Training Of DEOs 5th-6th Aug, 2013 Personnel Deployment Despatch Arrangements Poll day Arrangements Receipt Arrangements Counting Arrangements

PERSONNEL DEPLOYMENT

Polling personnel welfare measures (ECI No. 464/INST/2008/EPS dt. 12.9.2008) Senior officer as nodal officer to coordinate and supervise welfare measures. Proper arrangement of basic amenities at training venues, dispersal centres/reception centres. Refreshment arrangements - on payment or otherwise Basic amenities at polling stations and Health care/first aid.

Ex-Gratia Compensation in case polling personnel dies meaning of "election duty" (ECI's No. 218/6/2006/EPS dt. 5.11.2008)– A person to be considered on election duty as soon as he leaves his residence/office to report for any election related duty including training and until he reaches back his residence/office after performance of his election duty - There should be a causal connection between occurrence of death/injury and the election duty. In relation to Women personnel, all instructions of ECI and court orders to be complied

DESPATCH ARRANGEMENTS

Getting the Polling Parties right Display No. and Name of PSs Check attendance of polling parties (SO/ Zonal magistrates to help) Introduce all the members of a polling party. Wherever required, replacement of absentee. Third randomization of polling parties in the presence of Observer ID cards for poll personnel Last minute training - Separate counter EVM briefing + Hands - on Non EVM briefing Ensure that polling material has been received by all the parties - Counter system - AC wise – for material distribution Transport cell to be established at the dispersal centres for the poll parties to depart

Non CPF force to be deployed at PS, to accompany the parties. Facilities at dispersal centre - (i) Boarding of vehicles. (ii) Training space (iii) For checking of EVM + material by polling parties. (iv) Facilitation centre for postal ballots. (v) Strong rooms for EVMs and storage of other material. (vi) Distribution counter. (vii) Medical Aid. (viii) Basic amenities.

Arrangement of advance TA/DA and outright charges etc Arrangement of advance TA/DA and outright charges etc., and medical kits. POL arrangement New formats, viz for MO, SO and PrO be given to the concerned. Additional list of EPICs be included in dispatch material. Every polling material kit to be checked well in advance. Basic amenities for polling personnel. Fist Aid/other medical facilities should be arranged. ASD list of voters also to be given to polling parties. OK report of all polling parties reaching their PSs.

THE POLL DAY ARRANGEMENTS BRINGING DEMOCRACY TO LIFE .. AGAIN BY –NEERAJ BHARATI ADDL.CEO

HAVING AN IDEA ABOUT THE POLLING DAY ARRANGEMENTS & POLL DAY

NOMINATION PROCESS POLL-DAY COUNTING

POLLING DAY ARRANGEMENT POLLING STATION ACTIVITIES IS JUST NOT LIMITED TO POLLING STATION ACTIVITIES

GOALS OF PRESENTATION ORIENTATION TO THE PROVISIONS OF ACTS/ RULES AND INSTRUCTION OF ECI THE IMPORTANT EVENT LINKS FOR THE POLL DAY SEQENTIAL ADVANCED PLANNING SHARING EXPERIENCES CASE STUDIES OR SAY, REVISITING AND REITERATING WHAT YOU ALREADY KNOW

POLLING DAY A PRODUCT OF - EVENT MANAGMENT SKILLS . LEADERSHIP. GOOD TRAINING TO STAFF . GREAT COORDINATION. SUCSSESFUL IMPLEMANTION OF CODE OF CONDUCT. A FUNCTIONAL CONTROL ROOM WITH SMOOTH AND EFFECTIVE COMUNICATION . Knowing the General Instructions Regarding Conduct of Polls

POLLING DAY WHERE IT HAPPENS: AT POLLING STATION. IN THE CONSTITUENCY – LAW AND ORDER – MODEL CODE OF CONDUCT . AT CONTROL ROOM . RECEPTION CENTRE . STRONG ROOM .

