ELECTORAL OFFICE OF JAMAICA · CUSTOMER SERVICE As a representative of the Electoral Office of Jamaica, it is important to deliver exceptional service to every person with whom you

ELECTORAL OFFICE OF JAMAICA

PRESENTATION FOR

ELECTION DAY WORKERS TRAINING

REVISED JUNE 2020 VERSION 2.0

OVERVIEW

EXPECTATIONS & MASTERY OF CONTENT

The Electoral Office of Jamaica has strong support

and influence in managing and leading electoral

processes locally, regionally and internationally, as

evidenced by the general acceptance of election

results.

We must therefore protect and maintain the

standards attained while seeking to enhance them

with strong emphasis placed on delivering good

quality customer service – recognizing and treating

with electors as our customers.

OUTLINE OF TRAINING PROGRAMME

Outline of Training Sessions

Duration of Sessions - 3 hours

» Day 1 – Session 1




MODE OF DELIVERY

Consistency in the use of the stipulated training

methodology:

– Lectures/Tutorials

– Group Discussion of Case Studies

– Individual reading within the group setting

– Role Play/Simulation

DAY ONE

DURATION 3 HOURS

Objective:

To ensure that election workers are prepared for engagement at the poll by presenting general information on the management of the polling station, information on select procedures and the role and functions of the election workers.

INTRODUCTION

Elections in Jamaica, as in many other countries are the

democratic means by which a select group is chosen by

the people and given the legitimacy to govern on behalf of

all citizens. On Election Day the Presiding Officers and Poll

Clerks have the important responsibility to ensure that

polling takes place in keeping with the legal requirements.

In order to ensure free and fair elections the Election Day

Workers must constantly demonstrate fairness and

impartiality in the execution of their duties. Any discretion

that is conferred by law must be exercised objectively and

fairly.

INTRODUCTION

There should be no act or conduct on the part of any

Election Day Worker designed to give an advantage to any

candidate or to prejudice the integrity of the electoral

system or compromise the Electoral Office of Jamaica. It is

the duty of the Presiding Officer to make sure that the

election is run properly at his or her polling station.

CUSTOMER SERVICE

As a representative of the Electoral Office of Jamaica, it is important to deliver exceptional service to every person with whom you interact. Therefore, the highest standards of Customer Service must be adhered to at all times.

This courtesy must be extended not only to electors but to all internal and external customers including but not limited to, political representatives, members of the security forces, observers and fellow Election Day Workers (EDW).

Your competence, punctuality and reliability are diminished by poor customer service.

CUSTOMER SERVICE

Customer Service Characteristics

On Election Day every worker is expected to display characteristics that engenders excellent service quality. Election Day workers should:

1. Be Respectful.

2. Be Courteous.

3. Be Attentive.

4. Be Patient.

5. Be Considerate.

CUSTOMER SERVICE Customer Service Characteristics (cont’d)

6.Be Composed

7.Be Professional

8.Be Confident

9.Be Compassionate

10. Display Confidentiality

11. Display Integrity & Impartiality.

WHO MAY VOTE

In accordance with the constitution and the electoral laws of

Jamaica:

• A citizen of Jamaica aged eighteen (18) years and over

who has been registered and name appears on the official

Voters’ List is eligible to vote.

• A commonwealth citizen aged eighteen years or older and

who is ordinarily resident in Jamaica (should reside in

Jamaica for at least twelve months prior to registration)

NB. The law permits a single registration for each elector in

one polling division only.

ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERSONNEL

Presiding Officer (PO)

• The person who is charged by law and has autonomy for the conduct of the poll in the polling station assigned.

• In charge of the management of the polling station,

• Should ensure the ticking of the Presiding Officer’s Official Voters’ List and

• Has supervision of all personnel assigned in a polling station.


Poll Clerk (PC)

• the official scribe for the polling station

• makes entries in the Poll Book upon the instruction of the Presiding Officer.

• Has responsible for the proper management of the Poll Book, ticking of the Official Voters’ List

• the keeping of other records within the polling station.

• Assist the Presiding Officer with the execution of all duties within the polling station. In the absence of the PO, the PC assumes the role of the PO.

ROLES & REPSONSIBILITIES OF ELECTION DAY WORKERS & OTHER PERRSONNEL

Agent of Candidate/Indoor Agent

• Candidate’s Representative inside the polling station.

• Observe the taking of the poll on behalf of the candidate and must not interfere with the voting process.

• May challenge the validity of an elector on terms of his/her qualification to vote.

Outdoor Agent

• Candidate’s representative outside the polling station.

• Must remain outside the perimeter of the polling station no less than 20 yards (60 feet) from the polling station.

RULES GOVERNING AGENTS & CANDIDATES

An Agent of Candidate, referred to as an Indoor Agent may be

absent from the polling station with the permission of the Presiding

Officer, for any period of time, however, must return at least one

hour before the closing of the poll.

No candidate and his/her ‘Agent of Candidate/Indoor Agent’

should remain in the polling station at the same time for more than

FIVE consecutive minutes.


Election Observers

• Individuals who are accredited by the ECJ to observe and report on the voting process on behalf of local, regional and international election observation bodies and institutions.

• No more than four observers are permitted to remain in any polling location at any one time.

• The ECJ may authorize more than the specified number stated above.

• The observer should not be present at the table or in earshot of the blind or incapacitated elector who wishes the Presiding Officer to mark the ballot, neither be shown the marked ballot; that is, ballots are only to be marked on behalf of an elector in the presence of the Poll Clerk and sworn Agents of the Candidates.


Polling Station Security Assistant (PSSA)

• Individual who is appointed for the day as a Special District Constable.

• To maintain law and order, particularly, the queuing of electors at a polling station.

• The PSSA is directed by the Presiding Officer and reports to the Senior Police Officer and the EDW Supervisor at the polling location.


Election Day Worker Cluster Supervisor

• Individual whose primary responsibility is to manage administrative and logistical functions

• Given direct authority by the Returning Officer to manage and coordinate the activities of a specific number of polling station(s).

• Serves as chief intermediary between the EOJ and the Political Liaison Officer on Election Day.


Political Liaison Officer

• Coordinates the activities within a cluster on behalf of a candidate.

• Supervised by the EDW Cluster Supervisor at an assigned polling location.

• May only enter the polling station along with the Supervisor. The specific timeframe for visits to polling stations is established by the EOJ i.e., three escorted visits, each not exceeding three minutes for the duration of the taking of the poll.

NB. If there is need for any additional visit and the Supervisor may grant such additional visit(s) for three minutes only.


Security Forces

• Members of the Jamaica Constabulary Force (JCF) and the Jamaica Defence Force (JDF).

• Responsible for the overall security during the national elections.

Media

• An entity (local, regional or international) accredited by the ECJ with responsibility for reaching the public using television, print, radio or the internet.

• To provide coverage of the various activities before, during and after Election Day.

N.B. Election Day Workers are to refer the media to

the Returning Officer on all election related matters.

CHAPTER 2 DAY BEFORE ELECTION

ACTIVITIES & PROCEDURES

GENERAL MEETING OF WORKERS AND DISTRIBUTION OF SUPPLIES

Election Day Workers (EDW) are required to attend a briefing

with the Returning Officer (RO) on the eve of an election. The

briefing will cover following areas:

• Introduction to the EOJ/Cluster Team

• Final charge from the Returning Officer

• Director of Elections’ Message to EDWs

• Instructions on the logistical arrangements for Election

Day

• Taking of the Oaths of Appointment

• Collection of ballot boxes and checking of Election Day

supplies

GENERAL MEETING OF WORKERS AND DISTRIBUTION OF SUPPLIES

EDW Cluster Supervisors should ensure that they account for their entire team and report to the RO any discrepancies. Cluster Supervisors should also remind their team of the following:

• How to get to the polling station

• Arrival time on Election Day

• Dress code for Election Day

• Meal arrangements and medication

• Emergency contact

• Additional supplies (Bible, time piece)

• Post-election logistics

This meeting is mandatory.

