular Polish residents and as a
We offer a service to the public that              Breckland has a specific budget for electoral
facilitates help in filling out forms. Breckland   registration which is broken down into
has a large number of Portuguese migrants          subjective codes of expenditure. We have a
we are mindful of this and have a dedicated        business continuity plan for unforseen
officer for Breckland Council who liaises with     circumstances and staff absences. A DCLG
the portuguese migrant community over              report was commissioned for Breckland
                                               0                                               0




We use Intran and this is on all our     We have a manual which is referred to
correspondence plus we have an extensive regarding the annual canvass plus all results
web page                                 etc after each canvass are filed away. .



Translation services available on request for      Specific budget for electoral registration and
registration forms (publised on the form). A       the various element that make up the
personalised service is offered to one             service in place eg for publicity, recruitment
elector who has sight difficulties - an            of temporary staff. Evaluation undertaken
enlaged registration form is issued annually       during annual canvass to prioritise house to
without her having to request it. Contact          house calls. Risk arising from staff absence
                                             0                                                    0
The basis of the ERO's research is the 2001      The ERO maintains a risk register as part of
Census and the ONS area profiles.                the Democratic and Legal Services Unit.
Research has also been undertaken as part        This documents risks around rolling
of the Council's approach to neighbourhood       registration and the annual canvass and
planning and CPA/CAA/Direction of Travel         details control measures in place to mitigate
self assessment. This has identified the         those risks. Handbooks are also in place to




Much of the evidence for this is provided at     As well as the canvass plan and other
a corporate level by the authority's             information evidenced under standard 3, the
Communications Team, the activities and          ERO has written procedures for rolling
research of which are used by several            registration, covering the objectives,
services, including electoral registration.      resources, the processes with regard to
                                                 ordinary and special category electors,
                                               0 Hard to reach areas have been identified
                                                 and a plan is in progress to target these
                                                 areas
                                                 A business continuity plan has been
                                                 produced
Communications and Equalities officers are       We have a written strategy and risk register
consulted regularly to ensure we provide a       for carrying out the annual canvass and for
service that reflects the demographics of the    processing rolling registration applications.
borough. We provide full contact details on      Canvassers are asked to complete a post-
all correspondence and on our website. We        canvass questionnaire, the results of which
also offer assistance at the civic centre to     are evaluated to strive to improve the
We do use the Electoral Commisions               We do not currently have an evaluation plan
language forms and have a link to their site     recording our results of the activities
from our website. We have used the London        undertaken or identification of required
Boroughs of Brent & Morton's language            resources.
booklet for our canvassing period. We have
information on our website with a
                                             0                                                   0




Electoral Services staff verbally discuss        Electoral Services staff discuss dates and
what publicity we should do for the canvass.     the ordering of things for the canvass - this
Once we have designed something it goes          is done purely verbally - there is no need to
onto the Council's website and to Parish         have it all written down as it doesn't really
Councils for their newsletters/magazines.        vary from year to year.
Our PR section passes articles to the local




all canvassers are given translation             Temp canvassers recruited on an annual
booklets, we are also willing to translate any   basis, all retrained each year to ensure they
document in to any language on request. All      are updated on legislation changes. The
information sent out has a help line number      electoral registration officer has regular
which goes directly to the electoral section.    updates on the progression of the canvass.
Options for returning the canvass form         A Risk Register is in place together with the
include telephone, sms and internet. The       business continuity arrangements.
translation booklet used by Canvassers         Recruitment of temporary staff is provided
continues to be very successful. Varoius       for in annual budgets.
forms from the EC are available from our
offices.
                                           0                                               0




                                           0                                               0




The ERO takes into account socio-              The ERO has a detailed canvass plan which
demograhic information and issues              forms part of the Electoral Registration
communications in accordance with the          Strategy.
policy for communicating with electors.
                                             A report evaulating the canvass is prepared
                                             following the publication of the register on
                                           0                                              0




                                           0                                               0
                                               0 We are currently working on a written plan to
                                                 improve our performance to standard for the
                                                 next return.



                                               0                                                  0




Information collected during the annual             Office procedures, a risk assessment, and
canvass and rolling registration highlights         business continuity plan are available for the
local nationalities and indicated if there is a     annual canvass and processing rolling
need to publish literature in different             registration applications throughout the year.
languages. We follow the council's policy on        Formal contracts are agreed with printers
the translation of documents as defined by          and company contracted to collect and
                                                0                                                0




We are well aware of the different                  We have a written plan in place, resources
languages that are currently used within the        are documented and a budget is allocated.
district, the Council employs ERS to deal           Electoral Services is part of a larger
with telephone, Internet and text                   Democratic Services Team, and no longer
registrations and in the 09/10 canvass over         has staff solely dedicated to electoral
50% of non change registrations were                services. A risk register has been produced
Accessibility and communication factors are                                                       0
in both Rolling Registration and Canvass
plans. We use our Equality Impact
Assessment and actions to understand and
target our customers.
                                               0                                                  0




                                               0                                                  0




Our Equalties and Diversity impact                                                                0
assessment document has been updated
and translation could be availabe and a
version in the large print will be available on
the new Canvass forms in August.
Same position as last year.                      We have made further progress on this but
                                                 there is still more work to be done. This
                                                 year we implemented a formal training
                                                 session for canvassers which proved
                                                 succcessful.
                                            0                                                    0




                                            0                                                    0




                                            0                                                    0




• Research via meetings with Equalities          • Timetables prepared annually for conduct
Forum and enquiries to Council’s Equalities      of annual canvass and monthly rolling
Officer enables identification and access to     registration amendments with objectives
groups who may possibly require additional       clearly defined as maximum opportunity for
information and or assistance.                   residents to register their right to vote and
• The provision of alternative languages is      participate in the democratic process.
Have website pages dedicated to electoral        Have a detailed timetable/plan and a 'wash
services and an email address. Have 24-          up' after each canvass evaluate what went
hour voicemail and respond to all queries.       right and wrong and what we need to do to
Have website pages and Council signed up         move forward etc.
to ‘Intran’ a language translation service.
Keep records of those households that
We work closely with our stakeholders to         Robust risk management system in place
ensure we are communicating in the most          and regularly reviewed. Our team plan
effective ways. We regularly maintain and        evaluates measured targets in support of
review the relevant pages of the council's       the published corporate improvement plan
website and ensure access to registration is     and our corporate promises. The staff
simple and effective and provide useful links    appraisal system assists in identifying
                                             0                                                   0




                                            0                                                    0
                                              0                                                 0




                                              0                                                 0




See supporting document                           See supporting document




The ERO works closely in liaison with the         Plans are produced in accordance with
Council's census officer to review current        standard templates. There are also separate
demographic trends. The elections office          business continuity and risk assesment
also provides for forms to be available in        plans for all registration acitivities. A budget
large print and other formats using standard      record is maintained and monitored against
forms. All forms are available on the             spend monthly, including a breakdown of all
Information contained on the CoL website -        Financial resources are made available for
regularly reviewed and updated. Translated        rolling registration and the canvass,
registration material in Bengali (the only non-   including provision for temporary staff to be
English language spoken to any significant        recruited if required. Written plan is in place
degree within CoL). A translator also attends     for the annual canvass. Target response
the Wardmote meetings. Contact details are        rate for the canvass and all aspects of the
The Council's website has comprehensive           Rolling Registration: written plan for Rolling
information regarding Electoral Registration      Registration identifying how it should be
which is reviewed and updated on a                promoted, how forms should be distributed,
regularly basis. . The site includes              a timetable for staff to work to, and
registration, postal vote and proxy vote          processes that must be followed by staff
application forms that can be downloaded          before publication of the monthly updates.




The demographics of the community are           The electoral registration plan 2009/2010
considered on a regular basis and               sets out the steps taken to canvass all
information made available in relevant          properties during the Autumn period and
formats, e.g. the canvass translation guide     those in respect of rolling registration
and the Electoral Commission translations       throughout the year. Temporary staff are
of application forms. The website is            employed to assist with the collection of data
                                              0                                              0




                                              0                                                 0
                                            0                                                     0




Extensive work goes on involving several         The Business Continuity Plan is arranged
parts of the Council to monitor our              corporatel and, though majoring on matters
demographics, we have as indicated above         such as disaster recovery , has been of use
linked our Elections Unit to the Census          in covering two maternity posts this year.
function, we have and are willing to do home     The Registration and Election Budget are
visits in certain circumstances, and we now      now two cost centres, hopefully to help
The ERO issues translation booklets to           This standard is partially met on the basis of
canvassers during the annual canvass.            the comprehensive systen in place for deal
Telephone and internet responses                 with the rolling registration and annual
mechanisms are also in place in a number         canvass. Temporary and permanent staff
of languages. The ERO has consulted with         are recruited where and when needed, and
a local learning disability group on the         appropriate resources are allocated.
Performance Standard 8                           Performance Standard 9
We believe we are above the performance          We believe we meet the performance
standard for accessibility and                   standard for planning for rolling registration
communication of information.                    and the annual canvass.

Less than 5% of Havering residents are of        Written plans for rolling registration and the
                                            0                                                     0




Each year the council's translation unit is      A written risk register is in place including a
consulted for details of the most popular        lone worker risk assessment in relation to
languages spoken in Hounslow's area which        the canvass. Budget resources are
is used for the languages provided for           identified for the canvass and participation
telephone registration and the helpline          funding applied for from MOJ in relation to
information. The voter registration form is      outreach activities. Canvassers are recruited
We use the Departments Disability Equality       1. Canvass strategy sets target for each
Action Plan to guide us in how to                years response rate and budget analysis
communicate with all parts of the                takes place at end of each canvass to plan
community. We also make all EC material in       following years requirements including
other languages/formats available to             general method of canvass, incentivised
colleges and community groups as well as         payment scheme, print requirements, temp
Although info is only supplied in one format,                                                    0
the ERO takes note of relevant legislation
and does supply, on request, info in other
formats. All outgoing comms provide the
contact details of the ES office, which
enables interested parties to make
As mentioned in PS7, the department works        Written plans and procedures are in place
with Kingston Interpretation Service and         for both the annual canvass and rolling
Kingston Racial Equality Council. This           registration. This includes objectives and
ensures that we have information available       success measures highlighted in the
in the most appropriate languages for the        Democratic Services and Partnership Team
local demographics. All canvassers are           Plan. The department's risk register
                                             0                                              0
                                              0                                                0




Local authority advice on languages. All          Procedures log contains project plan,
nationalities numbers logged for patterns         processing, staff recruitment, staff manuals,
and trends. Booklet with simple translations      risk/business continuity registers. Full
developed for canvass now used around             evaluation of results and budget monitoring.
UK. Plain English guidelines (voter               Voter registration activities included in
registration and canvass form obtained            performance monitoring, service plans, and
                                            0                                                 0




                                              0                                                0




We maintain a list of residents who require                                                    0
our forms in a different format and regularly
advertise this availability. Registration forms
are available in Braille and large print and
an audio tape on how to register has been
produced to send out when required. We
All issues mentioned above have been              As part of council wide contingency
considered, and appropriate steps taken           planning, activities have been undertaken
within the the circumstances of the local         for emergency recover and business
authority.                                        continuity of the service both approaching
                                                  the 11 day rule and at normal rolling
                                                  registration times and the canvass. Staff
                                              0                                                0




We provide a detailed leaflet for both            The budget and lessons learnt are reviewed
canvass and elections, which is available in      after each canvass and compared to other
different languages. A step-by-step guide is      boroughs to see how we can improve
sent to all customer care outlets. My team        registration year on year. This is a difficult
provide translations in Bengali, French,          borough to canvass with more than 50%
Portugese and Igbo.                               movement each year. We have many areas
                                            0     A comprehensive written plan will be
                                                  prepared during 2010.




