electoral office of jamaica · customer service as a representative of the electoral office of...
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ELECTORAL OFFICE OF JAMAICA
PRESENTATION FOR
ELECTION DAY WORKERS TRAINING
REVISED JUNE 2020 VERSION 2.0
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OVERVIEW
EXPECTATIONS & MASTERY OF CONTENT
The Electoral Office of Jamaica has strong support
and influence in managing and leading electoral
processes locally, regionally and internationally, as
evidenced by the general acceptance of election
results.
We must therefore protect and maintain the
standards attained while seeking to enhance them
with strong emphasis placed on delivering good
quality customer service – recognizing and treating
with electors as our customers.
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OUTLINE OF TRAINING PROGRAMME
Outline of Training Sessions
Duration of Sessions - 3 hours
» Day 1 – Session 1
» Day 2 – Session 2
» Day 3 – Session 3
» Day 4 – Session 4
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MODE OF DELIVERY
Consistency in the use of the stipulated training
methodology:
– Lectures/Tutorials
– Group Discussion of Case Studies
– Individual reading within the group setting
– Role Play/Simulation
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DAY ONE
DURATION 3 HOURS
Objective:
To ensure that election workers are prepared for engagement at the poll by presenting general information on the management of the polling station, information on select procedures and the role and functions of the election workers.
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INTRODUCTION
Elections in Jamaica, as in many other countries are the
democratic means by which a select group is chosen by
the people and given the legitimacy to govern on behalf of
all citizens. On Election Day the Presiding Officers and Poll
Clerks have the important responsibility to ensure that
polling takes place in keeping with the legal requirements.
In order to ensure free and fair elections the Election Day
Workers must constantly demonstrate fairness and
impartiality in the execution of their duties. Any discretion
that is conferred by law must be exercised objectively and
fairly.
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INTRODUCTION
There should be no act or conduct on the part of any
Election Day Worker designed to give an advantage to any
candidate or to prejudice the integrity of the electoral
system or compromise the Electoral Office of Jamaica. It is
the duty of the Presiding Officer to make sure that the
election is run properly at his or her polling station.
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CUSTOMER SERVICE
As a representative of the Electoral Office of Jamaica, it is important to deliver exceptional service to every person with whom you interact. Therefore, the highest standards of Customer Service must be adhered to at all times.
This courtesy must be extended not only to electors but to all internal and external customers including but not limited to, political representatives, members of the security forces, observers and fellow Election Day Workers (EDW).
Your competence, punctuality and reliability are diminished by poor customer service.
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CUSTOMER SERVICE
Customer Service Characteristics
On Election Day every worker is expected to display characteristics that engenders excellent service quality. Election Day workers should:
1. Be Respectful.
2. Be Courteous.
3. Be Attentive.
4. Be Patient.
5. Be Considerate.
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CUSTOMER SERVICE Customer Service Characteristics (cont’d)
6.Be Composed
7.Be Professional
8.Be Confident
9.Be Compassionate
10. Display Confidentiality
11. Display Integrity & Impartiality.
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WHO MAY VOTE
In accordance with the constitution and the electoral laws of
Jamaica:
• A citizen of Jamaica aged eighteen (18) years and over
who has been registered and name appears on the official
Voters’ List is eligible to vote.
• A commonwealth citizen aged eighteen years or older and
who is ordinarily resident in Jamaica (should reside in
Jamaica for at least twelve months prior to registration)
NB. The law permits a single registration for each elector in
one polling division only.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Presiding Officer (PO)
• The person who is charged by law and has autonomy for the conduct of the poll in the polling station assigned.
• In charge of the management of the polling station,
• Should ensure the ticking of the Presiding Officer’s Official Voters’ List and
• Has supervision of all personnel assigned in a polling station.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Poll Clerk (PC)
• the official scribe for the polling station
• makes entries in the Poll Book upon the instruction of the Presiding Officer.
• Has responsible for the proper management of the Poll Book, ticking of the Official Voters’ List
• the keeping of other records within the polling station.
• Assist the Presiding Officer with the execution of all duties within the polling station. In the absence of the PO, the PC assumes the role of the PO.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERRSONNEL
Agent of Candidate/Indoor Agent
• Candidate’s Representative inside the polling station.
• Observe the taking of the poll on behalf of the candidate and must not interfere with the voting process.
• May challenge the validity of an elector on terms of his/her qualification to vote.
Outdoor Agent
• Candidate’s representative outside the polling station.
• Must remain outside the perimeter of the polling station no less than 20 yards (60 feet) from the polling station.
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RULES GOVERNING AGENTS & CANDIDATES
An Agent of Candidate, referred to as an Indoor Agent may be
absent from the polling station with the permission of the Presiding
Officer, for any period of time, however, must return at least one
hour before the closing of the poll.
No candidate and his/her ‘Agent of Candidate/Indoor Agent’
should remain in the polling station at the same time for more than
FIVE consecutive minutes.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Election Observers
• Individuals who are accredited by the ECJ to observe and report on the voting process on behalf of local, regional and international election observation bodies and institutions.
• No more than four observers are permitted to remain in any polling location at any one time.
• The ECJ may authorize more than the specified number stated above.
• The observer should not be present at the table or in earshot of the blind or incapacitated elector who wishes the Presiding Officer to mark the ballot, neither be shown the marked ballot; that is, ballots are only to be marked on behalf of an elector in the presence of the Poll Clerk and sworn Agents of the Candidates.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Polling Station Security Assistant (PSSA)
• Individual who is appointed for the day as a Special District Constable.
• To maintain law and order, particularly, the queuing of electors at a polling station.
• The PSSA is directed by the Presiding Officer and reports to the Senior Police Officer and the EDW Supervisor at the polling location.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Election Day Worker Cluster Supervisor
• Individual whose primary responsibility is to manage administrative and logistical functions
• Given direct authority by the Returning Officer to manage and coordinate the activities of a specific number of polling station(s).
• Serves as chief intermediary between the EOJ and the Political Liaison Officer on Election Day.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Political Liaison Officer
• Coordinates the activities within a cluster on behalf of a candidate.
• Supervised by the EDW Cluster Supervisor at an assigned polling location.
• May only enter the polling station along with the Supervisor. The specific timeframe for visits to polling stations is established by the EOJ i.e., three escorted visits, each not exceeding three minutes for the duration of the taking of the poll.
NB. If there is need for any additional visit and the Supervisor may grant such additional visit(s) for three minutes only.
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ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL
Security Forces
• Members of the Jamaica Constabulary Force (JCF) and the Jamaica Defence Force (JDF).
• Responsible for the overall security during the national elections.
Media
• An entity (local, regional or international) accredited by the ECJ with responsibility for reaching the public using television, print, radio or the internet.
• To provide coverage of the various activities before, during and after Election Day.
N.B. Election Day Workers are to refer the media to
the Returning Officer on all election related matters.
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CHAPTER 2 DAY BEFORE ELECTION
ACTIVITIES & PROCEDURES
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GENERAL MEETING OF WORKERS AND DISTRIBUTION OF SUPPLIES
Election Day Workers (EDW) are required to attend a briefing
with the Returning Officer (RO) on the eve of an election. The
briefing will cover following areas:
• Introduction to the EOJ/Cluster Team
• Final charge from the Returning Officer
• Director of Elections’ Message to EDWs
• Instructions on the logistical arrangements for Election
Day
• Taking of the Oaths of Appointment
• Collection of ballot boxes and checking of Election Day
supplies
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GENERAL MEETING OF WORKERS AND DISTRIBUTION OF SUPPLIES
EDW Cluster Supervisors should ensure that they account for their entire team and report to the RO any discrepancies. Cluster Supervisors should also remind their team of the following:
• How to get to the polling station
• Arrival time on Election Day
• Dress code for Election Day
• Meal arrangements and medication
• Emergency contact
• Additional supplies (Bible, time piece)
• Post-election logistics
This meeting is mandatory.
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CHECKING OF ELECTION SUPPLIES
• The Returning Officer will transmit all materials to be poll including the ballot box, Official Voters’ Lists and ballots.
• Election supplies should be carefully checked using the checklist provided and notify RO of shortages, omissions or discrepancies are identified.
• The sealed package containing the ballot papers should NOT be opened at this point.
• great care should be taken to properly secure election supplies against theft or tampering upon receipt.
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LOGISTICAL ARRANGEMENT FOR ARIVAL AT POLLING LOCATION
• EDW Cluster Supervisors are required on the eve of the election to traverse and time the route from home to the polling location then to the counting centre. This is to ensure that they are familiar with the route on Election Day and that the poll opens on time.
• EDWs should identify the route from home to their assigned polling location and their mode of transportation on election morning in order to arrange and open the poll on time.
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ARRANGEMENT OF POLLING STATION
On the eve of the election the EDW Cluster Supervisor should ensure that arrangements for the polling station(s) are done satisfactorily, by inspecting the polling location paying attention to the following:
Access in and out of the polling location
Access to the polling station(s)
Ensuring polling station(s) is/are clean
Identifying the area for Outdoor Agents (20 yards from the polling station)
Access by electors with disabilities
Access to bathroom facilities
Ensuring that the bathroom(s) are cleaned
Adequate furniture for polling station(s)
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Figure 1: Layout of Polling Station
Layout of Polling Station
• Placement of Presiding Officer’s
table and chair
• Placement of Poll Clerk’s chair
• Placement of Indoor Agents
• Placement of the voting booth
to ensure secrecy of the vote
• Flow of electors through the
polling station to prevent
congestion
ARRANGEMENT OF POLLING STATION
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QUESTION & ANSWER
END OF SESSION 1
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DAY TWO
DURATION 3 HOURS
Objective:
To ensure that election workers are prepared for engagement at the poll by presenting general information on the management of the polling station, information on select procedures and the role and functions of the election workers.