CHECKING OF ELECTION SUPPLIES

• The Returning Officer will transmit all materials to be poll including the ballot box, Official Voters’ Lists and ballots.

• Election supplies should be carefully checked using the checklist provided and notify RO of shortages, omissions or discrepancies are identified.

• The sealed package containing the ballot papers should NOT be opened at this point.

• great care should be taken to properly secure election supplies against theft or tampering upon receipt.

LOGISTICAL ARRANGEMENT FOR ARIVAL AT POLLING LOCATION

• EDW Cluster Supervisors are required on the eve of the election to traverse and time the route from home to the polling location then to the counting centre. This is to ensure that they are familiar with the route on Election Day and that the poll opens on time.

• EDWs should identify the route from home to their assigned polling location and their mode of transportation on election morning in order to arrange and open the poll on time.

ARRANGEMENT OF POLLING STATION

On the eve of the election the EDW Cluster Supervisor should ensure that arrangements for the polling station(s) are done satisfactorily, by inspecting the polling location paying attention to the following:

Access in and out of the polling location

Access to the polling station(s)

Ensuring polling station(s) is/are clean

Identifying the area for Outdoor Agents (20 yards from the polling station)

Access by electors with disabilities

Access to bathroom facilities

Ensuring that the bathroom(s) are cleaned

Adequate furniture for polling station(s)

Figure 1: Layout of Polling Station

Layout of Polling Station

• Placement of Presiding Officer’s

table and chair

• Placement of Poll Clerk’s chair

• Placement of Indoor Agents

• Placement of the voting booth

to ensure secrecy of the vote

• Flow of electors through the

polling station to prevent

congestion

ARRANGEMENT OF POLLING STATION

QUESTION & ANSWER

END OF SESSION 1

DAY TWO

DURATION 3 HOURS

Objective:

To ensure that election workers are prepared for engagement at the poll by presenting general information on the management of the polling station, information on select procedures and the role and functions of the election workers.

CHAPTER 3 ELECTION DAY

ACTIVITIES & PROCEDURES

PRELIMINARY ARRANGEMENTS

EDW Cluster Supervisors need to contact all EDWs to ensure that their cadre of workers will be in place for the opening of the polling stations.

• Arrival of EDWs (at least 1 hour prior to opening of the poll)

• Accessing polling station

• Checking of polling station layout

PRIMARY DUTIES OF PRESIDING OFFICER AND POLL CLERK

The main duties of the Presiding Officer and Poll

Clerk are to:

• carry out the statutory requirements of polling

in accordance with the ROPA and

• to ensure that voting is conducted in an orderly

manner.

DUTIES OF THE PRESIDING OFFICER

The Presiding Officer must:

1. ensure that he/she is supplied with adequate material

2. prepare and organize the layout of the polling station.

3. post the following notices and other items outside the polling station:

o National Flag of Jamaica

o Election Day Regulations

o Polling Station P.D. No.

o Instructions on How to Vote (Form No. 31)

o Polling Station Notice (Form No. 34)

o Directions to Electors (Form 7)

o No Cell Phone Sign



4. post the other Form 7 inside voting booth;

5. attach pencil provided for voting to the voting booth and keep

additional pencil on the Presiding Officer’s table to be used by

the PO for assisted voting.



6. ensure that all the relevant documents for the polling station

are present;

7. invite Candidates’ appointed agents to the polling station and

accept the Appointment of Candidate’s Agent.

If an Agent of Candidate does not present the Appointment of

Candidate’s Agent, he/she must be accepted and informed that if

the person with the Appointment of Candidate’s Agent appears,

he/she will be required to relinquish his/her position;



8. swear or affirm Agents of Candidates or in the absence of any Agent of Candidate, any elector who offers himself/herself to observe on behalf of the candidate;

9. examine Election Day supplies with agents;

10. count ballots and distribute signed Certificate of Ballot Paper Issued to the Agents of Candidates. However, if at 15 minutes prior to the opening of the poll there are no Agents of Candidates present, proceed to count ballot papers with the PC;

11. notify the Returning Officer immediately where there are issues relating to the timely opening of the poll;



12. examine ballot box in the presence of Agents

of Candidates – ensure it is empty, then locked;

13. place the ballot box on the Presiding Officer’s

table in full view of all persons present;

14. declare polls open at 7am;

15. accept electors to cast their votes;

16. ask the elector for his/her name, occupation and

address at time of registration;



17. ensure that the name of the elector applying for the ballot appears on the Official Voters’ List;

18. place a tick in the check box next to the name of the elector on the Presiding Officer’s Official Voters’ List and ensure that the Official Voters’ List is also ticked;

19. request Elector Registration Identification Card (Voter ID Card). If the Voter ID Card is not available the PO must ask relevant questions using information from the ‘Black Book’ to establish the identity of electors;

20. ensure that the elector is properly identified; once satisfied, instruct the Poll Clerk to record the elector’s pertinent information in the Poll Book as it appears on the Official Voters’ List;



21. inspect the elector’s right index finger and all other digits for electoral ink or other substances. Once satisfied that the elector has not voted, proceed to:

• detach the ballot from the stub and authenticate the ballot by placing your initial and ‘Voter’s Number on Roll’ (order of appearance as written in the Poll Book)

• read aloud the serial number of the ballot issued and instruct the PC to record it in the Poll Book

• explain to the elector how to properly mark, fold and return ballot;

• observe the elector at the voting booth to ensure that no cellphone, camera or other recording device is being used to photograph the ballot;



22. ensure the elector returns with the ballot folded as

instructed;

23. receive and ensure that the ballot being returned by the

elector is the same one issued by checking the serial

number;

24. read aloud the serial number of the ballot returned and

instruct the PC to record it in the Poll Book;

25. re-examine the elector’s finger for any substance that will

prevent the electoral ink from staining his/her finger;



26. remove and destroy (by tearing) the counterfoil;

27. instruct the elector to immerse his/her right index finger in the electoral ink before the ballot is placed in the ballot box;

28. place ballot in the ballot box in the presence of the voter;

29. instruct the PC to record the word ‘voted’ in the column ‘Record that Elector has voted’ in the Poll Book;

30. direct the voter to the exit and accept the next elector.

DUTIES OF THE POLL CLERK

The Poll Clerk must:

1. assist the Presiding Officer in the preparation of the polling station;

2. check elector’s name on the Official Voters’ List;

3. place a tick in the check box next to the name of the elector on the

Official Voters’ List;

4. record, upon the instruction of the Presiding Officer, the elector’s

pertinent information in the Poll Book as it appears on the Official

Voters’ List;

5. record information pursuant to the requirements of the Poll Book as

directed by the Presiding Officer (oath #, sworn or affirmed,

objection, variance, personation);

N.B. Assist Presiding Officer as may be necessary or as directed during poll.

DUTIES OF THE POLL CLERK

The Poll Clerk must:

6. enter in the Poll Book the word “sworn” or “affirmed” opposite the name of each elector to whom any oath or affirmation has been administered;

7. record objection made by the Agent of any Candidate in relation to the taking of the poll;

8. record serial number of ballot paper issued;

9. record serial number of ballot paper returned;

10. enter in the Poll Book opposite the name of the elector the word “voted” after the ballot has been deposited in the box.

