1. Register of electors – canvasser briefing Lyn McDaid Elections Manager July 2015 canterbury.gov.uk

2. Objectives of the briefing 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 the Canterbury district 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 or in person 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) We will also be sending ITRs to electors who are on the register under transitional arrangements 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, letters 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 – leave a card (this is your choice – you should have indicated your wishes on the acceptance form) and return at a later date -if still no answer - leave a card and envelope at the property -record date and time of all visits on your canvassers ‘log’ form

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

12. Example HEF – pre-printed

13. Example HEF – blank

14. Key messages when following up with HEF non- responders 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. 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. You can also return the information by internet, phone or SMS

15. 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

16. 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’?

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

18. 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

19. 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 -Students registered at home and they do not wish to register in the Canterbury district

20. 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

21. New properties You can play an important role in identifying ‘new’ properties If a new property (or conversion) is identified update your ‘new’ property list with the information

22. Invitations to register (ITR)

23. 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, under transitional arrangements but who are not yet registered individually under the new system.

24. Example application form

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

26. Key messages when delivering the first ITR Registering to vote is straightforward – it only takes a few minutes, but you will need your National Insurance Number. I have a form with me which I can help you complete now, or I can come back later to pick it up.

27. Information required Name Make sure that you are speaking to the individual named on the form and that any pre- printed name is correct; the 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

28. 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

29. 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.

30. If you identify a new potential elector not on your list Give them a card which has details of how they can go online to register

31. Health and safety

32. Lone working We 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 a mobile phone

33. Minimising riskNever 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 Report any incidents to the elections office

34. Data protection

35. Security of personal information You are 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 the elections office.

36. Collecting personal data on the doorstep Always wear and show your identity badge Be aware of other people around you and take precautions so that nobody else can overhear any personal information you are collecting

37. 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