Dispatch and Receipt what you need during the election despatch center

It is all about the election commission and conduct of free and fare election

1. •Deployment of personnel
•Dispatch of poll parties
•Receipt of poll materials
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2. PERSONNEL DEPLOYMENT
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3. •Staffneededfor?
DeploymentofStaff(inconnectionwithconductofelection)
isneededforthefollowingcategoriesforvariousstages-
(i) Presiding Officers and Polling Officers
(ii)Micro observers
(iii)Sector Officers
(iv)Area/Sector/Zonal Magistrates
(v) Police Personnel
(vi) Counting Supervisors and Assistants
(vii) Additional Counting Staff
(viii) Voter Assistance Booth Staff
(ix) Digital/Video camera Supervisors
(x) Booth Level Officers
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4. •Staff of Authorities/ Organisationsthat can be deployed?
(i) Central Government and State Government
(ii) Local Authority
(iii)Universityestablishedorincorporatedby/undera
Central/StateGovt.Act.
(iv) Government Company
(v)Institution,ConcernorUndertakingwhichisestablished
by/underCentral/StateActorwhichiscontrolled/
financedwholly/substantiallybyfundsprovided
directly/indirectlybyCentral/StateGovt.
•AllOfficers/officialsrelatedtoelectiondutiesincludingpolice
personnelshallbedeemedtobeondeputationofECIduring
electionprocess(Sec.28-AofRPAct1951)
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5. •CreateDistrictDatabaseofeligiblepersonnelwhich
canfacilitatecomputerizedrandomization.
(i)Software -design as approved by ECI.
(ii)Particularslikename,sex,residenceAC,workplaceAC,
designation,office,payscale,phoneNo.,partNo.,voterserial
No.,deploymentcategoryetc.
(iii)Database be tested and operators be trained.
(iv)Databasetobecomprehensive-nodepartmentbeleft
outexceptthoseexemptedbyECI.Thereshouldnotbetoo
muchofstrainonaparticulardepartment/organisation.
(v)No contractual workers or Anganwadiworkers.
(vi)Bank employees only in contingency
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6. Officials not to be deployed in election duties
•OfficialsworkinginCBI,IBandRAWandpersonnelworkinginessential
services.
•Sr.officersofIndianForestService,VeterinaryDoctorsand
Compounders,CattleExtensionOfficers,MedicalPractitioners,
TerritorialstaffofWildLife/SanctuaryDeptt.,StaffofAIRand
Doordarshan.
•Staffofcommercialbankinruralarea,wherethebankhasonlyone
employee.
•OperationalstaffofBSNL,UPSCandeducationalinstitutions(exceptin
unavoidablecircumstances)
•OfficialsagainstwhomECIrecommendeddisciplinaryactionorwho
havebeenchargedforlapsesinelectionrelatedduties.
•Officialsagainstwhomcriminalcaseispending.
•Physicallychallengedpersonsinpollingduty
•WherefemaleemployeesareengagedinpollingdutyguidelinesofECI
befollowed.
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7. Grouping and formation of polling party
•PrOandPOstobeclassifiedonthebasisofpay,postand
rank.
•PrOsshouldbeGazettedOfficersandfailingthatofficial
whoareworkinginsupervisorycapacityshouldbe
deployed.
•Propermixupofpersonnel.Twoofficialsofthesame
group/categoryorfromsamedeptt./officeshouldnotbe
puttogether-Certificateregardingpropermixup.
•OnePrO+threePOsinapollingparty.Incaseof
simultaneouselectionsforLegislativeAssemblyandHouse
ofPeoplethenormsisOnePrO+5POs.
•Whereelectorsexceed1200oneextraPO(ECINo.
464/INST/2008/EPSdt.18.12.2008).
•PersonsnottobedeployedinhomeACorACwhereinheis
posted.
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8. Randomization of poll personnel
(Three stage of randomisationprocess)
•Firststage-Toidentifyandselectrequirednumberofpolling
personnelfordistrict.Intheappointmentletter(inprescribed
formatasgiveninROHandbook)theidentityofACnottobe
disclosed.Pollingpersonnelwillknowwhetherhe/sheisaPrO
oraPO,thevenueandtimeoftraining.Presenceofobservers
arenotrequiredatthisstage.
•Secondstage-Pollingpartiesshallbeformed.ACmaybe
knownbutactualPSwillnotbeknown.Observersmustbe
present.Thisrandomisationnottobedonebefore6/7days
fromthedayofpoll.
•Thirdstage-Atthetimeofdispersalofpollingparty
allocationofPSwillbedone.Presenceofobserversmust
•Certificateregardingformationofpollingpartiesonthebasis
ofthreestagerandomisationprocessbegivenbyDEOtoECI
throughandseparatelytoCEO. 8

9. Central Government Employees
•CentralemployeesneednotbedeployedasPrO
andPO.TobekeptforMicroObserverduties.
•SeparatedatabaseforGr.A,B,Cemployeesof
CentralGovt.