OUTSIDE POLLING STATION . Polling station MODEL CODE OF CONDUCT OUTSIDE POLLING STATION RESERVE PARTY COMMUNICATION TRANSPORT REPORTS COORDINATION SECTOR OFFICERS M OBSR/ GEN OBSERV CONTROL ROOM RECEPTION CENTRE LAW & ORDER REPLACEME T OF DEFECTIVE EVMS HQs/ CEO OFFICE STRONG ROOM

TRAINING

TRANSPORTATION

LAW & ORDER MODEL CODE OF CONDUCT

STRONG ROOM AND OTHER SECURITY PREP

MODEL CODE OF CONDUCT

STRONG ROOM

POLL ING DAY PREPARATIONS ADVANCE PREPARATIONS POLL DAY PREPARATIONS BOTTOM LINE ALL PREPARATIONS TO BE DONE IN ADVANCE

PLANNING IN ADVANCE

POLLING STATIONS POLLING STATION PREPARATION – COORDINATION WITH MUNICIPAL CORPORATION AND PWD . POLLING STATION ARE SETUP BY DEO WITH PRIOR APPROVAL OF ECI – SEC 25 OF RP ACT 1950. POLLING STATION ARE TO BE SAME AS APPROVED BY ECI AS IN THE FINAL APPROVED LIST. POLL HELD AT ANY OTHER PLACE IS NULL AND VOID AB INITIO – INVITES REPOLL . AVALIBILITY OF RESERVED PARTIES. WELL ORGANIZED TRAINING TO POLLING STAFF FAMILIARITY OF THE POLLING STATION BY POLLING PARTIES , REPLACEMENT TEAMS ETC.

SECTOR MANAGEMENT BY SECTOR OFFICER SECTOR OFFICERS DEPLOYED TO MANAGE 5 TO 10 POLLING STATION IN NEAR BY LOCATED SECTOR OFFICER TO ENSURE THE REACHING OF THE POLLING TEAM AND THE POLLING MATERIAL AT THE POLLING STATION AND ABOUT LAW AND ORDER ARRENGEMENTS ON THE POLLING DAY REPORT ABOUT THE COMMENCEMENT OF POLLING WITHIN 1 HOUR ENSURE THE REPLACEMENT OF ANY DEFECTIVE EVM SECTOR OFFICER TO KEEP MOVING BETWEEN POLLING STATION FOR ENSURING FREE AND FAIR ELECTION AND FOR PROPER REPORTING OF THE EVENTS

APPOINTMENT OF MICRO OBSERVERS ECI – LETTER NO. 464/INST/2008/EPS DATED 24/10/2008. TO BE APPOINTED FOR VULNERABLE , SENSITIVE POLING STATION, LOW PER / EPIC POLING STATION APPROVED BY THE GENERAL OBSERVER. AT MULTI POLING STATION BLDG. EACH LOCATION WILL HAVE ONE MICRO OBSERVER . NODAL OFFICER TO BE IDENTIFIED BY THE DEO FOR MICRO OBSERVERS TO HANDLE LOGISITICS AND DEPLOYMENT RELATED TASK. MICRO OBSERVERS TO BE TRAINED . ON THE DAY OF POLL MICRO OBSERVERS TO OBSERVE CONDUCT OF POLL.

(Matters of Attention) POLLING STATIONS (Matters of Attention)

FACILITIES AT POLLING STATION DURING THE HOT WEATHER PROVIDE COVERED SHELTER FOR THE ELECTORS AT EVERY POLLING STATIONS. MAKE ADEQUATE ARRANGMENTS AT EVERY POLLING STATION FOR STORAGE OF DRINKING WATER IN EARTHEN POTS AND ONE EMPLOYEE SHALL BE DEPLOYED AT EVERY POLING STATION TO CONTINUOS REFILL THE WATER POTS. EVERY POLLING PARTY SHALL BE SUPPLIED WITH ORAL DE- HYDRATION MEDICINES. ONE PAGE HAND BILLS PREPARED BY CHIEF MEDICAL OFFICERS ON DOs AND DON’Ts OF HEAT STROKE FIRST AID. ALSO APPEAL TO ELECTORS TO CARRY WET TOWELS TO PROTECT THEMSELVES AGAINST DE-HYDRATION.

SPECIAL FACILITIES FOR WOMEN ELECTORS (ECI ORDER NO 576/11/ESO 24/94-JS II DATED 21/10/1994.) PrO MAY APOINT A WOMAN TO ASSIST WOMEN ELECTORS. SEPRATE POLLING STATION MAY BE MADE FOR WOMEN VOTERS. WOMEN POLLING OFFICER FOR IDENTIFYING WOMEN ELCTORS SPECIALLY PURDA NASHEEN WOMEN. WIDE PUBLICITY FOR THE SPECIAL ARRANGEMENTS FOR WOMEN VOTERS.

FACILITIES FOR THE PHYSICALLY CHALLENGED ELECTORS (ECI's No. 509/110/2004-JS-I dt. 26.10.2007) Senior citizens/ differently abled electors should be given priority for entering PS without having to wait in queue. Full facility including ramp to be provided to take wheel chairs inside the PS. PrO should follow the provisions of Rule 49N - regarding companion of blind/infirm voter. Wide publicity about the facilities to be given to such voters.

