Ballot Reading 3.-Canvassing-Procedures49.pptx

Canvassing procedures in Election

1. General Guidelines and Other Related Rules and Regulations for the October 30, 2023 Barangay and Sangguniang Kabataan Elections (BSKE) and all succeeding BSKEs thereafter. RESOLUTION NO. 10924

2. Chapter XIX Canvass and Proclamation

3. Board of Canvassers/Sub-Canvassing Unit (Sec.539-540) NOTE: In a barangay with only 1 Electoral Board, it shall convert itself as the BBOC The Commission shall have direct supervision and control over the BBOC/Sub-Canvassing Unit One Barangay Board of Canvasser (BBOC) in each barangay Canvass the ERs for both Barangay and SK Elections Proclaim the winning candidates

4. BBOC/Sub-Canvassing Unit Honorarium NO. OF BARANGAY ELECTION RETURNS BBOC COMING FROM EB 1 to 5 P 1,000. 00 6 to 12 P 1,500.00 13 to 24 P 2,000.00 NO. OF BARANGAY ELECTION RETURNS BBOC (did not serve as EB) 25 to 36 P 2,500. 00 37 to 48 P 3,000.00 NO. OF BARANGAY ELECTION RETURNS MAIN BBOC SUB-CANVASSING UNIT 49 to 97 with one (1) Sub-Canvassing Unit P 4,000. 00 P 2,000.00 98 to 145 with two (2) Sub-Canvassing Unit 146 to 193 with three (3) Sub-Canvassing Unit 194 to 241 with four (4) Sub-Canvassing Unit

5. Relationship with Candidates & Other Members (Sec. 541) Any barangay and/or SK candidate Any of the candidate’s spouse Any member of the same BBOC/Sub-Canvassing Unit

6. Notice of Meeting of the BBOC (Sec. 544-445) At least five (5) days before the meeting of the BBOC Chairperson shall give notice of the date, time and place of the meeting To all members including Sub-Canvassing Unit and to each candidate NOTE: Majority vote of all the members of the BBOC shall be necessary to render a decision.

7. Persons Not Allowed Inside the Canvassing Room (Sec. 546) Officer or member of the AFP including the PNP Peace officer Armed or unarmed person belonging to extra-legal police agency, barangay tanod , et al. They are not allowed to stay within a radius of fifty (50) meters from the canvassing room NOTE: The BBOC by majority vote in writing, may order the detail of PNP or AFP in proper uniform to stay outside the room within a radius of thirty (30) meters to provide protection and maintain peace and order.

8. Canvassing Procedure

9. Canvass by the Barangay Board of Canvassers (Sec. 547) 01 02 The BBOC for barangays with more than one (1) EB shall meet at six o'clock in the evening of election day in the voting center of the barangay and shall forthwith canvass the ERs of the precincts within the barangay If the barangay has several voting centers, the canvassing shall be held in the voting center that is most accessible as determined by the EO.

10. Canvassing Procedure FOR BBOC WITH NO SUB- CANVASSING UNIT The Member-Secretary shall receive the envelopes containing the ERs intended for the BBOC Record in the Minutes of Canvass (Minutes) the condition and SNs of the envelope and paper seal; and the precinct number(s) comprising the cluster; Before opening, the Chairperson shall exhibit the envelope to those who are present Open the envelope and retrieve the ERs and proceed to canvass first all the Barangay ERs

11. FOR BBOC WITH NO SUB- CANVASSING UNIT Examine the condition of the inner paper seal of the ERs; while the Member-Secretary records in the Minutes the condition and SN of said paper seal; Break the inner seal, unfold the ERs and exhibit the same; while the Member-Secretary records in the Minutes the condition and SN of the ERs; If there is no objection to the ERs, the BBOC shall proceed to canvass by reading the votes of the candidate and entering the same in the Statement of Votes (SOVs). Canvassing Procedure

12. FOR BBOC WITH NO SUB- CANVASSING UNIT For purposes of accomplishing the SOVs, the BBOC shall: divide the three (3) copies between the Vice-Chairperson (2 copies) and the Member-Secretary (1 copy); fill up the statistical data portion; and accomplish the SOVs simultaneously as the Chairperson reads the votes. Canvassing Procedure