•TheGazettedofficers/officialsofCentralGovt.
andCentralGovt.PSUsbeidentifiedasMicro
Observers,whichwillbedeployedrandomlyafter
consultationwithObserver.
•OneAdditionalCountingStaffdrawnfromCentral
Govt./PSUsofCentralGovt.,willbedeployedfor
eachcountingtable.
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10. Micro Observers/Election Volunteers
Followingcategoriesofpersonnelcanbeconsidered
foruseasMicroObservers/electionvolunteersin
electionmanagement(ECINo.464/INST/2008/EPS
dt.10.12.2008)
•ServingGOIofficials(NotinHomeAC)
•Retd.GOIofficialsandStateGovt.officialswithin
district(notinHomeAC)
•MembersofNSSandBharatScouts.
•ServingStateGovt.officialsfromotherstates.
•Sr.Dn.membersofNCC
•IndividualvolunteersselectedbyECI.
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11. Photo Identity Cards etc
•Photoidentitycardintheprescribedformatbeissuedby
DEO/ROtoPrO/PO/CountingSupervisors/Assistants,
Camera/VideoSupervisors/BLO/VoterAssistanceBooth
Staff/Allotherstaffassociatedwithpollingbooth.Capturing
ofphotographsofpersonnelatthetimeoffirsttrainingbe
arranged.(ECINo.464/Inst./2007/PLN-Idated12-10-07)
•PollingPartiestostayatpollingstationsitself-Innocase
theymaybeallowedtostayattheresidenceofanyprivate
person.
•Arrangementsforshelteranddrinkingwaterforpolling
personnel/voters.
•Trainingsessionsforteachingstaffbeconductedonholidays
orafterworkinghours.[ECI'sNo.509/65/2003/J.S.I.dt.
28.1.08]
•Incase,thepollingpersonnelisnotavoterheshouldbe
enrolledintherollandEPICbeissued-DEOshouldensureit
tosponsoringauthority.
•MicroObservershould,beenrolledasvoterandEPICissued.11

12. Polling personnel welfare measures
(ECI No. 464/INST/2008/EPS dt. 12.9.2008)
•Seniorofficerasnodalofficertocoordinateand
supervisewelfaremeasures.
•Properarrangementofbasicamenitiesattraining
venues,dispersalcentres/receptioncentres.
•Refreshmentarrangements-onpaymentor
otherwise
•Basicamenitiesatpollingstationsand
•Healthcare/firstaid.
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13. Ex-Gratia Compensation in case polling personnel dies
meaning of "election duty" (ECI's No. 218/6/2006/EPS dt. 5.11.2008)–
•Apersontobeconsideredonelectiondutyassoon
asheleaveshisresidence/officetoreportforany
electionrelateddutyincludingtraininganduntilhe
reachesbackhisresidence/officeafterperformance
ofhiselectionduty-Thereshouldbeacausal
connectionbetweenoccurrenceofdeath/injuryand
theelectionduty.
•InrelationtoWomenpersonnel,allinstructionsof
ECIandcourtorderstobecomplied
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14. IMPORTANT ECI INSTRUCTIONS
Section 26 and 159 of R.P. Act 1951, R. 53 of CE Rules 1961
and Ch. III of R.O. Hand Book,
ECI's No. 464/Inst/2007/PLN-I dated 08.01.07,
ECI's No. 464/Inst/2007/PLN-I dated 11-12-2007
ECI's No. 464/KT-LA/ 2008 dated 4.4.2008,
ECI's No. 464/OBS/Misc/2008/PLN-1 dated 27.5.2008,
ECI's No. 437/6/2006/PLN-II dated 6.11.2006,
ECI's No. 464/INST/2007/PLN-I dated 12.10.2007
ECI's No. 464/INST/2008/EPS dt. 19.9.2008 and 26.12.2008
ECI's No. 464/INST/2008/EPS 12.9.2008)
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15. DESPATCH ARRANGEMENTS
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16. •GettingthePollingPartiesright
•DisplayNo.andNameofPSs
•Checkattendanceofpollingparties(SO/Zonalmagistratesto
help)
•Introduceallthemembersofapollingparty.
•Whereverrequired,replacementofabsentee.
•Thirdrandomizationofpollingpartiesinthepresenceof
Observer
•IDcardsforpollpersonnel
•Lastminutetraining-Separatecounter
•EVMbriefing+Hands-on
•NonEVMbriefing
•Ensurethatpollingmaterialhasbeenreceivedbyallthe
parties-Countersystem-ACwise–formaterialdistribution
•Transportcelltobeestablishedatthedispersalcentresfor
thepollpartiestodepart
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17. •NonCPFforcetobedeployedatPS,toaccompanythe
parties.
•Facilitiesatdispersalcentre-
•(i)Boardingofvehicles.
•(ii)Trainingspace
•(iii)ForcheckingofEVM+materialbypollingparties.
•(iv)Facilitationcentreforpostalballots.
•(v)StrongroomsforEVMsandstorageofother
material.
