Guidance for Local Returning Officers

Supporting European Parliamentary elections in Great Britain Managing a European Parliamentary election in Great Britain Guidance for Local Returning Officers Managing a European Parliamentary election in Great Britain Guidance for Local Returning Officers EPEGB09G001E Translations and other formats For information on obtaining this publication in another language or in a large-print or Braille version please contact the Electoral Commission: Tel: 020 7271 0500 Email: [email protected] The Electoral Commission We are an independent body set up by the UK Parliament. Our aim is integrity and public confidence in the democratic process. We regulate party and election finance and set standards for well-run elections. Head office Wales The Electoral Commission The Electoral Commission Trevelyan House Caradog House Great Peter Street 1–6 Saint Andrews Place London SW1P 2HW Cardiff CF10 3BE Tel: 020 7271 0500 Tel: 029 2034 6800 Fax: 020 7271 0505 Fax: 029 2034 6805 [email protected] [email protected] www.electoralcommission.org.uk www.electoralcommission.org.uk Scotland The Electoral Commission 28 Thistle Street Edinburgh EH2 1EN Tel: 0131 225 0200 Fax: 0131 225 0205 [email protected] www.electoralcommission.org.uk © The Electoral Commission 2009 Contents Part A – Context 1 Introduction Legislation 2 The electoral framework Timing of elections Timetable Electoral system Casual vacancies 3 Roles and responsibilities The Electoral Registration Officer The Regional Returning Officer The Local Returning Officer 4 The role of other organisations The Electoral Commission Ministry of Justice Election Petitions Office/Court of Session Royal Mail 5 Resources Contact details for ordering Electoral Commission forms and leaflets Part B – Preparing for a European Parliamentary election 1 Planning and risk management A project management framework Initial planning Roles and responsibilities Preparing contingency plans Reporting methods and techniques Planning for post-election activities Electoral forms and equipment 2 Managing contractors and suppliers Roles and responsibilities Procurement 3 Election finance 4 Equal access Planning for access Legislation Language General issues – good practice Guidance and advice Electoral registration Access to the poll 5 Electoral registration issues Citizens of EU member states Information to the Secretary of State 6 Venues for election activities Briefings Polling places and polling stations Issue, receipt and opening of postal votes Local count and verification venues Getting equipment to the polling stations and count venue Use of schools and rooms by candidates 7 Staffing The Regional Returning Officer’s staff The Local Returning Officer’s staff Effective recruitment and induction of staff Working Time Directives Asylum and Immigration Act 1996 National Insurance Income tax Staff for issue and receipt of postal ballot papers Appointment of Presiding Officers and Poll Clerks Count staff Training 8 Electoral integrity Secrecy provisions Key electoral offences Non-electoral offences Dealing with allegations of offences at the election Security Election observers 9 Publicity and the media Duty to encourage electoral participation Planning communication activities Statutory and other notices Managing public enquiries Postal and proxy voting Managing media relations 10 Resources Key contacts Part C – Action before the poll 1 Timetable 2 The electoral register Legal requirements Amending the electoral register – clerical errors Polling station registers Access and supply 3 Nomination process Publication of the notice of election Nominations Statement of parties and individual candidates nominated 4 Appointment of election, polling and counting agents Appointment of election agents Appointment of polling and counting agents 5 Production and distribution of poll cards Production Distribution 6 Production and allocation of ballot papers Ballot paper security Form of the ballot paper Allocation of ballot papers Corresponding number lists 7 Notices and equipment Notice of poll and situation of polling stations Polling station equipment, notices and supplies Part D – Absent voting 1 Integrity issues and personal identifiers Integrity issues Postal voting, houses in multiple occupation and establishments 2 Absent voting timetable and information Timetable for absent voting Communicating the absent voting process Confirming receipt of postal voting statements 3 Applications Eligibility Content and supply of forms Receipt of applications Processing absent vote applications Determining applications 4 Proxy voting Proxy applications for a definite or indefinite period Proxy applications for a particular election Applying to vote by proxy Attestation Qualifications for acting as a