The Service reviews the format of the             The Service ‘Annual Canvass Plan – 2009’
information that we provide on an ongoing         outlines the objective, process and timetable
basis. Our documents are available in             for the annual canvass. Our AQPR details
different languages, large print and audio        the Service plans which include resources,
and our reception is fully accessible. The        staffing requirements and the details of the
Service has an extensive website and              canvass and rolling registration work
a. The ERO records all citizenship details         a. The ERO has a defined budget for rolling
supplied on individual voter registration and      registration and the canvass. Senior
household registration forms returned. A           managers review this budget both with the
breakdown of this information is made              Electoral Services team and with WCC
available in a Westminster Information             Finance representatives. Decisions reached
Bulletin delivered after the annual register is    on budgets have involved monies being
                                               0                                              0




                                              0                                                   0




The ERO is in the process of establishing a        The ERO has a specific budget for
formal evaluation plan which will include          registration which covers both rolling
detail of what future activities will be           registration and the annual canvass, the
undertaken. Steps to cross reference on-line       budget is broken down in relation to
and off-line communications have been              identifiable activities eg staffing, postage
undertaken in partnership with the                 etc. Identifying hard to reach audiences is
The ERO team hold a library of                     Canvass project plan is reviewed and
documentation in various languages and             updated annually. Regular attendance at
can obtain specifically required information       Citizenship Ceremonies as standard part of
in braille through the regional contract AIRS      the Ceremony to ensure that all newly
(Gateshead Council). The corporate policy          appointed British Citizens have the
in Hartlepool is that wherever the Council         opportunity to be included on the electoral
                                             0                                                    0




                                              0 We are currently compiling a process map
                                                of all aspects of registration and elections as
                                                the current Electoral Services Manager is
                                                leaving in the New Year, it is planned that
                                                this will be done for all staff in the section.
During the past few years communications                                                          0
have been made available in alternative
languages, however they are not requested.
We have started a list of electors who
require information in large print or Braille.
This year two blind electors confirmed their
The Annual Registration Form allows ease           The Electoral Registration Officer has
of registration via freephone, internet and        produced written plan to maximise
freepost. The elector details are pre-printed      registration for the first annual canvass
to make completion of the form simpler to          taken by the new unitary authority. A whole
those that may have difficulties in writing.       new approach was adopted across the
Dedicated helpline is also provided during         county and the outcome was a 94.3% return
The ERO works with the council's                   The ERO has in place a canvass project
communications team to determine which             plan for the Annual Canvass which includes
languages certain documents need to be             a full Health and Safety risk assessment,
made available in. At present, the                 timetable and personnel resources required.
demographics of the area mean that EC              This is evaluated every year and
leaflets supportive of the registration and        adjustments made to resource
To reach this standard we:                        To reach this standard we:

• Keep up to date a database of people who        • Produce and up-to-date project plan each
need their information in a different format,     year.
for example large print, Braille or audio.        • Produce written instruction on the
• Provide home visits to help people              registration process for permanent and
                                              0                                                0




                                             0                                                 0




The information is communicated in the                                                         0
most accessible way, in accordance with the
authoritys communication and corporate
style strategies, which when developed and
maintained consider accessibility issues.
Appropriate languages / formats have been
                                          0                                                    0




In the past we have produced registration         The ERO has written plans for rolling
leaflets in Urdu and Gujerati, but were           registration and canvass. Staff are provided
advised that the majority of citizens who         with a manual for the conduct of the
speak these languages could not actually          canvass, together with health & safety
read it as translation often made the             guidance and a personal alarm. Canvass
language 'too posh'. We send EC leaflets in       staff are instructed not to visit properties
Electoral Services staff have regard to           Project plan, incorporating risk register, in
details of research and guidance published        place and regularly reviewed. Temporary
by bodies eg Electoral Commission,                canvassers are recruited each year for
Assosication of Electoral Adminstrators,          delivery and household calls for non-
Government Departments and to that                responders. Temporary office staff are
produced by the Council. For example,             seconded from Democratic Services where
                                           0                                                    0




Consultation with the Councils Community          Procedures for rolling registration and the
Engagement and Cohesion team to identify          annual canvass are documented, risk
appropriate languages - leaflet sent out with     assessments undertaken , and resources
registration form in specific                     identified and monitored, including provision
areas/languages. Language translation             for the recruitment of temporary staff to carry
booklet available to all canvassers.              out the canvass.
The ERO is aware of the different languages       There is a formal written plan in place to
that are spoken in Bury, and in what areas        cover rolling registration and the annual
this is applicable, Canvassers in these           canvass. Within the plan is a risk
particular areas are made aware of the            assessment, and a business continuity plan
different languages and are given                 to mitigate for unforseen circumstances.The
appropriate translations for the areas they       plan is reviewed on a regular basis to
                                            0                                              0




                                            0                                              0




                                            0                                              0




Language Translation Service provided. At        Canvass Plan and Canvasser's Instructions
the Annual Canvass those households with         Manual, Canvass Risk Assessment, Staff
no changes can use                               recruitment plan, records of canvass
Internet/Telephone/SMS messaging as well         returns, plan for specific area targetting,
as the normal form. Information and forms        Council Business Continuity Plans.
available on the Council's Website.
                                          0                                                0




The demographics of this area are such that                                                0
provision of forms in other languages is not
considered necessary (in fact the
Government has said that this should not
happen), The Electoral Commission
website is used as necessary. A translation
                                             0                                             0




                                            0                                              0




                                            0                                              0




                                            0                                              0
The Council provides information in all            The Council has a comprehensive business
formats it has a dedicated telephone               continuity plan in case of all forms of
helpline and email enquiry address. There is       disaster which is regularly reviewed and
also a friendly URL which is printed on all        tested. All Democratic Services staff and
promotional material. The Council also             Customer Services staff are up to date with
provides rolling registration forms and postal     procedures for the annual canvass and are
We include statements on Householder               These topics are now fully covered in our
forms offering assistance in translation. We       performance management strategy, our new
have undertaken projects for the MoJ on            Business Plan, the Business Continuity Plan
encouraging young BME residents to                 and the budget. We have identified hard to
register, which was hailed as a success, and       reach areas, as part of our work with BME
we are now targetting young residents in           and this work continues. We have now
We researched appropriate languages and            Please see Standard 3
provided relevant telephone registration
services. We designed a new plain english
leaflet that was sent out with all canvass
forms, the content and design was agreed
after looking at other good ones produced
Although the electoral registration                                                               0
information is only provided in one format
currently work will be carried out over the
coming 12 months to identify whether other
formats are required. Telephone and
internet registration is available but this is
The ERO communicates information in                The ERO has written procedures for rolling
various formats and alternate means are            registration and the canvass. A risk
provided if requested. The ERO consults            assessment is undertaken and resources
the Corporate Policy Unit to determine             are identified. Other members of staff within
appropriate languages to be used for               Democratic Services are kept familiar with
telephone registration. All canvassers are         the registration process and progress with it.
                                               0                                                0




                                              0                                                   0




The ERO is responsive to changes and the                                                          0
staff provide support for individuals who
have difficulty completing forms at the office
and in elector's homes (when Required)


                                              0                                                   0




The Electoral Registration Officer uses            The Electoral Registration Officer has
appropriate languages and formats and              established the following areas of activity in
communicates information in the most               relation to the planning of rolling registration
accessible way, by using the methods               and the annual canvass:-
below:-                                            (1) Risks
(1) Electoral Services Contact Details             The Electoral Registration Officer has
We provide information on registration forms                                                  0
of the availability in other languages (the
council website links with the EC about your
vote website). Specific areas of known BME
residents. An Equlaities Impact
Assessment has been produced.
                                            0                                                 0




                                             0                                                0




The Council offers a translation service and                                                  0
all forms can be made available in different
languages. The government view however is
that many authorities spend excessive
amounts on providing translated
documentation where it is not needed.
We constantly review accessibility and         We have business plans and manuals in
disability issues on all levels from physical  place and documents are kept on files and
barriers through to learning difficulties and  electronically for staff to access at all times.
language barriers. The current web pages       There are formal written project plans,
include details on registering on the electoraltimetables and action plans for both rolling
register and absent voting information this is registration and annual canvass. We have
ERO uses a variety of formats and, where       Formal written plans are in place for annual
appropriate, languages. Communication          canvass and rolling registration setting out
methods include letter, website, email,        objectives, risks and resource issues. There
telephone, text, local newpapers and radio.    is a particular focus on engaging hard to
All communication contains contact details     reach groups and business continuity plans
for ERO staff. The Council's customer          are in place.
The ERO provides large print forms where       The electoral calendar acts as a framework
necessary. Personal visits to electors with    for the rolling register together with detailed
access difficulties are routinely conducted.   instructions on the processes for each type
Textalk telephone number is provided on all    of form and application.The ERO has full
forms and is regularly used by residents.      plans and processes in place for the
Information in alternative languages is        undertaking of the annual canvass and
All correspondence includes contact details -  Now have a canvass plan including a risk
phone, website and email. The service as a     assessment, objectives and success
dedicated email and phone line.                measures and plan also includes evaluation.
                                               Written process in place for recruitment of
                                               temporary staff. Permanent staff recruited in
                                               line with Councils formal recruitment and
                                             0                                                 0




                                             0                                                0
                                               0                                                0