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CHAPTER 3 ELECTION DAY
ACTIVITIES & PROCEDURES
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PRELIMINARY ARRANGEMENTS
EDW Cluster Supervisors need to contact all EDWs to ensure that their cadre of workers will be in place for the opening of the polling stations.
• Arrival of EDWs (at least 1 hour prior to opening of the poll)
• Accessing polling station
• Checking of polling station layout
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PRIMARY DUTIES OF PRESIDING OFFICER AND POLL CLERK
The main duties of the Presiding Officer and Poll
Clerk are to:
• carry out the statutory requirements of polling
in accordance with the ROPA and
• to ensure that voting is conducted in an orderly
manner.
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
1. ensure that he/she is supplied with adequate material
2. prepare and organize the layout of the polling station.
3. post the following notices and other items outside the polling station:
o National Flag of Jamaica
o Election Day Regulations
o Polling Station P.D. No.
o Instructions on How to Vote (Form No. 31)
o Polling Station Notice (Form No. 34)
o Directions to Electors (Form 7)
o No Cell Phone Sign
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
4. post the other Form 7 inside voting booth;
5. attach pencil provided for voting to the voting booth and keep
additional pencil on the Presiding Officer’s table to be used by
the PO for assisted voting.
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
6. ensure that all the relevant documents for the polling station
are present;
7. invite Candidates’ appointed agents to the polling station and
accept the Appointment of Candidate’s Agent.
If an Agent of Candidate does not present the Appointment of
Candidate’s Agent, he/she must be accepted and informed that if
the person with the Appointment of Candidate’s Agent appears,
he/she will be required to relinquish his/her position;
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
8. swear or affirm Agents of Candidates or in the absence of any Agent of Candidate, any elector who offers himself/herself to observe on behalf of the candidate;
9. examine Election Day supplies with agents;
10. count ballots and distribute signed Certificate of Ballot Paper Issued to the Agents of Candidates. However, if at 15 minutes prior to the opening of the poll there are no Agents of Candidates present, proceed to count ballot papers with the PC;
11. notify the Returning Officer immediately where there are issues relating to the timely opening of the poll;
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
12. examine ballot box in the presence of Agents
of Candidates – ensure it is empty, then locked;
13. place the ballot box on the Presiding Officer’s
table in full view of all persons present;
14. declare polls open at 7am;
15. accept electors to cast their votes;
16. ask the elector for his/her name, occupation and
address at time of registration;
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
17. ensure that the name of the elector applying for the ballot appears on the Official Voters’ List;
18. place a tick in the check box next to the name of the elector on the Presiding Officer’s Official Voters’ List and ensure that the Official Voters’ List is also ticked;
19. request Elector Registration Identification Card (Voter ID Card). If the Voter ID Card is not available the PO must ask relevant questions using information from the ‘Black Book’ to establish the identity of electors;
20. ensure that the elector is properly identified; once satisfied, instruct the Poll Clerk to record the elector’s pertinent information in the Poll Book as it appears on the Official Voters’ List;
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
21. inspect the elector’s right index finger and all other digits for electoral ink or other substances. Once satisfied that the elector has not voted, proceed to:
• detach the ballot from the stub and authenticate the ballot by placing your initial and ‘Voter’s Number on Roll’ (order of appearance as written in the Poll Book)
• read aloud the serial number of the ballot issued and instruct the PC to record it in the Poll Book
• explain to the elector how to properly mark, fold and return ballot;
• observe the elector at the voting booth to ensure that no cellphone, camera or other recording device is being used to photograph the ballot;
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
22. ensure the elector returns with the ballot folded as
instructed;
23. receive and ensure that the ballot being returned by the
elector is the same one issued by checking the serial
number;
24. read aloud the serial number of the ballot returned and
instruct the PC to record it in the Poll Book;
25. re-examine the elector’s finger for any substance that will
prevent the electoral ink from staining his/her finger;
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DUTIES OF THE PRESIDING OFFICER
The Presiding Officer must:
26. remove and destroy (by tearing) the counterfoil;
27. instruct the elector to immerse his/her right index finger in the electoral ink before the ballot is placed in the ballot box;
28. place ballot in the ballot box in the presence of the voter;
29. instruct the PC to record the word ‘voted’ in the column ‘Record that Elector has voted’ in the Poll Book;
30. direct the voter to the exit and accept the next elector.
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DUTIES OF THE POLL CLERK
The Poll Clerk must:
1. assist the Presiding Officer in the preparation of the polling station;
2. check elector’s name on the Official Voters’ List;
3. place a tick in the check box next to the name of the elector on the
Official Voters’ List;
4. record, upon the instruction of the Presiding Officer, the elector’s
pertinent information in the Poll Book as it appears on the Official
Voters’ List;
5. record information pursuant to the requirements of the Poll Book as
directed by the Presiding Officer (oath #, sworn or affirmed,
objection, variance, personation);
N.B. Assist Presiding Officer as may be necessary or as directed during poll.
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DUTIES OF THE POLL CLERK
The Poll Clerk must:
6. enter in the Poll Book the word “sworn” or “affirmed” opposite the name of each elector to whom any oath or affirmation has been administered;
7. record objection made by the Agent of any Candidate in relation to the taking of the poll;
8. record serial number of ballot paper issued;
9. record serial number of ballot paper returned;
10. enter in the Poll Book opposite the name of the elector the word “voted” after the ballot has been deposited in the box.
N.B. Assist Presiding Officer as may be necessary or as directed during poll.
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DUTIES OF AGENT OF CANDIDATE/INDOOR AGENT
The Agent of Candidate/Indoor Agent must:
Before or during the taking of the poll
1. present Certificate of Appointment, if any;
2. swear or affirm oath of secrecy;
3. accept Certificate of Ballot Paper Issued, Official Voters’ List, Picture Voters’ List, wristband and identification badge;
4. tick the name on the Official Voters’ List of the elector applying for the ballot;
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DUTIES OF AGENT OF CANDIDATE/INDOOR AGENT
The Agent of Candidate/Indoor Agent must:
Before or during the taking of the poll 5. examine the Voter Identification Card or information from the ‘Black
Book’ to establish the identity of the elector applying for the ballot if so requested;
6. confine his/her activities to duties within the polling station and must not give any information to anyone outside the polling station concerning any matter connected with the voting.
Agents of Candidates or electors representing candidates may be absent from the polling station with the permission of the Presiding Officer. However, the Indoor Agent should return no later than one hour prior to the close of poll.
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DUTIES OF AGENT OF CANDIDATE/INDOOR AGENT
The Agent of Candidate/Indoor Agent must:
At close of poll
1. keep a tally of the votes being counted;
2. if necessary, make objection to a ballot being counted;
3. sign Certificate Of The Preliminary Count Of The Poll;
4. accept close of poll documents (Statement Of The Preliminary Count, Official Statement of the Poll);
5. return all EOJ materials issued by the Presiding Officer;
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DUTIES OF AGENT OF CANDIDATE/INDOOR AGENT
The Agent of Candidate/Indoor Agent must:
At close of poll
6. endorse all sealed envelopes as directed by the Presiding Officer;
7. place seal of candidate/political party across the lid and the body of the ballot box but not covering the Preliminary Statement Of The Poll and ballot box tag.
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DUTIES OF POLLING STATION SECURITY ASSISTANT
The Polling Station Security Assistant (PSSA) must:
1. swear or affirm oath of appointment;
2. be present at location no later than 5:30 a.m.;
3. remain at the entrance of the assigned polling station
during the taking of the poll or at the voting location
as directed by the Supervisors (EOJ and Police);
4. maintain law and order at the polling station and
location;
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DUTIES OF POLLING STATION SECURITY ASSISTANT
The Polling Station Security Assistant (PSSA) must:
5. direct electors to their appropriate polling stations;
6. maintain orderly flow of electors entering and exiting
the polling station and location;
7. On the instruction of the Presiding Officer, assist in
maintaining order inside the polling station and advise
electors to turn off and put away all recording devices.
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DUTIES OF POLLING STATION SECURITY ASSISTANT
The Polling Station Security Assistant (PSSA) must:
8. at 5:00 pm, ensure only the following electors are allowed to enter the polling station. Those identified by the:
• Presiding Officer as being in line; and
• EDW Cluster Supervisor as being within the confines of the polling location
9. at close of poll, ensure the polling station is secure during the preliminary count;
10. provide support and/or escort for ballot boxes leaving the polling stations;
11. provide security for Election Day workers departing the voting location.