PREPARATION OF ELECTORAL ROLLS IN ALPHABETICAL ORDER TO SORT OUT DIFFICULITIES IN LOCATING THE NAME OF ELECTORS IN THE ELECTORAL ROLLS. FOR EACH PREMISES/ BUILDING LOCATION WHERE 3 OR MORE POLLING STATION ARE LOCATED A TEAM OF OFFICIALS WILL BE APPOINTED TO FACILITATE THE VOTERS TO LOCATE HIS/HER PARTICULAR POLLING STATION NO. AND THE SERIAL NO. OF THAT VOTER IN THAT ELECTROL ROLL. NECESSARY ARRANGEMENTS FOR SITTING OF THE TEAMS WITH A PROPER SIZED SIGNAGE INDICATING VOTER ASSISTANCE BOOTH. WHERE EVER THE ROLL IS PRINTED IN OTHER VERNACULAR LANGUAGE THE SAME CAN BE TRANSLATED IN ENGLISH IF THE DATABASE IS IN UNICODE.

VOTER ASSISTANCE BOOTH Separate officials for each premises having three or more PSs be appointed to facilitate voters to locate their particulars. Roll in alphabetical order, in English, to locate quickly. In case one or two PSs in a premises, this list (in addition to marked copies) be given to PrO for easy identification.

GOING ARMED TO / NEAR A POLLING STAT Sec. 134B and ECI No GOING ARMED TO / NEAR A POLLING STAT Sec. 134B and ECI No. 464/INST/2007 PLN-I dt. 24.2.2007) Security personnel attached to any person not to be allowed - Except in case of person covered under Z+ security which is one security person in simple clothes and with concealed weapon. Prohibition for Minister/MP/MLA to be an election agent etc., (ECI's No. 437/ INST/2008-EPS dt. 14.10.2008) - (a) Minister/MP/MLA or persons to whom security cover granted not to be an Election Agent/ Polling Agent/Counting Agent. (b) Any person having security cover will not be allowed to surrender his security cover to act as such agent.

PREVENTIVE MEASURES NEAR POLLING BOOTH (ECI LETTER 464/INST/2007/PLN-1 DATED 12/01/2007 AND INSRUCTIONS IN LETTER NO.464/INST/2008/EPS DATED 16/01/2009) NO BOOTH IS SET UP BY POLITICAL PARTIES/CANDIDATE WITH IN A DISTANCE OF 200 M FROM THE POLLING STATION. ONLY ONE TABLE AND TWO CHAIRS AT EACH BOOTH FOR TWO OCCUPANTS WHO HAVE TO BE VOTER IN THE SAME POLLING STATION AREA HAVING AN EPIC. PERSON NOT HAVE CRIMINAL RECORD. PRIOR PERMISSION IN WRITING TO BE OBTAINED FROM THE RO. SUCH BOOTH TO BE ISSUED ONLY UNOFFICIAL IDENTITY SLIPS. ONLY ONE BANNER OF APPROVED SIZE TO DISPLAY THE CANDIDATE’S NAME AND PARTY SYMBOL.

REGULATION OF PLYING OF VEHICLES ON POLL DAY [ECI's No REGULATION OF PLYING OF VEHICLES ON POLL DAY [ECI's No. 437/6/96-PLN-III dt. 16.01.1996 & dated 24.3.2007 and No. 437/6/2006 - PLN-III dt. 23.11.2007] One vehicle for candidate, one vehicle for election agent and one vehicle for candidate's workers/party workers be allowed - not more than 5 persons including drivers to be allowed. If candidate is absent from constituency no other person allowed to use the vehicle allotted to him - No other vehicle should be allowed to be used by any leader. Permits be issued by DEO - Permits be displayed on wind screen of vehicles Carrying of voters by these vehicles - Corrupt practice u/s 133 and penal action u/s 123(5) of RP Act, 1951.

Exceptions – Govt. Servant on duty, transportation of patient / old / infirm persons, voters in their own vehicle, public transport and other genuine bona-fide use other than election. Private vehicles used by owners for themselves/ family members for going to polling booth to vote, not to be allowed within a radius of 200 meter of PS.

NO CANVASSING WITHIN PS OR ANY PUBLIC OR PRIVATE PLACE WITHIN A DISTANCE OF 100 METERS OF A PS (S. 130) Use of Cellular phones, cordless phone etc., not to be allowed except by the officers on duty in the 100 meters of a PS. [ECI No. 464/INST/2007-PLN-1 dt. 12.1.2007] Voter slips to be plain white slips without name of candidate/party markings/ symbol. No posters or banners. During polling, PrO and other staff shall keep their mobile "switch off" in the PS. If required they can talk from outside the polling booth.

