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ASHOKA ROAD, NEW DELHI . 110 OO1

No. 23iLET/ECI/FLNC/ERD_ER20 I 7 (Vor. rr)

To

Dated: 23.d August, 2Ol7

Subject: -

Sir,

I am directed to state that as per existing policy, revision of electoral rolls with reference to LstJanuary of the coming year as the qualifying date is done in later part of each year in all states/UTs (normallyin the last quarter of a year) so that final publication of the erectorar roils courd be made in the first week ofJanuary of the succeeding year. The revision schedule is prepared in such a manner that the electoral rollsare finally published much before National Voters' Day (25th January of every year) so that Eprcs generatedfor new electors especially young voters ( 18-19 years) can be distributed to them in ceremonial manner onthe day of NVD .

2' As the revision of electoral rolls actually starts with draft publication of electoral rolls, various pre-revision activities are required to be completed well before the actuar commencement of Revision ofElectoral Rolls with draft publication of electoral roll with the sole intention of achieving high fidelityelectoral rolls' Accordingly, pre-revision activities like Training and orientation of ERos/AERos,Appointment of Booth Level officers (BLos) and their Training and orientation, ldentifications of criticalgaps/deviations in electoral rolls and strategy to bridge/remove the same, deletion of identified multipleentries/dead electors entries after service of due notice, De-duplication campaign to remove duplicateentries in the electoral roll, Rationalization/modification of polling stations (including standardization andmapping of polling stations, determination of parts/section boundaries, optimization of sections andpreparation of improved digital maps of polling areas), photography campaign for residual electors whoseimages are not available in the roll (H2H campaign to collect images of residual electors), preparation ofcEo's website for draft publication of integrated rolls and providing search facility, standardization of searchfacility at website, updating of control Tables (including polling stations updating) and database andintegration of rolls (irrespective of whether it is election or non-election year), preparation of detailed actionplan for svEEP etc' have been planned by the states/UTs in pursuance of the commission,s letter No.

Page 1 of 6

The Chief Electoral Officers ofAll States and Union Territories,(Except Gujarat and Himachal pradesh).

special summary Revision of Photo Electoral Rolls w.r.t. 0L.01.201g as qualifliing dateProgramme - regarding.

Tel : 0 1 1 -230 52205-1 8 Fax. 0 11 -23052223-25, Website : www. eci. nic. in

"Tqqil Md - rw*t qpfrq1fr':t

Greater participation for a stronger democracy

23/LET/Ecl/FUNc/ERD-E R/20L7 (voL.ll), dated 2nd August 2017 andthe schedure, for pre-revision activities,fixed so' has to be strictly followed for its successful completion before draft publication of electoral rolls .A detailed report on completion of pre-revision activities shall be sent by the chief Electoral officer to thesecretary in charge of the respective state in the commission.3' As the commission has decided to use WPAT in allthe future elections, no reraxation /deviation wi,be allowed in the upper limit of 1200 and L400 electors in rurar and urban poiling stations respectivery. Thecommission has' therefore, directed all the polling stations with electors beyond the said upper limit will beinvariably rationalized/modified as a pre-revision activity. For the rationarization/modification of poringstation' rationalization of the part boundaries will be done as per the commission,s direction on upperceiling of number of electors in urban and rural area and creation of new polling station shall be resorted toonly after rationalizing the sections to adjacent polling station. proposal on change of location shall be sentto the commission only after physical verification/inspection of ail the poiling stations and arong with itsLongitude and latitude' Latitude and Longitude of all polling stations, newly identified and proposed forcreation/change of location of Polling stations shall be captured and detairs of the same sha, be updated inthe Dashboard.