N.B. Assist Presiding Officer as may be necessary or as directed during poll.

DUTIES OF AGENT OF CANDIDATE/INDOOR AGENT

The Agent of Candidate/Indoor Agent must:

Before or during the taking of the poll

1. present Certificate of Appointment, if any;

2. swear or affirm oath of secrecy;

3. accept Certificate of Ballot Paper Issued, Official Voters’ List, Picture Voters’ List, wristband and identification badge;

4. tick the name on the Official Voters’ List of the elector applying for the ballot;



Before or during the taking of the poll 5. examine the Voter Identification Card or information from the ‘Black

Book’ to establish the identity of the elector applying for the ballot if so requested;

6. confine his/her activities to duties within the polling station and must not give any information to anyone outside the polling station concerning any matter connected with the voting.

Agents of Candidates or electors representing candidates may be absent from the polling station with the permission of the Presiding Officer. However, the Indoor Agent should return no later than one hour prior to the close of poll.



At close of poll

1. keep a tally of the votes being counted;

2. if necessary, make objection to a ballot being counted;

3. sign Certificate Of The Preliminary Count Of The Poll;

4. accept close of poll documents (Statement Of The Preliminary Count, Official Statement of the Poll);

5. return all EOJ materials issued by the Presiding Officer;



At close of poll

6. endorse all sealed envelopes as directed by the Presiding Officer;

7. place seal of candidate/political party across the lid and the body of the ballot box but not covering the Preliminary Statement Of The Poll and ballot box tag.

DUTIES OF POLLING STATION SECURITY ASSISTANT

The Polling Station Security Assistant (PSSA) must:

1. swear or affirm oath of appointment;

2. be present at location no later than 5:30 a.m.;

3. remain at the entrance of the assigned polling station

during the taking of the poll or at the voting location

as directed by the Supervisors (EOJ and Police);

4. maintain law and order at the polling station and

location;



5. direct electors to their appropriate polling stations;

6. maintain orderly flow of electors entering and exiting

the polling station and location;

7. On the instruction of the Presiding Officer, assist in

maintaining order inside the polling station and advise

electors to turn off and put away all recording devices.



8. at 5:00 pm, ensure only the following electors are allowed to enter the polling station. Those identified by the:

• Presiding Officer as being in line; and

• EDW Cluster Supervisor as being within the confines of the polling location

9. at close of poll, ensure the polling station is secure during the preliminary count;

10. provide support and/or escort for ballot boxes leaving the polling stations;

11. provide security for Election Day workers departing the voting location.

DUTIES OF ELECTION DAY WORKER CLUSTER SUPERVISOR

The EDW Cluster Supervisor must, among other things:

Before and during the taking of the poll 1. ensure that polling stations assigned are in a state of readiness

for the election;

2. report directly to the Returning Officer and/or his/her assistant;

3. collect, check and secure all election supplies and paraphernalia;

4. ensure that the cadre of workers is assigned and, where individuals are not available, report same to the RO/ARO or designate for suitable and trained replacement;

5. ensure that all Presiding Officers and Poll Clerks assigned to his/her cluster have reliable means of getting to their respective polling stations on time;



Before and during the taking of the poll

6. convene meetings with assigned team members as may be necessary;

7. synchronize all time pieces with Presiding Officer and other Supervisors on location;

8. maintain constant dialogue or communication with assigned team members;

9. ensure that all polling stations have adequate supplies and where there are shortages or faulty equipment the Returning Officer/Assistant Returning Officer is to be notified immediately;



10. work with the senior Police to maintain order at the polling location;

11. instruct PSSA to maintain order at the polling location;

12. identify and communicate with Political Liaison Officers on procedures for the day;

13. in consultation with the Political Liaison Officers and the Police, identify the point beyond which Outdoor Agents should not establish themselves;

14. submit scheduled reports on the Opening of the Poll, Periodic Reports during the day and at the Close of Poll;

15. make periodic checks of polling stations, particularly that the Poll Book and its entries are being properly completed;



16. ensure that the Official Voters’ List and Presiding Officer’s

Official Voters’ List are being ticked and that the Poll Books are

being properly kept;

17. ensure that legal and statutory requirements are being adhered

to as to the taking of the polls;

18. ensure that electors are being properly instructed by the

Presiding Officer(s) and the relevant requirements related to

the taking of the polls are properly executed;

19. ensure that preliminary close of poll procedures are being

carried out during the course of the day that is, completion of

forms and envelopes where possible;



20. complete the reports, registers, evaluation sheets, occurrence

book;

21. make judicious adjustments among workers (PO, PC, &

Reserve) where necessary;

22. report promptly and directly any incident(s) to the RO/ARO or

any other designated person;

23. refrain from giving interviews and/or reports to the media or

any political representative on the taking of the poll.



At Close of Poll

1. monitor and supervise close of poll procedures in respective polling stations for correctness of procedures;

2. ensure that all polling stations are closed at 5:00 p.m.;

3. ensure all eligible electors on location are allowed to cast their vote;

4. ensure that the slot on the ballot boxes are properly sealed;

5. ensure that the Poll Books are properly certified;

6. ensure that the desk for preliminary count is cleared and ready for counting;

7. ensure that only eligible persons (PO, PC, Candidate/Indoor Agents and Observers only) are allowed to be present within the polling station for the preliminary count;



At Close of Poll

8. ensure that ballots cast are accurately counted, recorded, and placed in respective envelopes.

9. ensure envelopes are sealed and signed by PO, PC, Candidate/Indoor Agents;

10. ensure correctness of information on preliminary statement and on ballot boxes;

11. record and report the preliminary count to the RO/ARO or his/her designate at the counting centre;

12. deliver ballot boxes to the Returning Officer in accordance with the electoral statute.

13. ensure that all supplies are returned to the Returning Officer at the close of poll.

DUTIES OF THE SECURITY FORCES

Police are to:

i. assign and supervise PSSAs on election day;

ii. provide security escort for Election Day workers to and from polling stations in special situations;

iii. maintain law and order at polling locations;

iv. provide escort for ROs/AROs with special voting ballots for deposit on election day

v. escort ballot boxes and team to counting centres;

vi. provide security at counting centres during final count;

vii. provide security for ballots and ballot boxes after final count;

viii. provide escort of the ballots to the Director of Elections.

TAKING OF THE POLLS

Every person whose name appears on the official list of electors

shall be permitted to vote at the polling station established at

which such list of electors will be used.

Voting is permitted subject to the following conditions:

• The electors name should appear on an official list (for

particular polling division).

• The Presiding Officers must be satisfied as to the identity of

the elector.

STEP 1 The Presiding Officer greets the elector cordially and requests from the

elector his/her name, occupation, address and Elector Registration

Identification Card (Voter ID Card). The elector gives his/her name,

occupation, address and presents his/her Voter ID Card to the Presiding

Officer.

PROCEDURE FOR THE ORDINARY VOTER

An elector who has his/her Elector Registration Identification Card (Voter ID Card)

and is not required to take an oath is referred to as an ordinary voter.

STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’

List for the elector’s name. If found, place a tick in the check box

against the name on the Presiding Officer’s Official Voters’ List

and on Official Voters’ List used by the Poll Clerk.