PROHIBITION OF MISUSE OF SMSs [ECI's No. 464/INST/2008-EPS dt. 05. 11 Objectionable SMSs are to be traced and action to be taken by police. Bulk transmission of SMSs as an alternative electioneering - cost involved to be noticed. Transmission after the campaign period is over is not allowed.

PROHIBITION OF LOUDSPEAKERS, MEGA PHONES ETC AND DISORDERLY CONDUCT - WITHIN 100 MTRS OF A PS (S. 131) Amplifying or reproducing the human voice by any apparatus not allowed. In case of contravention such apparatus be seized. Shouting or otherwise act in disorderly manner not allowed. Penal action also to be taken. Candidates' election booths (one table + two chairs) without shamiyana/tentage and with - one banner upto 3 ft.× 1.5 ft. beyond 200 mtrs of a PS allowed. If it have valid permission from local authority (ECI No. 464/INST/2007 PLN-I dt. 12.1.2007)

ENTRY IN THE POLLING STATION ELECTORS POS CANDIDATE , HIS ELECTION AGENT AND ONE POLLING AGENT OF EACH CANDIDATE AT A TIME. PUBLIC SERVANT ON DUTY – MINISTERS NOT INCLUDED AND POLICE OFFICERS AND NO PSO. PERSON ACCOMPANYING BLIND OR INFIRM PERSONS ALLOWED BY PrO TO IDENTIFY A VOTER OR TO ASSIST HIM. PERSON ALLOWED BY COMMISSION . NO PHOTOGRAPH OF THE ELECTORS REGARDING THE VOTE.

POLLING PARTIES POLLING PARTIES CONSISTS OF 4 POLLING OFFICER PRESIDING OFFICER –PRO: OVERALL INCHARGE. 1st PO: INCHARGE OF IDENTIFICATION OF ELECTORS AND THE MARKED COPY OF THE ELECTORAL ROLL. 2nd PO: APPLICATION OF INDELIBLE INK AND MAINTAINCE OF REGISTER VOTERS. 3rd PO :INCHARGE OF CONTROL UNIT. Supervisory visit - Sector officers - Candidates / Election Agents - Visit sheet at PS.

PREPARATION BY PrO BEFORE COMENCMENT OF POLL Check the BU , CU and marked copy of the PS. Fix form 7 of the contesting candidate list. Conduct the mock poll in the presence of polling agent who is voter of that polling station and has an appointment letter issued by the candidate or his election agent. PrO to prepare mock poll certificate after mock poll recording there in the total number of mock poll and clear the result of mock poll. RO to take confirmation through sector officers. RO to keep list of polling station where mock poll was conducted in the absence of polling agent or with one polling agent.

BEFORE COMMENCEMENT OF POLL PrO to demonstrate the EVM. Marked copy of roll and Register of Voters also to be demonstrated before the polling agents present and their signatures be taken. Mock poll by PrO - A prescribed certificate shall be given by PrO. (ECI No. 51/8/7/2008 - EMS dt. 15.7.2008 and No. 464/INST/2008-EPS dt. 18.12.2008). Control unit to be sealed properly. RO through Sector Officer and using other links shall track the conduct or otherwise of mock poll and ascertain the mock poll status within 30 minutes.  

DURING POLL PROCESS PrO to regulate the voters, and maintain purity of election - To deal with tendered votes, challenged votes, etc., - Overall supervision on poll process. Special attention where mock poll had to be conducted in the absence of agents [ECI's No. 464/INST/2008-EPS dt. 18.12.2008] Identification of voters - through EPIC or alternate documents approved by ECI - Minor discrepancies can be overlooked. PO- Ist - Marked copy - Responsible for identification. PO- 2nd - Indelible Ink - Register of voters - voter slips. PO- 3rd - Control unit - He will sit near PrO - Same table for PrO + PO-3rd. In case of new EVM, new EVM should be put to use only after conducting mock poll, clearing the data of mock poll and recording the certificate of mock poll [ECI's No. 576/3/2009/SDR dt. 6.1.2009]

POLLING PROCESS (ENSURE CLEARING THE RESULT OF MOCK POLL FROM THE CU BEFORE START OF ACTUAL POLL) FIXING THE GREEN PAPER SEAL TO SECURE THE INNER COMPARTMENT OF THE RESULT SECTION. CLOSING AND SEALING OF OUTER COVER OF THE RESULT SECTION. SEALING THE CU WITH THE OUTER PAPER STRIP SEAL. KEEPING ACCOUNT OF PAPER SEAL. DEMONSTRATION OF MARKED COPIES OF E ROLL AND REGISTER VOTER. DECLARATION ABOUT COMMENCMENT OF POLL IN PART 1 OF THE DECLARATION. WARNING ABOUT SECRECY OF VOTES – SEC 128 OF RPA 1951.