                                               0                                                0




Language translation service comes from           • We currently have a robust planning
research in SAC. Guidance provided in own process for the recruitment and deployment
website and SAA website. In addition              of canvassers.
encouraging participation using modern            • Full canvass instruction class held
technology offering alternatives to make          supported by a full and concise written
registration easier i.e. registration forms in a instruction for canvasser
Language translation service comes from           • We currently have a robust planning
research in SAC. Guidance provided in own process for the recruitment and deployment
website and SAA website. In addition              of canvassers.
encouraging participation using modern            • Full canvass instruction class held
technology offering alternatives to make          supported by a full and concise written
registration easier i.e. registration forms in a instruction for canvasser
Language translation service comes from           • We currently have a robust planning
research in SAC. Guidance provided in own process for the recruitment and deployment
website and SAA website. In addition              of canvassers.
encouraging participation using modern            • Full canvass instruction class held
technology offering alternatives to make          supported by a full and concise written
registration easier i.e. registration forms in a instruction for canvasser
The ERO subscribes to a translation service- Details of the registration activities annually
Language Line which has only been used 3- are contained in the canvass plan,
4 times in the last few years by electors         registration timetable and risks are listed in
unable to respond to the registration forms the risks register. Success measures are not
issued. We maintain a supply of the EC            yet listed and resources identified to
registration forms in the main ethnic             measure & evaluate responses
The ERO subscribes to a translation service- Details of the registration activities annually
Language Line which has only been used 3- are contained in the canvass plan,
4 times in the last few years by electors         registration timetable and risks are listed in
unable to respond to the registration forms the risks register. Success measures are not
issued. We maintain a supply of the EC            yet listed and resources identified to
registration forms in the main ethnic             measure & evaluate responses
The ERO subscribes to a translation service- Details of the registration activities annually
Language Line which has only been used 3- are contained in the canvass plan,
4 times in the last few years by electors         registration timetable and risks are listed in
unable to respond to the registration forms the risks register. Success measures are not
issued. We maintain a supply of the EC            yet listed and resources identified to
registration forms in the main ethnic             measure & evaluate responses
                                                0                                                0




Evidence: Equalities and Targets Document,         Have marked "3" although may be a "2" -
Multi Language Options/Assistance on               not entirely sure what clearly defined
relevant forms and website, Impact                 objectives (at 2) means? I think we have
Assessments, Customer Service Standards            done all of 2 and 3. Evidence: 2009
policy - although not sure that we have            Canvass Timetable and Schedule of Tasks,
proper "evidence" to support decisions on          Annual Canvass Report (evaluation of
Evidence: Equalities and Targets Document,       Have marked "3" although may be a "2" -
Multi Language Options/Assistance on             not entirely sure what clearly defined
relevant forms and website, Impact               objectives (at 2) means? I think we have
Assessments, Customer Service Standards          done all of 2 and 3. Evidence: 2009
policy - although not sure that we have          Canvass Timetable and Schedule of Tasks,
proper "evidence" to support decisions on        Annual Canvass Report (evaluation of
Evidence: Equalities and Targets Document,       Have marked "3" although may be a "2" -
Multi Language Options/Assistance on             not entirely sure what clearly defined
relevant forms and website, Impact               objectives (at 2) means? I think we have
Assessments, Customer Service Standards          done all of 2 and 3. Evidence: 2009
policy - although not sure that we have          Canvass Timetable and Schedule of Tasks,
proper "evidence" to support decisions on        Annual Canvass Report (evaluation of
Response mechanisms include phone, mail,         A task based written plan is in place for the
fax, email and Council and SAA websites.         canvass and recruitment is timetabled as
Large print is available as is a translation     part of the canvass process. This also
and transcription Service procured through       includes assessment of other available
the Councils Equality and Diversity section.     resources such as staff, print provider,
Access to other available services include;      canvass form content and sources of
Telephone and internet registration is           The manual of office procedures contains
available in 9 different languages. Council      written instructions on the annual canvass
policy prevents forms being translated into      and rolling registration. These instructions
other languages unless specifically              include details on how to plan for the annual
requested but all forms issued have contact      canvass and also how staff should process
details and indicate that the form can be        forms etc. The instructions include a risk
Statistical information held by the              Although there is not a written plan for the
department highlights the increasing             objectives and success measures, weekly
numbers of citizens of other European            statistics are produced thus giving a
countries to the area. Door-to-door              comparison with previous year's figures.
canvassers when calling on properties also       Canvassers are advised of risks in person
take Voter Registration Forms in different       at the training and in written instructions.
Statistical information held by the              Although there is not a written plan for the
department highlights the increasing             objectives and success measures, weekly
numbers of citizens of other European            statistics are produced thus giving a
countries to the area. Forms in a range of       comparison with previous year's figures.
languages are available on the website.
Householders who have difficulty reading
Statistical information held by the              Although there is not a written plan for the
department highlights the increasing             objectives and success measures, weekly
numbers of citizens of other European            statistics are produced thus giving a
countries to the area. Forms in a range of       comparison with previous year's figures.
languages are available on the website.
Householders who have difficulty reading
The ERO uses the lead authority's Equal          Written plans exist for both the canvass and
Opportunities Officer for advice and has         rolling registration. Risks have been
attended CEMVO seminars for ethnic               identified and mitigation steps taken,
minority groups in the Highlands and Islands     including assuring that sufficient funds are
to get a better idea of their views and to       available to meet the work to be undertaken.
establish contacts EC forms and leaflets in      Evaluation takes place at key points in the
The ERO uses the lead authority's Equal          Written plans exist for both the canvass and
Opportunities Officer for advice and has         rolling registration. Risks have been
attended CEMVO seminars for ethnic               identified and mitigation steps taken,
minority groups in the Highlands and Islands     including assuring that sufficient funds are
to get a better idea of their views and to       available to meet the work to be undertaken.
establish contacts EC forms and leaflets in      Evaluation takes place at key points in the
                                             0                                                0
                                           0                                               0




Contact is made regularly with Edinburgh     The ERO has identified measures to collect
Council's Interpretation and Translation     information from appropriate sources for
Service who advise on the most commonly      rolling registration and annual canvass
spoken 'community' languages in the LVJB     purposes. The plan details sources of
area.The annual electoral canvass form       information received together with
includes a note translated in to five        identification and mitigation of possible risk.
Contact is made regularly with Edinburgh     The ERO has identified measures to collect
Council's Interpretation and Translation     information from appropriate sources for
Service who advise on the most commonly      rolling registration and annual canvass
spoken 'community' languages in the LVJB     purposes. The plan details sources of
area.The annual electoral canvass form       information received together with
includes a note translated in to five        identification and mitigation of possible risk.
Contact is made regularly with Edinburgh     The ERO has identified measures to collect
Council's Interpretation and Translation     information from appropriate sources for
Service who advise on the most commonly      rolling registration and annual canvass
spoken 'community' languages in the LVJB     purposes. The plan details sources of
area.The annual electoral canvass form       information received together with
includes a note translated in to five        identification and mitigation of possible risk.
Contact is made regularly with Edinburgh     The ERO has identified measures to collect
Council's Interpretation and Translation     information from appropriate sources for
Service who advise on the most commonly      rolling registration and annual canvass
spoken 'community' languages in the LVJB     purposes. The plan details sources of
area.The annual electoral canvass form       information received together with
includes a note translated in to five        identification and mitigation of possible risk.
                                           0                                                0




                                           0                                               0




                                           0                                               0




                                           0                                               0




                                           0                                               0
                                              0                                                0




The ERO provides details as to registration       A written plan and timetable has ben
and absent voting on the Board`s website.         produced for all aspects of rolling
This has a link to the electoral Commission       registration and canvass. A local ER
website. There is no provision on our             working Group meets regularly with full
website for information in other languages        minutes prepared and circulated to all ER
but forms can be provided in large print          staff. A Risk Register has been prepared
The ERO provides details as to registration       A written plan and timetable has ben
and absent voting on the Board`s website.         produced for all aspects of rolling
This has a link to the electoral Commission       registration and canvass. A local ER
website. There is no provision on our             working Group meets regularly with full
website for information in other languages        minutes prepared and circulated to all ER
but forms can be provided in large print          staff. A Risk Register has been prepared
                                              0                                                0




                                              0                                                0




We are aware of the different communities         We have a work programme for the team
within the District from the research             which covers all aspects of the year's work
gathered by the Council's Policy and              and puts particular focus on activities to
Research Team and this has enabled us to          comply with the legislative requirements of
utilise the information provided by the           completing the annual canvass and meeting
Commission's 'Do Politics' Centre in              rolling registration deadlines. The key
Previously most of the LA's in Kent have          There are written procedure notes for the
joined together and used radio advertising        processing of registration applications.
and posters to raise public awareness of the      Canvassers are trained and provided with a
need to register to vote. With the work done      canvassers instruction manual, this includes
by the Electoral Commission to raise              a timetable for the canvass, instructions on
awareness of registration for the European        how to complete visits, forms and their
Canvasser feedback and software reports           Plans in place for both rolling registation and
utilised to assist in determining any             the annual canvass. Business continuity
language issues. Reports identify any             covered as part of wider AVDC plans.
clusters in the community for particular
attention. Translation booklet and laminated
script card prepared for canvass. All items




There is a lack of clarity as to what is really   Whilst I consider that we conduct a really
wanted here. We do work with schools and          robust canvass and electoral registration
Education departments at canvass time to          service, detailed financial breakdowns
ensure maximum registration of young              between the canvass and rolling registration
people and with groups housing people with        functions required by the above standard
learning or physical disabilities. We work        indicator is not part of my council's
The Council's research and analysis team                                                       0
have collected demographic information,
and the ERO ensures that leaflets are
available in the appropriate languages and
formats, or that translations could be made.
                                             0                                                 0




                                             0                                                 0




                                             0                                                 0




                                             0                                                 0




                                             0                                                 0




The DBC Corporate Plan, electoral                The Corporate Plan and service plan
registration records (of foreign electors) and   including risk assessment and contigency is
research by Forward Planning and Other           reviewed regularly and updated as required.
DBC sections on nationalities settling in the    Required resources are identified each year
Dartford area, is used to decide upon            for the Annual Canvass and put in place,
languages for the Canvass electronic             including the recruitment of temporary staff
All canvassers are provided with a language      Staff trained for requirements for both rolling
translation guide with specific languages        registration and canvass. Canvassers
produced when necessary. Electoral               handbook. Use of canvass action list. Risk
Commission resources are used for certain        assesments. Budget allocation. Additional
translated documents. Our Council has the        staff resources are employed/redeployed at
ability to convert documents into 12 different   key stages of the registration year.




During canvass we offer telephone, internet A written plan has been put together this
and new for this year SMS tect in english      year and we will be evaluating and
and other languages. Our response this year improving on this for next year.
for these functions was 17.500 up from
13,000 last year. Our canvassers are issued
with a translation booklet and we hold or will
The ERO offers the electoral registration          The business continuity is assessed
form in large print and electors during the        regulary and every member of staff has a
annual canvass can register over the               copy. The ERO's staff have regular team
telephone or the internet. The telephone           meetings and are all aware of the
line for electors registering during the annual    procedures in place.
canvass is available in a number of different
                                             0     It is intended to produce a formal written
                                                   plan in time for the Autumn 2010 Canvass.