proxy Limits on numbers of proxies Acknowledging proxy and postal proxy applications Proxies for medical emergencies Voting by post as a proxy Changing or cancelling proxy arrangements 5 Postal voting Applying to vote by post Acknowledging the outcome of postal vote applications Receipt of only one identifier Changing or cancelling postal voting arrangements 6 Waivers 7 Absent voting records and lists Supply of absent voters lists to candidates, election agents, registered political parties and elected representatives Inspection of absent voting records 8 The issue and distribution of postal ballot packs Royal Mail good practice guidance Persons entitled to be present Secrecy requirements Timing of the issue Preparation of postal vote stationery Logistics What the voter should receive Procedure for issuing postal votes Record keeping Despatch Re-issuing postal ballot packs Late issue of postal ballot packs 9 Replacement postal votes Replacement of spoilt ballot papers Replacement of lost ballot papers 10 Receipt, opening and storage of postal votes Receipt of postal votes Security of postal ballots received Recording and evidencing actions The opening process Postal ballot boxes Opening the postal voters ballot box Checking the postal voting statement and verification of personal identifiers Opening the postal ballot paper envelopes Matching up separated documents Postal voting statements and the matching process Retrieval of cancelled postal votes 11 Postal votes to be included in the verification and count Receipt of postal ballot papers delivered to the polling station Opening and verification of postal ballot papers that have been delivered to polling stations Statement as to postal ballot papers 12 Resources Notification of secrecy requirements Checking signatures at postal vote openings Part E – The poll 1 Introduction Legislative changes 2 Polling day issues for Local Returning Officers and staff Hours of poll Public enquiries Emergency proxy applications Replacements for lost or spoilt postal ballot packs Polling station visits Responding to emergencies 3 Managing the polling station Briefings for polling station staff Equipment Persons entitled to attend proceedings on polling day Provision of informal turnout information by Presiding Officers Personation Anonymous electors 4 The register of electors Clerical errors 5 Tellers, polling agents and campaigners Polling agents 6 Procedure on close of poll 7 Resources Equipment checklist Accessibility checklist for polling day – setting up a polling station Notification of secrecy requirements Part F – Verification and count 1 Preparations Planning Information on the verification and counting process The media Venue Verification and count venue plans Designated areas Health and safety Security Staff 2 Attendance at the verification and count Verification and counting agents Observers Admission to the verification and count 3 The verification and count process Receipt of ballot boxes Verification Postal ballot papers Security of stored ballot boxes Counting the votes 4 Doubtful ballot papers Examples 5 Recounts 6 Notification of local result 7 Storage and disposal of documents 8 Resources Notification of secrecy requirements Verification procedure Part G – After the declaration of result 1 Storage, inspection and disposal of election documents Forwarding documents to the relevant officer Retention and public inspection of documents Marked register of electors and absent voters lists Copies of other documentation open to public inspection 2 Candidates’ election expenses Candidates’ returns – election expenses 3 Returns to the Electoral Commission Candidates’ expenses Performance standards Other returns 4 Election petitions Form of petition 5 Review of election procedures 6 Resources Access to election documentation after the election Part H – Combination of polls 1 Introduction 2 Combination arrangements Combined or not combined Postponement of any poll at parish or community council elections The Returning Officers Timetables 3 The franchise 4 Postal votes Combined issue of postal votes Postal votes issued separately 5 Notices and ballot boxes Notice of poll Poll cards Polling station notices Ballot boxes 6 The poll Marking the register Corresponding number lists Official mark on ballot papers Close of poll 7 The count and after Attendance of counting agents Verification procedure and the count Death of a candidate Expenses Key Highlights important administrative and good practice issues I Provides links to other parts of the guidance and to other materials and reference sources A Indicates issues relating specifically to England E Indicates issues relating specifically to Wales W Indicates issues relating specifically

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