4' The commission has decided to take up revision of electoral rolls with reference to r.,t Januar y 2o'gas the qualifuing date' The revision shall be a special summary Revision in ail states and union Territories(except Gujarat and Himachal Pradesh) and shall be undertaken as per the schedule annexed to this letter,in accordance with Manual on Electoral Roll, 2016 along with subsequent instructions with regards torevision of electoral rolls /registration of electors, issued from time to time by the commission. No changein the dates in the schedure approved by the commission wiil be permitted.5' Adequate publicity and awareness drive shall be ensured by DEos and cEO regarding the summaryrevision programme' All the DEos and cEo shallget the revision schedule properly disseminated to media,political parties and social organizations/RWAs and reach out to electors/eligible population extensively wellbefore the date of draft publication of electoral rolls. For making the purpose of publication of draft rollseffective, series of svEEP events, multiple and periodic meetings with political parties at Taluk, oi.tri.t ,rostate levels and regular press meets may be organized. All DEos and cEo shall separatery call meetings ofpolitical parties and explain the schedule and seek cooperation expected of them before the date of draftpublication' The draft publication should be done on the approved date with due fanfare publicity and thecopies of draft rolls should be handed over to recognized political parties in public meeting in the presenceof press and media' ln any case, proper acknowledgement receipts from the representatives of poriticarparties must be obtained and kept in record.

Page 2 of 6

6' The CEO should write to all recognized national and state level political parties informing them theimportant points of the law and procedutes of the revision and seek their cooperation in the roll revision

exercise. A copy of letter issued to them may be endorsed to the Commission for record.

7' CEO will request to the recognized political parties to identify and appoint Booth LevelAgent (BLA)

for each polling station who would be associated with the special campaign for Roll Revision process on

special campaign dates along with BLo. On these Special Campaign dates, the BLos willgo through the draftelectoral roll with BLAs of recognized political parties of state concerned and identify the corrections, etc. ltis pertinent to mention that BLAs once appointed from a recognized political party will continue as BLA,

unless their appointment is rescinded /revoked by the political party concerned.

8' ln addition to Divisional Commissioners, who shall act as Electoral Roll Observers for districtscomprised within their Divisions, the Commission may depute its observers/ECl officers/roll auditors torandomly check, audit and supervise the revision process. Hence, it is absolutely essential that all roll relatedrecords including reports of progress as well as lists of the locations where field operations are in progress,

should be kept up to date and made available to the observers.

9. The electors' information in prescribed Formats l.-8 related to draft publication of the electoral rollshall be furnished by the CEo along with his studied comments and explanatory memoranda to the

Commission well before draft publication. Every DEO/ERO will do the similar study for his/her

District/Assembly Constituency and forward the same to the CEo and also keep this ready for reference by

Roll Observer/CEO. CEOs shall adopt the same methodology for estimation of projected Lg+ population (age

cohort wise) on 01.01-.2018 as prescribed by the Commission during the recently concluded Special Drive,

2017.The State/Ul who is at variance with the methodology, as suggested by the Commission, may use

their own methodology, if they feelthat it is more scientific and realistic in context of the concerned State

and in such case CEO has to mention about the rationale behind keeping existing methodology in the

Format 1-8.

10. The CEo shall take prior written clearance of the Commission for final publication of the electoral

rolls. A request to that effect shall be made to the commission by the chief Electoral officer along with

Formats 1-8 by 20th Dec-emberr-2017 and with Formats 1--8, memoranda/note mandatorily on how the roll

revision process has achieved the targets fixed and the strategy to address any shortfalls during continuous

updating may also be furnished. This should, in any case, be done at least 7 days before the date of final

publication, so that clearance of the Commission may be conveyed at least 3 days before the date of final

publication.

LL. lt may further be noted that all communications and clarification relating to the revision should be

addressed to the Pr. Secretary/Secretary (in charge of the State/UT) in the Commission who will not only

Page 3 of 6

reply to the cEo concerned without any delay but also ensure that there is no slippage in the roll revisionprogramme of the States under their charge. They will closely monitor the pre-revision activities and rollrevision programme of their respective states/urs therefore, the cEos must forward requisite report onprogress of revision process at regular interval.

t2' ln order to facilitate the stakeholders and bringing more transparency in the process of electoralregistration, the practice of computerization and posting of all application forms received in Forms 6, 6A,7,8 and 8A on the website of the cEo on a day to day basis, shall continue. The status of each application formshould be clearly visible on each row of the list. Further, the web application used for this purpose shouldalso provide a facility, that on clicking on any row in the list, the concerned application form can be printedby any citizen.

13' DEos/ERos shall do Periodic reporting of progress made during the revision process regularly bymaking entries in prescribed Formats available at ECI dashboard, in accordance with the procedure laiddown therein' The cEo shall check it to ensure its up to date status. lt is reiterated for absolute complianceby all the concerned that dash board has to be kept updated at all times. Any lapse on part of the concernedofficer shall expose him /her to disciplinary actions.

1.4. With a view to ensure more involvement of political parties, the Commission has allowedBLAs of a recognized political parties to file applications in bulk, subject to the condition that a BLA shall notsubmit more than L0 Forms to BLo at one time/in one day. lf a BLA files more than 30 Applications /Formsduring entire period of filing claims and objections, then the cross verification must be done by ER9/AER'themselves. Further, the BLA will also submit a list of application forms with a declaration that he has

personally verified the particulars of the application forms and is satisfied that they are correct.

15. Further, the fo nd for

Officers involved in revision excercise:-

15.1 Display of list of claims and objections- (a) List of all claims and objections received should

be put up on the website of CEO so that any citizen is able to see the list and lodge objections with theconcerned ERO. ln addition to this -

i. Adequate publicity should be given by CEo to the fact that list of claims and objections is

available on his/her website and objections can be raised before the EROs based on this list.

ii. CEo, all DEOs and all EROs should hold meetings with political parties and inform them

about the publication of list of claims and objections on CEO's website and the latest

instructions of the commission about disposal of claims and objections.

iii. Political parties should be informed in writing by the cEO/DEo/ERo about publication of list

of claims and objections on CEO's website.

Page 4 of 6

iv' List of claims and objections should be made available by ERo to all political parties on

weekly basis. Forthis purpose, the ERo should call a meeting of all political parties on regularinterval and personally handover list of claims and objections to them and obtainacknowledgment. lt is to be added that the list should be incremental instead of cumulative.

t5'2 Decisions on Claims and objections - Decision on claims and objections should be taken onlyafter all of the following conditions are compiled -

i' At least seven clear days' period has passed after list of claims and objections has beenpublished on all of the following -(1) website of cEo as crickabre rists for each poiling station

(2) Notice board of ERo (rn Forms g,lo, Lland 11 A of RERs 1960)

(3) Notice board of polling station (ln Forms g, to, ll.and 11 A of RERs 1960)

(4) A personal notice has been served on the person whose name is proposed to be deletedin cases other than death cases.

ii' At least period of seven clear days has passed after furnishing the list of claims and

objections to political parties.

iii. All deletions on the ground of death shall be made only after ascertaining the fact of death,

to the satisfaction of ERO.

15.3 Verification before decisions on deletions -i. All deletions except those done on the ground of death should be verified by an officer not

below the rank of Tehsildar before final order is passed on Form 7.ii. All cases of deletions must be cross verified personally by Electoral Registration Officer if

they fall in any of the following categories: -

o Deletions in polling stations where the number of deletions exceed 2% of the totalelectors in the voters' list of the polling stations.

o Deletions where the same person is the objector in more than 5 cases.

iii. Cases of deletions other than those made on the ground of, should be cross verified by

supervisory officers in the following manner:-

(1) 2 % verification by Deputy DEO or equivalent officer.

{2) '1,%verification by DEO.

(3) 0.5 % verification by Roll Observer.

L5.4 Monitoring - Monitoring report in the prescribed format as available at Electoral Roll

Monitoring Application at CEO's portal shall be updated periodically by the CEO/DEO/ERO as the

case may be. CEO shall compile the report and furnish the same to the Commission with his/her

Page 5 of 6

comments' The DEo/cEo shall personally ensure that data entry is updated in All India E-Ro1Monitoring Apprication in Ecr p6rtar through cEo,s portar.

L6' lt is further clarified that allthe Forms received during special Drive 20L7 shall be disposed of andregistered death cases be removed from the roll after following due procedure. The supplements shall beprepared well before the draft publication of electoral rolls, 20i.8 so that outcome of disposal is reflected inintegrated draft erectorar roil at the time of its pubrication.

L7 ' Preparation of Elector Photo ldentity card (EPlc) for the first time young electors may be done latestby 20th January 2018 and handed over to Bto/ERo/DEo etc. bv Z.I-,ungery*e* for ceremonialdistribution on ?5th Jangarv 201g, the National Voters, Day.

18' The cEos and all officers are further requested to extensively use the e-mail facility for prompt andaccurate exchange of communication.

19' A copy of this letter should also be circulated among all DEos/ERos in the state for taking immediateappropriate necessary action.

Please acknowledge receipt.

N.

Page 6 of 6

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