13. FOR BBOC WITH NO SUB- CANVASSING UNIT If there are no discrepancies, the members of the BBOC shall affix their signatures above their printed names BBOC shall imprint their thumbmarks on the certification portion of the SOVs. After the SOVs has been completed, the BBOC shall prepare the Certificate of Canvass and Proclamation (COCP) BBCO shall affix their signatures and thumbmarks on the certification portion of COCP and officially proclaim the winning candidates. Canvassing Procedure

14. FOR BBOC WITH NO SUB- CANVASSING UNIT If there is an objection to an ER, the Member-Secretary shall note the objection in the Minutes and proceed to canvass the ER After an ER has been canvassed, the Chairperson shall write on the upper righthand corner the word “CANVASSED” BBOC shall affix below it his/her signature and the date of the canvass and shall be returned to its envelope When all the ERs have been canvassed – the Vice-Chairperson and Member-Secretary shall compare the entries in their respective copies of the SOVs Canvassing Procedure

15. FOR BBOC WITH NO SUB- CANVASSING UNIT Canvassing Procedure Note: If there are discrepancies in the entries, refer to the corresponding ERs and make the necessary corrections on the SOVs. All corrections shall be initialed by the members of the BBOC and recorded in the Minutes of the Canvass In barangays with only one (1) clustered precinct, the BBOC shall immediately accomplish in triplicate the SOVs and COCP and proclaim the winning candidates.

16. FOR BBOC WITH SUB- CANVASSING UNIT Canvass all ERs for the barangay and SK elections following the same procedures provided for BBOC with no sub-canvassing unit The BBOC Chairperson shall assign as many ERs to the Sub-Canvassing Unit The Sub-Canvassing Unit after accomplishing the SOV, shall turn-over the same to the BBOC. The BBOC shall prepare the Summary Statement of Votes using all the SOVs in its custody. Thereafter prepare the COCP and proclaim the winning candidates. Canvassing Procedure

17. When the Election Returns are Delayed, Lost or Destroyed (Sec. 548) NOTE: If the BBOC has not received all of the ERs, BBOC may proclaim the candidates elected provided that the missing ERs will no longer affect the results of the elections

18. Material defects in the Election Returns (Sec. 549) Some requisites in form or data had been omitted in the ERs: The BBOC will call all EB members concerned to effect the correction. In case of omission in the ERs of the name of any candidate and/or his corresponding votes The BBOC shall require the EB to complete the necessary data in the ERs and affix therein their initials If the votes omitted in the returns cannot be ascertained by other means except by recounting the ballots: The Commission shall order the EB to open the ballot box Count the votes for the candidates whose votes have been omitted, with notice to candidates involved Complete the returns

19. When Election Returns appear to be tampered with or falsified (Sec. 550) The BBOC shall use other copies of the ERs, if necessary, the copy inside the ballot box with previous authority from by the Commission 1 The Commission shall after giving notice to candidates concerned, shall order the opening of the box and recount of the votes of the candidates affected and prepare a new return, which shall be used by BBOC as basis for the canvass. 3 2 If other copies are also tampered, the BBOC shall bring the matter to the attention of the Commission.

20. Discrepancies in Election Returns (Sec. 551) Discrepancies in the votes of any candidate in words and figures in the same returns and the difference affects the results of the elections: The Commission upon motion of the BBOC or any candidate affected and after due notice to all candidates concerned, shall determine whether the integrity of the ballot box had been preserved. If the Commission is satisfied that the integrity of the ballot box had been preserved – order the opening of the ballot box to recount the votes cast to determine the true result of the count of votes of candidates concerned. Note: If upon opening the ballot box, it appears that there are signs of replacement, tampering, or violation of the integrity of the ballots, the Commission shall not recount the ballots but seal the ballot box and order its safekeeping.