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
Before and during the taking of the poll 1. ensure that polling stations assigned are in a state of readiness
for the election;
2. report directly to the Returning Officer and/or his/her assistant;
3. collect, check and secure all election supplies and paraphernalia;
4. ensure that the cadre of workers is assigned and, where individuals are not available, report same to the RO/ARO or designate for suitable and trained replacement;
5. ensure that all Presiding Officers and Poll Clerks assigned to his/her cluster have reliable means of getting to their respective polling stations on time;
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
Before and during the taking of the poll
6. convene meetings with assigned team members as may be necessary;
7. synchronize all time pieces with Presiding Officer and other Supervisors on location;
8. maintain constant dialogue or communication with assigned team members;
9. ensure that all polling stations have adequate supplies and where there are shortages or faulty equipment the Returning Officer/Assistant Returning Officer is to be notified immediately;
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
10. work with the senior Police to maintain order at the polling location;
11. instruct PSSA to maintain order at the polling location;
12. identify and communicate with Political Liaison Officers on procedures for the day;
13. in consultation with the Political Liaison Officers and the Police, identify the point beyond which Outdoor Agents should not establish themselves;
14. submit scheduled reports on the Opening of the Poll, Periodic Reports during the day and at the Close of Poll;
15. make periodic checks of polling stations, particularly that the Poll Book and its entries are being properly completed;
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
16. ensure that the Official Voters’ List and Presiding Officer’s
Official Voters’ List are being ticked and that the Poll Books are
being properly kept;
17. ensure that legal and statutory requirements are being adhered
to as to the taking of the polls;
18. ensure that electors are being properly instructed by the
Presiding Officer(s) and the relevant requirements related to
the taking of the polls are properly executed;
19. ensure that preliminary close of poll procedures are being
carried out during the course of the day that is, completion of
forms and envelopes where possible;
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
20. complete the reports, registers, evaluation sheets, occurrence
book;
21. make judicious adjustments among workers (PO, PC, &
Reserve) where necessary;
22. report promptly and directly any incident(s) to the RO/ARO or
any other designated person;
23. refrain from giving interviews and/or reports to the media or
any political representative on the taking of the poll.
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
At Close of Poll
1. monitor and supervise close of poll procedures in respective polling stations for correctness of procedures;
2. ensure that all polling stations are closed at 5:00 p.m.;
3. ensure all eligible electors on location are allowed to cast their vote;
4. ensure that the slot on the ballot boxes are properly sealed;
5. ensure that the Poll Books are properly certified;
6. ensure that the desk for preliminary count is cleared and ready for counting;
7. ensure that only eligible persons (PO, PC, Candidate/Indoor Agents and Observers only) are allowed to be present within the polling station for the preliminary count;
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DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR
The EDW Cluster Supervisor must, among other things:
At Close of Poll
8. ensure that ballots cast are accurately counted, recorded, and placed in respective envelopes.
9. ensure envelopes are sealed and signed by PO, PC, Candidate/Indoor Agents;
10. ensure correctness of information on preliminary statement and on ballot boxes;
11. record and report the preliminary count to the RO/ARO or his/her designate at the counting centre;
12. deliver ballot boxes to the Returning Officer in accordance with the electoral statute.
13. ensure that all supplies are returned to the Returning Officer at the close of poll.
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DUTIES OF THE SECURITY FORCES
Police are to:
i. assign and supervise PSSAs on election day;
ii. provide security escort for Election Day workers to and from polling stations in special situations;
iii. maintain law and order at polling locations;
iv. provide escort for ROs/AROs with special voting ballots for deposit on election day
v. escort ballot boxes and team to counting centres;
vi. provide security at counting centres during final count;
vii. provide security for ballots and ballot boxes after final count;
viii. provide escort of the ballots to the Director of Elections.
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TAKING OF THE POLLS
Every person whose name appears on the official list of electors
shall be permitted to vote at the polling station established at
which such list of electors will be used.
Voting is permitted subject to the following conditions:
• The electors name should appear on an official list (for
particular polling division).
• The Presiding Officers must be satisfied as to the identity of
the elector.
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STEP 1 The Presiding Officer greets the elector cordially and requests from the
elector his/her name, occupation, address and Elector Registration
Identification Card (Voter ID Card). The elector gives his/her name,
occupation, address and presents his/her Voter ID Card to the Presiding
Officer.
PROCEDURE FOR THE ORDINARY VOTER
An elector who has his/her Elector Registration Identification Card (Voter ID Card)
and is not required to take an oath is referred to as an ordinary voter.
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STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’
List for the elector’s name. If found, place a tick in the check box
against the name on the Presiding Officer’s Official Voters’ List
and on Official Voters’ List used by the Poll Clerk.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 3 The Presiding Officer checks the Elector Registration Identification Card
(Voter ID Card) for its authenticity and to ascertain the identity of the
elector, to satisfy himself/herself that it is the same elector as on the
Official Voters’ List.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 4 The Presiding Officer inspects the right index finger and all other fingers
of the elector for stain of electoral ink using the integrity lamp to
ascertain if the elector has already voted.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 5 The Presiding Officer, once satisfied that the elector is entitled to vote,
detaches the ballot paper from the stub, gives the serial number of the
ballot paper to the Poll Clerk and instructs him/her to record same and
all other pertinent information in the Poll Book.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 6 The Presiding Officer authenticates the ballot paper by:
a. placing his/her initials in the ‘Space for Initials of P.O.’; and
b. recording the consecutive number given to the elector in the Poll
Book, that is, “Consecutive Number given to each Elector as he
applies for Ballot” in the space on the ballot ‘Voter’s Number on
Roll’.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 7 The Presiding Officer gives the elector the necessary instructions on
how to properly mark, fold and return the ballot paper. He/She directs
the elector to the voting booth.
N.B. At no time should the Presiding Officer attempt to influence the
elector to cast his/her ballot for any particular candidate.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 7 Cont’d
Using the specimen ballot as an example, instruct the elector as follows:
“I am issuing you a ballot with the names of 2 candidates – Tweety Bird with the Heart symbol
and Daffy Duck with the Star symbol. Using the pencil provided, mark the X next to the symbol
for the candidate of your choice. After marking the X, fold the ballot so that my initials are shown
and take it back like this.”
Detailed Instructions
• I am issuing you a ballot with the names of # candidates – {Candidate Name} with the
{name of symbol} symbol and {Candidate Name} with the {name of symbol} symbol.
• Using the pencil provided {point to the voting booth}, mark the X next to the symbol
for the candidate of your choice.
• After marking the X, fold the ballot so that my initials are shown {at this point the PO
folds the ballot and creases it} and take it back like this {P.O. shows the elector the
ballot folded correctly}.
• The P.O. then unfolds the ballot and issues the unfolded ballot to the elector and directs
him/her to the voting booth to mark his/her ballot.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 8 The elector proceeds to the voting booth to mark his/her ballot paper.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 9 The elector marks the ballot, folds it and returns it folded to the
Presiding Officer such that his/her mark is not seen but showing the
initials of the Presiding Officer.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 10 The Presiding Officer examines the serial number on the
ballot paper and, once satisfied that it is the same ballot, gives
the serial number to the Poll Clerk who records same in the
prescribed column ‘Serial No. of ballot returned’ in the
Poll Book.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 11 The Presiding Officer removes and destroys (by tearing) the
counterfoil in the presence of the elector.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 12 The Presiding Officer re-examines the elector’s right index and
other fingers for any substance that could prevent the electoral
ink from staining the elector’s finger.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 13 The Presiding Officer, once satisfied that there is no substance on
the fingers, instructs the elector to immerse his/her right index
finger in the electoral ink. After the immersion of the finger, the
Presiding Officer then proceeds to deposit the ballot in the box
and directs the elector to take a sheet of wipes or tissue.
PROCEDURE FOR THE ORDINARY VOTER
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STEP 14 The Presiding Officer instructs the Poll Clerk to record the word “voted” in the
column ‘Record that the elector has voted’ in the poll book. The elector then
leaves the polling station.
N.B. If the elector refuses to immerse his/her finger in the electoral ink, the Presiding Officer
shall deem the ballot spoiled. In the remarks column of the Poll Book opposite the name of
the elector write the words “Refuse to Dip” and any other particulars in relation to the
destruction of such ballot paper.
PROCEDURE FOR THE ORDINARY VOTER
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PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
STEP 1
The Presiding Officer greets the
elector cordially and requests from
his/her name, occupation, address and
Elector Registration Identification
Card (Voter ID Card).
The elector gives his/her name,
occupation and address.
The Presiding Officer and Poll Clerk
check the Official Voters’ List for the
elector’s name.
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PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
STEP 1 (Cont’d)
• If found, place a tick in the check box against the name on the
Presiding Officer’s Official Voters’ List and on Official Voters’
List used by the Poll Clerk.
• The elector’s name is found on the Official Voters’ List but
he/she is unable to produce his/her Elector Registration
Identification Card (Voter ID Card).
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STEP 2
The Presiding Officer informs the
elector that in order to establish
his/her identity he/she will be asked
specific questions based on
information given upon registration
and will be required to swear or
affirm an Oath. The demographic
information in the Black Book is
checked.
PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
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PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
STEP 2 (Cont’d)
• The Presiding Officer proceeds to ask the relevant questions from the Black Book, for example, elector’s: a. date of birth
b. place of birth
c. mother’s maiden name – that is, last name before marriage (if married)
d. mother’s place of birth
e. father’s first name
f. father’s place of birth
g. wife’s or husband’s first name
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STEP 3 The Presiding Officer ascertains the identity of the elector and, once
satisfied that the elector is the one on the Official Voters’ List, the Presiding
Officer completes Oath Form #11 (Oath of Identity with Fingerprint of
Elector), administers same orally and instructs the elector to sign the form.
PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
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STEP 4 The Presiding Officer inspects the right index finger and all other
fingers of the elector for stain of electoral ink using the integrity lamp
to ascertain if the elector has already voted.
PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
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STEP 5 The Presiding Officer, once satisfied that the elector is entitled to vote,
detaches the ballot paper from the stub instructs the Poll Clerk to
record the elector’s name, the serial number of the ballot paper and all
other pertinent information of the elector in the Poll Book as well as
the word “sworn” or “affirmed” and Oath #11 in the respective
columns.
PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD
STEP 6 Steps 6 -14 as previously described for the ordinary elector are then
followed.
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PROCEDURE FOR VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)
STEP 1 The Presiding Officer greets the elector cordially and requests from the
elector his/her name, occupation, address and Elector Registration
Identification Card (Voter ID Card).
The elector gives his/her name, occupation, address and presents his/her
Voter ID Card. The Official Voters’ List is checked and there is an entry which
closely corresponds to the name given by the elector.
An elector whose name is incorrectly spelt on his/her Elector Registration
Identification Card (Voter ID Card) or on the Voters’ List is referred to as a
voter with variance.
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STEP 2 The Presiding Officer ascertains the identity of the elector using information
from the Black Book and determines whether there is a mistake on the Voters’
List. Once verified that the variance is due to an incorrectly spelt name and that
it is the same elector as on the Voters’ List, the elector’s right index finger and
all other fingers are inspected for stain of electoral ink using the integrity lamp
to ascertain if the elector has already voted. The Presiding Officer must then
administer Oath Form #9 to the elector.
PROCEDURE FOR THE VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)
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STEP 3 The Presiding Officer instructs the Poll Clerk to record the correct
spelling of elector’s name and all other pertinent information of the
elector in the Poll Book, including the elector’s name as appears on
the Official Voters’ List as well as the word “sworn” or “affirmed” and Oath Form #9 in the respective columns.
PROCEDURE FOR THE VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)
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STEP 4 The Presiding Officer, once satisfied that the elector is entitled to vote,
detaches the ballot paper from the stub, gives the serial number of the
ballot paper to the Poll Clerk and instructs him/her to record same and
all other pertinent information in the Poll Book.
PROCEDURE FOR THE VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)
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STEP 5 Steps 6 - 14 as previously described for the ordinary elector are then
followed.
PROCEDURE FOR THE VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)
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VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
STEP 1
The Presiding Officer greets the
elector cordially and requests the
elector his/her name, occupation,
address and Elector Registration
Identification Card (Voter ID
Card). The elector gives his/her
name, occupation, address and
presents his/her Voter ID Card.
An elector who is visually impaired by blindness may be assisted by a friend or the
presiding officer to mark his/her ballot.
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VOTING PROCEDURE FOR THE BLIND
ELECTOR BALLOT MARKED BY FRIEND STEP 1 (Cont’d)
The elector states his/her reasons for not being able to mark the ballot paper without assistance. The Presiding Officer ascertains that the elector appears to be blind, and then clearly outlines the options available to the elector.
That is, the Presiding Officer or a friend may mark the ballot on behalf of the elector;
• If by a friend of the elector – the ballot will be marked at the voting booth by the friend on the instruction of the elector
• If by the Presiding Officer – the ballot will be marked at the Presiding Officer’s desk in full view of the Poll Clerk and sworn Agents.
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STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ List for
the elector’s name. If found, place a tick in the check box against the
name on the Presiding Officer’s Official Voters’ List and the Official
Voters’ List used by the Poll Clerk.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 3 The Presiding Officer checks the Elector Registration Identification Card
(Voter ID Card) for its authenticity and to ascertain the identity of the
elector, to satisfy himself/herself that it is the same elector as on the
Official Voters’ List.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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Step 4 The Presiding Officer inspects the right index finger and all other fingers of
the elector for electoral ink or stain using the integrity lamp to ascertain if
the elector has already voted.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 5 The Presiding Officer administers Oath Form #13 to the elector and
Oath Form #14 to the friend of the blind elector.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 6 The Presiding Officer, once satisfied that the elector is entitled to vote,
instructs the Poll Clerk to record the elector’s name and all other
pertinent information of the elector in the Poll Book as well as the word
“sworn” or “affirmed” and Oath Form #13 in the respective
columns.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 7 The Presiding Officer, detaches the ballot paper from the stub, gives the
serial number of the ballot paper to the Poll Clerk and instructs him/her
to record same and all other pertinent information in the Poll Book.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 8 The Presiding Officer authenticates the ballot by:
a. placing his/her initials in the ‘Space for Initials of P.O.’; and
b. recording the consecutive number given to the elector in the Poll
Book, that is, “Consecutive Number given to each Elector as he
applies for Ballot” in the space on the ballot ‘Voter’s Number on
Roll’
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 9 The Presiding Officer gives the friend of the elector the necessary
instructions on how to properly mark, fold and return the ballot.
He/she directs both the elector and the friend to the voting booth.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 10 The blind elector and his friend proceed to the voting booth.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 11 The friend marks the ballot on the instruction of the blind
elector, folds it and returns it folded to the Presiding Officer
such that his/her mark is not seen but showing the initials of
the Presiding Officer.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 12 The Presiding Officer examines the serial number on the ballot
and, once satisfied that it is the same ballot, gives the serial
number to the Poll Clerk who records same in the prescribed
column ‘Serial No. of Ballot returned’ in the Poll Book.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 13 The Presiding Officer removes and destroys (by tearing)
the counterfoil in the presence of the elector.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 14 The Presiding Officer re-examines the blind elector’s right
index and other fingers for any substance that could
prevent the electoral ink from staining the elector’s finger.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 15 The Presiding Officer, once satisfied that there is no substance
on the fingers, instructs the elector to immerse his/her right
index finger in the electoral ink. After the immersion of the
finger, the Presiding Officer then proceeds to deposit the
ballot in the box.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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STEP 16 The Presiding Officer instructs the Poll Clerk to record the following in
the Poll Book: the word “voted” in the column ‘Record that Elector
has voted’ and “Blindness – Ballot Marked by a Friend” in the
remarks column.
N.B. Once the elector is accompanied by a friend or companion the Presiding Officer shall require
that the friend or companion take the Oath of the Friend of the Blind Elector (Oath Form
#14) which is an obligation to ensure the intent and secrecy of the vote.
No person (friend or companion) is allowed to act as the friend of more than one blind or
incapacitated elector on the day of the election.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND
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VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
STEP 1
The Presiding Officer greets the elector cordially and requests from the elector his/her name, occupation, address and Elector Registration Identification Card (Voter ID Card). The elector gives his name, occupation, address and presents his/her Voter ID Card. The elector states his/her reasons for not being able to mark the ballot paper without assistance. The Presiding Officer ascertains that the elector appears to be blind, and then clearly outlines the options available to the elector.
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VOTING PROCEDURE FOR THE BLIND ELECTOR
ALLOT MARKED BY PRESIDING OFFICER STEP 1 (Cont’d)
• The elector states his/her reasons for not being able to mark the ballot paper without assistance. The Presiding Officer ascertains that the elector appears to be blind, and then clearly outlines the options available to the elector. That is, the Presiding Officer or a friend may mark the ballot on behalf of the elector;
a) If by a friend of the elector – the ballot will be marked at the voting booth by the friend on the instruction of the elector,
b) If by the Presiding Officer – the ballot will be marked at the Presiding Officer’s desk in full view of the Poll Clerk and sworn Agents.
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VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ List for the
elector’s name. If found, place a tick in the check box against the name on the
Presiding Officer’s Official Voters’ List and the Official Voters’ List used by the
Poll Clerk.
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STEP 3 The Presiding Officer checks the Elector Registration Identification
Card (Voter ID Card) for its authenticity and to ascertain the identity
of the elector, to satisfy himself/herself that it is the same elector as on
the Official Voters’ List.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 4 The Presiding Officer inspects the right index finger and other fingers of
the elector for electoral ink or stain using the integrity lamp to
ascertain if the elector has already voted.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 5 The Presiding Officer administers the Oath of the Blind Elector
(Oath #13) to the elector stating his/her incapacity to vote without
assistance.
The Presiding Officer ensures that all his discussion with the blind
elector is done in a tone which is audible to the Poll Clerk and the
Agents of Candidates.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 6 The Presiding Officer, once satisfied that the elector is entitled to vote;
instructs the Poll Clerk to record the elector’s name and all other
pertinent information of the elector in the Poll Book as well as the
word “sworn” or “affirmed” and Oath Form #13 in the respective
columns.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 7 The Presiding Officer detaches the ballot paper from the stub, gives the
serial number of the ballot to the Poll Clerk and instructs him/her to
record same in the Poll Book.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 8 The Presiding Officer authenticates the ballot by:
a. placing his/her initials in the ‘Space for Initials of P.O.’; and
b. recording the consecutive number given to the elector in the Poll
Book, that is, “Consecutive Number given to each Elector as he
applies for Ballot” in the space on the ballot ‘Voter’s Number on
Roll’.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 9 The Presiding Officer then marks the ballot (with the pencil) on the
instructions of the blind elector in the presence of the Poll Clerk and
sworn or affirmed Agents of the Candidates.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 10 The Presiding Officer removes and destroys (by tearing) the
counterfoil in the presence of the elector. The finger of the
blind elector is stained in the electoral ink and the ballot is
then deposited in the ballot box by the Presiding Officer in full
view of all present.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 11 The Presiding Officer instructs the Poll Clerk to record the
following in the Poll Book: the word “voted” in the column
‘Record that Elector has voted’ and “Blindness – Ballot
Marked by the Presiding Officer” in the remarks column.
VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER
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STEP 1
The Presiding Officer greets the elector
cordially and requests from the elector
his/her name, occupation, address and
Elector Registration Identification Card
(Voter ID Card). The elector gives his
name, occupation, address and presents
his/her Voter ID Card.
The physically challenged or incapacitated
elector states his/her reasons for not
being able to mark the ballot.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
An elector who is physically challenged or incapacitated other than blindness
may be assisted by a friend or the presiding officer to mark his/her ballot.