•(vi)Distributioncounter.
•(vii)MedicalAid.
•(viii)Basicamenities.
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18. •ArrangementofadvanceTA/DAandoutrightcharges
etc.,andmedicalkits.
•POLarrangement
•Newformats,vizforMO,SOandPrObegiventothe
concerned.
•AdditionallistofEPICsbeincludedindispatch
material.
•Everypollingmaterialkittobecheckedwellin
advance.
•Basicamenitiesforpollingpersonnel.
•FistAid/othermedicalfacilitiesshouldbearranged.
•ASDlistofvotersalsotobegiventopollingparties.
•OKreportofallpollingpartiesreachingtheirPSs.
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19. •TogivepollingpartiesRISsheets,andseparate
listsofnonEPICvotersandAbsenteevoters
withandwithoutfamilylinks,
•POstocomplywithROhandbookChapterXII
para4.6(inrelationtocrosscheckingofBU-
CUnumbersandPollingStationnumbers).
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20. RECEIPT ARRANGEMENTS
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21. Final storage at districtHQ only
-Observers to verify arrangements
•Facilitiesatthestoragecentre-likelighting,proper
barricading,controlroom,drinkingwater,toilets,
refreshment,medicalaid
•(ii)Strongrooms/Storerooms-propersecurity
•(iii)Telephone,Fax,Internet,Computersection,
roomsforObservers,DEO,etc.
•Thereshouldbenocrowding-Ifrequiredsetup
separatecountersforspecificnumbersofPSs.
•Receiptofdocumentsandpollingmaterial-asper
printedchecklist-Receivingofficershouldsignit.
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22. Counter system -AC wise
•CountersforsealedCUs+Form17C+PrOdeclaration
•Countersforotherelectionpapers-statutory+non
statutory
•Countersforotheritems/articles
•CountersforPOdiary+MockPollcertificate+17C+SOs
report+Addl.repotofPrO+Visitsheet.
•Countersfordepositingdigitalcameraalongwithcertificate
incaseofidentifiedPSs
•SeparatespecialcounterforelectionpapersofPSswhereat
pollingpercentagecrossedtheprescribedpercentage,
aboutwhichcomplaintshadbeenreceived,inwhich
significanteventssuchasviolentincidents,breakdownof
EVMsreported,EVMsreplacementhadtakenplaceetc.-
HoardingindicatingsuchPSsatreceptioncentre-PrOcan
berelievedonlyafterdeliveryoftheEVMsanddocuments
afterproperverificationanddiscussionwithRO/Observer.
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23. •Checkbefore receipt -
PO diary is properly filled up and visit sheet
attached thereto.
EVM is sealed
17C is given to Polling Agents
Additional report format by PrOgiven to SO
All documents/material as perchecklist is
available
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24. •Arrangementsatreceptioncentre-Lighting,drinking
water,firstaidandothermedicalfacilities-Transport
arrangementsshouldbeinplace.
•StrongRooms-
•Twocordonedsecurityforstrongrooms.
•Firefightingrequirementstobekept.
•Candidates/Agentbepermittedtoaffixtheirsealsand
theymaykeepawatchfromaconsiderabledistance.
•StrongroomofEVMs-ACwise-EVMs+onecopyof
17C+PrOdeclaration
•Strongroomforelectionpapers-Sealingthereof-To
beputupinsteeltrunks-ACwise
•Separateroomordemarcatedspaceforstoring
electionpaperofPSswhereatpollingpercentage
crossedthecertainlevel
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25. Scrutiny of form17A etc.,
(ECI No. 464/INST/2007 PLN-I dt. 12.10.2007) -
•For PS where a polling has crossed a specific %, the ECI
may order to RO and Observer to scrutinize register of
voters (17A) and other documents, like PO diary, visits
sheet, complains etc.
•Scrutinyinpresenceof/underintimationtocandidates
-advancenoticetobegiven.
•Procedure to be followed strictly
•CrosschecktheentriesofForm17A,POdiary,visit
sheet,complaintregisterofcontrolroom,diariesof
Magistrates,markedcopyofroll,remarkscolumnof
17A,Form17C,photographyiftaken.
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26. Arrangements in case of re-poll -Adjourned poll
•Re-pollu/s58/58A-Re-pollEVMsbeputbackin
samestrongroom-oldEVMtobeprominently
markedcancelled/nottobecountedandshould
bepreservedunopenedandwithsealsintact.-
Separatepollingpartyforthere-poll.
•Adjournedpollu/s57-Sealedpacketscontaining
markedcopyofrollandtheRegisterofVoters
andnewEVMwillbeprovidedtoPrO.-PrOto
opensealedpacketinpresenceofpollingagents
present.
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27. •References —
Paras51 to 53, 58 & 59 of Ch. XIII of RO hand
book;
ECI's No. 464/INST/2007 PLN-I dt. 12.10.2007;
ECI's No. 464/INST/2008-EPS dt. 16.12.2008 –
Arrangement at the reception centre
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