1. Polling Station Staff Briefing Session
Combined European Parliamentary and local government elections
4 June 2009
Aim
This PowerPoint presentation has been designed to assist with the briefing of polling station staff for the combined European Parliamentary and local government elections on 4 June. This presentation refers to the combined polling station handbook and combined polling station quick guide produced by the Electoral Commission to support these elections.
Additional Materials
Polling station handbook, Polling station quick guide.
Training scenarios document that can be used in conjunction with the PowerPoint briefing. The scenarios look at the issues raised in the “risk” and “what happens if…” slides (13, 29 and 36) so will test how much information people have absorbed. There are discussion points dotted throughout the briefing that address other specific points.
Equipment
PowerPoint, flip chart, sundries box, notices, ballot papers, ballot box, sample paperwork.

2. (Local) Returning Officer Electoral Services Manager
Introduction
(Local) Returning Officer
Electoral Services Manager
Introduce yourself and anyone else involved in the briefing session.
If you have any key staff who deal specifically with polling stations and or staff issues introduce them and/or give key contact details – often encourages people to call with questions or problems when they know exactly who it is they need to contact.

3. Objectives of the training session
In order to prepare for the elections we will
Outline the combined European Parliamentary and local government elections
Discuss the duties of the polling station staff
Look at pre-polling day activities
Look at the set up of the polling station
Outline those entitled to be present at the polling station
Discuss the voting procedure
Think about health and safety issues
Highlight administrative arrangements
It is fundamental to have well trained staff, polling station staff play a key role in ensuring a well run election and are the customer service “face” of the election.
It is important that staff arrive at the polling station on the day of the election feeling confident in their duties and ready for the day ahead.

4. Overview of the Elections 2009
On 4th June there will be elections to the European Parliament across the UK
In this area there will also be local government elections
Polling hours: 7am to 10pm
Add local information
For the European: explain the number of seats in the region, that the results are collated by the lead local authority and that results will be region wide.
Voters have one vote, which they can use to vote for a party or an individual candidate. Voters should mark their ballot paper with a cross in the box to the right of the name of the party or individual candidate they wish to vote for.
Polling station handbook reference: Appendix 11 (explains how seats are allocated)
Explain that local government elections and European elections are run on different election rules and a different franchise. Further details to follow later in the presention.

5. It is essential that you…
Act impartially at all times
Comply with any instructions issued by the Returning
Officer
Ensure the secrecy and security of the ballot
The outcome of the election must deliver a fair and unchallenged result. There is no room for error!
Reinforce - If in doubt about anything call the elections team.

6. The Presiding Officer – management of the polling station
Ensure the secrecy and security of the ballot
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
Be responsible and account for all the ballot papers, ballot boxes and paperwork
Ensure that proper procedure is followed, including ensuring that the corresponding number list is marked correctly.
Aim of this slide is to highlight that they are in-charge of proceedings on the day.
Roles and responsibilities are covered in more detail on pages 3 and 4 of the polling station handbook.

7. The Presiding Officer – practical tasks
Overview of issue of ballot papers to voters
Deal with special voting procedures
Ask the prescribed questions when necessary
Receive postal votes delivered by voters
Manage the attendance of those entitled to be present in the polling station, and ensure they do not interfere with the voting process
Monitor the activities of tellers
Keep the polling station neat and tidy
Ensure that all signs and notices are clear, visible and remain in place
More specific jobs they need to do.
Briefly explain ‘prescribed questions’ and ‘tellers’

8. The Poll Clerk General duties
Comply with the instructions of the (Local) Returning Officer and the Presiding Officer
Assist with the layout of the polling station and prepare for the opening of the poll
Be polite and professional in dealing with voters, candidates, agents and others entitled to be present
Check that electors are eligible to vote in the election and at that polling station
Ensure that voters cast their votes in secret
Maintain the secrecy of the ballot at all times
Reinforce slide.
Roles and responsibilities are covered in more detail on pages 3 and 4 of the polling station handbook.

9. The Poll Clerk – specific tasks
Check and mark the elector numbers in the register of electors
Enter the electors’ electoral numbers in the Corresponding Number List (CNL)
Issue ballot papers to voters, ensuring they bear the official mark
Ensure that voters cast their votes in secret
Help with any other polling station duties on the instructions of the Presiding Officer
Briefly explain ‘corresponding number list’. Further details will be provided later on in the presentation.

10. Countdown to polling day
Essential tasks
Visit polling place and check out contact and access arrangements
Check out arrangements for ballot box collection 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
Read Handbook for polling station staff
Reinforce slide.
Presiding Officers should be making contact with the key holder on at least two occasions: one early on and one near to the day.
Think about
Getting the keys, alarm codes, access, facilities, furniture. Make sure any problems with contact are highlighted to elections team immediately.
Presiding Officers should also be making contact with Poll Clerks on at least two occasions. Staff problems such as possible sickness should always be referred to the elections team.
If ballot papers are collected in advance of polling day by Presiding Officers, these should be checked in advance to ensure the ballot papers are numbered in sequence and match those pre-printed on the CNL.
Polling station handbook reference: pages 5-6.

