Polling station staff briefing session

The National Assembly for Wales Referendum 3 March 2011

Introduction

Counting Officer

Electoral Services Manager

Objectives of the trainingsession

• Your role is key – you are the customer service face of the referendum.

• At this session we will:– outline what we expect you to do on

polling day– discuss the voting procedure– highlight a number of administrative

arrangements

Overview of the WalesReferendum

• A referendum is a direct vote in which the electorate is asked to either accept or reject a particular proposal

• On 3 March 2011 there will be a referendum on the powers of the National assembly for Wales

• Polling hours: 7am to 10pm

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

The Presiding Officer

• Presiding Officers have an overall responsibility for managing the polling station on polling day

• Key tasks include:– checking the layout of the polling

station– instructing and supervising the work of

the Poll Clerks– accounting for all the ballot papers,

ballot boxes and paperwork

The Poll Clerk

• Assists the Presiding Officer with polling station duties

• Poll Clerks do not have the responsibilities of the Presiding Officer, but they must know all of the procedures for voting and how to deal with any problems

Countdown topolling day

• Essential tasks– Visit polling place and check out

access arrangements– Contact other members of the team– Check ballot box contents as soon as

possible after collection– Dress code – ensure clothing reflects

professionalism and impartiality but is also comfortable

Polling station inspectors

• Spare supplies of stationery and equipment

• Responsible for– Checking layout of stations

– Checking things are running smoothly

– Being aware of and dealing with any queues

– Collecting any returned postal votes

• Contact numbers

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 • Tendered ballot papers wrongly issued• Queues building up close to the close of

poll

The polling station

Setting up thepolling station

• Layout / notices (see set-up checklist in Appendix 11 to Polling station handbook)

– must work for the voter

– walk route voter expected to follow

– accessible to all voters

• Location of ballot box– accessible and secure

• Arrange ballot papers in numerical order• Tellers and campaigners

– who can enter the polling station?

• Sealing the box(es)

Polling station layout

Polling station layout

Who can enter the polling station?

– Voters– Counting Officer and staff– Referendum agents– Polling agents – Police officers on duty– Representatives of the Electoral Commission– Accredited observers– Under 18s accompanying voters– Companions of voters with disabilities

Two types of ID issued by the Electoral Commission

Customer care • Show a personal interest• Be helpful and approachable• Listen and empathise• 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 anyone is

• If in doubt, contact the elections office

Customer care • It is important that when dealing with electors’ questions on the referendum your impartiality is not called into question.

• So what happens if you are asked what the referendum is about?– Stick to the wording in the FAQs in the

polling station quick guide– Point enquirer to the poster listing the 20

subject areas that the Assembly is responsible for

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

Who can and cannot vote?Using the electoral register and corresponding number lists

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 a ‘G’ or ‘K’– these are citizens of EU member states

• Electors with an ‘L’ • Electors who have registered

anonymously who have an ‘N’ instead of a name

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 ‘F’ before their name

Issuing the ballot papers

• Marking the register and the CNL– Make the elector confirm their name– Mark electors’ elector number in the regist

er– Enter the electors’ elector number on the

Corresponding Number List (CNL)– Do NOT write the elector number on the

ballot paper!

• Ballot papers– Open up fully so the whole paper is

visible.– Official mark– Ballot paper number and unique Identifyin

g Mark (UIM)

Marking the register

Red Dragon Walk

BC

JP12 7AS

411 G Vella, Gosia 1412 F Taber,

Louise1

413 K Vella, Kostas 1414---------

----------- Brown, Robert

3

415 Evans, Gareth

5

416---------

------------

Barker, Peter 7

417 Jolly, Simon 7418 A Bishop,

Stephanie13

418/1 02 Feb Smith, Ben 13

• Click to return to slide

The Corresponding Number List (CNL)

BC 27/1

• Click to return to slide

Back of ballot paper

Marking the ballot paper

• Some electors may need to have the voting process explained to them:– voters have one vote, and should place a

cross (X) in either the ‘yes’ or the ‘no’ box – If they vote for more than one choice, their

ballot paper will not be counted

• Some electors can get assistance:– The Presiding Officer can mark the ballot

paper– The Presiding Officer can fit the template

on the paper and read out the options– A companion can assist the elector

What happens if…?

• you are handed a certificate of employment

• 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

• a person arrives wanting to vote as an emergency proxy

• a person believes they should be on the register but they are not listed

• there is a disturbance at the polling station

The prescribed questions

• The prescribed questions must be asked:

– when the Presiding Officer requires them to be

– when you suspect personation – when a registered elector is clearly under

age– when a referendum agent or polling agent

asks for them to be asked– before issuing a tendered ballot paper

Postal votes • voters can hand in their postal votes at any polling station in the local authority area

• recieved postal ballot packs must be sealed and labelled as instructed

• [insert procedure for collection of postal ballot packs by the Counting Officer during the day]

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 after 5pm• exception: where elector claims never to

have applied for a postal vote. In such case, they would be eligible for a tendered ballot paper at any time if they do not wish or are unable to apply to the Counting Officer for a replacement.

Close of Poll

Close of Poll • Must close at 10 pm• Anyone who has been issued with a ballot

paper by 10 pm must be allowed to vote• Do not issue after 10pm, even if elector

was in a queue at 10pm• Seal ballot box in the presence of any

agents, accredited observers and Electoral Commission representatives.

• Agents entitled to affix seals now that the polls have closed.

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

• 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

What happens if …

• during the day tendered papers are wrongly issued?

• an accident occurs in the polling station?

• an incident outside the polling station prevents the Presiding Officer from leaving for the count?

Health andsafety

• Never put the safety of anyone inside the polling station at risk

• Look out for 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

Questions

Additional Information

• Election team contacts– Electoral Services Manager– Officer responsible for staffing issues– Officer responsible for polling stations

• Electoral Commission website– www.electoralcommission.org.uk– www.aboutmyvote.co.uk

• Feedback sheets