1. Training session for polling station staff in GB EU Referendum, 23 June 2016

2. Introduction Counting Officer Electoral Services Manager

3. Message from the Chief Counting Officer The Chief Counting Officer would like to thank you for choosing to work in a polling station at this referendum. As polling station staff, you play a central role in the referendum. Your role is vital in ensuring that voters and campaigners have confidence in the referendum process.

4. Objectives of the training session At this session we will: –discuss the voting procedures –outline what we expect you to do on polling day –think about health and safety issues –highlight a number of administrative arrangements

5. Key aims for the referendum that all voters have a good experience, and any person who is entitled to vote at the referendum is able to do so that the poll is professionally delivered that we produce accurate local totals that feed into an accurate result that is accepted that the process is transparent that the poll is consistently administered

6. It is essential that you… – act impartially at all times – comply with any instructions issued by the Counting Officer – ensure the secrecy and security of the ballot

7. The Presiding Officer Responsible for management of the polling station Liaise with the key-holder of the building Organise the layout of the polling station Instruct and supervise the work of the Poll Clerks Account for all the ballot papers, ballot boxes and paperwork

8. The Poll Clerk General duties Assist with the layout of the polling station and prepare for the opening of the poll Be polite and professional in dealing with voters Check that electors are eligible to vote at that polling station Understand the process for issuing ballot papers

9. Countdown to polling day Essential tasks –Visit polling place and check contact and access arrangements –Check arrangements for ballot box collection or delivery and check contents as soon as possible –Contact other members of the team –Dress code – ensure clothing reflects professionalism and impartiality but is also comfortable and suitable for the weather conditions

10. Polling station inspectors General duties Responsible for carrying out polling station checks A point of contact during the day Suppliers of missing or additional stationery and equipment Polling staff – know who your polling station inspector is and know their number Polling station inspectors - familiarise yourself with your route and contact numbers of your stations

11. Who can and cannot vote at the referendum? Using the electoral register and corresponding number list

12. Who can vote at the polling station? Letters Who No letters Ordinary electors No letters + N Anonymously registered electors Date on or before polling day Electors who will turn 18 years of age on or before polling day E or E+N Overseas peers F or F+N Overseas electors L or L+N Peers

13. Who cannot vote at the polling station? Letters Who Date after polling day Electors who will not be 18 years of age until after polling day A or A+N Postal voters G or G+N Certain citizens of EU member states K or K+N Certain citizens of EU member states U or U+N Certain citizens of EU member states (Scotland only)

14. Issuing the ballot paper Marking the register and the CNL –Ask the elector to confirm their name and address –Mark elector’s elector number in the register –Call out the name and elector number of the elector –Enter the elector number on the Corresponding Number List (CNL) –Do NOT write the elector number on the ballot paper! The ballot paper –Official mark, ballot paper number and Unique Identifying Mark (UIM) –Fold the ballot paper, then hand it to the voter unfolded

15. Example reverse of ballot paper [Insert IMAGE of back of the ballot paper]

16. Marking the register Queen’s WalkBC JP12 7AS 411 GVella, Eva1 412 FVella, Tolek1 413 KVella, Christina1 414Brown, Robert3 415Evans, Gareth5 416Hall, Peter7 417Myers, Martin7 418 ABishop, Stephanie13 418/14 June 2016Smith, Ben13

17. Example Corresponding Number List (CNL) BC 27/1

18. Exceptions to the rule Anonymous electors –Must have poll card –Marked ‘N’ on register –Name and address must not be called out –Mark the register by their poll number as usual Clerical errors and other electors –On separate register sheet or at end of register –Always check if can’t find on register – they won’t be in street order

19. Marking the ballot paper Voters will be asked to vote by putting a cross in the box next to their choice. Don’t get into conversations about the referendum or anything other than how to vote – see Appendix 10 of the handbook for what you can say in response to specific questions. If a voter asks you how to vote, read out the instructions at the top of the ballot paper and clearly read out the question and answers. If voters make a mistake, simply follow the spoilt procedure.

20. The prescribed questions The prescribed questions must be asked: –when a referendum agent or polling agent requests them –before issuing a tendered ballot paper The prescribed questions should be asked: –when you suspect personation –when a registered elector appears to be clearly under age –when an elector states their name is not as shown in the register of electors No other enquiry or questioning of electors is allowed

21. Prescribed questions for an elector ‘Are you the person registered in the register of electors as follows (you must then read out loud the whole entry from the register)’? ‘Have you already voted in the referendum on the United Kingdom’s membership of the European Union, here or elsewhere, otherwise than as proxy for some other person?’