11. Handbook for polling station staff and quick guide
Emphasise the important role that polling station staff play on polling day, as well as the importance of reading the handbook prior to the election and using it as a reference point on the day of the election. The quick guide is to be used as a quick reference (e.g. franchise markers) and guide to navigate the larger handbook (eg. What if…? scenarios).
The quick guide has space on the back for contact telephone numbers. If not already printed on the document, you could ask everyone to write down the elections office contact telephone number in the space provided. Reinforce idea – if in doubt, call the elections office for advice.

12. Polling station inspectors
Supplies of stationery and equipment
Responsible for
Checking layout of stations
Checking things are running smoothly
Collect any returned postal votes
Distribute payments
Contact numbers
Use this slide to outline the plans for polling station inspectors / what their responsibilities are.
Outline the kinds of things they should be talking to the inspectors about.

13. Risks Can’t make contact with key-holder
Can’t gain access to the polling station
Staff failing to turn up or being late
Problems affecting the display of notices
Wrong registers allocated to the station
The ballot paper numbers do not match those pre-printed on the CNL
It’s the POs duty to make sure any problems are dealt with and are not ignored.
Discussion – discuss how the risks on the slide could be mitigated (emphasise that PO’s job starts before polling day). Could use flipchart.
If you can’t make contact don’t leave it – contact the elections office.
Arrange the time with the key-holder that you need to gain access to the station – 6.30am
Most issues with getting access are due to lack of contact – make sure it doesn’t happen.
Always ring if there are problems such as car failure. These things happen but elections team need to know. Make sure all staff know to be there at 6.30 to help set up.
It is important that staff check that the have the correct ballot papers, CNLs, registers for both sets of elections. If ballot papers are collected in advance of polling day by Presiding Officers, these should be checked in advance to ensure the sequential numbering of ballot papers. Check in advance that the register is for the right polling station.

14. The Polling Station

15. Setting up the polling station
Layout
must work primarily for the voter
walk route voter expected to follow
accessible to all voters
Notices
– inside and outside polling
Location of ballot box(es)
accessible and secure
Arrange each set of ballot papers in numerical order
Tellers and agents
Who can enter the polling station?
Sealing the box
Reinforce slide – if these aspects are all sorted at the outset, the day will run smoothly.
Think about
access to and within the polling station – clear and wide enough space to turn a wheelchair around inside
position of notices – can people see them? Ensure the required notice is posted in the polling booth [SHOW NOTICE]
ballot box – accessible but safe, the PO must be able to see clearly at all times
Keep ballot paper books organised to help with issue, this will also help with calculations for the ballot paper account
Keep an eye on any people gathered outside, make sure they don’t impede access
Perhaps think of an area of the polling station where any candidates/agents can sit so that they can oversee proceedings but not get too close to put voters off.
Polling station handbook reference: General info pp.7-12; Set-up checklist in Appendix 12; Guidance on tellers in Appendix 8 – highlight any local guidance on tellers.
Practical Demonstration - how to put the lid on and seal the ballot box.
Notices / polling station signs / equipment – have a couple of tables set out with all the polling station equipment so that people can see it and ask how anything is used or what things are for either before or after the session.

16. Polling station layout
Describe the layout and take questions.

17. Polling station layout
(es)
(es)

18. Who can enter the polling station?
Voters
Local/Regional/local government Returning Officers and staff
Candidates at the European election (party list and individual), their election agents, sub-agents and polling agents
Candidates at the local government election, their election agents and polling agents
Police officers on duty
Representatives of the Electoral Commission
Accredited observers
Under 18s accompanying voters
Companions of voters with disabilities
Highlight
Sub-agents as specific to European elections.
Observers and Electoral Commission Representatives will have photographic ID issued by the Electoral Commission (see next slide).
Companions of voters with disabilities must be 18 years or over and either a close relative (father, mother, brother, sister, spouse, civil partner, son or daughter), or a qualified elector. Must fill in a declaration (SHOW COPY)
Staff need to be careful to preserve the distinction between staff and candidates/agents so electors are clear when they come in. Especially important to act impartially when you have council staff working on the station and sitting councillors are coming in that they know.
Polling station handbook reference: pages and Appendix 1 (for info on companions of voters with disabilities).
Discussion point
Can tellers wear rosettes with party names / candidates?
Can the media enter the polling station to film a candidate voting?