                                               0                                                0




We undertake some activity above the                                                            0
preformance standard but continue to
review, monitor and evaluate our strategies.




We meet this standard and we have a                We meet this standard and of course hope
Strategy showing that we have plans to             to improve over the coming year - particuarly
improve our performance in this area. We           following the outcome of the community
are hoping that the work currently underway        profiling/equalities impact assessment work
into the Equalities Impact Assessment of the       underway/to be carried out. We have a
Registration and Elections Service will assist     procedure that all staff follow to ensure the
During the annual canvass we provided              Electoral Services is part of Legal and
telephone and internet registration of 'no         Democratic Services and as such our
changes' in Polish as this is the most used        service unit plan outlines specific targets for
alternative language in the area. Although         percentage registration at annual canvass
the take-up was small, around 10 electors in       and the processing targets for rolling
all, we could do more to promote registration      registration forms. Budget meetings are
Website enabled with community                     Canvass success evaluated through use of
languages, Large print service and                 Citizens panel.
assistance to registrants provided.



As previously mentioned, we offer SMS              A formal plan is in place that is updated to
texting, internet and telephone registration       take account of any changing circumstances
during annual canvass and rolling                  and any new requirements. Identified risks
registration forms can be downloaded from          are monitored through the corporate risk
the HBC website. A brief guide to the              register and a specific budgetry provision is
electoral registration process is provided         set for electoral registration including annual
Work is ongoing in the context of Council-         A Canvass Plan and Rolling Registration
wide customer access and equalities                Plan have been prepared based on the
initiatives.                                       Electoral Commission templates in order to
                                                   complement/supplement the existing
                                                   Canvass timetable and instructions to
                                                   canvassers customarily used within the
We have a very small percentage of ethnic                                                     0
groupings which means we haven't
identified a need for information in other
languages - we need to work closer with our
Access Officer to catch disability groups.
                                          0                                                   0




                                          0                                                   0




                                          0                                                   0




Re-registration available through internet                                                    0
and telephone. All outgoing correspondence
contains contact details for team.



                                          0 Registration activities are carried out
                                            according to project plans and targets are
                                            set in the departmental service plan.
                                            Budgetary pressues and periods when
                                            additional staffing is required are identified.
                                          0                                                   0




                                          0                                                   0




                                          0                                                   0




                                          0                                                   0
The interpretation team keep Electoral           Project planning methods are used for the
Services informed of the top 4 languages         whole of the electoral year and are updated
other than English used in Reading monthly.      at regular planning meetings. Budgets are
A translation booklet is kept by canvassers      reviewed monthly. Difficult properties to
to support the canvassing of different           access and difficult residents' names are
nationalities. Larger print forms are provided   kept. Refusals at canvass are followed up in
The ERO makes use of relevant legislation        The ERO has in place a Risk Register,
and research before deciding which               updated annually in light of previous
languages and formats to use in order to         experience, which attempts to identifies the
communicate with the varied audiences            problems and resources required in the
within the Borough. The same applies here        compliation of the annual canvass and in
as in the answer to question 7 above that        relation to rolling registration. A Business




                                             0                                              0




                                             0 The ERO has a range of plans and has an
                                               integrated approach within the service
                                               (Democratic Services) to ensure continuity
                                               of the work.


                                             0                                              0




The ERO uses relevant legislation and            The Service Plan and Risk Register are
internal Council consultation information to     updated and evaluated on a annual basis,
identify the target languages. All documents     which together form a comprehansive plan
are sent out in English but are offered in the   for the whole of the electoral year.
agreed range of languages and in braille or
on audiotape. ERO contact details are
range of materials such as leaflets in audio,                                               0
large-print and Braille
and translated into different languages and
poster from the Electoral Commision is
used. Information from "Acorn and
Knowledge Source" is provided from
Liaised with corporate equalities officer to       Targets included in service plan. Financial
determine appropriate languages. Have              resources included in budget. Evaluation of
regard to EC guidance when designing               2009 annual canvass planned and agreed
canvass form.                                      by ERO with report to scrutiny committee in
                                                   2010.
                                               0                                                 0




                                               0                                                 0




                                               0                                                 0




                                               0                                                 0




                                               0                                                 0




The Borough Profile, as supplied to the            Tonbridge and Malling Electoral Services
Tonbridge and Malling Local Strategic              (ES) follow a comprehensive set of policies
Partnership, confirms a negligible number of       and procedures. We have a documented set
residents require translation services;            of plans, risk registers, timetables, and
however, these are available upon request.         continuity arrangements.
Support is offered, and has been taken up,
No enquiries have been received asking for         A full evalutation of the use of an outside
different languages. I visited an elderly lady     company for the house-to-house enquiries
with sight difficulties to assist her in           will be made early in 2010.
completing the annual form (the canvasser
had stated unable to complete due to
blindness). All comnunications have
                                            0                                                  0




                                            0                                                  0




Collection of nationalities on canvass forms                                                   0
gives an indication of which languages may
be in use within the District. Use is made of
the Council's translation service and forms
provided by the Electoral Commission and
information in other media, ie audio tape,
                                             0                                                 0




I have indicated level 2 but level 1.5 would                                                   0
perhaps be more accurate. The Electoral
Registration Officer takes account of the
Council's Equalities Group and of the
Equality Impact assessments. Statistics
show a comparatively small, but
We maintain a database of electors who           We have a written set of registration
wish to receive communications from us in a      guidelines that are updated on annually, and
large print format, to assist them with          the processes are monitored to ensure that
completing forms. The website also has a         they are effective and efficient. The
language conversion facility and the Council     Business Continuity Plan has recently been
holds a registry of translators. Elections       updated.
                                             0                                              0




                                            0                                                  0




All outgoing communication contains our          Have a canvass project plan, risk register
contact details. Alternative methods of          and database of available staff. There is a
communication are available. Have                budget for Electoral Registration to cover
consulted our policy department to find out      both canvass and rolling registration.
the most appropriate languages to offer help     Evaluation of canvass always carried out
in. Have also carried out checks against         and canvassers are asked for their
                                            0                                                  0
We are able to provide electoral                   We have clear plans in place for all electoral
notices/information in other languages if          registration processes throughout the year,
required. For local elections, we provide          including a risk register (although this does
translated notices in those polling stations       now need updating). We keep records of all
within our district where there is a high          temporary staff employed during annual
ethnic population. Our contact details are         canvass and/or elections, detailing training




                                               0                                                0




                                               0                                                0




                                               0                                                0




                                               0                                                0




Translation booklet readily available to      We have detailed plans for both rolling
electoral services staff and issued to house registration and the annual canvass and
to house canvassers. The telephone and        business continuity plans in place.
Internet Canvass service was offered in nine
different languages. We have
communication links with Migrant Working
                                            0                                                   0




                                               0                                                0




                                               0 Canvass now documented but no
                                                 documentation of rolling registration
                                                 procedures other than those in the integrity
                                                 plan.
                                             0   0




                                             0   0




                                             0   0




                                             0   0




                                             0   0




The choice of different languages and            0
mediums for the communication and
provision of information and documentation
has been reached in conjunction with the
Council's Equality and Diversity Officer.
Demographic information on the District is       0
used to determine whether to use alternative
languages and formats during the annual
canvass. At present this is not considered
necessary because for example the total
Asian population of the District is only 0.
                                            0    0




                                             0   0




                                             0   0
The website is updated regularly with             Risk register has been developed although
relevant information and information can be       further work to make it more personal to the
produced in larger format as well a other         area is required. Required resources are
languages upon request. All                       put in place and monitored throughout the
correspondance clearly shows contact              year. A quick guide to dealing with rolling
details such as the address, telephone            registration applications, timescales a
                                           0                                                  0




At the last canvass we made our telephone                                                      0
response service available in 9 alternate
languages and had an internet questionnaire
which included questions about nationality.
Information gained from this will allow us to
further target our services at the m
                                              0                                                0




                                             0                                                 0




Equalities impact assessment has been             Electoral registration and canvass sits within
carried out for the service. Information is       the P&C service plan and a risk analysis is
available in hardcopy and on website and on       completed. Resources are identified and
the telephone. We have translation service        BCP arrangements sit within the Council
within the organisation. All contact details      BCP plan.
are provided on all correspondence. We pr
We are keen to aid Electors and make all          The ERO has implemented a detailed plan
literature and forms simple to understand.        to cover areas of risk, and to enable the
Bulk mailings such as Canvass forms and           Section to function in extreme
accompanying instructions are 'plain              circumstances, such as loss of staff and
English' approved prior to their dispatch to      premises (For detailed evidence see
help those who have difficultly reading and       Performance Standard 9 in the Supporting
                                             0                                                 0




                                             0 Since last year's submission members of the
                                               Electoral Team participated in a Pandex
                                               exercise which highlighted what the effects
                                               would be should staff be unavailable to
                                               complete work, particularly at annual
                                               canvass and election time. In addition to the
                                             0                                             0
                                             0                                                0




                                             0                                                0




Telephone registration is available in 9 other                                                0
languages. All forms are available on the
website. Every letter that is sent has full
contact details.


Forms/information provided in English, due       The plan covers both the annual canvass
to the fact that equalities research has         and rolling registration and includes stated
shown that this is the main language for         aims and objectives, the resources
residents of the West Dorset area. However,      available, and an assessment of the
all correspondence contains contact details      potential risks. All aspects, including the
and any request for information in a diffe       recruitment of canavssers (annual canvass),
                                            0                                                 0




This Authority primarily uses statutory forms    The Project Plan (based on corporate
and information provided in English              project guidelines) for the canvass covers
(equalities research has shown that this is      rolling registration and includes stated aims
the main language for residents of the area).    and objectives, the resources available, and
A wide range of electoral registration forms     a risk assessment. All aspects, including
are accessible via our website. This             the recruitment of canavssers (annual ca
We have not carried out any specific             A canvass plan and risk register was
research or consultation with regards to this    compiled for the Canvass. Temporary staff
standard. However we do offer forms in           were appointed based on the volume of
large print format and use the Electoral         forms that would be received and
Commission leaflets that explain                 canvassers recruited. All staff had training
registration in different languages. We also     sessions and briefing notes on dealing with
All outgoing information includes a helpline                                                   0
number for residents to use if they need
assistance. We identify, before the canvass
starts, those electors that are foriegn
nationals and send registration forms (if
available) in their native language. We also
                                             0                                                0




                                             0                                                0
                                              0                                                 0