STEP 3 The Presiding Officer checks the Elector Registration Identification Card

(Voter ID Card) for its authenticity and to ascertain the identity of the

elector, to satisfy himself/herself that it is the same elector as on the

Official Voters’ List.


STEP 4 The Presiding Officer inspects the right index finger and all other fingers

of the elector for stain of electoral ink using the integrity lamp to

ascertain if the elector has already voted.


STEP 5 The Presiding Officer, once satisfied that the elector is entitled to vote,

detaches the ballot paper from the stub, gives the serial number of the

ballot paper to the Poll Clerk and instructs him/her to record same and

all other pertinent information in the Poll Book.


STEP 6 The Presiding Officer authenticates the ballot paper by:

a. placing his/her initials in the ‘Space for Initials of P.O.’; and

b. recording the consecutive number given to the elector in the Poll

Book, that is, “Consecutive Number given to each Elector as he

applies for Ballot” in the space on the ballot ‘Voter’s Number on

Roll’.


STEP 7 The Presiding Officer gives the elector the necessary instructions on

how to properly mark, fold and return the ballot paper. He/She directs

the elector to the voting booth.

N.B. At no time should the Presiding Officer attempt to influence the

elector to cast his/her ballot for any particular candidate.


STEP 7 Cont’d

Using the specimen ballot as an example, instruct the elector as follows:

“I am issuing you a ballot with the names of 2 candidates – Tweety Bird with the Heart symbol

and Daffy Duck with the Star symbol. Using the pencil provided, mark the X next to the symbol

for the candidate of your choice. After marking the X, fold the ballot so that my initials are shown

and take it back like this.”

Detailed Instructions

• I am issuing you a ballot with the names of # candidates – {Candidate Name} with the

{name of symbol} symbol and {Candidate Name} with the {name of symbol} symbol.

• Using the pencil provided {point to the voting booth}, mark the X next to the symbol

for the candidate of your choice.

• After marking the X, fold the ballot so that my initials are shown {at this point the PO

folds the ballot and creases it} and take it back like this {P.O. shows the elector the

ballot folded correctly}.

• The P.O. then unfolds the ballot and issues the unfolded ballot to the elector and directs

him/her to the voting booth to mark his/her ballot.


STEP 8 The elector proceeds to the voting booth to mark his/her ballot paper.


STEP 9 The elector marks the ballot, folds it and returns it folded to the

Presiding Officer such that his/her mark is not seen but showing the

initials of the Presiding Officer.


STEP 10 The Presiding Officer examines the serial number on the

ballot paper and, once satisfied that it is the same ballot, gives

the serial number to the Poll Clerk who records same in the

prescribed column ‘Serial No. of ballot returned’ in the

Poll Book.


STEP 11 The Presiding Officer removes and destroys (by tearing) the

counterfoil in the presence of the elector.


STEP 12 The Presiding Officer re-examines the elector’s right index and

other fingers for any substance that could prevent the electoral

ink from staining the elector’s finger.


STEP 13 The Presiding Officer, once satisfied that there is no substance on

the fingers, instructs the elector to immerse his/her right index

finger in the electoral ink. After the immersion of the finger, the

Presiding Officer then proceeds to deposit the ballot in the box

and directs the elector to take a sheet of wipes or tissue.


STEP 14 The Presiding Officer instructs the Poll Clerk to record the word “voted” in the

column ‘Record that the elector has voted’ in the poll book. The elector then

leaves the polling station.

N.B. If the elector refuses to immerse his/her finger in the electoral ink, the Presiding Officer

shall deem the ballot spoiled. In the remarks column of the Poll Book opposite the name of

the elector write the words “Refuse to Dip” and any other particulars in relation to the

destruction of such ballot paper.


PROCEDURE FOR THE VOTER WHO HAS NO IDENTIFICATION CARD

STEP 1

The Presiding Officer greets the

elector cordially and requests from

his/her name, occupation, address and

Elector Registration Identification

Card (Voter ID Card).

The elector gives his/her name,

occupation and address.

The Presiding Officer and Poll Clerk

check the Official Voters’ List for the

elector’s name.


STEP 1 (Cont’d)

• If found, place a tick in the check box against the name on the

Presiding Officer’s Official Voters’ List and on Official Voters’

List used by the Poll Clerk.

• The elector’s name is found on the Official Voters’ List but

he/she is unable to produce his/her Elector Registration

Identification Card (Voter ID Card).

STEP 2

The Presiding Officer informs the

elector that in order to establish

his/her identity he/she will be asked

specific questions based on

information given upon registration

and will be required to swear or

affirm an Oath. The demographic

information in the Black Book is

checked.



STEP 2 (Cont’d)

• The Presiding Officer proceeds to ask the relevant questions from the Black Book, for example, elector’s: a. date of birth

b. place of birth

c. mother’s maiden name – that is, last name before marriage (if married)

d. mother’s place of birth

e. father’s first name

f. father’s place of birth

g. wife’s or husband’s first name

STEP 3 The Presiding Officer ascertains the identity of the elector and, once

satisfied that the elector is the one on the Official Voters’ List, the Presiding

Officer completes Oath Form #11 (Oath of Identity with Fingerprint of

Elector), administers same orally and instructs the elector to sign the form.


STEP 4 The Presiding Officer inspects the right index finger and all other

fingers of the elector for stain of electoral ink using the integrity lamp

to ascertain if the elector has already voted.



detaches the ballot paper from the stub instructs the Poll Clerk to

record the elector’s name, the serial number of the ballot paper and all

other pertinent information of the elector in the Poll Book as well as

the word “sworn” or “affirmed” and Oath #11 in the respective

columns.


STEP 6 Steps 6 -14 as previously described for the ordinary elector are then

followed.

PROCEDURE FOR VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)



Identification Card (Voter ID Card).

The elector gives his/her name, occupation, address and presents his/her

Voter ID Card. The Official Voters’ List is checked and there is an entry which

closely corresponds to the name given by the elector.

An elector whose name is incorrectly spelt on his/her Elector Registration

Identification Card (Voter ID Card) or on the Voters’ List is referred to as a

voter with variance.

STEP 2 The Presiding Officer ascertains the identity of the elector using information

from the Black Book and determines whether there is a mistake on the Voters’

List. Once verified that the variance is due to an incorrectly spelt name and that

it is the same elector as on the Voters’ List, the elector’s right index finger and

all other fingers are inspected for stain of electoral ink using the integrity lamp

to ascertain if the elector has already voted. The Presiding Officer must then

administer Oath Form #9 to the elector.

PROCEDURE FOR THE VOTER WITH A VARIANCE (INCORRECT SPELLING OR OTHER VARIANCE IN NAME)

STEP 3 The Presiding Officer instructs the Poll Clerk to record the correct

spelling of elector’s name and all other pertinent information of the

elector in the Poll Book, including the elector’s name as appears on

the Official Voters’ List as well as the word “sworn” or “affirmed” and Oath Form #9 in the respective columns.



detaches the ballot paper from the stub, gives the serial number of the

ballot paper to the Poll Clerk and instructs him/her to record same and

all other pertinent information in the Poll Book.


STEP 5 Steps 6 - 14 as previously described for the ordinary elector are then

followed.


VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY FRIEND

STEP 1


elector cordially and requests the

elector his/her name, occupation,

address and Elector Registration

Identification Card (Voter ID

Card). The elector gives his/her

name, occupation, address and

presents his/her Voter ID Card.

An elector who is visually impaired by blindness may be assisted by a friend or the

presiding officer to mark his/her ballot.