SITUATIONS AT THE POLLING STATIONS VOTING BY BLIND AND INFIRM : UNDER RULE 49N COMPANION NOT LESS THAN 18 YEARS ALLOWED BY THE PrO AFTER OBTAINING A DELARATION ABOUT SECRECY OF VOTE. ALLOWING PROXY VOTERS ON BEHALF OF CSV. ELECTORS NOT DECIDING TO VOTE – RULE 49 O. TENDERED VOTES – RULE 49 P. VOTERS NOT ALLOWED TO VOTE ON ACCOUNT OF NON MAINTENANCE OF SECRECY – RULE 49 M

REPORTS OF PRESIDING OFFICER 1) PRESIDING OFFICER’S DIARY The PO is required to record the relevant events/proceedings as & when they occur in a diary as per annexure-XIV. 2) VISIT SHEET Fill up the information in the visit sheet as & when any officers visit the Polling Station . 3) ADDITIONAL REPORT by PrO (16 points) is to be submitted to the observer/RO. 4) FILLING UP OF REGISTER OF VOTERS- T as per cheT/2009-EPS Dated 23rd March 2009. The PrO should make required entries in the relevant columns of the above 4 documents at regular intervals.

CLOSE OF POLL CLOSE OF POLL AFTER CLOSE OF POLL PrO TO RECORD THE VOTES POLLED IN THE MACHINE AND IN OTHER ACCOUNTS OF VOTE. SUPPLY ONE ATTESTED COPY OF THE FORM 17 C TO THE POLLING AGENTS. DECLARATION AND THE CLOSE OF POLL. SEALING OF THE VOTING MACHINE AND ELECTION PAPERS AFTER THE CLOSE OF POLL. TRANSPORT THE VOTING MACHINE AND ELECTION PAPERS TO THE RO. THE TRANSPORT ROUTE TO BE COMUNICATED TO THE CONTESTING CANDIDATE WELL IN ADVANCE. CLOSE OF POLL

PREPARATION OF ACCOUNT OF VOTE After the close of poll prepare an account of votes recorded in voting machine in the prescribed form (part-1 of 17C). The total No. of votes recorded in the voting machine must be equal to the total No. of voter registered as per column -1 of the register minus (-) the No. of voters who decided not to vote & also minus (-) the number of voters not allowed to vote for violating the secrecy of voting. Supply attested copies of account of vote recorded to every polling agent present at the close of poll. Obtain a receipt thereof. A declaration to this effect is to be made at the close of the poll in prescribed proforma

STATUTORY COVERS-GREEN The covers mentioned below should be sealed & kept in a large packet super scribed as “STATUTORY COVERS”:- Marked copy of electoral roll, Register of voters, Voter’s slip, Used Tendered Ballot Papers & list in Form-17 B, Unused Tendered Ballot Papers. N.B. The Statutory Forms & covers will be of GREEN color.

NON- STATUTORY COVERS The second packet should contain the following covers & should be super scribed as “NON-STATUTORY COVERS”:- Copies of electoral rolls other than marked copies, Appointment letters of polling agents in Form-10, Election duty certificate in Form-12 B, List of challenged votes in Form-14, List of blind & infirm electors in Form-14A & declaration of the companion, Declaration obtained from electors as to their age & the list thereof, The receipt book & Cash, if any challenged votes, Unused & damaged paper seals, special tags, strip seals, Unused voter slips. N.B. The Non-Statutory Forms & covers will be of YELLOW color.

Election offences , visitor details , complaints of EVMs etc . IMPORTANCE OF PrO’s DIARY AND ADDITIONAL REPORTS BY PrO AND MICRO OBSERVERS Recording of proceeding and polling and other vital details like serial number of CU, BU, paper seals , strip seals , total voters, men , women details of form 17 C. total votes polled as per EVM , during different hours. EDC , proxy , tender votes. Election offences , visitor details , complaints of EVMs etc .