19. Two types of ID issued by the Electoral Commission
Polling station handbook reference: pp
Accredited observers & Commission Representatives do not need to give advanced warning of their visit but do need to provide you with ID when they come into the station. Silver badges (ie those issued to accredited observers) will have a start and expiry date, as well as a reference number above the picture.
Electoral observation is an important part of the electoral process and care should be taken not to obstruct it in any way. POs can manage access in case of overcrowding by e.g. having a rota system in place. But reinforce that POs not entitled to bar all observers, only limit numbers present. If numbers are limited, this should be recorded in the polling station log.
Refer POs to EC publication Observers at UK elections: (guidance for POs can be found at the bottom of the page).

20. Customer care How do we care for the electors?
Show a personal interest
Take responsibility and act on own initiative
Be helpful and approachable
Listen and empathise with them
Allow them to put their point across before responding
Tell them what you can do
But the election rules must be followed at all times
Reinforce slide.
It is all common sense but voters that feel comfortable with the voting experience are more likely to participate regularly.
Having a positive and empathetic attitude can often help to diffuse difficult situations. But, also make sure you do not lead voters to vote in a specific way when offering assistance.
The election rules must always be followed – if in doubt, call the elections office.
Polling station handbook reference: pages

21. Customer care Ensure that the voting process is accessible to all:
layout must work for all voters, including wheelchair users
stationery provided in alternative languages and formats should be clearly visible
tactile template needs to be clearly visible and you should be confident in using it
you must be able to provide information to disabled electors on options for voting aided and unaided
Reinforce slide.
Ensure that any large print ballot papers, tactile voting template, magnifying glasses, easy-read/alternative format literature are all visible and available when people enter the station.
Run through options for disabled voters who need assistance: companion, PO, tactile template.
Polling station handbook reference: Appendix 1 and 12.
Discussion point
What if an elector cannot gain access to the polling station?
Demonstration
Tactile voting template

22. Who can vote?
Using the electoral register and corresponding number lists
Chapter 5 Polling station handbook

23. General rules
These people can vote in the polling station for all elections:
electors with no letters or dates before their name
electors who are 18 years of age or over on the day of the election (without any additional franchise markers)
electors who have registered anonymously who have an ‘N’ instead of a name (without any additional franchise markers)
Electors with an ‘A’ are postal voters, so are not eligible to receive a normal ballot paper in the polling station.
electors with an [A*/A#] are postal voters for the [local government/European Parliamentary election] only.
Modify slide according to local circumstances
Important that people check dates when they appear by a person’s name to ensure that they are 18 on the day of the election.
Mention that the register will be marked up in a different way when electors have applied for a postal vote in respect of one election only – an ordinary ballot paper can be issued in respect of the election not covered by the A marker.

24. Eligibility differences
European Parliamentary and local government elections
European Parliamentary only
Local government only
K (or K +N)
L (or L + N)
E (or E + N)
F (or F + N)
G (or G + N)
Very important that staff understand the difference in franchise here – they need to understand the importance of checking the register thoroughly and also need to be able to explain the difference if an elector is one of those people who can only vote in one and not the other.
A similar guide to the franchise markers is reproduced in the polling station quick guide.
K - Citizen of European Union who is entitled to vote at European Parliamentary elections and local government elections
L - Peer who is entitled to vote at European Parliamentary elections
E - Overseas elector who is also a Peer and is only entitled to vote at European Parliamentary elections
F - Overseas elector who is only entitled to vote at UK and European Parliamentary elections
G – Citizen of European Union who is only entitled to vote in local government elections (did not fill in special application form to vote in the European Parliamentary election)

25. Issuing the ballot papers
Marking the register and the CNL
Mark electors’ elector number in the register
Enter the electors’ elector number on the Corresponding Number List (CNL)
Do NOT write the elector number on the ballot paper!
Ballot papers
Official mark
Unique Identifying Mark (UIM)
Folding the ballot paper
Reinforce slide. Refer to stages in polling station handbook, p.13 : checking, issuing, voting.
Interactive slide - click on links for sample register, CNL and ballot paper reverse.
There is a separate sheet of paper for the elector number to be written on – the Corresponding Number List.
Explain your official mark.
Explain your UIM. The UIM is another security device and is useful for a court if an election is challenged
Polling station handbook reference: pages

26. Marking the register Return to ‘issuing the ballot papers’
Queen’s Walk BC
JP12 7AS
411 G
Vella, Eva 1
412 G
Vella, Tolek
413 K
Vella, Christina
414
__________
Brown, Robert 3
415
Evans, Gareth 5
416
Hall, Peter 7
417
Myers, Martin
418 A
Bishop, Stephanie 13
418/1
04 June
Smith, Ben
An example of a register marked for elector numbers 414 and 416. Use a ruler, mistakes are made by poor marks.
Be especially careful with family members. Never accept a poll card as proof of identity. Always ask for full name and address – unless you are dealing with an anonymous elector!
Discussion point
Can 412 vote? No. G marker – not completed an application to vote in the European Elections from the UK
Can 413 vote? Yes. They have completed the appropriate application to vote from the UK.
Can 418 vote? No. They are a postal voter so you cannot give them an ordinary ballot paper at the polling station.
Can 418/1 vote? Yes, non-eligible people should be crossed out but they should double check themselves.
Return to ‘issuing the ballot papers’

