Polling Personnel Training - Poll Day.pptx

Election training.
National election
Presiding officer
Polling personel

1. Polling Personnel Training for Election Day Date: 25-27 April 2024 JAJPUR SGE 2024

2. Day of Dispersal Identify your polling party members, preferably before D-Day Form a WhatsApp group Please see that the EVM you receive is assigned to the correct booth number, which belongs to you. See that the unique numbers of the EVMs match with that of the documents of the EVMs provided to you. Refer to the checklist of Presiding Officer in Annexure 3 of the Presiding Office’s' Handbook (page 96). (Please don’t panic if any material is missing; the sector officer will provide you in the polling booth). You are being provided with 2 plastic boxes with consumable and non-consumable materials, along with the forms. Find your assigned vehicle in the parking lot. The polling officers must travel to the polling booths together. It is not advisable to have any refreshments on the way. Under no circumstances the EVM must be left unattended and unsupervised. The reserve personnel will register in their respective counters, and will wait in the room allotted to them.

3. Find your room where the booths are to be setup Preferably, there should be separate entry and exit The voting compartments should be arranged such that the EVM units (BU and VVPAT) must not be visible to public through doors and windows. The EVM must also be not visible to the polling personnel and the agents. The connecting cables of the EVM must not cross the path of the voters. Arrangements must be made for separate queue for male and female voters. Posters, labels must be affixed Arrangements may be made for food Attach notices in the premises regarding the present of surveillance system, electoral rolls, voter facilitation centres, polling area, EVM usage etc. Things to do at Polling Station

4. Forms and Formats Check all the materials that have been mentioned in the presiding officer handbook, Annexure 3 (page 96). The booth specific materials BU, CU, and VVPAT – check if they are working well Electoral roll – marked copy, working copy, poll agent copy, ASD list, Classified Service Voter (CSV) list. Check the important forms and other consumable materials. This Photo by Unknown Author is licensed under CC BY-ND

5. Forms and Formats Checking of various forms Presiding officers must check all the forms and pre-fill the fields which can be done prior to start of elections. Presiding officers must sign – tendered ballot papers, Supply the admission pass to polling agents. This Photo by Unknown Author is licensed under CC BY-ND

6. Forms and Formats Prefilling of the forms : The following entries can be prefilled by the presiding officers in Form 17C total number of voters control unit number balloting unit number VVPAT unit number Number of tendered ballot papers received Total number of paper seals received This Photo by Unknown Author is licensed under CC BY-ND

7. Forms and Formats Prefilling of the forms : in declaration by the presiding officer, before the commencement of the poll Name of the AC/AS Serial number and name of the polling station Can be filled beforehand This Photo by Unknown Author is licensed under CC BY-ND

8. Forms and Formats In almost all forms and declarations, the name of the election (wherever not pre-printed) name and number of the AC/AS name and number of the PC polling station number This Photo by Unknown Author is licensed under CC BY-ND may be filled, if not pre-printed.

9. Day of the Poll Presiding officers must sign – tendered ballot papers, Presiding officers must check all the forms and pre-fill the fields which can be done prior to start of elections. Admission of polling agents. They must show their ID cards, entry passes, and appointment letters before entering. Annexure 12 Relieving agent: Sitting arrangements for the polling agents: Photography and videography Webcasting Micro-observers Wearing of badges, insignia, symbols of the political parties is not allowed inside the polling station

10. Mock Poll Mock Poll protocol – Mock Poll certificate: Check the BU, CU and demonstrate marked copy of roll, register of voters. Conduct the mock poll in the presence of polling agents of candidates 90 mins before poll start time After the mock poll, clear the mock poll result from CU and remove all printed paper slips of mock poll from VVPAT PrO to prepare mock poll certificate after mock poll recording therein the total number of mock poll and clear the result of mock poll. CONTROL UNIT AND VVPAT TO BE SEALED PROPERLY. Special attention where mock poll had to be conducted in the absence of agents [ECI's No. 464/INST/2008-EPS dt. 18.12.2008] RO to take confirmation of mock poll and poll commencement through sector officers within 30 minutes. RO to keep list of Polling Station where mock poll was conducted in the absence of polling agents or with one polling agent. NB 1 : Details and steps w.r.t Mock Poll are self-contained in the sub-theme of EVM VVPAT NB 2 - Any lapse in the Mock Poll process or clearing the result of Mock Poll both from CU and VVPAT will vitiate the poll

11. Mock Poll Certificate

12. Actual Poll (Annexure 6)

13. Before the Actual Poll FOREWARNING ABOUT ‘SECRECY OF VOTING’ You must elaborate to the contesting candidate’/ Polling Agents, (present inside the Polling Station), about their being legally duty-bound to maintain the ‘secrecy of voting’ and the penal provisions in case of violation thereof {As per Section 128 of the Representation of the People Act 1951 (Annexure –1)}. Read out the Declaration (Part I of Annexure 6) and sign it.