For particular areas canvassers carry              A range of audiences is reached by using
instructions in Polish. All outgoing               the Carmarthenshire Voluntary Services
communication is bilingual (welsh and              newsletters. Information on registration and
english) and includes the election office          voter encouragement is provided by the
contact details. Staff provide support when        election office to the Authority's Youth
requested to complete forms. There is              Workers and Democratic Officer on visits to
Any correspondence which is received                                                           0
either by letter or e-mail which requires a
response is done so in the same language
as what the writer has done. All website
material on the Authority's website is
bilingual.
All information is provided bilingually -                                                       0
Welsh and English. We have access to
Language Line for any other language
issues. We also provide support for those
who have difficulty filling out the necessary
forms both at the office and at the electors'
During the annual canvass we offer                 Electoral Services is contained within the
registration by Text, Internet and Phone in        County Clerk's Department and the 2007-
addition to returning the form. This year for      2011 Departmental Business Plan covers
the first time we have identified electors who     the above including risks and future
require large print documents and we will be       pressures on the service.
sending where leglislation permits large print
                                              0                                                 0




                                              0                                                 0




                                              0                                                 0




Merthyr Tydfil County Borough Council has                                                       0
recently seen a large number of Polish and
Portuguese citizens moving to the area,
many of who are keen to ensure that they
take advantage of their right to participate in
the democratic process. In response, the
                                               0                                                0
As a Welsh local authority our Electoral          As part of the rolling registration and annual
Registration forms are produced bilingually       canvass processes an overview strategy
to comply with the Welsh Language Act. We         (including financial resources) is produced
also produce large print versions of the form     which is supplemented by the following
on request for blind and partially sighted        documentation: A detailed process plan,
electors . At present and due to staff            contingency planner & risk register, electoral
                                             0                                                 0




                                             0                                                0




                                             0                                                0




The ERO ensures that all correspondence        Various documentation used in relation to
with electors is bilingual. The Annual         the whole canvass process. The Processing
Canvass process allows for various avenues     of rolling Registration forms are monitored
to respond e.g. paper/telephone/internet all   via local Performance Indicators to ensure
available bilingually. Information is also     all forms received prior to the monthly
readily available via the Authorities website. deadline are added to the register on time.
We use all the Electoral Commissions           We have a specific budget for canvassing
leaflets in alternative languages and          and a specific budget for rolling registration.
formats. We sent a compliment slip with        We recruit temporary staff who come in
Electoral Registration forms giving details on each year for the canvass period. All four
how to request the form in an alternative      have been with us for some years. Our
format.                                        budget is monitored quarterly and we
The ERO produces canvass forms                 The ERO has a draft plan in place for the
bilingually. Rolling registration / absent voteannual canvass and work is continuing to
forms are available, upon request, in Welsh.   produce this. A team plan is in place for
Postal packs (One piece mailers) are also      Electoral Registration and Member Services
bilingual. Large print forms in either         which identifies rolling registration and the
English or Welsh are provided upon request.    annual canvass as key actions to be
Torfaen paper literature is bi-lingual.        whilst Torfaen has targets to reach its
Torfaen ensures its web page has links to      objectives, it is sometimes very difficult to
the EC commissions' site and                   achieve. The factor/risk is that when you
leaflets/tapes/cd's that are supplied from the are asking electors (who may or not be)
EC are in its office reception and libraries.  interested in supplying the information you
Information distributed to the public have an  requuire your targets can be very difficult to
                                              0We have a specific budget for rolling
                                               registration and canvassing, We have a
                                               working document including actions required
                                               at each stage of the Canvass. Risks are
                                               mitigated against by ensuring staff are able
                                               to cover each others work. Weekly meetings
                                             0                                                0
The annual canvass incorporates use of             There is a business plan, risk management
telephone, internet and SMS registration           plan, performance indicators and separate
facilities. Most registration forms are            budgets for the core electoral service office,
additionally available in large print, braille     registration and for each type of election.
and some in dvd/cd format from the office          Recruitment of permanent and temproary
and at Customer Service Centres. The               staff is planned and conducted in
                                                 0                                              0




Contact details for the office provided on all       Plans include objectives and quantifiable
outgoing communication; Market research              success measures, risks to the success of
commissioned on behalf of Electoral                  the plan, recruitment of temporary staff,
Services in the form of a Residents Opinion          financial resources; Budget monitoring
Poll funded by the Ministry of Justice               enforces the separation of the annual
analysing quantitative, qualitative and              canvass in order to analyse costs and
Evidence: Samples of outgoing                        Evidence: Rolling Registration plan,
communcations, large print form, provide             recruitment plan
telephone/internet/sms registration services
in alternative languages.




Equality Impact Assessments are carried       We have a risk register in place.
out. We have a website dedicated for
foreign nationals that come to Herefordshire.
We also have a translation section for
documents and language in the Council.
                                                 0                                                    0




We use the Council's website for forms and We have a specific budget for electoral
guidance. At annual audit time we use the registration which I monitor. Risk register is
freephone and internet registration service. regularly updated and also we have
                                             Business Continuity Plan.




effective communication in place                     written plan in place for rolling registration
                                                     and canvass
                                                 0                                                  0




The annual canvass incorporates use of             There is a business plan, risk management
telephone, internet and SMS registration           plan, performance indicators and separate
facilities. Most registration forms are            budgets for the core electoral service office,
additionally available in large print, braille     registration and for each type of election.
and some in dvd/cd format from the office          Recruitment of permanent and temproary
and at Customer Service Centres. The               staff is planned and conducted in
                                                 0                                              0




                                                 0                                                  0




Use ERS for telephone, internet and SMS              We have a Canvass Strategy which is
registration and review each year if correct         reviwed annually. Work closely with the
community languages. Do not get any                  ERS for phone registration etc. Apoint
regquests for other languages but make               personal canvassers for all stages of the
avaialbe by this method and on request to            canvass and they are all trained and
anyone as we advertise. Also will provide in         monitired and given feedback on
                                             0                                                      0




The ERO has undertaken research in order             The ERO has produced a plan for both
to determine the demography of the District          rolling registration and the annual canvass.
in order to produce documents and forms in           The plans include objectives and success
alternatives formats. This includes using the        measures, staff recruitment (where
information provided on the annual canvass           necessary). The Electoral Service risk
forms to determine which languages and               register looks at potential risks to do with
Languages for telephone registration                 Team Plan and budget monitoring sheets.
decided on the advice of Council's Access
team. Canvassers given translation cards in
the most popular languages for the city (on
advice from Access team). Home visits to
electors unable to complete forms.
The Elections office works closely with the                                             0
Councils policy officers to get the message
across to 'hard to reach' groups.
There are not huge changes in the
demographic in SDC but elecoral material is
now provided in Polish and all canvassers
Since June 2009 the ERO has developed       all Measures are undertaken. It is intended
this area and at canvass documentation was to collate the necessary data and have in
available in appropriate languages and      place a formal written plan shortly.
formats.


                                             0                                                0




Comprehensive registration information and       We have not identified and assessed the
forms are available on council's web site, as    needs of the most hard to reach audiences
are our service standards. Our contact           on the basis of the law of diminishing
details are on all outgoing correspondence,      returns. The expenditure in time and funds
forms, e-mails and web site, as is our           required is, in our view, wholly disportionate
contact e-mail address . Our office hours are    to any gain both to the register and the
The canvass telephone registration service       As you know WDC doesn't currently have a
is available in other languages. Used to         comprehsive written plan, but we do have a
send details with the paper canvass form,        complete procedure file for use in the office.
but stopped due to cost and non take up.


The ERO provides information in the most         The ERO is satisfied that the important
common languages currently spoken in             criteria are met, a risk assessment was
Wolverhampton as recommended by the              produced and evaluation of the results is
Research Section of Chief Executives             carried out.
Office. This includes the telephone
registration service provided for electors
We use a braille electoral form during the       We now have a Risk Register for Electoral
Canvass. Telephone and internet are now          Services.
used. The instructions are in 9 different
languages.


We have ensured that customers have as           We have a full Annual Canvass and Rolling
much choice as possible in how they can do       Registration Strategy which has been
business with us, including use of               revised, and a risk register, business
Telephone, Internet and SMS Registration         continuity plan and service improvement
(we were one of the first to introduce these     plan. I have a separate budget for Electoral
forms of registration). We have all forms and    Registration, which is managed and
                                             0                                                0




Canvass and voter registration forms carry a     Manual kept in office outlining processes
language strapline. Stock of forms in other      and procedures involved in the registration
languages, Braille and audio are kept.           process which is used as a training tool and
Contract with National Interpretation Service    an aide memoir to staff. Project plans
for tranlation purposes. All correspondence      stating target dates are prepared for the
carried phone, fax and email contact details.    annual canvass. Statistics are run and are
                                              0                                               0




                                              0 Whilst the ERO has a specific budget for
                                                electoral registration as a whole, the annual
                                                canvass and rolling registration are not
                                                individually highlighted. Business Continuity
                                                is covered by input to the Council's overall
                                                plan. More work is currently being
                                              0                                              0




                                              0                                               0




                                              0                                               0




Leaflets in other laguages are provided at                                                    0
the main Council Office, these are provided
on the basis of information on Foreign
Nationals returned with previous canvass.
The Council is part of a group serviced via a
translation service from Leeds City Council.
Canvass staff will request copies of                                                          0
registration forms in other languages
relevant to the area they are canvassing.
Council BME steering groups are held on a
regular basis. Front line staff who are
dealing with electoral enquiries will use the
The ERO does meet some of the                     The ERO has a formal written canvass and
requirements of the 'Above Standard' level        rolling registration plan, a canvass risk
particularly in that we do respond to             register and a full business continuity plan.
changes in demographics. For example, a           In addition to the general business continuity
recent evaluation questionnaire sent to           plan, the ERO has a full set of procedures in
personal canvassers revealed that they            place for all aspects of registration which
Interpreting and Translations Unit (CITU)         overall plan for registration which also
                                                  covers the annual canvass

provide a telephone translation service for       assessment available
customers who do not speak English
Any resident who notifies a change of           A timetable is drawn up for the annual
address to the Council either in person, on     canvass. Temporary staff are re-engaged or
the telephone, or through the website, is       recruited as appropriate for the various
also given the opportunity to complete a        stages of the canvass. This is all carried out
voter registration form. Information about      within the budget set by the council.
updating registration details due to house      Electoral services is covered in the council's
                                              0                                              0




                                              0 Business Continuity Plans are in place. The
                                                budget covers both aspects of the service,
                                                there is no separate budget for rolling
                                                registration or annual canvass.


