1. Electoral roll management in urban areas MANOJ R Special Officer (Elections), Karnataka 2/5/2016 Diamond Jubilee year of Election Commission of India “Greater Participation for a Stronger Democracy”

2. CONTENTS Urban areas roll issues Voter Facilitation Centers (VFC) What needs to be done Time lines Discussions

3. Why urban areas Urban areas have a unique demographic character. Higher rate of migration of people from one polling station to another, from one AC to another within the city, and from neighboring districts It is estimated that about 5% of the voter population in each Assembly Constituency changes every year. The extent the Electoral Roll has to be modified and updated is high.

4. Other issues Citizens do not know – Whether their name is included in the roll. – In which part it is included. – Which is the polling station. – Is the inclusion correct. – Where to look for all these information. – If a request is made when it will be known as to what has happened to the request.

5. What is Voter Facilitation Centers (VFC) “Voter Facilitation Centers are citizen friendly centers to facilitate citizens on electoral roll issues and EPIC cards”. Electoral roll issues of citizens are additions, deletions, modifications, transpositions of their names to the roll and getting EPIC VFC was a one spot stop for citizens electoral issues.

6. Why VFCs VFC will assist the citizen – To know whether his/her name is included or not. – If not included how to get the name included in the roll. – If modifications are required how to go about. – Educate the voter on the part/ polling station. – Getting EPIC. – Fast track-Speedy response to requests made.

7. Structure VFCs started in 50 urban dominant constituencies One VFC each for a assembly constituency. These VFCs will have a dedicated election team ( team headed by AERO plus four staff) plus EPIC team. – In disposal of the Forms 6, 7, 8 and 8A received. – Preparation of manuscripts and maintenance of records. – Elector assistance booth to help citizens – data entry operator to daily update the manuscripts – The EPIC vendor will post a permanent DPL team

8. VFC location Centrally located in the constituency It should be easily accessible through private & public transport. Citizen friendly environment needs to be created at these centers. – waiting area, – public convenience – parking of vehicles – Drinking water The concerned ERO/AERO shall set aside or identify a suitable office space suitable for setting up VFC

9. VFC timings VFC on week days will function from 8.00 am to 12.00 pm and from 4.00 pm to 8.00 pm. VFC on Sundays will function from 10:00 am to 8:00 pm. VFC is closed on Monday.

10. Work flow

13. Publicity on VFCs Wide publicity on VFCs, its location and contact numbers. That it is a “One stop for all citizens problems in electoral rolls and EPIC” Facilities available at VFCs – It will be clearly told that electors can check their name and details in these centers. – The fast track available (Check for your requests within 10 days at these centers) – EPIC cards will be generated and distributed – The way and manner to fill up the forms will be told. The required documentation for each of these applications

14. VFC Team duties ERO: Responsible for over all functioning of VFC AERO: As the AERO, he will be the in charge and the supervisor of the VFC. – His/her function is of statutory nature including receipt, processing and disposal of all claims and objections received in forms 6, 7, 8, and 8A, as per election law. – He/she will also ensure and approve accurate issuance of EPIC.

15. VFC Team duties Section officer: – Field verification is at the core of the accuracy of the electoral roll. – This work needs to be done by a responsible government functionary. – Claims and objections received at VFC requires field verification for their settlement. – The SO shall be entrusted with this work.

16. VFC Team duties FDA: – ECI has prescribed registers which have detailed entries to be made for each type of application of claims and objections, and EPIC. – Accuracy of electoral rolls and accountability for decision will depend upon entries made in these registers. – FDA at the VFC will be in charge of all the entries in all the registers and preparation of manuscripts. – Note: Manuscripts will be both in Kannada and English

17. VFC Team duties Data entry operators: – There will be two Data entry operators in each VFC. – They will assist the AERO in his/her functions. – Data entry operators will operate the “Search and Query” software at the VFC voter facilitation booth. – He/she will also attend to all the visitors and distribute blank forms 6,7, 8, and 8A on request. – Assist citizens to fill up forms

18. VFC Team duties Vendor will provide data entry operator to do data entry of manuscripts. Data entry of Manuscripts should be accurate and mistakes of transliteration should be zero. EPIC vendor will provide permanent DPL to generate and distribute EPICs to eligible electors.

19. Registers to be maintained Every VFC is required to maintain a set of four separate registers for each constituency in the format prescribed by the Commission. – Annexure 8.1 for Form 6. – Annexure 8.2 for Form 7. – Annexure 8.3 for Form 8. and – Annexure 8.4 for form 8A

20. Manuscripts Language Sl. No. House No. Name of Elector Relationsh ip Name of Relation SexAgeEPIC No. Date of manuscrip t Entry A12345678B K E K E Proforma for preparation of manuscript LAC No. and Name _______________________ Part Number________ Last serial number in the Final roll ___________ Col A: Language to write K = Kannada, E = English Col.4: Relationship F-Father, M-Mother, H-Husband, O-Other Col.6: M-Male, F-Female Col.8: To write complete EPIC No.

21. Checklist verification For the data entry of manuscripts which has taken place for the day the vendor needs to give a checklist. This check list needs to be verified. Only after checklist approval will the database ready for updation.

22. Robust Search facility at VFCs

23. Search Screen

24. Fine Tuning Search Electoral Rolls database

25. VFC in 50 ACs Voter facilitation centers (VFC) to be started in 50 urban dominant constituencies – 21 BBMP – 7 Bangalore urban – 5 Mysore – 3 Dharwad – 2 Belgaum – 2 Gulbarga – 2 Bellary – 2 Davangere – 2 Shimoga, – 2 Tumkur – 2 Dakshina Kannada,

26. Results of VFC (Feb to April 2009 ) AC AdditionsDeletions Modificat ions MaleFemaleTotalMaleFemaleTotal Total 50 ACs 455584407563863147193166183793376959201566 Total citizens served through VFCs = 14.41 lakhs

27. Thank you