22. Risks Discussion

23. Risks Answers from discussion session Can’t make contact with key-holder Can’t gain access to the polling station Staff failing to turn up or being late Problems displaying notices Wrong registers allocated to the station The ballot paper numbers do not match those pre-printed on the Corresponding Numbers List (CNL) Tendered ballot papers wrongly issued Queues building up throughout polling day Bad weather, flooding

24. The polling station Setting up, layout and who can enter the polling station

25. Setting up the polling station Key considerations Layout (see set-up checklist in Appendix 11 of the Polling station handbook) –Must work for the voter and be accessible – walk the route they are expected to follow and consider needs of wheelchair users –If a hearing induction loop is installed/available, make sure this is clear to voters –Provide seats for electors who may need to rest –Check notices are up

26. Prepare the stationery –arrange the ballot papers in numerical order –prepare register, corresponding number list and ensure pencils are sharpened –keep tendered ballot papers in packet Ballot box –keep ballot box accessible and secure –show box is empty just before 7am and seal –don’t allow other seals at this time Polling agents, tellers and others –consider where polling agents, tellers, other supporters/campaigners can / can’t be and what they can and cannot do. Setting up the polling station Key considerations

27. Polling station layout – practical exercise Think about: where booths might go where your stationery might go layout for double polling stations

28. Polling station layout

30. Who can enter the polling station? –Voters –Counting Officer and staff –Referendum agents –Polling agents –Police officers [England and Wales only: and community support officers] on duty at the polling station –Representatives of the Electoral Commission –Accredited observers –Under 18s accompanying voters –Companions of voters with disabilities

31. Accredited observers and Commission representatives

32. Customer care Listen and empathise Be helpful and approachable Ensure voting is accessible to all Don’t interrupt or argue - allow people to put their point across before responding Don’t say ‘No’, tell them what you can do for them and what they can do But the referendum rules must be followed at all times, no matter how insistent, upset or angry people are If in doubt, contact the team at the elections office Remember! You are the face of the Counting Officer

33. Making voting accessible A practical demonstration on using the tactile voting template Tactile template needs to be readily available and prominently displayed, in addition you should be confident in using it Stationery provided in alternative languages and formats should be clearly visible You must be able to provide information to disabled electors on options for voting. Remember –there is also a large print ballot paper –you can also assist any voter who needs your help –a voter can also bring a companion with them to assist with the voting process

34. What happens if…? Practical exercise

35. What happens if…? Discussion of answers from practical session a voter spoils their ballot paper a person believes they should be on the register but they are not listed 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 a person arrives wanting to vote as an emergency proxy there is a disturbance at the polling station you are handed a certificate of employment

36. Postal votes voters can hand in their postal votes at any polling station within the local authority returned postal ballot packs must be stored, sealed and labelled as instructed postal votes will be collected during the day, with the remainder returned with the ballot box at close of poll

37. Postal votes ‘A’ markers cannot be given an ordinary ballot paper at the polling station: –direct to Counting Officer for replacement (before 5pm) –tendered ballot paper procedure

38. Close of poll The procedures to be followed, including how to manage queues

39. Managing a queue At any point in the day – call the team at the elections office Just before 10pm –make sure those waiting can cast their vote –check that anyone waiting to vote is at the correct polling station for their address

40. Managing a queue (2) At 10pm: –bring all the waiting electors into the room/building and close the door, OR –if the room/building is not big enough, a member of the team should stand at the end of the queue to mark it –continue to issue ballot papers until everyone who was in the queue by 10pm has voted Anyone who was not in the queue at 10pm must NOT be issued with a ballot paper.

41. Close of poll Once the last voter has voted, seal the ballot box Referendum and polling agents are also entitled to affix seals to the ballot box at this point

42. After close of poll Absolutely essential that the ballot paper account is completed accurately The ballot paper account must be kept with the ballot box Ensure all documents placed in correct packets and signed as appropriate Poll clerks to assist packing up station to allow Presiding Officer to do these important tasks

43. Health and safety never put the safety of anyone inside the polling station at risk be aware of 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

44. Any questions?

45. Additional Information Contacts for the team at the elections office Electoral registration team contacts Electoral Commission website –www.electoralcommission.org.ukwww.electoralcommission.org.uk –www.aboutmyvote.co.ukwww.aboutmyvote.co.uk Feedback sheets