                                              0                                                0




Consultation took place with the                  Written plans are in place for both the
Scarborough Blind & Partially Sighted             canvass and rolling registration, with a
Society, Ryedale In-Touch and Ryedale             separate Risk Register (and also a specific
Voluntary Action's Chief Executive and BME        risk assessment for the canvassers going
Communities Officer. A range of different         door to door). A canvass project plan is also
methods for responding to information were        reviewed regularly during the canvass
The Council's Policy and Performance Unit         We have a written plan for rolling
has provided information on ethnic groups in      registration and an action plan for the
the Borough and during the annual canvass         annual canvass. We advise staff not to put
period we provided a leaflet in different         themselves in threatening situations. We
languages so that canvassers could hand it        operate the Lone Worker scheme for
over to people whose first language was not       canvass staff. Temporary staff are recruited




Electoral Services uses the record of             We are in the process of accessing the
requested languages held by the Authority         needs of hard to reach audiences to inform
to inform which translations to produce. This     our strategies.
year the Electoral Services Manager has
initiated an information gathering exercise
with BME groups and those with learning
Liaison with other council departments, e.g       Team plans, team meetings, team review.
equality team. Alternative methods of             Induction and training for temporary staff
registration offered, other language forms        and canvassers. Sufficient resources
used. Direct contact with electors having         allocated to deal with canvass and rolling
difficulty completing the form. Office staff      registration. Work of new staff checked and
for additional hours during the canvass           assessed for accuracy.
anning and organisation
               Performance standard 10
               All Canvassers are required to attend
               training prior to the commencement of the
               canvass, as a condition of their employment
               as a Canvasser. Hard copies of the training
               slides and a Guide for Canvassers issued to
               all Canvassers. Mentors are appointed to
               The ERO provides training to both
               permanent and temporary staff. Training for
               permanent staff is assess each year through
               performance development reviews and
               where necessary it is submitted for inclusion
               in the corporate training plan. All house to
                                                            0




               The Skills required have been identified on
               the qualifications matrix for Investors in
               People, this clearly identifies what skills are
               required both pre and post appointment. In
               addition all jobs have been examined to
               identify how they relate to the Council's
                                                                 0




                                                                 0




               Training activities include Lone Worker
               Training for Canvassers. Canvassers and
               permanent members of staff receive training
               and guidance in respect of the canvass
               process. Permanent members have been
               trained by attending AEA courses,
               From the 2009 canvass training has taken
               the form of written instructions, power point
               presentation and group and one to one
               briefings for canvass delivery and house to
               house enquiries. Evaluation of this training
               was carried out by questionnaire though no
                                              0




                                              0




We have a team and individual training plan
for permanent staff which is updated
regularly. Training needs are also discussed
and addressed in Achievement and
Development interviews. We plan training
for the team around specific events. When
                                           0




There is a rolling programme of training in
place for internal staff. The Performance
Development Review (PDR) and Learning
Needs Analysis (LNA) highlights needs and
new legislation and requirements are
examined to identify training needs.
                                            0




                                              0




All canvass staff trained prior to undertaking
canvass, permanent staff given full training
on registration, canvass handbook produced
for all canvass staff, ongoing training for any
changes in legislation
                                              0
                                           0




                                           0




Each member of staff within the Electoral
Services Team has an annual Appraisal.
This involves setting targets and determining
training needs. A schedule of training
undertaken is held for each employee and
this is held and is provided as supporting
Training manual and Health and Safety
guidance provided to all canvassers
detailing legislative requirements and how to
proceed at all stages of the canvass.
Canvasser feedback survey used to
evaluate, review and make improvements to
                                            0




                                           0




For permanent staff training needs continue
to be identified through the staff
development process and appropriate
training is made available. There are
frequent refresher training for permanent
office staff in relation to the annual
                                           0




Permanent staff are trained both in house
and by attending software and Electoral
courses. Electoral Services and Local Land
Charges hold departmental meetings to
discuss new legislation/requirements.
Procedures are discussed and appropriate
All our canvassers have received training
and guidance and we offer this to all new
canvassers or refresher training as
appropriate.
                                                  0




The ERO ensures that team members
attend all relevent training which is
necessary to maintain a high level of service
delivery. This may be local branch AEA
training, regional or national AEA or
Electoral Commision training and software
                                            0




We have a schedule of training undertaken
to meet this standard.




The ERO conducts training session(s) for
electoral canvassers prior to the
commencement of the Canvass. Canvass
guidance notes and procedures to follow in
respect of the "door knocking" exercise are
provided to all canvassers on an annual
                                                  0




Permanent staff attend AEA training events
when appropriate and internal meetings are
held with permanent staff. Canvassers
carrying out the house-to-house enquiries
are provided with detailed guidance which
includes health and safety guidelines and all
                                            0




Improved canvasser training focusing on
health and safety legislation, timetable of
activities and their role and responsibilities.



Permanent staff: A training plan is drawn up
for new permanent staff to provide learning
and development opportunities. Access to
election law and Electoral Commission
publications is provided. Membership of the
Association of Electoral Administrators is
There is a training plan for permanent staff
which is delivered by means of on-the-job
training and formal training courses as and
when such courses become available and
by means of written instructions following
legislative change. Temporary canvassing




Electoral services staff are encouraged to
attend the AEA foundation course consisting
of 5, 1 day tutorial sessions. In addition staff
are encouraged to seek certificated
qualification.
A comprehensive training plan for the annual
canvass is in place - all staff working for the
ERO on the annual audit are required to
attend the training session before permitted
to visit households. Evaluation of the
training is undertaken by way of feedback
                                               0




All members of electoral staff are trained
internally and externally, 2 are studying for
the AEA Certificate.



Given the small number of both permanent
(mainly one full time equivalent) and
temporary staff employed, on the job training
coupled with written guidance/procedures is
appropriate for the service. All permanent
staff have training plans through an annual
                                            0
The training provided by the ERO is to the
key members of the permanent staff. In
order to main high standards and accuracy
in data input during rolling registration and
the annual canvass temporary staff are not
employed. The training provided is ongoing




Whilst a single, comprehensive training
strategy for permanent and temporary staff
does not exist, various plans, processes and
arrangements are in place in respect of
individual staff. These include the
corporately-required individual training
Written training information.




We ensure permanent staff attend all
relevant training courses to ensure they are
aware of and understand legislative
requirements. We also produce procedure
notes to compliment the training. We have a
schedule of training for canvassers and
We have rolling registration and annual
canvass procedures, available to staff, we
have instructions and we hold a training
session for all canvassers each year.
Permanent staff shadow work with the
elections officer for at least a month whilst
                                              0




Staff are kept up to date with changes in
legislation and practice but there is no
necessity for a "schedule of training
activities" - how do you detail the odd
sentence or discussion about things - that
happens in the office constantly. We realise




Written training notes are given to all that
are part of the canvass.
Training courses continue to be attended by
permanent staff regularly. Briefing sessions
and written instructions are given to
temporary staff.


                                              0




                                              0




The ERO provides specific training and a
handbook for canvassers. The permanent
office staff have written training plans as part
of the council's workforce development plan.
Evaluation of the training for both temporary
and permanent staff is undertaken.
                                              0




                                              0
                                              0




                                              0




Canvassers are required to attend training
courses covering three stages of the
canvass (i) the initial delivery of canvass
forms (ii) delivery of reminders and (iii)
house-to-house enquiries. The E.C.
canvasser training guide is used as
                                              0




Regular training is given to team members
as and when required, two members of the
Democratic Services team are currently
working towards the AEA Certificate, and a
further member of the team has been on the
foundation course. The Democratic Services
                                           0




                                              0




                                              0




                                              0
Please see comments for performance
standard 9. In addition funding has been
made available for the permanent electoral
registration staff to undertake the AEA
Certificate in Electoral Administration and
AEA Foundation course in Electoral
                                              0




                                              0




                                              0




• Permanent electoral staff provided with
training as required by AEA and Electoral
Commission to ensure canvass and rolling
registration duties conducted in accordance
with appropriate regulations.
• Temporary canvass staff are provided with
Training provided and recruitment plan in
place whereby proformas issued and
suitable applicants selected. Part of the
above performance standard also reached
as have a comprehensive written training
plan. Permanent staff are continually
We attend training provided by the AEA -
nationally and regionally. We also attend
training provided by our software suppliers
and attend regular workshops organised by
our printer. Extensive training provided for
all electoral registration canvassers and
                                             0




                                              0
                                              0




                                              0




See supporting document




A full training programme is provided for
canvassers with updated training each year.
Evaluation of the training and canvassers
activities is carried out. For temporary staff,
there is an office training manual which
enables training on a half day basis. This
Verbal and written instructions for
canvassers and temporary office staff.
Canvassers all trained each year.
Permanent staff have annual Learning and
Development plans as part of their appraisal
process in which required or useful training
Training for the permanent Electoral
Services staff takes place when required
and is provided by the AEA, EC, MoJ and
eXpress. Training needs and targets are
identified in the staff's annual Performance
Review. In addition to attending training,




Staff appraisals identify training needs. An
annual training needs analysis of the entire
team is also undertaken. A system of
feedback forms has recently been
introduced. All canvassers are briefed prior
to commencing the canvass, and a formal
                                             0




                                              0
                                                 0




There will be a review of training but as this
has not happened for this year's canvass at
time of writing I am checking 3 rather than 4.



                                                 0




Performance Standard 10
We believe we are above the performance
standard for Training.

Training is provided to Canvassers i.e. Door-
knockers. Feedback forms are completed by
                                           0




As part of the councils Performance
Development Appraisal a written training
plan for each individual and a team training
plan is documented. In addition all
canvassers must attend two compulsory
training sessions: initial and door knocking
1. All ES Staff have a training plan as part of
yearly appraisal and performance
management scheme this includes a
schedule of training and evaluation process.
2. Staff attend EMS training course. 3. Staff
attend Council course to improve IT and
                                              0




The department's training and development
programme outlines all training received by
the electoral services team. All courses
attended by staff in the team are evaluated.
All canvassers attend a 90-minute training
session and a full evaluation of this training
                                                 0
                                                 0




Training programme for permanent,
temporary and canvass staff. Procedures
and manuals for all staff. Monthly meetings
with permanent and temporary office staff to
discuss new projects, procedures and
successes, and for all to give feedback.
                                            0




                                                 0




                                                 0




Training of permanent staff and its
evaluation forms part of the staff appraisal
model operated across Southwark council
which includes Individual and team work
plans, scheduled reviews and stretch
targets. This is additional supplemented by
                                                 0




All staff are required to undertake the AEA
Foundation course during their first year in
employment and then undertake the AEA
certificate as part of their career grade. All
staff are trained how to use the electoral
management system.
                                                 0




The Service ‘Training Plan – 2009’ outlines
the objectives and the process and
measures and evaluates this by the success
of the results achieved in this area of work.
This includes internal and external training
that permanent staff request plus required
a. The Department has a training and
development Plan. This Plan includes an
evaluation of whether the training provided
has succeeded in ensuring that Service Plan
objectives have been met.
b. The City Councils’ Performance
                                            0