REPORTS TO THE COMMISSION ABOUT PROGRESS OF POLLING AND RETURN OF POLLING PARTIES DETAILED REPORT ON COMPLETION OF MOCK POLL HOURLY/ TWO-HOURLY REPORTS FROM COMMNCEMENT OF POLL TILL RETURN OF ALL POLLING PARTIES

POLL DAY PREPARATION IS THE STORY OF GOOD TEAM WORK: KNOW YOUR PLAYERS ADVANCED PLANNING : KNOW THE COMPONENTS GOOD IDEA ABOUT ELECTION LAWS , MODEL CODE OF CONDUCT, INSTRUCTIONS: FEEL CONFIDENT AND READY TO ACT GOOD TRAINING: NO SCOPE FOR ERRORS COMMUNICATION : RESPOND VERY QUICKLY CONTINGENCY PLAN : ANTICIPATE THE ISSUES KNOW YOUR CONSTITUENCY : FOR BETTER PLANNING & RESPONSE TIME

ADJOURNMENT OF POLL ON DEATH OF CANDIDATE OF A RECOGNISED POLITICAL PARTY IN THE STATE BEFORE POLL- SEC 52 OF RPA ACT. SECTION 57 OF RPA ACT 1951 – By PrO or RO due to NATURAL CALAMITIES NON RECIPT OR LOSS OF ABSENCE OF POLLING MATERIALS. DISTURBANCE OF PEACE , NON -ARRIVAL OF POLLING PARTIES OR ANY OTHER SUFFICIENT REASON. THE RO TO REPORT THE MATTER TO ECI , CEO , APPROPRIATE AUTHORITY.

RECEIPT ARRANGEMENTS

Final storage at district HQ only - Observers to verify arrangements Facilities at the storage centre - like lighting, proper barricading, control room, drinking water, toilets, refreshment, medical aid (ii) Strong rooms/Store rooms - proper security (iii) Telephone, Fax, Internet, Computer section, rooms for Observers, DEO, etc. There should be no crowding - If required set up separate counters for specific numbers of PSs. Receipt of documents and polling material - as per printed checklist - Receiving officer should sign it.

DEPOSITION OF THE ELECTION PAPERS AT THE COLLECTION CENTRE DEPOSITION OF ELECTION PAPERS AT THE COLLECTION CENTRE The EVMs & the covers containing:- The accounts of votes recorded & paper seal account (Form-17C). Prepare in duplicate (1 for RO for scrutiny & 2nd for keeping with EVM) The declarations by the presiding officers before commencement of poll, during poll & after close of poll. The Presiding Officer’s Diary along with visit sheet. PrO’s additional report (16 points). Check list for PrO reg. Register of Voters. should not be put inside the carrying-case of EVM and should be deposited separately at the receiving centre by the polling party after the poll.

RECEPTION CENTER SECTOR WISE (5 TO 10 POLLING STATION ) COUNTERS WITH RECEPTION PARTIES BE KEPT READY BEFORE POLLING PARTY ARRIVES. SPECIAL INSTRUCTION TO CHECK RECEIPT OF COMPLETELY FILLED PO DIARY ADD. REPORT AND PAPER SEAL ACCOUNT AND REGISTER OF VOTERS. SPECIAL COUNTER FOR RECEIVING EVMs AND ELECTION MATERIAL FROM POLLING STATION WHERE SERIOUS COMPLAINTS WHERE RECEIVED AND PS WHERE MOCK POLL WAS COUNDUCTED IN THE ABSENSE OF POLLING AGENT/CANDIDATE. OBSERVER/RO SHOULD BE PRESENT AT THIS COUNTER.

Scrutiny of form 17A etc. , (ECI No. 464/INST/2007 PLN-I dt. 12. 10 For PS where a polling has crossed a specific %, the ECI may order to RO and Observer to scrutinize register of voters (17A) and other documents, like PO diary, visits sheet, complains etc. Scrutiny in presence of/ under intimation to candidates - advance notice to be given. Procedure to be followed strictly Cross check the entries of Form 17A, PO diary, visit sheet, complaint register of control room, diaries of Magistrates, marked copy of roll, remarks column of 17A, Form 17C, photography if taken.

Learning Objective : To understand the law and procedure of COUNTING OF VOTES Pl note this PPT is made as training aid and shall in no manner be taken as substitute of Statutory provisions and ECI directions . In case of doubts, please refer to them.

