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Managing Electoral Registration in Great Britain Guidance for Electoral Registration Officers

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Managing Electoral Registration in Great Britain Guidance for Electoral Registration Officers Managing electoral registration in Great Britain Guidance for Electoral Registration Officers EROGB00GE – Updated January 2014 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 3 Bunhill Row Companies House London EC1Y 8YZ Crown Way Cardiff CF14 3UZ Tel: 020 7271 0500 Fax: 020 7271 0505 Tel: 029 2034 6800 [email protected] Fax: 029 2038 0996 www.electoralcommission.org.uk [email protected] www.electoralcommission.org.uk Scotland The Electoral Commission Lothian Chambers 59-63 George IV Bridge Edinburgh EH1 1RN Tel: 0131 225 0200 Fax: 0131 225 0205 [email protected] www.electoralcommission.org.uk © The Electoral Commission 2008 - 2012 Contents Part A – Context 1 Introduction 2 Legislation 3 Roles and responsibilities The Electoral Registration Officer The Deputy Electoral Registration Officer Staff of the Electoral Registration Officer External dependencies 4 Budgets Budget timetable Staff costs Overheads Information technology Canvassers’ fees Temporary office staff Printing and stationery Publicity Education and training Postage Equipment Books, statutes and reports Additional sources of funding 5 Statutory bodies and government departments The Electoral Commission Ministry of Justice Office of the Secretary of State for Wales Scotland Office Scottish Government 6 Resources Contact details for ordering Electoral Commission forms and leaflets Part B – Entitlement to register 1 Introduction Contents 2 Entitlement to vote 3 Relevant date 4 Qualifying address Residence Person working away from home Students Person on holiday Guests Second homes Merchant seamen Travellers Narrow boats and other movable residences 5 Legal incapacity to vote Detained persons not serving a sentence People with learning difficulties or mental health conditions 6 Nationality General provisions Dual citizens British citizens Commonwealth citizens European Union citizens 7 Members of the House of Lords Identifying Members of the House of Lords Registration 8 Age Attainers Jury service and the over 70s Part C – The annual canvass 1 Duties of the Electoral Registration Officer Steps to be taken by the Electoral Registration Officer Planning the annual canvass The canvass form Including additional non-electoral material on or with electoral registration forms Absent voting 2 Undertaking the canvass Delivery of canvass forms Making house-to-house enquiries Contents 3 Information from other sources Inspection of other council records Electoral Registration Officers’ entitlement to request information Making contact by other means Retaining entries in the register Opt out and the ‘carry forward’ 4 Rolling registration forms received during the canvass period 5 Conclusion of canvass Publication of register RPF29 Performance standards returns Supply of the full register Retention of registration forms The ‘12 day rule’ and the annual canvass Register to be used for elections in December 6 Further resources Opt out leaflets Annual canvass resources Part D – Monthly alterations to the register 1 Introduction 2 The duties of the Electoral Registration Officer 3 Rolling registration applications Determination of applications Disallowing applications for registration Applications during the canvass period Amendments to existing entries Integrity 4 Notice of alteration Computation of time Alteration notices Pending elections 5 Objections Form of objection Determining an objection Hearings Contents 6 Reviewing entitlement to be registered List of reviews Types of review 7 Hearings Application hearings Objection hearings Review hearings Appeals 8 References Quick reference sheet: lists of applications and objections Flowcharts for objections and reviews Part E – Improving completeness and accuracy 1 Definition of a complete and accurate register 2 Sources of information for electoral registration Inspection of other council records The use of third-party data Electoral Registration Officers’ entitlement to request information The property database 3 Capturing data about new residents Other methods of reaching electors 4 Integrity Suspicious forms Objections and reviews Part F – Special category electors 1 Introduction 2 Overseas electors Who may register? Contents of application Checking an application The 15-year period Processing of applications Inclusion on the register Renewal of declarations Methods of voting Maintenance of records Contents 3 HM Forces service voters Introduction Members of HM Forces Entitlement to register Validity of service declarations Contents of service declarations Processing of declarations Renewal of service declarations Inclusion on the register Maintenance of records Methods of voting 4 Crown servants and British Council employees Entitlement to register Validity of declarations Contents of Crown Servant declarations Processing of declarations Renewal of Crown Servant and British Council declarations Inclusion on the register Maintenance of records Methods of voting 5 Declaration of local connection Patients in mental hospitals Remand prisoners Homeless people Residence on boats and houseboats and in other residences Submission of declaration Validity of declaration Contents of declaration Processing of declarations Renewal of declarations Inclusion on the register Methods of voting 6 Anonymous registration Introduction Requirements for anonymous registration Processing of applications Types of documents and attestation Inclusion on the register and records of anonymous electors Methods of voting Miscellaneous provisions concerning anonymous electors Data collection Contents Part G – Absent voting 1 Applications Eligibility Content and supply of forms Receipt of applications Processing absent vote applications Appeals Maintenance of the absent voting record Storage of absent vote applications 2 Absent voting timetable Timetable for absent voting Deadlines for applications in advance of an election 3 Communicating absent voting information 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 proxy Acknowledging proxy and postal proxy applications Voting by post as proxy Changing or cancelling proxy arrangements Proxies for medical emergencies Enquiries 5 Postal voting Applying to vote by post Advising applicants of the outcome of postal vote applications Redirection of postal ballot papers Name changes Changes or cancellation of postal voting arrangements 6 Waivers 7 Marking the polling station registers 8 Absent voting records and lists Duty to maintain absent voting records and lists Supply and inspection of absent voting records and lists 9 Integrity issues Postal voting, houses in multiple occupation and other multi-occupation establishments Contents 10 Resources Instructions to temporary staff involved in the receipt and checking of absent vote application forms Part H – Access and supply 1 Introduction 2 Publication The full register of electors The edited register of electors 3 Inspection The full register of electors The edited register of electors Inspection of marked registers and marked absent voter lists 4 Supply and sale of the full, edited and marked register Security of data in transit Free supply on publication Free supply on request Juries Act 1974 Other bodies applying for the register Sale of the full register Sale of the edited register Restrictions on use of the full register The marked register Recording sales of the register 5 Old copies of the register 6 Absent voting records and lists Supply of the absent voting records and lists to candidates, election agents, registered political parties and elected representatives Inspection of absent voting records and lists 7 Data protection Data Protection Act 1998 Supply of registration and absent vote applications Issues relating to registration data 8 Resources Contents Part I – Accessibility and participation 1 Making registration accessible Introduction Legislative background Disabled electors Electors from minority ethnic communities and speakers of languages other than English or Welsh Call management centres Designing electoral forms Writing for the web 2 Public awareness activities Introduction Statutory requirements Planning a public awareness strategy Evaluating public awareness work Producing leaflets Raising awareness among hard-to-reach groups Further information Contents Key Highlights important administrative and good practice issues i Provides links to other parts of the guidance and to other materials and a reference sources Indicates issues relating specifically to electoral registration in England e Indicates issues relating specifically to electoral registration in Wales w Indicates issues relating specifically s to electoral registration in Scotland Part A, page 1, February 2008 Part A – Context Contents 1 Introduction 2 Legislation 3 Roles and responsibilities The Electoral Registration Officer The Deputy Electoral Registration Officer Staff of the Electoral Registration Officer
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