VOTING PROCEDURE FOR THE BLIND

ELECTOR BALLOT MARKED BY FRIEND STEP 1 (Cont’d)

The elector states his/her reasons for not being able to mark the ballot paper without assistance. The Presiding Officer ascertains that the elector appears to be blind, and then clearly outlines the options available to the elector.

That is, the Presiding Officer or a friend may mark the ballot on behalf of the elector;

• If by a friend of the elector – the ballot will be marked at the voting booth by the friend on the instruction of the elector

• If by the Presiding Officer – the ballot will be marked at the Presiding Officer’s desk in full view of the Poll Clerk and sworn Agents.

STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ List for

the elector’s name. If found, place a tick in the check box against the

name on the Presiding Officer’s Official Voters’ List and the Official

Voters’ List used by the Poll Clerk.




elector, to satisfy himself/herself that it is the same elector as on the



Step 4 The Presiding Officer inspects the right index finger and all other fingers of

the elector for electoral ink or stain using the integrity lamp to ascertain if

the elector has already voted.


STEP 5 The Presiding Officer administers Oath Form #13 to the elector and

Oath Form #14 to the friend of the blind elector.



instructs the Poll Clerk to record the elector’s name and all other

pertinent information of the elector in the Poll Book as well as the word

“sworn” or “affirmed” and Oath Form #13 in the respective

columns.


STEP 7 The Presiding Officer, detaches the ballot paper from the stub, gives the

serial number of the ballot paper to the Poll Clerk and instructs him/her

to record same and all other pertinent information in the Poll Book.


STEP 8 The Presiding Officer authenticates the ballot by:





Roll’


STEP 9 The Presiding Officer gives the friend of the elector the necessary

instructions on how to properly mark, fold and return the ballot.

He/she directs both the elector and the friend to the voting booth.


STEP 10 The blind elector and his friend proceed to the voting booth.


STEP 11 The friend marks the ballot on the instruction of the blind

elector, folds it and returns it folded to the Presiding Officer

such that his/her mark is not seen but showing the initials of

the Presiding Officer.


STEP 12 The Presiding Officer examines the serial number on the ballot

and, once satisfied that it is the same ballot, gives the serial

number to the Poll Clerk who records same in the prescribed

column ‘Serial No. of Ballot returned’ in the Poll Book.


STEP 13 The Presiding Officer removes and destroys (by tearing)

the counterfoil in the presence of the elector.


STEP 14 The Presiding Officer re-examines the blind elector’s right

index and other fingers for any substance that could

prevent the electoral ink from staining the elector’s finger.


STEP 15 The Presiding Officer, once satisfied that there is no substance

on the fingers, instructs the elector to immerse his/her right

index finger in the electoral ink. After the immersion of the

finger, the Presiding Officer then proceeds to deposit the

ballot in the box.


STEP 16 The Presiding Officer instructs the Poll Clerk to record the following in

the Poll Book: the word “voted” in the column ‘Record that Elector

has voted’ and “Blindness – Ballot Marked by a Friend” in the

remarks column.

N.B. Once the elector is accompanied by a friend or companion the Presiding Officer shall require

that the friend or companion take the Oath of the Friend of the Blind Elector (Oath Form

#14) which is an obligation to ensure the intent and secrecy of the vote.

No person (friend or companion) is allowed to act as the friend of more than one blind or

incapacitated elector on the day of the election.


VOTING PROCEDURE FOR THE BLIND ELECTOR BALLOT MARKED BY PRESIDING OFFICER

STEP 1

The Presiding Officer greets the elector cordially and requests from the elector his/her name, occupation, address and Elector Registration Identification Card (Voter ID Card). The elector gives his name, occupation, address and presents his/her Voter ID Card. The elector states his/her reasons for not being able to mark the ballot paper without assistance. The Presiding Officer ascertains that the elector appears to be blind, and then clearly outlines the options available to the elector.

VOTING PROCEDURE FOR THE BLIND ELECTOR

ALLOT MARKED BY PRESIDING OFFICER STEP 1 (Cont’d)

• The elector states his/her reasons for not being able to mark the ballot paper without assistance. The Presiding Officer ascertains that the elector appears to be blind, and then clearly outlines the options available to the elector. That is, the Presiding Officer or a friend may mark the ballot on behalf of the elector;

a) If by a friend of the elector – the ballot will be marked at the voting booth by the friend on the instruction of the elector,

b) If by the Presiding Officer – the ballot will be marked at the Presiding Officer’s desk in full view of the Poll Clerk and sworn Agents.


STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ List for the

elector’s name. If found, place a tick in the check box against the name on the

Presiding Officer’s Official Voters’ List and the Official Voters’ List used by the

Poll Clerk.

STEP 3 The Presiding Officer checks the Elector Registration Identification

Card (Voter ID Card) for its authenticity and to ascertain the identity

of the elector, to satisfy himself/herself that it is the same elector as on

the Official Voters’ List.


STEP 4 The Presiding Officer inspects the right index finger and other fingers of

the elector for electoral ink or stain using the integrity lamp to

ascertain if the elector has already voted.


STEP 5 The Presiding Officer administers the Oath of the Blind Elector

(Oath #13) to the elector stating his/her incapacity to vote without

assistance.

The Presiding Officer ensures that all his discussion with the blind

elector is done in a tone which is audible to the Poll Clerk and the

Agents of Candidates.


STEP 6 The Presiding Officer, once satisfied that the elector is entitled to vote;


pertinent information of the elector in the Poll Book as well as the

word “sworn” or “affirmed” and Oath Form #13 in the respective

columns.


STEP 7 The Presiding Officer detaches the ballot paper from the stub, gives the

serial number of the ballot to the Poll Clerk and instructs him/her to

record same in the Poll Book.







Roll’.


STEP 9 The Presiding Officer then marks the ballot (with the pencil) on the

instructions of the blind elector in the presence of the Poll Clerk and

sworn or affirmed Agents of the Candidates.



counterfoil in the presence of the elector. The finger of the

blind elector is stained in the electoral ink and the ballot is

then deposited in the ballot box by the Presiding Officer in full

view of all present.


STEP 11 The Presiding Officer instructs the Poll Clerk to record the

following in the Poll Book: the word “voted” in the column

‘Record that Elector has voted’ and “Blindness – Ballot

Marked by the Presiding Officer” in the remarks column.


STEP 1

The Presiding Officer greets the elector

cordially and requests from the elector

his/her name, occupation, address and

Elector Registration Identification Card

(Voter ID Card). The elector gives his

name, occupation, address and presents

his/her Voter ID Card.

The physically challenged or incapacitated

elector states his/her reasons for not

being able to mark the ballot.

VOTING PROCEDURE FOR THE PHYSICALLY CHALLENGED ELECTOR

BALLOT MARKED BY FRIEND

An elector who is physically challenged or incapacitated other than blindness

may be assisted by a friend or the presiding officer to mark his/her ballot.

STEP1 (Cont’d)

Based on identifying the physical condition of the elector, the Presiding Officer clearly outlines the options available to the elector, that is, the Presiding Officer or a friend may mark the ballot on behalf of the elector;

a) If by a friend of the elector – the ballot paper will be

marked at the voting booth by the friend on the instruction of the elector,

b) If by the Presiding Officer – the ballot paper will be marked at the Presiding Officer’s desk in view of the Poll Clerk and sworn Agents.




elector’s name. If found, place a tick in the check box against the name on

the Presiding Officer’s Official Voters’ List and the Official Voters’ List used

by the Poll Clerk.





elector, to satisfy himself/herself that it is the same elector as on the Official

Voters’ List.