Sec 66: Declaration of Results Sec 67: Report of the Result Sub Learning Objective 1: Major legal provisions related to counting and election return RP ACT 1951 ( Contd) Result to be decided by draw of lot by RO. Sec 65: Equality of Votes In the absence of any direction to the contrary from ECI, RO to declare the result on completion of counting. Sec 66: Declaration of Results RO to report result to ECI& to Appropriate Authority (i.e. Secretary State Legislature/ Parliament, who shall get it published in official Gazette immediately. Sec 67: Report of the Result

Learning Module of RO/ARO Sub Learning Objective 2: Infrastructure and security arrangements at counting centres Selection of counting centre- Counting place should be decided in consultation with police authorities at least one week before the date of poll. (If poll being taken in phases then the first date) ECI fixes a common date and time of counting which shall have be intimated to contesting candidates well in advance. Preferably place of counting of a constituency should be in district HQ. No objection if it is outside the area for cogent reasons. Each constituency should be counted in a separate hall. (No exception. In case adequate halls are not available, then counting to be done in sequence i.e. first, one AC counting will be completed and thereafter the next one). In simultaneous poll to Lok Sabha and LA, both to be counted in the same hall. Half of the tables in one side for LA and the rest in other side for LA. Learning Module of RO/ARO

Learning Module of RO/ARO Sub Learning Objective 2: To ensure infrastructure and security arrangements at counting centres Infrastructure at Counting centre/hall ( Contd) No. of tables in counting hall depends upon No. of polling stations to be counted. Selection of counting centre ( Contd Space available No. of counting agents No. of counting staff including micro-observers Security concerns In one hall, counting tables should not exceed 14 (during last Lok Sabha elections 2009, even 25 tables were allowed, with ECI’s prior approval, provided hall was big enough). In addition to this one table each for RO and observer. The candidates or their agents will be allowed to sit on ROs Table to watch the counting process. A table with computer on which computation and compilation of data from each table after each round shall be done, should be alongside of ROs table. If the tabulation is done at the table other than ROs table then one additional counting agent besides micro observer will be allowed to sit in on the tabulation table. Adequate barricades using transparent material for each counting table to prevent agents/candidates/representatives from handling polled EVMs, but agents should be able to view entire process Learning Module of RO/ARO

Learning Module of RO/ARO Sub Learning Objective 2: To ensure infrastructure and security arrangements at counting centres Infrastructures at counting centre ( Contd) ) Arrangements at counting centre for yourself: A hotline with CEO One more STD telephone to keep in touch with CEO & ECI Fax and photocopy machines at each counting centre Computer centre with power backup with facility for online transmission through GENSYS NOTE only ECI observers and RO/ARO allowed to use mobile phone inside the counting hall. Media Centre with a officer from Public Relation Deptt -outside counting halls with adequate facilities: Telephone Fax Data communication Suitable arrangements to keep mobile phones of media personnel, since they can’t visit counting hall with mobile. There may be a common media centre for all constituencies at a counting centre. Public Communication Room- From here candidates and their agents can use their mobile. Suitable arrangements to keep mobile phones . Learning Module of RO/ARO

PERSONS ALLOWED INTO COUNTING HALL Sub Learning Objective 2: To ensure infrastructure and security arrangements at counting centres PERSONS ALLOWED INTO COUNTING HALL (Para 11.1 of HB of RO) Counting supervisors and assistants Persons authorized by ECI Public servants on duty in connection with election Candidates, their election agents and counting agents Every body inside the counting hall shall have to display his I-card on his/her person. 24 Learning Module of RO/ARO

PERSONS NOT ALLOWED INTO COUNTING HALL Police personnel, whether in uniform or plain clothed, NOT allowed. Must remain outside and can enter only when called by RO to come to control Ministers, State Ministers, Dy. Ministers of Union & state unless they are candidates The above cannot be appointed as election or counting or polling agent of candidate as they require security Counting agents cannot enter unless s/he has submitted 2nd copy of appointment letter after completing and signing declaration Learning Module of RO/ARO

Sub Learning Objective 2: To ensure infrastructure and security arrangements at counting centers PRIORITY IN SEATING IN COUNTING HALL (subject to seating capacity) (Para 12.1 of HB of RO) 1. Agents of candidates of recognized national parties 2. Agents of candidates of recognized state parties 3. Agents of candidates of recognized state parties of other states permitted to use reserve symbol 4. Agents of candidates of registered unrecognized parties 5. Agents of Independents Candidates Learning Module of RO/ARO