21. 6 5 4 3 2 1 Manifest Error (Sec. 552) There is manifest error in the tabulation or tallying of the result when: A copy of the ER was tabulated more than once; There was a mistake in the copying of the figure from the ERs to the SOVs; ERs from non-existent precincts were included in the canvass; There was mistake in the addition of votes of any candidate. Two or more copies of the ERs for 1 precinct were tabulated; ERs from the precinct of 1 barangay were included in the canvass for another barangay;

22. 6 5 4 3 2 1 Manifest Error (Sec. 552) There is manifest error in the tabulation or tallying of the result when: A copy of the ER was tabulated more than once; There was a mistake in the copying of the figure from the ERs to the SOVs; ERs from non-existent precincts were included in the canvass; There was mistake in the addition of votes of any candidate. Two or more copies of the ERs for 1 precinct were tabulated; ERs from the precinct of 1 barangay were included in the canvass for another barangay; NOTE: If manifest error is clearly shown before proclamation, BBOC may correct the errors committed: motu proprio, or upon verified petition by any candidate after due notice and hearing

23. By promulgating an order in writing for the correction of the manifest error. The correction is effected in the SOV/COCP by crossing out the erroneous figures/entries to be initialed by the members of the BBOC and entering the correct figures/entries. The correction shall be recorded in the Minutes Manifest Error (Sec. 552) If manifest error is discovered before proclamation, BBOC shall correct the manifest error: a.

24. By promulgating an order in writing for the correction of the manifest error. The correction is effected in the SOV/COCP by crossing out the erroneous figures/entries to be initialed by the members of the BBOC and entering the correct figures/entries. The correction shall be recorded in the Minutes Manifest Error (Sec. 552) If manifest error is discovered before proclamation, BBOC shall correct the manifest error: a. NOTE: Any candidate aggrieved by the order to correct manifest error may appeal to the Commission within 24 hrs from promulgation. Once an appeal is made, the BBOC shall not proclaim the winning candidate, unless the votes are not affected by the appeal.

25. By promulgating an order in writing for the correction of the manifest error. Manifest Error (Sec. 552) a. b. The correction is effected in the SOV/COCP by crossing out the erroneous figures/entries to be initialed by the members of the BBOC and entering the correct figures/entries. The correction shall be recorded in the Minutes If manifest error is discovered before proclamation, BBOC shall correct the manifest error: If manifest errors are discovered after proclamation: The same shall be filed by the board or any aggrieved party with the Commission

26. Questions Affecting the Election Returns; Finality of Decision (Sec. 553) Shall be final and immediately executory Decision shall be reduced in writing and form part of the Minutes of the proceedings Questions will be decided immediately by a majority vote of all the members of the BBOC All questions affecting the ERs shall be raised during the canvass NOTE: After all questions on the ERs shall have been resolved, the BBOC shall proceed with the proclamation of the winning candidates, without prejudice to the right of an aggrieved party to file an election protest.

27. Elections resulting in a tie (Sec. 554) 1 Record in the Minutes Issue Resolution Notify all candidates concerned Hold a special public meeting for the drawing of lots Issue a certificate and proclaim as elected the candidates who may be favored by luck In cases where two (2) or more candidates who received an equal and highest number of votes, the BBOC shall: NOTE: If, more than two (2) candidates tied for the first place, the number of the rolled paper drawn by each shall decide their ranking. Same procedure shall apply among the second placers and so on.

28. Certificate of Canvass and Proclamation (COCP) and Proclamation of Winning Candidates (Sec. 555-556) COCP The BBOC shall prepare in quadruplicate the COCP duly signed and thumb marked by each member. A copy of the SOVs shall be attached to each copy of the COCP except for the copy of the winning candidates Subject to reasonable exceptions, the BBOC shall complete the canvass within twenty-four (24) hours from the time the first ER is canvassed. COCP COCP COCP Copies of the COCP shall be distributed as follows: Original Copy – Election Officer 2nd Copy – Winning candidate for Punong Barangay or SK Chairperson 3 rd Copy - Secretary of the Sangguniang Bayan/ Panglungsod 4 th Copy -Secretary of the Sangguniang Barangay Original Copy Election Officer 2 nd Copy Winning candidate for Punong Barangay or SK Chairperson 3 rd Copy Secretary of the Sangguniang Bayan/ Panglungsod 4 th Copy Secretary of the Sangguniang Barangay

29. Safekeeping of Canvassed Election Returns (Sec. 557) The BBOC shall: Return the ERs in proper envelopes Place the envelopes in the envelope for canvassed ERs Close and seal the envelope with a paper seal The serial number of the paper seal will be noted in the Minutes The Chairperson and members shall affix their signatures on the paper seal Deliver the envelope containing the canvassed ERs to the City/Municipal Treasurer