27. The Corresponding Number List (CNL)
BC 27/1
Ballot paper numbers will be pre-printed on the list so all you need to write on is the elector number next to the relevant ballot paper number. Remember this is instead of the ballot book counterfoil. Do not write the elector number on the ballot paper.
Return to ‘issuing the ballot papers’

28. Back of ballot paper

29. Marking the ballot paper
Some electors may need to have the voting process explained to them:
- Voters at the European Parliamentary election have one vote. They can vote for a party (and its list of candidates) or for an individual candidate and should place a cross in the blank box next to the party or individual candidate they wish to vote for.
- Voters at the local government election have [one/two/three] votes and should place a cross in the box to the right of the candidate(s) they wish to vote for.
Modify as required.
Show ballot papers for both elections.
Polling station handbook reference: pp 2-3.

30. What happens if… a voter is entitled to only one ballot paper?
a voter spoils a 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
Add your local instructions here.
Point to quick guide and polling station handbook.
Polling station handbook reference: Appendices 2-7.
Entitlement and spoilts covered in pp.16 and 18 respectively.
Remember the extended use of tendered ballot papers for those marked as absent voters and the clerical error procedure (appendices 3 and 6b) and the clerical error procedure (appendix 2).
Highlight the 5pm start time for the issue of tendered ballot papers for those postal voters who have not received, spoilt or lost their postal vote. Postal voters who claim never to have applied for a postal vote are entitled to a tendered ballot paper at any time.
Transmission of possible clerical error by and to Presiding Officer (written/verbal).
Emphasise that poll never to be adjourned on the PO’s own initiative.

31. The prescribed questions
The prescribed questions must be asked:
When the Presiding Officer requires them to be
When polling station staff suspect personation
When a registered elector is clearly under age
When a candidate, an election agent or polling agent requests them
Before issuing a tendered ballot paper, including:
- 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
Polling station handbook reference: Appendix 6a.

32. Postal votes
Packs can be handed in at polling stations in the same [electoral division/parish/parish ward] – check they are for the correct area.
Procedure for collection of postal ballot packs during the day by the Returning Officer.
Voters with an ‘A’ marked against their name cannot be given an ordinary ballot paper at the polling station:
direct to Returning Officer for replacement (before 5pm)
tendered papers for postal voters who claim not to have applied or received a ballot
different times for issue of tendered ballot papers
Returned postal ballot packs must be sealed and labelled as instructed
Modify slide as appropriate.
It is important to emphasise the correct process when dealing with postal votes that are handed into the polling stations.
They must be for the same local counting area and, if not, the voter may need to be directed elsewhere.
Any completed packs that are handed in must be properly managed by placing them in a sealed packet labelled with the station details.
Even if voters with an ‘A’ marked against their name are insisting that they vote ‘in person’, there is no way that the Presiding Officer can allow this. Explain the procedure for issuing tendered votes and where to send people for replacement ballot packs if it is before 5pm.
Explain whether postal ballot packs will be collected during polling hours and / or should be returned at close of poll together

33. Close of Poll

34. 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 pm must be allowed to vote
However cannot issue after 10pm, even if elector was in a queue at 10pm
Seal ballot box(es) in the presence of candidates, election and polling agents, accredited observers, Electoral Commission representatives and Police Officers on duty. Agents entitled to affix seal.
Polling station handbook reference: p 20.

35. After close of poll
Absolutely essential that the ballot paper accounts are completed accurately
The ballot paper accounts must be placed in the envelope provided – keep these with the ballot box(es)
Ensure all documents are sealed and signed as appropriate
Polling station handbook reference: pp (incl. checklists)
Talk about any paperwork that needs to be separated due to the different elections.
Emphasise the need for accurate ballot paper accounts.
Take time to ensure that all documents are placed in the correct packets and are signed as appropriate. Explain any other local arrangements with regard to equipment and left-over sundries and stationery.
Data protection – poll cards need to be disposed of safely.

36. 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 Presiding Officer from leaving for the count
What happens if …

37. 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
Polling station handbook reference: appendix 9
Make use of polling station inspectors if you find something you aren’t happy about. Use common sense.

38. Questions
You could use this slot, if questions are not being asked, to look at the scenarios or do them as a quiz.

39. Additional Information
Election Team Contacts
ESM
Staffing Officer
Polling Station Officer
Electoral Commission website
Feedback Sheets
There are FAQs for polling station staff in Appendix 10 of the polling station handbook. What if… scenarios are covered in the polling station quick guide.