STEP 4 The Presiding Officer inspects the right index finger and all other fingers (if

any) for stain of electoral ink using the integrity lamp to ascertain if the

elector has already voted.



STEP 5 The Presiding Officer administers Oath of Incapacitated Elector (Oath

Form #12) to the elector and Oath of Friend of Blind Elector (Oath

Form #14) to the friend of the Physically Challenged or incapacitated

Elector.





pertinent information in the Poll Book as well as the word “sworn” or

“affirmed” and Oath Form #12 in the respective columns.




serial number of the ballot paper to the Poll Clerk and instructs

him/her to record same and all other pertinent information in the Poll

Book.








Roll’.



STEP 9 The Presiding Officer gives the friend of the Incapacitated Elector,

the necessary instructions on how to properly mark, fold and return the

ballot paper. He directs both the elector and the friend to the voting booth.



STEP 10 The Physically Challenged or Incapacitated Elector and

his/her friend proceed to the voting booth.



STEP 11 The friend marks the ballot paper, on the instruction of the

Physically Challenged or Incapacitated Elector, folds it and

returns it folded to the Presiding Officer such that his/her mark

is not seen but showing the initials of the Presiding Officer.



STEP 12 The Presiding Officer examines the serial number on the

ballot paper and, once satisfied that it is the same ballot

paper, gives the serial number to the Poll Clerk who

records same in the prescribed column “Serial No. of

Ballot returned” in the Poll Book.



STEP 13 The Presiding Officer removes and destroys (by tearing)

the counterfoil in the presence of the elector.

STEP 14 The Presiding Officer re-examines the Physically

Challenged or Incapacitated Elector’s right index

finger and other fingers (if any) for any substance that could

prevent the electoral ink from staining the elector’s finger.



STEP 15 The Presiding Officer, once satisfied that there is no substance

on the fingers, instructs the elector to immerse his/her right

index finger in the electoral ink. After the immersion of the

finger, the Presiding Officer then proceeds to deposit the

ballot paper in the ballot box.



STEP 16 The Presiding Officer instructs the Poll Clerk to record the following in the

Poll Book: the word “voted” in the column ‘Record that Elector has voted’

and “Incapacitated Ballot Marked by Friend” in the remarks column.

N.B. Once the elector is accompanied by a friend or companion the Presiding Officer shall require

that the friend or companion take the Oath of the Friend of the Blind Elector (Oath Form

#14) which is an obligation to ensure the intent and secrecy of the vote.

No person (friend or companion) is allowed to act as the friend of more than one blind, physically

challenged or incapacitated elector on the day of the election.



STEP 1


elector cordially and requests his/her

name, occupation, address and Elector

Registration Identification Card (Voter

ID Card). The elector gives his/her

name, occupation, address and presents

his/her Voter ID Card.

The elector states his/her reasons for

not being able to mark the ballot paper

without assistance. Based on identifying

the physical condition of the elector,

the Presiding Officer clearly outlines

the options available to the elector.


BALLOT MARKED BY PRESIDING OFFICER

STEP 1(Cont’d)

The Presiding Officer or a friend may mark the ballot on behalf of the elector;

a) If by a friend of the elector – the ballot will be marked at

the voting booth by the friend on the instruction of the elector,

b) If by the Presiding Officer – the ballot will be marked at the Presiding Officer’s desk in full view of the Poll Clerk and sworn Agents.

VOTING PROCEDURE FOR THEPHYSICALLY CHALLENGED ELECTOR



elector’s name. If found, place a tick in the check box against the name on

the Presiding Officer’s Official Voters’ List and the Official Voters’ List used

by the Poll Clerk.





elector, to satisfy himself/herself that it is the same elector as on the Official

Voters’ List.



STEP 4 The Presiding Officer inspects the right index finger and other fingers of the

elector for electoral ink or stain using the integrity lamp to ascertain if the

elector has already voted.



STEP 5 The Presiding Officer administers the Oath of the Physically Challenged or

Incapacitated Elector (Oath #12) to the elector stating his/her incapacity to vote

without assistance.

The Presiding Officer ensures that all his discussions with the Physically Challenged or Incapacitated Elector are done in a tone which is audible to the Poll Clerk and the Agents of Candidates.




instructs the Poll Clerk to record the elector’s name and all other pertinent

information in the Poll Book as well as the word “sworn” or “affirmed” and

Oath Form #12 in the respective columns.




serial number of the ballot paper to the Poll Clerk and instructs him/her to

record same in the Poll Book.




a. placing his/her initials in the “Space for Initials of P.O.”; and

b. recording the consecutive number given to the elector in the Poll Book,

that is, “Consecutive Number given to each Elector as he applies for

Ballot” in the space on the ballot paper “Voter’s Number on Roll”.



STEP 9 The Presiding Officer then marks the ballot paper (with the pencil) on the

instructions of the Physically Challenged or Incapacitated Elector in the

presence of the Poll Clerk and sworn or affirmed Agents of the Candidates.




counterfoil in the presence of the elector. The finger of the

Physically Challenged or Incapacitated Voter is stained in the

electoral ink and the ballot paper is then deposited in the box by the

Presiding Officer in full view of all present.



STEP 11 The Presiding Officer instructs the Poll Clerk to record the following

in the Poll Book: the word “voted” in the column ‘Record that

Elector has voted’ and “Physically Challenged or

Incapacitated – Ballot Marked by the Presiding Officer” in the

remarks column.



PROCEDURE FOR THE PERSONATED ELECTOR

A personated elector is one who, when applying for a

ballot paper, is informed that someone has already

voted in his/her name. In such case the elector, before

being issued with a ballot paper, must be advised of

the situation and be informed of the procedures to be

followed in order for him or her to be issued with a

ballot paper.




Identification Card (Voter ID Card). If given, the Presiding Officer checks

the ID card presented for its authenticity and to ascertain the identity of

the elector, to satisfy himself/herself that it is the same elector as on the



STEP 2 The Presiding Officer and Poll Clerk check the Official Voters’ Lists for

the elector’s name and find that a tick has already been placed beside the

name. If further checks reveal that someone has already voted in that

name, then the Presiding Officer conducts the relevant checks.


STEP 3 The Presiding Officer thoroughly checks the elector’s right index finger

and other fingers for electoral ink or stain using the integrity lamp. If there

is no electoral ink or stain on the elector’s fingers, the Presiding Officer

then proceeds to inform the elector that someone has already voted in

the given name and explains the process to be followed in such case.


STEP 4 In this case, the Presiding Officer asks the elector relevant questions from

the Black Book to ascertain his/her identity. Once satisfied, the Presiding

Officer must complete the Oath of Identity (Oath Form #11) then

administers same orally.


STEP 5 The Poll Clerk records the word “sworn” or “refused” in the Poll Book

as applicable in the column ‘Record that Oath sworn or refused”. If

sworn or affirmed, the elector must be allowed to vote.


STEP 6 In the remarks column of the Poll Book, the Poll Clerk inserts the words

“Second Ballot issued, see consecutive no……” stating the

consecutive number given to the personator in the Poll Book when it was

entered at the instance.


STEP 7 The Presiding Officer proceeds to:

i. detach the ballot from the stub

ii. give the serial number of the ballot paper to the Poll Clerk

iii. instruct the Poll Clerk to record the elector’s name, consecutive number of

elector on Voters’ List and the word “sworn” or “affirmed” on the right hand

side of the Poll Book under the column ‘Particulars of persons applying for

Ballot Papers after another person has voted as such person’, as well as

Oath Form #11 in the respective column and other pertinent information.