14. Work of Polling Officers Polling Officer 1 – Identify the electors in charge of marked copy of the electoral roll

15. Verification of Identity ASD List:

16. Absentee Voters – shall not be allowed Clerical and printing errors – to be overlooked

17. Polling Officer 2 Application of indelible ink Maintenance of Register of Voters – C1 – Serial number C2 – electoral roll number C3 – last 4 digit of the identity card, if EPIC – denote with EP C4 – left thumb impression/signature of the elector C5 - Signature of the companion voter Definition of “Signature of Elector” Thumb impression of the Elector

18. Polling Officer 3: Issue of voter slip to the electors Polling Officer 4 & 5: Will issue the ballot to the voters electronically

19. Presiding officer’s privilege to enter the voting compartment During the malfunctioning of BU To explain illiterate voters

20. Replacement of EVMs

21. Special Cases Refusal to obey the voting procedure Voting by Blind and Physically Infirm Voters Companion (Form 14A and Annexure 18)

22. Special Cases Electors Deciding Not to Vote Part I of Form 17C

23. Voting by Proxy: Form 17A – Serial number in the CSV List – PV-1PV – No need of any declaration Tendered Vote – 20 ballot papers Entry in Form 17C Should not make any entry in Form 17A

24. Challenged Votes

25. A person whom you consider much below the qualifying age

26. Test Vote Rule 49MA Entry in Form 17A and 17C (item 5 in part I) Second entry in Form 17A

27. Closing of the Poll All Presiding Officers shall close the EVM by pressing ‘ CLOSE ’ button at the end of poll in the presence of Polling Agents as may be present. You should also note that the ‘Close’ button will function only when the ‘Busy’ lamp on the Control Unit is not ON

28. The Presiding Officer shall draw a line at the end of Poll after the last entry in Form 17Aand shall record the signed statement thereafter “the serial number of last entry in form 17A is …….” and obtain the signatures of all Polling Agents as may be present, below this statement. Presiding Officer will remove Power Pack (Battery) from VVPAT in the presence of Polling Agents. Only after removal of Power Pack (VVPAT), seal the carrying case of VVPATin the presence of Polling Agents.

29. Account of Votes Recorded (Form 17C)

30. In simultaneous elections to the Parliament (Lok Sabha) and State Legislative Assembly (Vidhan Sabha), it should be noted that account of votes recorded in Form 17C should be prepared separately for the Parliamentary (Lok Sabha) and State Assembly (Vidhan Sabha) elections. Copies of Form 17C for the assembly election should be given only to the agents of the contesting candidates contesting the assembly election and copies of Form 17C for the parliamentary election should be given only to the agents of contesting candidates for parliamentary election.

31. Sealing of EVM and VVPAT Will be sealed in the carrying case – agents will seal and sign in the address tag

32. Sealing of election papers Sealing of election papers in packets Packing of statutory, non-statutory covers, and election materials (Annexure 22)

33. First packet: EVM Papers (WHITE) To be superscribed as “ EVM PAPERS COVER ” Unsealed envelope containing the account of votes recorded (Form-17C), Unsealed envelope containing the Presiding Officer Report I (Mock-Poll Certificate), II & III Printed VVPAT paper slips of Mock Poll should be kept in Black Coloured Sealed Envelope In case of simultaneous election, separate first packet of EVM Papers in pink colour for polled EVM for assembly poll .

34. Second packet: Scrutiny Cover (WHITE) Unsealed envelope containing the Presiding Officer’s Diary Sealed envelope containing the register of voters (17A) Unsealed envelope containing Visit Sheet Unsealed envelope containing the list of blind and infirm electors in Form 14-A and the declarations of the companions

35. Third packet: Statutory Cover (WHITE) Sealed envelope containing the marked copy of the electoral roll and list of CSVs, if any; Sealed envelope containing voter’s slips; ( Sealed envelope containing unused tendered ballot papers; (iv) Sealed envelope containing the used tendered ballot papers and the list in Form 17-B; Sealed envelope containing the list of challenged votes in Form 14; In case of simultaneous election , pink envelope containing the pink voter’s slip for assembly poll should be kept in this third packet.

36. Fourth packet: Non-Statutory Cover (YELLOW) Unsealed envelope containing the copy or copies of electoral roll (other than the marked copy); Unsealed envelope containing the appointment letters of Polling Agents in Form 10 and accounts of appointment of polling agent; Unsealed envelope containing the election duty certificate in Form 12-B Unsealed envelope containing the declarations by the presiding officer Unsealed envelope containing the receipt book and cash, if any, in respect of challenged votes; Unsealed envelope containing (i) unused and damaged paper seals and (ii) unused and damaged special tags Unsealed envelope of unused voter’s slip for the declarations obtained from electors as to their age and the list of electors who have refused to make declarations as to their age Form of declaration by elector under Rule 49MA(Test Vote); Form of declaration by elector whose name is in ASD list; Letter of complaint to the S.H.O. Police; In case of simultaneous election, pink envelope containing the declaration by the presiding officer should be kept in this fourth pocket.

37. Fifth packet: Handbook. Instructions and other (BROWN) Handbook for Presiding Officer; Instructions of Electronic Voting Machine & VVPAT, a) Posters on How to cast vote on EVM and VVPAT, b) Brochure for Presiding Officer on use of EVM and VVPAT and c) Trouble shooting on use of EVM and VVPAT; Sealed envelope containing, a) Indelible ink set with stopper having been secured on each phial effectively with molten candle or wax applied thereon to prevent leakage or evaporation and b) used self-inking pads)

38. Sixth Packet: Other Materials (BLUE) List of contesting candidates Form 7A Photocopy of signature of candidates Other unused forms. Metal seal of the Presiding Officer; Arrow cross-mark rubber stamp for marking tendered ballot papers; Cup for setting the indelible ink

39. Presiding Officer’s Diary

40. Thank you