30. Contingency Plans

31. Contingency Measures (Sec. 559) Late Arrival of Official Ballots, Accountable Election Forms and Other Election Paraphernalia Assess the time of arrival of the ballots, accountable election forms and other election paraphernalia at the concerned polling place, based on the information from Administrative Services Department (ASD)/ Packing and Shipping Committee (PSC). The EO, City/Municipal Treasurer and the EB, shall: If the ballots will arrive before twelve o’clock in the afternoon on the day of election, voting shall immediately start and continue up to five o’clock in the afternoon. NOTE: If after five o’clock in the afternoon there are still voters present who have not yet cast their votes, Section 26 of Resolution No. 10602 shall apply;

32. Contingency Measures (Sec. 559) NOTE: Resolution No. 10602, Sec. 26. Voting hours If at three o'clock in the afternoon, there are still voters within thirty (30) meters in front of the polling place, who have not yet cast their votes, voting shall continue but only to allow said voters to cast their votes without interruption. The Poll Clerk shall, without delay, list the names of said voters and consecutively number them. The voters listed shall be called to vote by the Poll Clerk by announcing each name three (3) times in the order in which they are listed. Any voter in the list who is not present when called shall not be permitted to vote at any later time. The said list shall be submitted to the EO.

33. Contingency Measures (Sec. 559) If, the ballots/other election forms/paraphernalia will arrive after twelve o’clock in the afternoon on the day of the election, elections shall be reset to the following day, or on the day after. NOTE: Voting, counting and canvassing shall continue in the clustered precincts not affected. The BBOC may proclaim the winning candidates whose election is not affected by the number of votes to be cast in the clustered precincts where the elections was rescheduled. Late Arrival of Official Ballots, Accountable Election Forms and Other Election Paraphernalia The EO, City/Municipal Treasurer and the EB, shall:

34. Contingency Measures (Sec. 559) If the number of votes to be cast in the clustered precinct where elections was rescheduled, will affect the result of the elections: The BBOC shall suspend its proceedings and reconvene at six o’clock in the evening of the day after election day or on other dates as may fixed by law or the Commission. NOTE: The EO shall announce and post notice on the date of the resetting of elections in the clustered precinct/s affected. Not later than six o'clock in the evening of election day. Late Arrival of Official Ballots, Accountable Election Forms and Other Election Paraphernalia

35. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies A. Accountable Forms and Official Ballots i . Official Ballots If reported before Election day If reported on Election day Allocation Committee shall determine the necessity of printing ballots The provision of Section 182 (Emergency Ballots) of BP Blg . 881 will apply If necessary, the Committee will determine the quantity requirements for printing The City/Municipal Treasurer will provide other ballots similar to the official ones and uniform within each polling place If printing is not necessary, instruct the City/Municipal Treasurer and the EO on the manner of re-allocating the ballots The political parties, candidates and organizations authorized to designate watchers will be notified to send their representatives and agreed in writing the use of emergency ballots The EO shall report the shortage or non-availability to the Allocation Committee:

36. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies A. Accountable Forms and Official Ballots i . Official Ballots NOTE: Authority from the Commission En Banc is required in the printing of emergency ballots. If the shortage is insignificant, the EB members shall obtain the needed ballots from the nearest polling place/s. The source and recipient EBs shall record in the Minutes of Voting the number of official ballots obtained.

37. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies A. Accountable Forms and Official Ballots ii. Election Returns/Tally Boards Electoral Board shall: Improvise ERs or Tally Boards and proceed with the counting of votes After the counting, sign the improvised ERs or Tally Boards and imprint thumbmarks Distribute copies of the improvised ERs or Tally Boards in accordance with Sec. 59 of Resolution No. 10602 Enter in the Minutes that ERs or Tally Boards are not available and the EB and watchers decided to use improvised ERs or Tally Boards Place all forms used inside the corresponding envelopes and deposit it inside the ballot box

38. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies A. Accountable Forms and Official Ballots ii. Election Returns/Tally Boards Missing pages/copies of Election Returns The EB shall take measures to reproduce/photocopy such missing page/s/copies. Ensure that the copy intended for the BBOC is complete by obtaining the missing page/s/copies from the other copies of the ERs with no missing pages. Photocopies of the election returns shall be certified by the EB and watchers.

39. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies A. Accountable Forms and Official Ballots iii. Statement of Votes by Precinct (SOVP) The BBOC shall: Improvised SOVP and proceed with the canvass of ERs; After the canvass, sign the improvised SOVP and imprint their thumbmarks; Distribute copies of the improvised SOVP in accordance with 53 of Resolution No. 10602; Enter in the Minutes that the SOVP is not available and that the BBOC together with watchers decided to use improvised SOVP; and Place all forms used inside the corresponding envelopes and deposit the same inside the ballot box;

40. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies A. Accountable Forms and Official Ballots iii. Statement of Votes by Precinct (SOVP) Missing pages/copies of the Statement of Votes by Precinct The BBOC shall take measures to reproduce/photocopy the SOVPS. All such photocopies shall be certified to by the BBOC.

41. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies B. Non-Accountable Forms Lost/damaged in transit, shortage or non- availability of Minutes of Voting and Counting and other non- accountable forms. The EB shall: Reproduce/photocopy the non-accountable forms upon approval of the EO. All such photocopies shall be certified to by the EB and watchers.

42. Contingency Measures (Sec. 559) Shortage, Non-Availability or Missing Pages of Accountable and Non-Accountable Election Forms and Supplies NOTE: In the Metro Manila Area and whenever possible, all lacking or missing pages of all accountable forms shall be replaced. Outside Metro Manila, alt non - accountable forms and supplies may be reproduced/ photocopied upon prior approval of the EO.

43. Contingency Measures (Sec. 559) Official ballots bearing the same serial numbers Add one Arabic numeral after the last digit of the serial number, starting with number 1, then 2, and so on and affix initial thereon. Record opposite the name of the voters in the EDCVL Barangay/EDCVL-SK, the new SNs. The fact that the ballots have the same SN and the new SNs shall be recorded in the minutes. The Chairperson of the EB: NOTE: The EB members are directed, in all instances, to issue first the ballots with complete and regular SNs. Except those which were marked as defective ballots, the EB members shall only issue ballots with the same SNs to the voters, if there are no more available ballots with complete and regular SN in the polling place concerned.

44. Contingency Measures (Sec. 559) Either the upper or lower serial number of the official ballot is missing. Take note in the Minutes the missing SN in the ballot either in the upper or lower potion, indicating whether it is located in the upper or lower portion Record opposite the name of the voter in the EDCVL-Barangay/EDCVL-SK the available SN. The Poll Clerk shall: Copy the available SN in the portion of the ballot where it does not appear and affix signature therein Issue the ballot to the voter. The Chairman shall:

45. Contingency Measures (Sec. 559) Both the upper and lower serial numbers of the official ballot are missing Record the fact in the Minutes The Poll Clerk shall: Mark the ballot as "defective ballot"; and Place the same inside the envelope intended for spoiled ballots. The Chairman shall:

46. Contingency Measures (Sec. 559) Serial number of the official ballot is unreadable or hard to ascertain Check the SN of the ballot preceding the ballot with blurred SN and follow the sequence of the SNs; Enter in the Minutes the ascertained SN; and Record opposite the name of the voter in the EDCVL-Barangay/EDCVL-SK. The Poll Clerk shall: Issue the ballot to the voter. The Chairman shall: NOTE: If the SN of the ballot is totally unreadable, the Poll Clerk shall record the same in the Minutes while the Chairperson shall mark the ballot as "defective ballot" and thereafter, place the ballot inside the envelope intended for spoiled ballots.

47. Chapter XXI Election Related Incidents and Catastrophe

48. The following shall be observed in case: (Sec. 560) There is sabotage, explosion, equipment robbery and other similar circumstances. If required to leave the precinct, report this to the EO and immediately secure all equipment, election forms and supplies Inform all representatives, and watchers present of the transfer or suspension of voting, then proceed to a safer place. If peace and order is restored, conduct inventory of all equipment, forms and election supplies. If there are missing item/s, report to the EO and local PNP for documentation and investigation. The EB shall record this in their Minutes. The EB shall: