Presiding Officer and Poll Clerk training sessions XXXX by-election >

Introduction Add names of trainers

Objectives of the training session To provide an overview of the UK parliamentary by-election To outline the duties of the polling station staff To discuss pre polling day activities To instruct on the method of setting up the polling station and consider the customer first approach To outline the voting procedure To review risk To reinforce administrative arrangements

Overview of the UK Parliamentary by-election What’s new, what’s important and what can you expect: Recent changes (since 2005) –Emergency proxy votes –Collection of postal votes by RO –Polling hours

Overview of the UK Parliamentary by-election What’s new, what’s important and what can you expect: Corresponding number list (CNL) –Replaces ballot paper counterfoil Official mark –[add details of official mark if not stamping instrument] Unique Identifying Mark (UIM) –[insert details of UIM]

Overview of the UK Parliamentary by-election What’s new, what’s important and what can you expect: Visitors to polling stations –Accredited observers –Electoral Commission representatives –Under 18s accompanying voters Clerical errors –Notices (written and verbal) Tendered ballot papers –Postal voters who claim not to have applied for a postal vote –Postal voters who claim not to have received their ballot paper

Duties of a Presiding Officer (1) Liaise with the key-holder of the building and organise the layout of the polling station Instruct and supervise the work of the Poll Clerks Open and close the polling station on time Be polite and professional in dealing with voters, candidates and agents, and others entitled to be present in the polling station Act impartially at all times Account and be responsible for all the ballot papers, paperwork and ballot box(es) Ensure the proper procedure for voting is followed

Duties of a Presiding Officer (2) Deal with special voting procedures Overview issue of ballot papers to voters Receive postal votes delivered by voters Liaise with candidates, agents and tellers. Ensure they do not interfere with the voting process Keep the polling station neat and tidy Ensure that all signs and notices are clear, visible and remain in place

Duties of a Poll Clerk (1) Assist with the layout of the polling station and prepare for the opening of the poll Check that electors are eligible to vote in this election and at this polling station Check and mark the electors’ electoral numbers in the register of electors Enter the electors’ electoral numbers in the CNL Issue ballot papers to voters, ensuring they bear the new style official mark

Duties of a Poll Clerk (2) Ensure that voters cast their votes in secret Maintain the secrecy of the ballot at all times Answer voters’ questions, where appropriate, in a friendly and professional way Help with any other polling station duties on the instructions of the Presiding Officer Be polite and professional in dealing with voters, candidates and agents Act impartially at all times

Countdown to polling day Visit polling place and check out contact and access arrangements Check out arrangements for ballot box and check contents as soon as possible Contact other members of the team Dress code – impartiality Read Handbook for polling station staff Arrive on time

Possible risks Difficulty making contact with the caretaker or key-holder Unable to gain access to the polling station Staff failing to turn up or being late Difficulty of getting access to the polling station Problems affecting the display of notices Wrong registers allocated to the station The ballot paper numbers issued do not match those pre-printed on the CNL

Setting up the Polling Station Layout – Must work for the voter as well as the staff Notices – inside and outside Ballot box location - accessible and secure Arrange ballot papers in numerical order Tellers and agents – Who can enter the polling station? Sealing the box

Polling station layout

Customer First Diversity Over 8.6m electors have a disability 4.5m electors come from black and minority ethnic communities 7m electors have literacy problems 6m electors have dyslexia Are we prepared?

Customer First How do we care for the electors? Show a personal interest Take responsibility and act on own initiative Be helpful and approachable Be genuine and human Listen and empathise with them Let them run out of steam Tell them what you can do Never say the word ‘No’ But, the election rules must be followed. Don’t let someone get something by shouting etc. that others who are quiet and polite wouldn’t

Who is Eligible? Electors with no letters or dates before their name Electors who are 18 years of age or over on the day of the election Electors with an ‘F’ – overseas voters

Who cannot vote? Electors with date of birth on register which shows they are not 18 years of age on polling day Electors with an ‘A’ – postal voters Electors with an ‘E’ before their name Electors with an ‘G’ before their name Electors with a ‘K’ before their name Electors with an ‘L’ before their name

Issuing the ballot papers Marking the Register and the CNL Mark electors’ electoral number in the register Enter the electors’ electoral number in the Corresponding Number List (CNL) The Ballot Papers Official mark Folding the ballot paper

Marking the register

The Corresponding Number List (CNL) BC 27/1

What happens if? A voter spoils the ballot paper A voter has nominated a proxy but the voter arrives before the proxy A person arrives to vote but the register indicates the person has already voted A person arrives to vote but the register indicates the person is a postal voter Emergency proxy voter procedure A person believes they should be on the register but they are not listed

The prescribed questions The prescribed questions must be asked: When the Presiding Officer requires them to be When a candidate, an election agent or polling agent requests them When an elector, listed as a postal voter, states they never received their ballot papers When an elector, listed as a postal voter, states they never applied for a postal vote

Postal Votes Completed postal ballot packs may be brought into the polling station (check they are for the correct ward) Procedure for collection of postal ballot packs during the day by the Returning Officer Voters with an ‘A’ marked against their name cannot vote in person –Tendered papers for postal voters who claim not to have applied or received a ballot Returned postal ballot packs must be sealed and labelled as instructed

Close of Poll Must close at 10 pm Make sure the doors are closed Anyone who has been issued with a ballot paper by 10 p.m. must be allowed to vote However can not issue after 10pm, even if elector was in a queue at 10pm Seal ballot box in the presence of candidates, election and polling agents, accredited observers, Electoral Commission representatives and Police Officers on duty

After close of poll Absolutely essential that the ballot paper account is completed accurately The ballot paper account must be placed in the envelope provided – keep this with the ballot box

List of packets Ballot Paper Account Postal Votes - In accordance with RO’s instructions Unused and spoilt Ballot Papers Tendered ballot papers Marked copy of the Register and list of proxies Corresponding Number List Certificates of employment Tendered Voters’ lists etc

A routine day BUT….. What happens if … There is a mistake on the register Tendered papers are wrongly issued A person has been missed off the register An accident occurs in the polling station An incident outside the polling station prevents the PO from leaving for the count

Health and safety Managing risk is crucial to the effective outcome of the election Be aware to any potential risks to safety Inspect the premises regularly If hazards are discovered – find a remedy If an accident occurs – follow procedures Be careful when lifting heavy objects

How was it for you? Any questions The Q&A form Evaluation form Emergency contact numbers The Electoral Commission website