                                             0




The ERO ensures that all staff both
permenant and temporary are given training
in relation to what is expected of them
depending on their role.The staff are subject
to the Counicl's Acheivement and
Development Policy where personal
On the job training is provided to permanent
staff via senior staff who have attended
training/briefing sessions organised by the
AEA/software provider and the Electoral
Commission. Temporary staff recruited for
election/canvass duties attend mandatory
                                            0




We do have a training needs assesment for
all permanent staff as part of annual
appraisal, and all election and canvass staff
do attend apprpriate training at the correct
times.
                                             0




Comprehensive guidance notes are
provided to canvassers, which includes the
objectives of the canvassers job, timetable,
advice on doorstep canvassing, rules for
registration, nationality check list, FAQ, and
an explanation of the two versions of the
The ERO ensures managers in ER services
attend all relevant seminars and
conferences organised by the EC, AEA and
MoJ. Two members of staff are AEA
members and have access to the forum. All
staff access the EC extranet and local
To reach this standard we:

• Carry out Personal Development Plan
(PDP) meetings every 6 months for
permanent staff to identify any training
needs
                                               0




                                               0




                                               0




                                               0




All permanent staff attend various AEA
meetings - North West, Lancashire, and
Manchester meetings. Attendance at AEA
conference is on a rota basis when budget
allows and depends on the relevance of the
topics being covered. Canvass staff are
Training is provided for both permanent and
temporary staff. FAQs are prepared and
regularly reviewed and updated for main
processes including the annual canvass and
rolling registration. On-line help is available
when using Express software. One to one
                                                0




Permanent electoral staff have personal
development reviews twice a year to identify
any training needs and also attend various
training events organised by the Electoral
Commission and the Association of Electoral
Administrators. Temporary canvass staff
There is a comprehensive training plan in
place to cover all staff involved in Electoral
Services. Office staff involved in the day to
day running of the services are given formal
training and are continually updated on any
changes in legislation. Canvass staff are
                                          0




                                          0




                                          0




Attendance at EC seminars and Training.
Attendance at AEA workshops where
necessary. Attendance at Halarose User
Group and Workshops. Attendance at MOJ
workshop. Provision of Canvassers
instruction manuals and declarations.
                                          0




                                          0




                                          0




                                          0




                                          0




                                          0
The Council has a formal employee
appraisal system which is reviewed every 6
months and any training requirements are
identified and addressed through this
process. All elections staff are members of
the AEA and have access to the AEA web
We have a detailed training plan for all staff
to attend training courses, seminars or
conferences, and each is evaluated after the
event. We have now agreed a joint flexible
working arrangement with other sections of
the Department, whereby staff will be
We have written training plans for
canvassers, temporary staff and
supervisors. Supervisors were required to
come to a special briefing and also attend
canvass training. Permanent staff attend
briefings and training.
                                               0




Electoral Services staff attend training
courses and seminars arranged by the
Electoral Commission and the Association of
Electoral Administrators. All canvassers
attend a training session and are provided
with a detailed instruction manual.
                                           0




                                               0




All staff are reviewed and their training
needs evaluated regularly.




                                               0




The schedule lists the topics covered in the
training, and the Electoral Registration
Officer organises the following training for
her staff:-
(1) Canvassers
For those staff involved in the delivery of
The training plan is being developed across
Merseyside, one particular area is to provde
training to DRO's and other senior staff who
work on elections.


                                               0




                                               0




                                               0




We have detailed timetables, diaries and
action plans alongside procedure manuals.
There are detailed training plans in place, for
both permanent and temporary staff
alongside canvasser instruction manuals
detailing the processes and legislative
All permanent staff received annual reviews
at which training needs are identified and put
in place. All temporary staff (those who
undertake the house to house visits)
received a briefing and are provided with
appropriate documentation. A written
There is a training plan for all staff including
the ERO. Training is provided for all
canvassers, permanent staff and temporary
staff. Processes and procedures are
produced and explained to ensure legal
compliance by all staff employed by the
Approved training plan in place- 3 staff
members attending AEA certificate course;
Internal operations manuals used to develop
staff understanding and skills; Staff attend
EMS training courses and User Group
meeting and also attendance at AEA
                                                0




                                               0
                                               0




                                               0




• Comprehensive canvasser training and
appraisal
• 6 senior staff currently hold an A.E.A.
Certificate in Electoral Administration
• Opportunity for staff to undertake further
training such as A.E.A. foundation course or
• Comprehensive canvasser training and
appraisal
• 6 senior staff currently hold an A.E.A.
Certificate in Electoral Administration
• Opportunity for staff to undertake further
training such as A.E.A. foundation course or
• Comprehensive canvasser training and
appraisal
• 6 senior staff currently hold an A.E.A.
Certificate in Electoral Administration
• Opportunity for staff to undertake further
training such as A.E.A. foundation course or
Temporary canvass staff are only appointed
after interview and require to undertake
training before starting their canvass. They
are appointed for a specific period and have
their performance monitored when returns
made on a weekly basis.They are only re-
Temporary canvass staff are only appointed
after interview and require to undertake
training before starting their canvass. They
are appointed for a specific period and have
their performance monitored when returns
made on a weekly basis.They are only re-
Temporary canvass staff are only appointed
after interview and require to undertake
training before starting their canvass. They
are appointed for a specific period and have
their performance monitored when returns
made on a weekly basis.They are only re-
                                             0




Evidence: Electoral Registration staff
manual - written instructions for permanent
staff - updated regularly and team briefings
whenever updated instructions issued.
Annual TDR (training feedback and review)
for all permanent staff. Training and
Evidence: Electoral Registration staff
manual - written instructions for permanent
staff - updated regularly and team briefings
whenever updated instructions issued.
Annual TDR (training feedback and review)
for all permanent staff. Training and
Evidence: Electoral Registration staff
manual - written instructions for permanent
staff - updated regularly and team briefings
whenever updated instructions issued.
Annual TDR (training feedback and review)
for all permanent staff. Training and
Training is provided to both permanent and
temporary staff either by way of written
instructions or on the job training.



A training schedule is maintained for all staff
in the department. Office procedures are
documented and updated on a regular basis.
All staff have access to the strand training
manual which is a comprehensive
document. New staff shadow senior staff in
The department maintains a schedule of
training activities and there is an in-house
manual available to all permanent staff.
Temporary staff are also provided with
written instructions when they attend the
training sessions. There are also follow up
The department maintains a written
schedule of training activities and there is
an in-house manual available to all
permanent staff. Temporary staff are also
provided with written instructions when they
attend the training sessions.
The department maintains a written
schedule of training activities and there is
an in-house manual available to all
permanent staff. Temporary staff are also
provided with written instructions when they
attend the training sessions.
10 staff have been awarded the AEA's
certificate and 1 the AEA's diploma. These
key staff are in charge of work groups and
are responsible for ensuring that their staff
are aware of and comply with legislation and
good practice as laid out in manuals
10 staff have been awarded the AEA's
certificate and 1 the AEA's diploma. These
key staff are in charge of work groups and
are responsible for ensuring that their staff
are aware of and comply with legislation and
good practice as laid out in manuals
                                              0
                                          0




Regular staff meetings and briefing sessions
are held to update staff on processes and
procedures including any legislative
changes. These are backed up with
processing and guidance notes and staff are
provided with access to PowerPoint
Regular staff meetings and briefing sessions
are held to update staff on processes and
procedures including any legislative
changes. These are backed up with
processing and guidance notes and staff are
provided with access to PowerPoint
Regular staff meetings and briefing sessions
are held to update staff on processes and
procedures including any legislative
changes. These are backed up with
processing and guidance notes and staff are
provided with access to PowerPoint
Regular staff meetings and briefing sessions
are held to update staff on processes and
procedures including any legislative
changes. These are backed up with
processing and guidance notes and staff are
provided with access to PowerPoint
                                           0




                                          0




                                          0




                                          0




                                          0
                                             0




Training is normally carried out "on-the-job"
but there are occasions where key members
of staff attend courses. The ERO has
initiated an internal "Electoral Registration
working group" where leading members of
staf discuss and formulate strategy and the
Training is normally carried out "on-the-job"
but there are occasions where key members
of staff attend courses. The ERO has
initiated an internal "Electoral Registration
working group" where leading members of
staf discuss and formulate strategy and the
                                              0




General Note: Due to the volume of work
generated by the running of the combined
European Parliamentary and County Council
elections for the two authorities, there have
not been resourses available to expand or
improve electoral participation or training
Training is provided to permanent staff
through regular team briefings and
attendance at appropriate courses,
particularly those run by the Commission
and AEA. We also utilise the Commission's
Managing Electoral Registration guidance.
Training is compulsory for all canvassers
every year prior to the start of the canvass.
Permenant members of staff are trained on
the electoral software system and senior
membes of staff attend the software users
group meetings. Staff also attend the AEA
Canvasser training sessions held. 1:1
training undertaken with temporary support
staff in the office. See also staff appraisals
for training activity.




One member of staff is a trainee, has
undertaken the Foundation course and is
now undertaking the AEA Certificate. Other
members of staff are of long standing and
an annual review is undertaken of their
training needs/requirements as part of the
                                           0




                                           0




                                           0




                                           0




                                           0




                                           0




Staff in the Elections Team belong to the
AEA and avail themselves of appropriate
networking and training provision. Traning
for temporary staff is provided by the
experienced staff on the job but in a formal
task-by task way. Legal and procedural
Training handbooks produced. Participation
at AEA training courses. Attendance of team
at Kent ERO meetings discuss changes to
legislation and working practices. Training
needed of core tream identified as a part of
the appraisal process. A comprehensive




Permanent staff are members of the AEA
and attend training provided by the AEA and
Electoral Commission. We have structured
training plans built into our annual
appraisals. Temporary staff are breifed on
the basics and canvassers have to attend a
The Electoral Commission's resourses are
used, these include the canvasser
instruction manual and the canvasser
briefing notes. After every training session
and team meeting the ERO asks for
feedback and answers any questions that
                                                0




                                                0




Trainng needs of permanent staff are
identified through regular personal
development review sessions. Temporary
staff, such as canvassers and clerical staff,
are regularly monitored and evaluated.
Training is provided through in-house




We meet the standard as we have
programmed training (this year we arranged
4 sessions at various times to ensure all
canvassers could atttend) for all of our
canvassers and as stated earlier - plan to
reinforce this with a further session just
Training plans for permanent staff continue
to be reviewed every 6 months as part of the
appraisal process. Temporary staff are
included in all team briefings and updates
including training on the electoral services
software system. Procedure notes are used
All Canvass staff attend detailed training
including role play of door step scenarios.




