Register of electors - canvasser briefing session 1

Introduction Add names of trainers 2

Objectives of the training session To outline your duties as a canvasser To ensure that you are confident about all aspects of your role 3

Overview of the canvass 4

Eligibility to register Resident in [add registration area] Aged 16 or over And either: A British, Irish or European Union citizen, or A Commonwealth citizen who has leave to remain in the UK or who does not require leave to remain 5

Electoral registration Individual Electoral Registration (IER) began in 2014 Applicants can apply to register online by phone [if offered] / in person [if offered] All applicants must be ‘verified’ – their National Insurance number and date of birth are checked against official records 6

The annual canvass Legal requirement to conduct the canvass and for households to respond. A Household Enquiry Form (HEF) must be sent to every address –No response = reminder form –Still no response = visit by canvasser –New potential electors cannot register via a HEF Households must respond to the HEF, even if residents have made a successful application to register online. 7

The annual canvass An Invitation to Register (ITR) must be sent to any potential electors (including those whose names are added to a HEF) with a registration form. Additionally, in certain cases, we will also be sending ITRs to electors who are on the register but have yet to register under the new system. Same reminder process as HEFs 8

Your role as canvasser 9

Key canvasser activities Your role is important. [Delivery of forms and reminders] Visit households/individuals that have not responded to a HEF or ITR to encourage a response: –obtain a correctly completed form –if no answer - return at a later time/date –if still no answer - leave form and envelope at the property and mark your canvass list accordingly –record date and time of all visits 10

The Household Enquiry Form (HEF) 11

The HEF Purpose: In order to know who is eligible to register to vote, we need to know who lives at an address. The HEF is used to collect this information. Two versions: –Pre-Printed with the details of all electors registered at the household –Blank for properties with no electors currently registered, and any new properties you identify 12

Example HEF – pre-printed 13

Example HEF - blank 14

Online return of the HEF [Insert screenshot if offered] 15

Using tablets / smartphones to collect information and submit a HEF return [To be included if you are providing canvassers with electronic equipment to complete and submit HEF returns directly – to cover, for example: How should the equipment be operated? How to log in and keep passwords secure? What are your policies on canvassers using the equipment for other purposes?] 16

Key messages when following up with HEF non-responders 17 Returning the information requested is straightforward. I have a form which I can help you complete now, or I can come back later to pick it up. [add any online response options] It is important that this form is completed and returned. In order to know who is eligible to register to vote, we need to know who lives at your address. This form is to collect this information.

Information required Address Pre-printed with address details in most cases Make any corrections to the address if advised to you by a member of the household If you have to use a completely blank form (e.g. if you have identified a new property) please fill in address, including the code for that particular polling district. 18

Information required Names Make sure any pre-printed names are correct, and cross out or amend any that are incorrect Add any names as appropriate Nationality If pre-printed, check the nationality is correct. If the nationality field is blank, ask ‘what is your nationality’? 19

Information required Other information jury service (over 70s only) [delete in Scotland] postal / proxy vote open register – see instructions on changing opt-out preference Contact details ( / telephone) Collect these if possible – they will help us contact electors quickly in case of further queries. 20

Information required 16 and 17 year olds Always ask if there are any 16 or 17 year- olds living at the property, and ensure they are included on the form 21

Information required Nobody eligible to vote? Section for recording the reason Examples: –property obviously empty –business premises –second home –ineligible nationality (i.e. foreign nationals other than European Union or qualifying Commonwealth citizens) – give nationality 22

Information required Declaration and signature The form must be signed by the person supplying the information DO NOT sign on behalf of the occupier; you can only sign a form where the property is clearly empty or does not exist 23

New properties You can play an important role in identifying ‘new’ properties If a new property (or conversion) is identified and it is not on your list, obtain a completed HEF from that property and update your list with the ‘new’ property information 24

Invitations to register and the individual registration form 25

Who will receive an invitation to register? Potential new electors – identified through, for example, the HEF, your personal visit or local data. Certain electors who are on the register, but are not yet registered individually under the new system. 26

Example application form 27

Key messages when delivering the first ITR 28 Registering to vote is straightforward - you can register online, though, if you prefer, you can still complete and post back the completed application [add registration by phone/in person if offered]. Your vote matters. It is important that you complete the application to register so you don’t lose out.

Key messages when delivering ITRs during the reminder stage, speaking to non-responders 29 I have a form with me which I can help you complete now, or I can come back later to pick it up. Registering to vote is straightforward – it only takes a few minutes, but you will need your National Insurance Number.

Information required Name Make sure that you are speaking to the individual named on the form and that any pre-printed name is correct; applicant to make any changes where necessary Address Applicant to check the pre-printed address is accurate and make corrections where necessary The applicant should also indicate whether they live at another address 30

Information required Change of name / recently moved To be completed if they have changed their name or address in the last 12 months Other personal information Date of birth Nationality National Insurance number –Or reasons these cannot be provided Contact details Not required, but very useful if we need to make contact about their registration 31

Information required Other information Whether they want to be included in the open register Whether they wish to apply for a postal or proxy vote Declaration The form must include a declaration of truth made by the applicant. 32

Using tablets / smartphones to collect identifiers and submit an application [To be included if you are providing canvassers with electronic equipment to complete and submit applications directly via the website - to cover, for example: How should the equipment be operated? How to log in and keep passwords secure? What are your policies on canvassers using the equipment for other purposes?] 33

If you identify a new potential elector not on your list Give a blank form and encourage the person to apply, explaining the various methods for registering available. If not collecting the completed application on the doorstep, make a note of their name and the date the potential new elector has been identified so this information can be provided to the office. 34

Health and safety 35

Lone workingWe have a responsibility for your safety Assess risks when visiting locations Let someone know where you are going and what time you expect to be home Take mobile phone 36

Minimising risk NEVER go into anyone’s house Take care when carrying and lifting large quantities of forms Walk away from verbal abuse or aggression Beware of dogs and other animals Keep iPads and other valuables secure Report any incidents to your Ward Supervisor / the office 37

Data protection 38

Security of personal information Responsible for forms and personal information in your care Personal data must be kept safe from unauthorised access, accidental loss or destruction. Instances of unauthorised access, loss or destruction must be immediately communicated to your supervisor. 39

Security of personal information [Cover local security measures, e.g. use of lockable cases / satchels for carrying forms – don’t carry more forms than you can fit into the secure case/satchel, etc.]. [Completed forms must be delivered to the office by X, within X hours/days]. [If providing canvassers with a smartphone or tablet to access the application must be submitted directly and not stored on the device] 40

Collecting personal data on the doorstep Always wear and show your official identification to the elector Be aware of other people around you and take precautions so that nobody else can overhear any personal information you are collecting 41

Collecting personal data on the doorstep When collecting information on a HEF, make sure you are speaking to a member of the household (or landlord) When collecting information on an ITR, make sure you are speaking to the relevant individual –Not there? Do not share personal information, even with spouses or family members 42

Putting it into practice 43

Contacts 44

Out of hours contacts Between xpm and xpm on weekdays and xam and xpm Saturday/Sunday there will be a contact number available for queries. [ ] This number will be staffed by office staff; we advise that you restrict your working hours to match these Members of the public can also call this number to check that you are working on behalf of the ERO 45

Area supervisors Please note your area supervisor –Canvass area 1-4 Contact John Smith –Canvass area 5-8 Contact Jack Brown –Canvass area 9-13 Contact Jane Black These people are your first contact in case of query and they be will contacting you during the canvass period to check your progress 46

Questions ? 47