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STEP1 (Cont’d)
Based on identifying the physical condition of the elector, the Presiding Officer clearly outlines the options available to the elector, that is, the Presiding Officer or a friend may mark the ballot on behalf of the elector;
a) If by a friend of the elector – the ballot paper will be
marked at the voting booth by the friend on the instruction of the elector,
b) If by the Presiding Officer – the ballot paper will be marked at the Presiding Officer’s desk in view of the Poll Clerk and sworn Agents.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ List for the
elector’s name. If found, place a tick in the check box against the name on
the Presiding Officer’s Official Voters’ List and the Official Voters’ List used
by the Poll Clerk.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 3 The Presiding Officer checks the Elector Registration Identification Card
(Voter ID Card) for its authenticity and to ascertain the identity of the
elector, to satisfy himself/herself that it is the same elector as on the Official
Voters’ List.
STEP 4 The Presiding Officer inspects the right index finger and all other fingers (if
any) for stain of electoral ink using the integrity lamp to ascertain if the
elector has already voted.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 5 The Presiding Officer administers Oath of Incapacitated Elector (Oath
Form #12) to the elector and Oath of Friend of Blind Elector (Oath
Form #14) to the friend of the Physically Challenged or incapacitated
Elector.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 6 The Presiding Officer, once satisfied that the elector is entitled to vote;
instructs the Poll Clerk to record the elector’s name and all other
pertinent information in the Poll Book as well as the word “sworn” or
“affirmed” and Oath Form #12 in the respective columns.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 7 The Presiding Officer detaches the ballot paper from the stub, gives the
serial number of the ballot paper to the Poll Clerk and instructs
him/her to record same and all other pertinent information in the Poll
Book.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 8 The Presiding Officer authenticates the ballot by:
a. placing his/her initials in the ‘Space for Initials of P.O.’; and
b. recording the consecutive number given to the elector in the Poll
Book, that is, “Consecutive Number given to each Elector as he
applies for Ballot” in the space on the ballot ‘Voter’s Number on
Roll’.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 9 The Presiding Officer gives the friend of the Incapacitated Elector,
the necessary instructions on how to properly mark, fold and return the
ballot paper. He directs both the elector and the friend to the voting booth.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 10 The Physically Challenged or Incapacitated Elector and
his/her friend proceed to the voting booth.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 11 The friend marks the ballot paper, on the instruction of the
Physically Challenged or Incapacitated Elector, folds it and
returns it folded to the Presiding Officer such that his/her mark
is not seen but showing the initials of the Presiding Officer.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 12 The Presiding Officer examines the serial number on the
ballot paper and, once satisfied that it is the same ballot
paper, gives the serial number to the Poll Clerk who
records same in the prescribed column “Serial No. of
Ballot returned” in the Poll Book.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 13 The Presiding Officer removes and destroys (by tearing)
the counterfoil in the presence of the elector.
STEP 14 The Presiding Officer re-examines the Physically
Challenged or Incapacitated Elector’s right index
finger and other fingers (if any) for any substance that could
prevent the electoral ink from staining the elector’s finger.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 15 The Presiding Officer, once satisfied that there is no substance
on the fingers, instructs the elector to immerse his/her right
index finger in the electoral ink. After the immersion of the
finger, the Presiding Officer then proceeds to deposit the
ballot paper in the ballot box.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 16 The Presiding Officer instructs the Poll Clerk to record the following in the
Poll Book: the word “voted” in the column ‘Record that Elector has voted’
and “Incapacitated Ballot Marked by Friend” in the remarks column.
N.B. Once the elector is accompanied by a friend or companion the Presiding Officer shall require
that the friend or companion take the Oath of the Friend of the Blind Elector (Oath Form
#14) which is an obligation to ensure the intent and secrecy of the vote.
No person (friend or companion) is allowed to act as the friend of more than one blind, physically
challenged or incapacitated elector on the day of the election.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY FRIEND
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STEP 1
The Presiding Officer greets the
elector cordially and requests his/her
name, occupation, address and Elector
Registration Identification Card (Voter
ID Card). The elector gives his/her
name, occupation, address and presents
his/her Voter ID Card.
The elector states his/her reasons for
not being able to mark the ballot paper
without assistance. Based on identifying
the physical condition of the elector,
the Presiding Officer clearly outlines
the options available to the elector.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 1(Cont’d)
The Presiding Officer or a friend may mark the ballot on behalf of the elector;
a) If by a friend of the elector – the ballot will be marked at
the voting booth by the friend on the instruction of the elector,
b) If by the Presiding Officer – the ballot will be marked at the Presiding Officer’s desk in full view of the Poll Clerk and sworn Agents.
VOTING PROCEDURE FOR THEPHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ List for the
elector’s name. If found, place a tick in the check box against the name on
the Presiding Officer’s Official Voters’ List and the Official Voters’ List used
by the Poll Clerk.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 3 The Presiding Officer checks the Elector Registration Identification Card
(Voter ID Card) for its authenticity and to ascertain the identity of the
elector, to satisfy himself/herself that it is the same elector as on the Official
Voters’ List.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 4 The Presiding Officer inspects the right index finger and other fingers of the
elector for electoral ink or stain using the integrity lamp to ascertain if the
elector has already voted.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 5 The Presiding Officer administers the Oath of the Physically Challenged or
Incapacitated Elector (Oath #12) to the elector stating his/her incapacity to vote
without assistance.
The Presiding Officer ensures that all his discussions with the Physically Challenged or Incapacitated Elector are done in a tone which is audible to the Poll Clerk and the Agents of Candidates.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 6 The Presiding Officer, once satisfied that the elector is entitled to vote;
instructs the Poll Clerk to record the elector’s name and all other pertinent
information in the Poll Book as well as the word “sworn” or “affirmed” and
Oath Form #12 in the respective columns.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 7 The Presiding Officer detaches the ballot paper from the stub, gives the
serial number of the ballot paper to the Poll Clerk and instructs him/her to
record same in the Poll Book.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 8 The Presiding Officer authenticates the ballot by:
a. placing his/her initials in the “Space for Initials of P.O.”; and
b. recording the consecutive number given to the elector in the Poll Book,
that is, “Consecutive Number given to each Elector as he applies for
Ballot” in the space on the ballot paper “Voter’s Number on Roll”.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 9 The Presiding Officer then marks the ballot paper (with the pencil) on the
instructions of the Physically Challenged or Incapacitated Elector in the
presence of the Poll Clerk and sworn or affirmed Agents of the Candidates.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 10 The Presiding Officer removes and destroys (by tearing) the
counterfoil in the presence of the elector. The finger of the
Physically Challenged or Incapacitated Voter is stained in the
electoral ink and the ballot paper is then deposited in the box by the
Presiding Officer in full view of all present.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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STEP 11 The Presiding Officer instructs the Poll Clerk to record the following
in the Poll Book: the word “voted” in the column ‘Record that
Elector has voted’ and “Physically Challenged or
Incapacitated – Ballot Marked by the Presiding Officer” in the
remarks column.
VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR
BALLOT MARKED BY PRESIDING OFFICER
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PROCEDURE FOR THE PERSONATED ELECTOR
A personated elector is one who, when applying for a
ballot paper, is informed that someone has already
voted in his/her name. In such case the elector, before
being issued with a ballot paper, must be advised of
the situation and be informed of the procedures to be
followed in order for him or her to be issued with a
ballot paper.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 1 The Presiding Officer greets the elector cordially and requests from the
elector his/her name, occupation, address and Elector Registration
Identification Card (Voter ID Card). If given, the Presiding Officer checks
the ID card presented for its authenticity and to ascertain the identity of
the elector, to satisfy himself/herself that it is the same elector as on the
Official Voters’ List.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ Lists for
the elector’s name and find that a tick has already been placed beside the
name. If further checks reveal that someone has already voted in that
name, then the Presiding Officer conducts the relevant checks.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 3 The Presiding Officer thoroughly checks the elector’s right index finger
and other fingers for electoral ink or stain using the integrity lamp. If there
is no electoral ink or stain on the elector’s fingers, the Presiding Officer
then proceeds to inform the elector that someone has already voted in
the given name and explains the process to be followed in such case.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 4 In this case, the Presiding Officer asks the elector relevant questions from
the Black Book to ascertain his/her identity. Once satisfied, the Presiding
Officer must complete the Oath of Identity (Oath Form #11) then
administers same orally.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 5 The Poll Clerk records the word “sworn” or “refused” in the Poll Book
as applicable in the column ‘Record that Oath sworn or refused”. If
sworn or affirmed, the elector must be allowed to vote.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 6 In the remarks column of the Poll Book, the Poll Clerk inserts the words
“Second Ballot issued, see consecutive no……” stating the
consecutive number given to the personator in the Poll Book when it was
entered at the instance.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 7 The Presiding Officer proceeds to:
i. detach the ballot from the stub
ii. give the serial number of the ballot paper to the Poll Clerk
iii. instruct the Poll Clerk to record the elector’s name, consecutive number of
elector on Voters’ List and the word “sworn” or “affirmed” on the right hand
side of the Poll Book under the column ‘Particulars of persons applying for
Ballot Papers after another person has voted as such person’, as well as
Oath Form #11 in the respective column and other pertinent information.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 8 The Presiding Officer authenticates the ballot paper by:
I. placing his/her initials in the “Space for Initials of P.O.”; and
II. recording the consecutive number given to the elector in the Poll
Book, that is, “Consecutive Number given to each Elector as he
applies for Ballot” in the space on the ballot paper “Voter’s Number
on Roll”.