STEP 8 The Presiding Officer authenticates the ballot paper by:

I. placing his/her initials in the “Space for Initials of P.O.”; and

II. recording the consecutive number given to the elector in the Poll


applies for Ballot” in the space on the ballot paper “Voter’s Number

on Roll”.


STEP 9 Steps 7 - 14 as previously described for the ordinary elector are then

followed.

REFUSAL BY ELECTOR TO TAKE OATH OR ANSWER QUESTION

• According to the Representation of the People Act (ROPA) an

elector should answer all questions put to him or her in

relation to his or her qualification to be issued with a ballot.

Equally, he/she should swear or affirm any oath to be

administered to him or her by the Presiding Officer in

satisfying his/her identity and qualification to vote at a polling

station.

An elector who correctly answers such questions and

takes the required oath as instructed by the Presiding

Officer should be issued a ballot.

REFUSAL BY ELECTOR TO TAKE OATH OR ANSWER QUESTION

An elector who refuses to swear or answer relevant and

proper questions is not to be issued a ballot

1. either at the time of the refusal or

2. if upon reflection or encouragement, he/she wishes to

change his/her mind or

3. if he/she returns later in the day to the polling station

REFUSAL BY ELECTOR TO TAKE OATH OR ANSWER QUESTION Cont’d

• The words “Refused to Swear” must be recorded in the column

‘Record that Oath Sworn or Refused’ or the words “Refused to

Affirm” or “Refused to Answer” in the remarks column of the

Poll Book as applicable. Similarly, an erasing line must be drawn

through the elector’s name on the Official Voters’ List and opposite

the name, the words “Refused to Swear”, “Refused to Affirm”

or “Refused to Answer” as applicable.

• In this case no details pertaining to the elector should be

recorded in the Poll Book, as the Poll Clerk should only record

information of an elector when a ballot is issued. However, if by

error the Poll Clerk records any such details, a line must be drawn

through the entry in the Poll Book.

OBJECTIONS BY AN AGENT OF CANDIDADTE TO ELECTOR’S QUALIFICATION TO VOTE

The Process:

• In a polling station, there may be instances when an objection

is made to an elector being issued a ballot paper or an

objection to the elector's right to vote in a particular polling

station by the Agent of Candidate.

• The grounds for objection must be clearly stated by the Agent

of Candidate. This should be related to the elector being

qualified to vote in the polling station in which he/she

requests a ballot. In determining the elector’s right to

vote at the polling station, the qualification of the

elector requesting the ballot must be clearly

established by the Presiding Officer.


The Process:

• Once the elector's name is on the Official Voters’ List and

his/her identification is established satisfactorily by the

Presiding Officer he/she must be allowed to vote. The

Presiding Officer must inform the Agent of Candidate making

the objection that he/she is satisfied as to the identity of the

elector and his/her qualification to vote at the polling station

and that his/her objection will be recorded in the Poll Book.


Step 1 The Presiding Officer must establish to his/her satisfaction the identity of the elector.

Step 2 The Presiding Officer administers the relevant section(s) of Oath Form #10 (Oath of Qualification) as applicable.

Step 3 The Presiding Officer inspects the right index finger and other fingers of the elector for electoral ink or stain using the integrity lamp to ascertain if the elector has already voted.


Step 4 Once satisfied that the elector is qualified to vote, the Presiding Officer instructs the Poll Clerk to record the elector’s name and all other pertinent information of the elector, the word “sworn” or “affirmed” and Oath Form #10 in the respective columns of the Poll Book.

The objections made by the Agent of Candidate must be recorded in the column ‘Objections if any made on behalf of any Candidates’, example, "objected to by Clarke's agent as not the person on Voters’ List”.

Step 5 Steps 6-14 as previously described for the ordinary elector are then followed.


• If an objection has been sustained by the Presiding

Officer and the elector refuses to answer questions

put to him by the Presiding Officer from the Black

Book or refuses to swear or affirm, he/she should not

be issued a ballot paper.

• The Indoor Agent who objects to a person being

issued with a ballot should be allowed to see that

person’s Black Book information to satisfy

himself/herself of the identity.


• The Presiding Officer makes the final decision. If the

objection still remains, the Presiding Officer shall ask

the Poll Clerk to record the objection in the Poll

Book.

Objections made by agents must be recorded.

REASONS FOR A PRESIDING OFFICER NOT TO ISSUE A BALLOT

A ballot paper is issued by a Presiding Officer to an elector where he/she satisfies the prescribed voting requirements. The Presiding Officer should not issue a ballot based on the following reasons:

1. The elector is deemed not to be on the Voters’ List

2. The elector cannot be identified as the person on the Voters’ List

REASONS FOR A PRESIDING OFFICER NOT TO ISSUE A BALLOT

Cont’d

3. The elector is not qualified to vote at the polling station

4. The elector refuses to answer relevant and proper questions

5. The elector refuses to swear or affirm to his/her identity and/or qualification to vote.

ELECTOR REFUSAL TO IMMERSE APPROPRIATE DIGIT IN INK

An elector having been issued a ballot paper, marks the ballot paper and returns it to the Presiding Officer but refuses to immerse his/her appropriate digit (right index finger) in the ink. The Presiding Officer should deem the ballot spoiled and:

a. deface the ballot paper by:

• removing the counterfoil and destroying it (by tearing)

• drawing a line through his/her initials

• writing the words “Refused to Dip” across the ballot paper

• using the pen to punch a hole through the ballot paper

• placing the ballot paper in the envelope labeled Form E8 for Spoiled Ballots (tan colour)

Cont’d

b. draw a line through the elector’s name on the Presiding

Officer’s Official Voters’ List and write “Refused to Dip”

c. instruct the Poll Clerk to:

• record “Refused to Dip” in the remarks column of the Poll Book;

• draw a line through the elector’s name on the Official Voters’ List used by the Poll Clerk and record “Refused to Dip” beside the elector’s name.

ELECTOR REFUSAL TO IMMERSE APPROPRIATE DIGIT IN INK

SPOILED BALLOTS

A spoiled ballot is one which is invalid because the elector

declares that he/she has made a mistake. In this case the elector

should return the ballot issued to him/her by the Presiding Officer

folded. The Presiding Officer without inspecting the ballot should

accept the elector’s word that he/she has made an error and

should not attempt to ascertain what mistake(s) was/were made.

In such case the Presiding Officer should deface the ballot by:

a. removing the counterfoil and destroying it (by tearing)

b. drawing a line through his/her initials

c. writing the word “Spoiled” across the ballot paper

d. using the pen to punch a hole through the ballot paper

e. placing the ballot paper in the envelope labeled Form E8

for Spoiled Ballots (tan colour)

The Presiding Officer in issuing another ballot paper

should inform the elector that his/her right to

obtain another ballot paper is not limited to one

but he/she should have good explanation of his/her

failure to properly mark the ballot paper.

The Presiding Officer should proceed to give clear

and precise instructions to the elector relating to

the marking of the ballot paper.

SPOILED BALLOTS

SPOILED BALLOTS OTHER REASONS FOR THE PRESIDING OFFICER TO DEEM A BALLOT SPOILED

1. Where an elector having marked a ballot paper issued to

him, displays it to any person or persons in a polling

station or to persons in the vicinity of the polling station

in a manner which would allow any other person to see

how he/she has marked the ballot paper.