All Democratic Services team members
have electoral responsibilities and all attend
AEA or other training courses appropriate to
their roles. Two are working their way
towards the AEA certificated qualification.
The ERO and other senior officers who act
In addition to training provided to
permanaent staff, all 'new' canvassing staff
are provided with one-to-one training at the
outset of the canvass.
                                            0




                                            0




                                            0




                                            0




                                            0




Permanent staff have training plans which
incorporate electoral services requirements.
Temporary staff are given training according
to their requirements with additional written
materials available.
                                            0




                                            0




                                            0




                                            0
                                             0




As previously stated the ERO carries out
training of Help Shop and Help Line staff on
an annual basis. He also trains the
canvassers before they go out in November
carrying out the personal calls, The
Electoral Services Office staff attend training




                                             0




Feedback is obatined from canvassers and
elected Members through the Members
Elections Group. Canvassers provide
informal feedback which is included to
supplement the training and development
given through workshops/briefings etc.
                                             0




The ERO and his staff regularly attend
relevant training throughout the year to
ensure we all keep up to speed. All
termporary staff receive appropriate training
relevant to their role.
Canvasser training sessions held. 1:1
training undertaken with temporary support
staff in the office.
Training plan in place. Training/briefing
sessions are held. Canvassers are provided
with written guidance which sets out the
legislative requirements.


                                            0




Temporary office staff receive 'on the job'
training with regard to software and purpose
of canvass and procedures. Canvasser's
receive formal training in their roles.


                                            0




                                            0




                                            0




All staff (both permanent and temporary) are
trained and supported in accordance with
the Tonbridge and Malling Electoral
Services Training Policy.


Training is provided for permanent staff.
Canvassers received training from the
outside company, a copy of their training
document was approved by ourselves.
                                               0




                                               0




Training is provided to temporary staff, ie
canvassers and permanent staff, including
those on Reception. Feedback is used to
inform training for future years.


                                               0




 We have periodically evaluated training, but
do nto do so each year.




The Council continually revises its training
packages in respect of all staff, both
temporary and permanent, updating
legislative changes and giving
comprehensive information about
processes. A list of training courses
                                               0




                                               0




There is no training budget for permanent or
temporary office staff. The permanent staff
in the elections office are committed to
providing training to canvassers and to
election staff. Also they hold briefing
sessions and provide clear written
General Note: Due to the volume of work
generated by the running of the combined
European Parliamentary and County Council
elections for the two authorities, there have
not been resourses available to expand or
improve electoral participation or training
Permanent staff are updated regularly of
legislative/best practice changes etc during
weekly team meetings. They are also invited
to attend any training session provided by
the AEA, EC or MofJ which may be relevant.
Temporary staff are brought in at annual




                                              0




                                              0




                                              0




                                              0




All staff have completed a training
evaluation document and a training plan has
been developed accordingly. Linked to
Electoral Registration - staff will be attending
Strand training and usergroup sessions, all
staff have attended the AEA Parliamentary
A schedule and plan are in place, and
elements of formal evaluation is carried out.
However, the evaluation assessment could
be more comprehensive for internal staff
who are not part of the immediate Electoral
Team.
                                               0




                                              0
                                            0




                                            0




                                            0




                                            0




                                            0




We are fortunate within North Devon to hold
the same team members for a number of
years and this includes temporary staff.
Therefore training takes place as and when
necessary on either a formal or informal
basis depending on the level of training
Democratic Services staff receive formal
training on Electoral Registration. Personal
canvassers are supplied with
comprehensive guidance notes and receive
face to face training on first becoming a
canvasser.
                                             0




                                            0




                                            0
The ERO provides the relevant and timely
training of all staff involved with rolling
registration and the annual canvass
processes. Powerpoint presentations have
been personalised and more informal
training sessions have been undertaken.
                                               0




                                               0




                                               0




                                               0




All election team members are provided
with induction training and a member of the
Team makes a presentation relating to the
Service at each Induction Course.
Permanent and temporary staff receive
training to ensure awareness and
All permanent staff receive a comprehnsive
training package to allow them to work and
understand the legislation they work within.
This initially involves work shadowing of an
experienced member of the team. Once the
new team member understand the basics
                                               0




Since the last submission the ERO has
further developed the existing training plan
following feedback from last year's
canvassers.


                                               0
                                             0




                                             0




There is only one other member of staff
other than the Electoral Services Officer who
is assists at canvass and election time who
is verbally trained and receives training from
professionals (such as AEA & EC) as and
when necessary and available.
The plan covers the training of core and
temporary staff for the annual
canvass/rolling registration and also for
elections. The plan includes stated aims
and objectives, the resources available, and
schedules/timetables. Training and
                                              0




The Project plan includes a section for the
training of Contact Centre, core and
temporary staff for the annual
canvass/rolling registration and also for
elections. The plan includes stated aims
and objectives, the resources available, and
Training is provided to all office staff and
temporary staff for the start of the canvass
period. A training/briefing session is
provided to Customer Services staff to assist
them in dealing with the common questions.
Canvassers training sessions are he
All permanent staff are trained on all aspects
of electoral registration and temporary staff
(canvassers) must attend a training session
before they are employed as a canvasser.


                                             0




                                             0
                                             0




Methods of evaluating the effectiveness of
training will form part of the training
programme in 2010/11.



One ERO and one full-time member of staff
in office both understand the requirements.
One temporary member of staff is employed
during canvass/election times. This member
of staff is made aware of the necessary
requirements.
Permanent staff members have regular
Performance and Development Reviews to
identify any training needs. Both permanent
members of staff are AEA members and
attend their training courses. Temporary
staff receive in-house training, normally
Training is identified through the annual staff
personal development review with a six
monthly interim review. Staff training is
identified at each review and staff are placed
on courses run by the AEA, Electoral
Commission Seminars. Express System
                                              0




                                             0




                                             0




                                             0




                                             0
Relevant staff undertake internal and
external training as required throughout the
year. This incudes attending AEA and
Electoral Commission training events and
pursuing professional qualifications where
relevant, as well as close involvement with
                                               0




Specific training is supplied to all canvassers
legislative requirements, customer service
and health and safety issues.



                                               0




Canvassers are required to attend a briefing
session prior to collecting their forms. They
are also provided with written guidence to
assist in their duties. Permanent staff have
received on the job training as well as
attending courses administered by software
We are fortunate that our temporary staff
have come back year after year. They have
the first morning set aside each year for a
detailed briefing on what changes have
taken place in the last year, statistics from
the year before and the importance of this
6 monthly PDR's are completed for all staff
as part of the Council's Personal
Development and Review system (PDRs)
which identify training and development
needs. Ongoing training by the Electoral
Commission and Association of Electoral
Both permanent and temporary staff
(including canvassers) are given instruction
on the importance and rules relating to their
contribution towards the task.


All permanent staff are encouraged to attend
relevent training and learning events and
temporary staff including canvassers and
election staff receive training prior to
carrying out their duties.
                                               0
There is a comprehensive Performance
Development Review programme which
includes detailed individual staff training
requirements and pre/post interview
documentation. Electoral Services staff
participate in the AEA professional
TRAINING IS GIVEN TO ALL
CANVASSERS AND ALL STAFF ARE
FULLY AWARE OF THE LEGISLATIVE
REQUIREMENTS AS THEY ARE DEALING
WITH MATTERS ON A DAILY BASIS.
Thorough training provided to all permanent
staff from Coventry City Council and the
Association of Electoral Administrators (for
those who are members); One member of
staff studying for the Certificate in Electoral
Registration; One member of staff expected
Evidence: Permanent staff training plan,
canvassers training plan, canvasser training
presentation, canvasser training evaluation
forms, canvasser instruction manuals,
temporary staff manuals




Staff are trained in house and external
course provided by the Electoral
Commission and AEA if required. Each
staff member has a Staff Review and
Development which has a training and
development plan.
                                              0




Training needs are part of our annual
Performance and Review Development
Programme. Regular training and update
sessions are provided for customer service
assistants. Training is also provided for
canvassers and polling staff.




training for permanent and temporary staff
                                              0




There is a comprehensive Performance
Development Review programme which
includes detailed individual staff training
requirements and pre/post interview
documentation - this is a Bromsgrove
management best practise that is now
                                              0




                                              0




All staff are trained. Have a Training Plan
developed in 2009 - constantly updated.
Produce FAQs for all staff in the back office
and in our Contact Centre. We have a
cusomer contact log and the CRM log all
calls and staff learn from any queries raised.
                                             0




The ERO provides training to both
permanent and temporary staff. This
includes AEA and EC training for permanent
staff. Temporary staff are trained in house
and guidence notes are issued to all
canvassers. This training includes relevant
Permanent Staff - training needs identified
via PDR. (examples - AEA foundation
course, secondment on polling station at
neighbouring authority for member with no
polling staion experience). Temps - all given
details of legislative requirements during
                                              0




                                              0




                                              0




Feedback is analysed but a formal report is
not produced




                                              0




All necessary training is carried out and
examples of training material are available
for inspection, but a schedule of training
activities is kept by Wolverhampton CC


We attend AEA and Electoral Courses
where possible and train staff as required.




Analysis of the teams training needs takes
place as part of our Performance
Development Reviews. Training is identified
to meet needs and evaluated to assess
whether needs have been met. Training of
temporary staff is conducted in house by
                                           0




All temporary canvass staff are required to
attend a training session before they
commence their duties. All permanent staff
attend relevant AEA training and
Computershare training. Regular team
meetings and 1-2-1's are also held as a way
                                              0




Training for all permanent staff is considered
as part of the Council's Performance
Appraisal Scheme and training undertaken
is evaluated and reviewed as part of this
scheme. The consideration of training
needs is not however restricted to these
                                             0




                                              0




                                              0




The ERO provides the relevant training to
both permanent and temporary staff to
ensure awareness and understanding to
legislative requiremnets. There is a
comprehensive written training plan for both
permanenet and temporary staff. Staff in
Permanent staff are kept updated regarding
new legislation. Election staff are given
formal training on a regular basis. We have
a training plan for election staff.


The council operates a formal system of
performance development and review
(PEAK - Performance Excellence across
Kirklees) and this includes a training plan for
each individual permanent member of staff
as well as a team training plan. This is kept
canvasser training

doorstep canvassing staff
The Council has a system of performance
appraisal and review and each employee
has an individual development plan which
includes training needs. Electoral Services
staff regularly attend training/briefing
sessions provided by organisations such as
                                              0




                                              0




                                              0




A written training plan is in place and
feedback is sought and evaluated.




Whilst we do not have an itemised schedule
of training activities the Electoral
Registration Officer allow Electoral Services
staff to attend all relevant seminars and
conferences organised by the Electoral
Commission, Ministry of Justice and




All electoral services staff have a target of at
least reaching AEA foundation level training
(all staff will have completed the goal by Jan
2011). They are all members of the AEA and
all Electoral Commission bulletins etc are
forwrded to all staff and saved in an
Joint training undertaken with other local
authorities, training feedback collected and
evaluated. Council appraisal system used to
evaluate training needs - followed up by post
training evaluation. All temporary staff
receiving training and this training is

				
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