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PROCEDURE FOR THE PERSONATED ELECTOR
STEP 9 Steps 7 - 14 as previously described for the ordinary elector are then
followed.
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REFUSAL BY ELECTOR TO TAKE OATH OR ANSWER QUESTION
• According to the Representation of the People Act (ROPA) an
elector should answer all questions put to him or her in
relation to his or her qualification to be issued with a ballot.
Equally, he/she should swear or affirm any oath to be
administered to him or her by the Presiding Officer in
satisfying his/her identity and qualification to vote at a polling
station.
An elector who correctly answers such questions and
takes the required oath as instructed by the Presiding
Officer should be issued a ballot.
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REFUSAL BY ELECTOR TO TAKE OATH OR ANSWER QUESTION
An elector who refuses to swear or answer relevant and
proper questions is not to be issued a ballot
1. either at the time of the refusal or
2. if upon reflection or encouragement, he/she wishes to
change his/her mind or
3. if he/she returns later in the day to the polling station
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REFUSAL BY ELECTOR TO TAKE OATH OR ANSWER QUESTION Cont’d
• The words “Refused to Swear” must be recorded in the column
‘Record that Oath Sworn or Refused’ or the words “Refused to
Affirm” or “Refused to Answer” in the remarks column of the
Poll Book as applicable. Similarly, an erasing line must be drawn
through the elector’s name on the Official Voters’ List and opposite
the name, the words “Refused to Swear”, “Refused to Affirm”
or “Refused to Answer” as applicable.
• In this case no details pertaining to the elector should be
recorded in the Poll Book, as the Poll Clerk should only record
information of an elector when a ballot is issued. However, if by
error the Poll Clerk records any such details, a line must be drawn
through the entry in the Poll Book.
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OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE
The Process:
• In a polling station, there may be instances when an objection
is made to an elector being issued a ballot paper or an
objection to the elector's right to vote in a particular polling
station by the Agent of Candidate.
• The grounds for objection must be clearly stated by the Agent
of Candidate. This should be related to the elector being
qualified to vote in the polling station in which he/she
requests a ballot. In determining the elector’s right to
vote at the polling station, the qualification of the
elector requesting the ballot must be clearly
established by the Presiding Officer.
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OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE
The Process:
• Once the elector's name is on the Official Voters’ List and
his/her identification is established satisfactorily by the
Presiding Officer he/she must be allowed to vote. The
Presiding Officer must inform the Agent of Candidate making
the objection that he/she is satisfied as to the identity of the
elector and his/her qualification to vote at the polling station
and that his/her objection will be recorded in the Poll Book.
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OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE
Step 1 The Presiding Officer must establish to his/her satisfaction the identity of the elector.
Step 2 The Presiding Officer administers the relevant section(s) of Oath Form #10 (Oath of Qualification) as applicable.
Step 3 The Presiding Officer inspects the right index finger and other fingers of the elector for electoral ink or stain using the integrity lamp to ascertain if the elector has already voted.
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OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE
Step 4 Once satisfied that the elector is qualified to vote, the Presiding Officer instructs the Poll Clerk to record the elector’s name and all other pertinent information of the elector, the word “sworn” or “affirmed” and Oath Form #10 in the respective columns of the Poll Book.
The objections made by the Agent of Candidate must be recorded in the column ‘Objections if any made on behalf of any Candidates’, example, "objected to by Clarke's agent as not the person on Voters’ List”.
Step 5 Steps 6-14 as previously described for the ordinary elector are then followed.
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OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE
• If an objection has been sustained by the Presiding
Officer and the elector refuses to answer questions
put to him by the Presiding Officer from the Black
Book or refuses to swear or affirm, he/she should not
be issued a ballot paper.
• The Indoor Agent who objects to a person being
issued with a ballot should be allowed to see that
person’s Black Book information to satisfy
himself/herself of the identity.
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OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE
• The Presiding Officer makes the final decision. If the
objection still remains, the Presiding Officer shall ask
the Poll Clerk to record the objection in the Poll
Book.
Objections made by agents must be recorded.
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REASONS FOR A PRESIDING OFFICER NOT TO ISSUE A BALLOT
A ballot paper is issued by a Presiding Officer to an elector where he/she satisfies the prescribed voting requirements. The Presiding Officer should not issue a ballot based on the following reasons:
1. The elector is deemed not to be on the Voters’ List
2. The elector cannot be identified as the person on the Voters’ List
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REASONS FOR A PRESIDING OFFICER NOT TO ISSUE A BALLOT
Cont’d
3. The elector is not qualified to vote at the polling station
4. The elector refuses to answer relevant and proper questions
5. The elector refuses to swear or affirm to his/her identity and/or qualification to vote.
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ELECTOR REFUSAL TO IMMERSE APPROPRIATE DIGIT IN INK
An elector having been issued a ballot paper, marks the ballot paper and returns it to the Presiding Officer but refuses to immerse his/her appropriate digit (right index finger) in the ink. The Presiding Officer should deem the ballot spoiled and:
a. deface the ballot paper by:
• removing the counterfoil and destroying it (by tearing)
• drawing a line through his/her initials
• writing the words “Refused to Dip” across the ballot paper
• using the pen to punch a hole through the ballot paper
• placing the ballot paper in the envelope labeled Form E8 for Spoiled Ballots (tan colour)
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Cont’d
b. draw a line through the elector’s name on the Presiding
Officer’s Official Voters’ List and write “Refused to Dip”
c. instruct the Poll Clerk to:
• record “Refused to Dip” in the remarks column of the Poll Book;
• draw a line through the elector’s name on the Official Voters’ List used by the Poll Clerk and record “Refused to Dip” beside the elector’s name.
ELECTOR REFUSAL TO IMMERSE APPROPRIATE DIGIT IN INK
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SPOILED BALLOTS
A spoiled ballot is one which is invalid because the elector
declares that he/she has made a mistake. In this case the elector
should return the ballot issued to him/her by the Presiding Officer
folded. The Presiding Officer without inspecting the ballot should
accept the elector’s word that he/she has made an error and
should not attempt to ascertain what mistake(s) was/were made.
In such case the Presiding Officer should deface the ballot by:
a. removing the counterfoil and destroying it (by tearing)
b. drawing a line through his/her initials
c. writing the word “Spoiled” across the ballot paper
d. using the pen to punch a hole through the ballot paper
e. placing the ballot paper in the envelope labeled Form E8
for Spoiled Ballots (tan colour)
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The Presiding Officer in issuing another ballot paper
should inform the elector that his/her right to
obtain another ballot paper is not limited to one
but he/she should have good explanation of his/her
failure to properly mark the ballot paper.
The Presiding Officer should proceed to give clear
and precise instructions to the elector relating to
the marking of the ballot paper.
SPOILED BALLOTS
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
1. Where an elector having marked a ballot paper issued to
him, displays it to any person or persons in a polling
station or to persons in the vicinity of the polling station
in a manner which would allow any other person to see
how he/she has marked the ballot paper.
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
2. Where an elector having been issued a ballot paper
returns same with the counterfoil removed. The Presiding
Officer should deface the ballot by:
a. removing the counterfoil and destroying it (by tearing)
b. drawing a line through his/her initials
c. writing the word “Spoiled” across the ballot paper
d. using the pen to punch a hole through the ballot paper
e. placing the ballot paper in the envelope labeled Form
E8 for Spoiled Ballots (tan colour)
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
Where the ballot is deemed spoiled, the Presiding Officer should:
• reinforce the instructions on how to properly mark, fold and
return the ballot paper
• proceed to issue another ballot paper to the elector with the
appropriate warning not to repeat similar action.
• instruct the Poll Clerk to record the serial number of ballot
paper returned in the column ‘Serial No. of Ballot
returned’. In the line immediately following the elector’s
details place a dash (–) in the first column of the Poll Book
‘Consecutive number given each Elector as he applies
for Ballot’.
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
Where the ballot is deemed spoiled, the Presiding Officer should:
• Record in the column ‘Serial No. of Ballot issued’ the serial
number of the second ballot being issued and when such ballot
is returned the serial number must be written in the column
‘Serial No. of Ballot returned’ in the same line.
Note: No details of the elector should be repeated in this line of
the Poll Book.
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
3. Where the ballot paper returned was never issued by the
Presiding Officer. In this case, another ballot paper should not
be issued to the elector. The Presiding Officer should deem
the ballot spoiled and deface the ballot paper by:
a. removing the counterfoil and destroying it (by tearing)
b. drawing a line through his/her initials
c. writing the word “spoiled” across the ballot paper
d. using the pen to punch a hole through the ballot paper
e. placing the ballot paper in the envelope labeled Form E8
for Spoiled Ballots (tan colour)
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
4. Where an elector takes a photograph of the marked ballot paper,
the Presiding Officer must inform the elector that another ballot
paper will not be issued as this is a breach of secrecy. The
Presiding Officer should deem the ballot spoiled and:
a. deface the ballot paper by:
• removing the counterfoil and destroying it (by tearing)
• drawing a line through his/her initials
• writing the words “Ballot Photographed” across the
ballot paper
• using the pen to punch a hole through the ballot paper
• placing the ballot paper in the envelope labeled Form E8
for Spoiled Ballots (tan colour)
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4 (Cont’d)
b. draw a line through the elector’s name on the
Presiding Officer’s Official Voters’ List and write
“Ballot Photographed”
c. instruct the Poll Clerk to:
• record the serial number of ballot paper returned in
the column ‘Serial No. of Ballot returned’;
• record “Ballot Photographed” in the remarks
column of the Poll Book;
• draw a line through the elector’s name on the Official
Voters’ List used by the Poll Clerk and record “Ballot
Photographed” beside the elector’s name.
SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
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SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED
5. Where the ballot paper is soiled or improperly printed, the Presiding Officer should remove the ballot from the stub, then deem it spoiled by writing the word “soiled” or “improperly printed” across the ballot paper and place in the Form E8 envelope for Spoiled Ballots.
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INDOOR AGENTS VOTING ON TRANSFER CERTIFICATES
Where an Indoor Agent’s name appears on the Official Voters’ List
in another polling station within the same constituency for a
parliamentary election and in the same electoral division for a
municipal election such elector (Agent) may be issued a Transfer
Certificate which allows him/her to vote in the polling station in
which he/she is assigned to work.
The Returning Officer shall draw a line through the elector’s (Agent)
name or cause the name to be removed from the Official Voters’
List of registration and place on the Official Voters’ List at the
polling station where he/she is assigned to work.
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The Indoor Agent must:
• present a Transfer Certificate to the Presiding Officer at
the polling station where his/her name has been added and
is assigned to work
• satisfy the Presiding Officer of his/her identity before
he/she is allowed to vote
The normal voting procedures must be followed in relation to
the elector (Agent) being allowed to vote and the words “voted
on Transfer Certificate” should be recorded in the remarks
column of the Poll Book.
INDOOR AGENTS VOTING ON TRANSFER CERTIFICATES
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RULES GOVERNING THE PRESENCE OF THE CANDIDATE AND HIS/HER AGENT IN A POLLING STATION (FIVE MINUTES RULE)
• A Candidate and his/her Indoor Agent should not be
present in a polling station at the same time for more
than five consecutive minutes.
• Once the Candidate arrives the Presiding Officer must
note the arrival time of the Candidate. He/she must
greet the Candidate and inform him/her of the allotted
time (5 minutes) to be in the polling station with
his/her Indoor Agent present.
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• If after five consecutive minutes, both Agent and
Candidate are still inside the polling station, the Presiding
Officer should remind the Candidate of the Five
Minutes Rule.
• If the Candidate decides to remain in the polling station
for more than the allotted time with his Agent present,
the Presiding Officer must inform the Agent that he/she
must leave the polling station as both Agent and
Candidate are not allowed to be in the polling station
beyond five consecutive minutes.
RULES GOVERNING THE PRESENCE OF THE CANDIDATE AND HIS/HER AGENT IN A POLLING STATION (FIVE MINUTES RULE)
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If the candidate remains, he/she must be sworn
to secrecy as an Indoor Agent in order for
him/her to observe and participate in the taking
of the poll within the polling station.
RULES GOVERNING THE PRESENCE OF THE CANDIDATE AND HIS/HER AGENT IN A POLLING STATION (FIVE MINUTES RULE)
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Summary How to record entries in the Poll Book
1. The word ‘voted’ is recorded after the elector’s ballot
has been deposited in the ballot box.
2. The word ‘sworn’ or ‘affirmed’ is written after an oath
or affirmation has been administered.
3. The oath number must be recorded.
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4. The words ‘Refused to be sworn’ or ‘Refused to affirm’ or
‘Refused to answer’ must be written in instances where this
is applicable. If the elector refuses to take the oath when
required or to answer proper questions, a line should be
drawn through his name on the official list and also through
the entry made in the poll book if such name was already
entered in the poll book.
NB. An elector who has refused to be sworn or to answer proper questions is not to be given a ballot either at the time or later in the day.
Summary
How to record entries in the Poll Book
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5. Any objections made by the agent(s) in relation to the
taking of the poll must be recorded.
6. The poll book must not be pre-numbered by the clerk.
It should remain blank until the elector makes an
application for ballot paper. After checking the voters’
list the consecutive number and all information
pertinent to the elector must be recorded.
Summary
How to record entries in the Poll Book
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7. All information must be recorded in full. There should be no ‘ditto’ marks. The word ‘Voted’ must be recorded opposite the name of each elector.
8. The consecutive number written in the poll book is different from the entry number of the elector on the Voter’s List. NB. Voters’ number on roll - should correspond to the consecutive number given in the poll book.
9. At the close of the poll a line must be drawn across the existing space so that no other entry is made. This is done by the Presiding Officer after recording and endorsing a statement worded thus “The number of persons who voted at this polling station in this election is ……………….’’ The signature of the Presiding Officer must be affixed to this statement.
Summary How to record entries in the Poll Book
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QUESTION & ANSWER
END OF SESSION 2
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DAY THREE
DURATION 3 HOURS
Objectives
Given the election documents, the participants
will be able to conduct a mock exercise,
simulating all procedures and completing the
Statement of Poll.
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CHAPTER 4 ELECTION DAY
CLOSE OF POLL PROCEDURES
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The poll closes at 5:00 p.m.; all eligible electors within the precinct of the
polling location who are desirous of voting must be allowed to cast their vote.
The following steps must be followed:
The Presiding Officer should:
• declare the poll closed – the Presiding Officer at 5:00 p.m. verbally declares
in an audible manner, to those in the vicinity, that the poll is now closed;
• note the last person in the line and instruct the police officer/PSSA not to
allow any other person to join;
CLOSE OF POLL PROCEDURE
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The Presiding Officer should:
• communicate with the EDW Cluster Supervisor to
ascertain if there are electors within the precinct of the
polling location;
• allow persons in line and in the precinct of the polling
location to vote.
Once all eligible electors have voted the following steps
must be taken.
CLOSE OF POLL PROCEDURE
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The Presiding Officer should undertake the following procedures:
STEP 1 Seal Slot on Ballot Box and Certify Poll Book
Seal the slot on the top of the ballot box with the ballot box
seal provided
PROCEDURE AT THE CLOSE OF POLL
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STEP 1 Cont’d Seal Slot on Ballot Box and Certify Poll Book
Examine the Poll Book for completion and then certify the Poll Book by writing
the statement below the last entry, “The number of persons who voted at
this polling station in this election is……” (stating in words and numerals
the number of electors who voted)
PROCEDURE AT THE CLOSE OF POLL
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STEP 1 Cont’d Seal Slot on Ballot Box and Certify Poll Book
• place his/her signature and date at the end of the statement
• draw a single diagonal line immediately after the statement
from left to right to the last line on the page
PROCEDURE AT THE CLOSE OF POLL
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Admit at least two (2) witnesses to observe the proceedings of the Preliminary
Count, if the official Indoor Agents are not present
STEP 2 Admit Witnesses
PROCEDURE AT THE CLOSE OF POLL
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Check and package spoiled ballot papers
STEP 3 Reconcile and Package Spoiled Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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Record the number of spoiled ballots on the envelope labelled Form
E8 for Spoiled Ballots (tan colour). If there are no spoiled ballot
papers, insert the word “none” on the Form E8 envelope
STEP 3 Cont’d Reconcile and Package Spoiled Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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Seal and sign across the sealed envelope
STEP 3 Cont’d Reconcile and Package Spoiled Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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Instruct the Poll Clerk and Agents of Candidates to sign across
the seal of the envelope
STEP 3 Cont’d Reconcile and Package Spoiled Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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Count the number of unused ballots
STEP 4 Reconcile and Package Unused Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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Record the number of unused ballots on the envelope labelled
Form E5 (purple colour)
STEP 4 Cont’d Reconcile and Package Unused Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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• Package unused ballots and stubs in the Form E5 envelope for
Unused Ballot Papers
• Reconcile the number of ballots spoiled, unused and the number of
persons who voted as written in the Poll Book against the number
supplied by the Returning Officer for accuracy and correctness
STEP 4 Cont’d Reconcile and Package Unused Ballot Papers
L PROCEDURE AT THE CLOSE OF POLL
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• Seal and sign across the sealed envelope
• Instruct the Poll Clerk and Agents of Candidates to sign across
the seal of the envelope as well
STEP 4 Cont’d Reconcile and Package Unused Ballot Papers
PROCEDURE AT THE CLOSE OF POLL
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• Set aside all documents that are not needed for the counting
process and clear the table
• Issue Tally Sheets (Form B4) to Poll Clerk and Agents of
Candidates in preparation for Preliminary Count
STEP 5 Prepare for the Preliminary Count
PROCEDURE AT THE CLOSE OF POLL
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Open the ballot box and take out ballot papers one by one
STEP 6 Count and Reconcile Ballots Cast
PROCEDURE AT THE CLOSE OF POLL
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Unfold and count audibly as well as show ballots to the Poll Clerk
and Agents of Candidates
STEP 6 Cont’d Count and Reconcile Ballots Cast
PROCEDURE AT THE CLOSE OF POLL
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Place the ballots cast for each candidate in separate piles
STEP 6 Cont’d Count and Reconcile Ballots Cast
PROCEDURE AT THE CLOSE OF POLL
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Deem a ballot rejected for the following reasons:
• ballot papers were not supplied by the Presiding Officer
• ballot papers were not marked for any candidate
• ballot papers were marked for more than one candidate
• ballot papers had marking or writing by which the elector could be
identified
• ballot papers were marked with an instrument other than the pencil
provided
A “Rejected” ballot is one which is found in the box after close of poll.
The ballot should not be rejected because the Presiding Officer failed
to remove the counterfoil or to place his/her initial in the designated
space on the ballot paper.