DISCIPLINE & DECORUM IN COUNTING HALL Sub Learning Objective 3: To ensure infrastructure and security arrangements at counting centres DISCIPLINE & DECORUM IN COUNTING HALL Agents to keep seated at allotted table. No one is allowed to carry mobile phones except RO/ Observer. Agents shouldn’t be allowed to move about hall. However, Candidates/ Election Agents can move around hall. Only one person – either candidate or agent to be present at a table on behalf of contesting candidate. If RO doubts any person he can have him/her searched, even if they possess valid authorization letter. Police officials posted at doors of counting hall. No one can enter or leave hall without RO’s permission. RO can send anyone out of hall if they disobey RO’s orders. Learning Module of RO/ARO

Sub Learning Objective 2: To ensure arrangements of counting staff & counting agents Ro to inform each contesting candidate that he is entitled to as many counting agents as there are counting tables plus one for RO table and one for tabulation table. Appointment of counting agents in Form 18. revocation in Form 19. Any application on plain paper to be rejected. Form 18 to be submitted in duplicate. The RO will keep one copy and return the 2nd copy. On counting day, the agents will sign the declaration part of the Form 18 and give it to the RO. Finalize list of counting agents appointed through Form 18 by 1700 hours 3 days prior to date of counting Issue photo identity cards to such counting agents under your seal and sign- No entry into counting hall with I-card Counting agent should sign on badge immediately. Learning Module of RO/ARO

Learning Module of RO/ARO Form 18: Appointment of Counting Agents Learning Module of RO/ARO

Form 18: Appointment of Counting Agents 32

Learning Module of RO/ARO Sub Learning Objective 5: To carry out counting of votes recorded in EVMs as per ECI instructions PLEASE NOTE Penultimate round of EVM counting shall not commence unless, POSTAL BALLOT counting is over. Your duty is to accurately count the recorded votes. Hence YOU can at any time order your staff to recount the votes. In case the victory margin is less than total number of Postal Ballot received then re-verification of all postal ballot should be done, even if no candidate/agent has asked for it……. …….. All the postal ballots rejected as invalid as well as counted in favour each candidate shall once again be verified and tallied in the presence of RO and OBSERVER who shall record the findings of re-verification and satisfy themselves before finalizing the result. Entire proceeding to be VIDEOGRAPHED and CD of such videography to be kept in a sealed cover for future reference. Learning Module of RO/ARO

Sub Learning Objective 5: Declaration of result Formal declaration of result should be made by YOU in either Form 21C or Form 21D :- Form 21 C for General Election Form 21 D for bye election Name and address of elected candidate to be as per list of contesting candidates [FORM-7A] Date of declaration is date on which result is declared and not date of dispatch of declaration to appropriate authorities. Complete and certify return of election in Form 21E. Forward signed copies of 21E to ECI & CEO of your state You can supply copy of the 21E to candidate/agent on payment of Rs. 2/- fee [Rule 93(3)]. Learning Module of RO/ARO

Learning Module of RO/ARO Form 21 C Learning Module of RO/ARO 59

Sub Learning Objective 5: Declaration of result Send copies of Form 21C to : ECI CEO of state Union Ministry of Law & Justice (Legislative Department) State Government Secretary to State Legislative Assembly Learning Module of RO/ARO

Learning Module of RO/ARO Form 21E: Return of Election Learning Module of RO/ARO

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Sub Learning Objective 5: Declaration of result As soon as candidate is declared elected, you should grant to such candidate, a certificate of election in Form 22. Only candidate or in his absence to a person duly authorized by the candidate and who is personally known to the RO, can receive the certificate of election from RO. Only 4 persons can be present excluding the candidate or duly authorized person by the candidate for receiving the certificate of election from RO. Obtain from candidate acknowledgement of its receipt duly signed (in any language) by the candidate. Signature has to be attested by RO only before dispatch to the Secretary of state LA/ the Secretary General of the Parliament Send this acknowledgement by registered Post with AD. Learning Module of RO/ARO

Learning Module of RO/ARO Form 22: Certificate of Election Learning Module of RO/ARO

Sub Learning Objective 5: Declaration of result Acknowledgement from returned candidate Learning Module of RO/ARO

Learning Module of RO/ARO Think and reply Whether counting of votes can start if any re-poll is going on in any PS. Whether counting can start if there are still adjourned polls When tendered votes are counted A candidate got less than 1/6th of valid votes but security deposit refunded rightly, who was he ? Who gives training to micro observers. Some postal ballots received without seal of the attesting authority and were rejected, right or wrong ? 1st round is postal ballot round. Right or wrong. Learning Module of RO/ARO

ALL THE BEST! 71

THANKS Compiled by : Ajay Aswal, RAS ajayaswal2002@yahoo.com 9413332400 73