STEP 6 Cont’d Count and Reconcile Ballots Cast
PROCEDURE AT THE CLOSE OF POLL
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• This section of the Poll Book must only be completed if an Agent of
Candidate objects to a ballot paper being counted or not counted by
the Presiding Officer and the Presiding Officer’s decision differs from
that of the Agent.
• The Presiding Officer should record on the back of the ballot paper
the consecutive number based on the sequence of objections, the
nature of the objection and his/her initials. Similarly, record the
consecutive number written on the ballot paper in the corresponding
column of the Poll Book ‘Consecutive Number’, and in the column
‘Enter the name of objector and nature of objection’ record
the details of the objection.
Completing ‘Special Form for Recording Objections to Ballot Paper’ in
the Poll Book at Close of Poll
PROCEDURE AT THE CLOSE OF POLL
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Place the ballots cast for each candidate in the respective colour coded
envelope Form E14.
DO NOT REFOLD BALLOT PAPERS
STEP 7 Package and Record Ballots Cast for Each Candidate
PROCEDURE AT THE CLOSE OF POLL
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Write clearly the number of ballots cast for each candidate on
the respective envelope
STEP 7 Cont’d Package and Record Ballots Cast for Each Candidate
PROCEDURE AT THE CLOSE OF POLL
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• Seal and sign across the sealed envelope
• Instruct the Poll Clerk and Agents of Candidates to sign across
the seal of the envelope
STEP 7 Cont’d Package and Record Ballots Cast for Each Candidate
PROCEDURE AT THE CLOSE OF POLL
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• Place rejected ballot papers in the envelope labelled Form E7 for
Rejected Ballots (bright yellow)
• Write on the envelope in words and figures, the number of ballot
papers enclosed
STEP 8 Package and Record Rejected Ballots
PROCEDURE AT THE CLOSE OF POLL
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Seal and sign across the seal of the envelope
STEP 8 Cont’d Package and Record Rejected Ballots
PROCEDURE AT THE CLOSE OF POLL
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Instruct the PC, and Agents of Candidates to sign across the seal of
the envelope
STEP 8 Cont’d Package and Record Rejected Ballots
PROCEDURE AT THE CLOSE OF POLL
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Complete the ‘Statement of the Poll after counting the
Ballots’ at the back of the Poll Book
STEP 9 Record and Package the relevant Statements of the
Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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Complete the Statement of the Poll after counting the
Ballots’ Form 19 (carbonized Form)
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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Place the original in the envelope labelled Form E6 (turquoise
colour)
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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Give each Agent of Candidate/witness their colour coded copy
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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Complete Preliminary Statement of the Poll (Form B16) affixed
to the ballot box
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
L PROCEDURE AT THE CLOSE OF POLL
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Complete Certificate of the Preliminary Count of the Poll
(Form B16A) in quadruplicates
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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Place the original in the envelope labelled E9 (grey)
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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• Issue colour coded copies to Agents of Candidates
• Give the results on the Certificate of the Preliminary Count of the Poll to
the EDW Cluster Supervisor for immediate transmission to the RO at the
Counting Centre
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE FOR THE CLOSING OF POLL
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Complete Polling Station Account (Form B13) for the PO, PC,
Landlord, Indoor Agents and PSSA
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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Place the Polling Station Account in the Form E9 (grey) envelope
STEP 9 Cont’d Record and Package the relevant Statements of
the Poll and Polling Station Account
PROCEDURE AT THE CLOSE OF POLL
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• Swear or affirm Oath Form #17 (Oath of Presiding Officer after closing the
Poll) which is in the Poll Book. This must be witnessed by the Poll Clerk
• Administer Oath Form #18 to the Poll Clerk (Oath of the Poll Clerk after
closing the Poll)
STEP 10 Swear Oaths of Presiding Officer and Poll Clerk
PROCEDURE AT THE CLOSE OF POLL
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Detach all used Oath Forms #11 (Oath of Identity with
Fingerprints) along the perforated line
STEP 11 Package Oath Forms #11, Remaining Documents and
Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Place them in the envelope labelled Form E15 (cream colour)
STEP 11 Cont’d Package Oath Forms #11, Remaining
Documents and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Package Letters of Appointment of Candidates’ Agents, Official Voters’ List and
Transfer Certificates in specially marked envelope Form E10. Except the
Presiding Officer’s Official Voters’ List
N.B. All Voters’ Lists and other materials issued to the Agents of Candidates must
be collected by the Presiding Officer, placed into the respective envelope(s) and
returned to the Returning Officer.
STEP 11 Cont’d Package Oath Forms #11, Remaining Documents
and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Package all remaining papers, unused envelopes and forms, pencils, pens, sealing
wax, ink, Form E11, notices, ink pad, tissue, wipes, etc. in Form E12 envelope
labelled ‘Director of Elections’ (pink colour)
STEP 11 Cont’d Package Oath Forms #11, Remaining Documents
and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Place the ballot box key in the envelope labelled Form E2 (Red
colour)
STEP 11 Cont’d Package Oath Forms #11, Remaining
Documents and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Place the key envelope labelled Form E2 into the envelope
labelled Form E9 (grey colour)
STEP 11 Cont’d Package Oath Forms #11, Remaining
Documents and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Seal and sign across the seal of the envelope
STEP 11 Cont’d Package Oath Forms #11, Remaining
Documents and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Instruct the Poll Clerk and Candidates’ Agents to sign across
the seal of the envelope
STEP 11 Cont’d Package Oath Forms #11, Remaining
Documents and Ballot Box Key
PROCEDURE AT THE CLOSE OF POLL
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Place the envelope labelled Form E6 (turquoise colour)
containing the Statement of the Poll into the Ballot Box
STEP 12 Package Items in Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Place the envelopes labelled Form E5, E7, E8, E10, E14 and
E15 along with Poll Book in the large plastic envelope labelled
Form E1
STEP 12 Cont’d Package Items in Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Seal and sign across the seal of the envelope
STEP 12 Cont’d Package Items in Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Instruct the Poll Clerk and Agents of Candidates to sign across
the seal of the envelope
STEP 12 Cont’d Package Items in Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Place Form E1 envelope in the ballot box
STEP 12 Cont’d Package Items in Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Place the Black Book in the ballot box
N.B. Only three (3) items must be placed in the ballot box:
i. The envelope labelled Form E6 (turquoise colour) containing the
Statement of the Poll after Counting the Ballots
ii. Form E1 envelope (large grey plastic bag envelope)
iii. The Black Book
STEP 12 Cont’d Package Items in Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Close the lid of the ballot box and place the padlock on the hasp
and staple, ensure that it is locked
STEP 13 Close and Seal Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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• Seal the lid of the ballot box with the ballot box seal provided, that is,
across the top to the body of the ballot box to ensure it is sealed
• Sign the seal and instruct the Poll Clerk and Agents of Candidates to sign seal
STEP 13 Cont’d Close and Seal Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Allow Agents of Candidates to place their seals across the lid
“without concealing” the Preliminary Statement of the
Poll and Ballot Box Tag and handle
STEP 13 Cont’d Close and Seal Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Tape the envelope labelled Form E9 containing the Polling Station Account,
Preliminary Statement of the Poll and ballot box key on top (lid) of the ballot box
The envelope labelled Form E9 containing Polling Station Account, key and
Preliminary Statement of the Poll should remain outside of the box at all times.
Place other items including all bibs in the transparent bag provided and hand
same to the Supervisor.
STEP 13 Cont’d Close and Seal Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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Deliver ballot box, with
the Form E9 envelope
attached, the Presiding
Officer’s Official Voters’
List and other packages to
the EDW Cluster
Supervisor who will
dispatch same, as directed,
to the Returning Officer at
the Counting Centre
STEP 14 Deliver Ballot Box
PROCEDURE AT THE CLOSE OF POLL
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N.B. All sealed envelopes must be signed by the
Presiding Officer, Poll Clerk and Agents of Candidates.
Failure to carry out precise instructions relating
to the placement of election documents and
supplies in the proper envelopes will result in the
forfeiture of the Presiding Officer’s Fees and
Expenses.
PROCEDURE AT THE CLOSE OF POLL
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PRESIDING OFFICERS CHECKLIST
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APPOINTMENT OF A CANDIDATE’S OUTDOOR AGENT
AT A POLLING STATION
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APPOINTMENT OF A CANDIDATE’S AGENT
AT A POLLING STATION
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TRANSFER CERTIFICATE
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DIRECTIONS TO ELECTORS
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OATH OF MESSENGER &
OATH OF PRESIDING OFFICER
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STATEMENT OF THE POLL
AFTER COUNTING THE BALLOTS
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CERTIFICATE OF THE PRELIMINARY COUNT OF THE POLL
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CERTIFICATE OF BALLOT PAPERS ISSUED
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PRELIMINARY STATEMENT OF THE POLL &
OATH OF A POLL CLERK
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BALLOT PAPER
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OATH OF IDENTITY WITH FINGERPRINT OF ELECTOR
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OATH OF PRESIDING OFFICER AFTER CLOSING THE POLL
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OATH OF POLL CLERK AFTER CLOSING THE POLL
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FORMS OF OATHS TO BE ADMINISTERED ORALLY BY THE PRESIDING OFFICER
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QUESTION & ANSWER
END OF SESSION 3
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DAY FOUR
DURATION 3 HOURS
MOCK ELECTION EXERCISE
A. Revision of All Election Procedures
B. Participants Must simulate all election procedures
C. Assessment will be based on active engagement
in class activities, mock exercise and post test
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SESSION 4
Revision
Practical Exercises
Role Play
Post Test
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END OF ALL SESSIONS
QUESTION & ANSWER
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THANK YOU