2. Where an elector having been issued a ballot paper

returns same with the counterfoil removed. The Presiding

Officer should deface the ballot by:



c. writing the word “Spoiled” across the ballot paper


e. placing the ballot paper in the envelope labeled Form

E8 for Spoiled Ballots (tan colour)


Where the ballot is deemed spoiled, the Presiding Officer should:

• reinforce the instructions on how to properly mark, fold and

return the ballot paper

• proceed to issue another ballot paper to the elector with the

appropriate warning not to repeat similar action.

• instruct the Poll Clerk to record the serial number of ballot

paper returned in the column ‘Serial No. of Ballot

returned’. In the line immediately following the elector’s

details place a dash (–) in the first column of the Poll Book

‘Consecutive number given each Elector as he applies

for Ballot’.


Where the ballot is deemed spoiled, the Presiding Officer should:

• Record in the column ‘Serial No. of Ballot issued’ the serial

number of the second ballot being issued and when such ballot

is returned the serial number must be written in the column

‘Serial No. of Ballot returned’ in the same line.

Note: No details of the elector should be repeated in this line of

the Poll Book.


3. Where the ballot paper returned was never issued by the

Presiding Officer. In this case, another ballot paper should not

be issued to the elector. The Presiding Officer should deem

the ballot spoiled and deface the ballot paper by:



c. writing the word “spoiled” across the ballot paper


e. placing the ballot paper in the envelope labeled Form E8



4. Where an elector takes a photograph of the marked ballot paper,

the Presiding Officer must inform the elector that another ballot

paper will not be issued as this is a breach of secrecy. The

Presiding Officer should deem the ballot spoiled and:

a. deface the ballot paper by:

• removing the counterfoil and destroying it (by tearing)

• drawing a line through his/her initials

• writing the words “Ballot Photographed” across the

ballot paper

• using the pen to punch a hole through the ballot paper

• placing the ballot paper in the envelope labeled Form E8


4 (Cont’d)

b. draw a line through the elector’s name on the

Presiding Officer’s Official Voters’ List and write

“Ballot Photographed”

c. instruct the Poll Clerk to:

• record the serial number of ballot paper returned in

the column ‘Serial No. of Ballot returned’;

• record “Ballot Photographed” in the remarks

column of the Poll Book;

• draw a line through the elector’s name on the Official

Voters’ List used by the Poll Clerk and record “Ballot

Photographed” beside the elector’s name.



5. Where the ballot paper is soiled or improperly printed, the Presiding Officer should remove the ballot from the stub, then deem it spoiled by writing the word “soiled” or “improperly printed” across the ballot paper and place in the Form E8 envelope for Spoiled Ballots.

INDOOR AGENTS VOTING ON TRANSFER CERTIFICATES

Where an Indoor Agent’s name appears on the Official Voters’ List

in another polling station within the same constituency for a

parliamentary election and in the same electoral division for a

municipal election such elector (Agent) may be issued a Transfer

Certificate which allows him/her to vote in the polling station in

which he/she is assigned to work.

The Returning Officer shall draw a line through the elector’s (Agent)

name or cause the name to be removed from the Official Voters’

List of registration and place on the Official Voters’ List at the

polling station where he/she is assigned to work.

The Indoor Agent must:

• present a Transfer Certificate to the Presiding Officer at

the polling station where his/her name has been added and

is assigned to work

• satisfy the Presiding Officer of his/her identity before

he/she is allowed to vote

The normal voting procedures must be followed in relation to

the elector (Agent) being allowed to vote and the words “voted

on Transfer Certificate” should be recorded in the remarks

column of the Poll Book.

INDOOR AGENTS VOTING ON TRANSFER CERTIFICATES

RULES GOVERNING THE PRESENCE OF THE CANDIDATE AND HIS/HER AGENT IN A POLLING STATION (FIVE MINUTES RULE)

• A Candidate and his/her Indoor Agent should not be

present in a polling station at the same time for more

than five consecutive minutes.

• Once the Candidate arrives the Presiding Officer must

note the arrival time of the Candidate. He/she must

greet the Candidate and inform him/her of the allotted

time (5 minutes) to be in the polling station with

his/her Indoor Agent present.

• If after five consecutive minutes, both Agent and

Candidate are still inside the polling station, the Presiding

Officer should remind the Candidate of the Five

Minutes Rule.

• If the Candidate decides to remain in the polling station

for more than the allotted time with his Agent present,

the Presiding Officer must inform the Agent that he/she

must leave the polling station as both Agent and

Candidate are not allowed to be in the polling station

beyond five consecutive minutes.


If the candidate remains, he/she must be sworn

to secrecy as an Indoor Agent in order for

him/her to observe and participate in the taking

of the poll within the polling station.


Summary How to record entries in the Poll Book

1. The word ‘voted’ is recorded after the elector’s ballot

has been deposited in the ballot box.

2. The word ‘sworn’ or ‘affirmed’ is written after an oath

or affirmation has been administered.

3. The oath number must be recorded.

4. The words ‘Refused to be sworn’ or ‘Refused to affirm’ or

‘Refused to answer’ must be written in instances where this

is applicable. If the elector refuses to take the oath when

required or to answer proper questions, a line should be

drawn through his name on the official list and also through

the entry made in the poll book if such name was already

entered in the poll book.

NB. An elector who has refused to be sworn or to answer proper questions is not to be given a ballot either at the time or later in the day.

Summary

How to record entries in the Poll Book

5. Any objections made by the agent(s) in relation to the

taking of the poll must be recorded.

6. The poll book must not be pre-numbered by the clerk.

It should remain blank until the elector makes an

application for ballot paper. After checking the voters’

list the consecutive number and all information

pertinent to the elector must be recorded.

Summary

How to record entries in the Poll Book

7. All information must be recorded in full. There should be no ‘ditto’ marks. The word ‘Voted’ must be recorded opposite the name of each elector.

8. The consecutive number written in the poll book is different from the entry number of the elector on the Voter’s List. NB. Voters’ number on roll - should correspond to the consecutive number given in the poll book.

9. At the close of the poll a line must be drawn across the existing space so that no other entry is made. This is done by the Presiding Officer after recording and endorsing a statement worded thus “The number of persons who voted at this polling station in this election is ……………….’’ The signature of the Presiding Officer must be affixed to this statement.

Summary How to record entries in the Poll Book

QUESTION & ANSWER

END OF SESSION 2

DAY THREE

DURATION 3 HOURS

Objectives

Given the election documents, the participants

will be able to conduct a mock exercise,

simulating all procedures and completing the

Statement of Poll.

CHAPTER 4 ELECTION DAY

CLOSE OF POLL PROCEDURES

The poll closes at 5:00 p.m.; all eligible electors within the precinct of the

polling location who are desirous of voting must be allowed to cast their vote.

The following steps must be followed:

The Presiding Officer should:

• declare the poll closed – the Presiding Officer at 5:00 p.m. verbally declares

in an audible manner, to those in the vicinity, that the poll is now closed;

• note the last person in the line and instruct the police officer/PSSA not to

allow any other person to join;

CLOSE OF POLL PROCEDURE

The Presiding Officer should:

• communicate with the EDW Cluster Supervisor to

ascertain if there are electors within the precinct of the

polling location;

• allow persons in line and in the precinct of the polling

location to vote.

Once all eligible electors have voted the following steps

must be taken.

CLOSE OF POLL PROCEDURE

The Presiding Officer should undertake the following procedures:

STEP 1 Seal Slot on Ballot Box and Certify Poll Book

Seal the slot on the top of the ballot box with the ballot box

seal provided

PROCEDURE AT THE CLOSE OF POLL

STEP 1 Cont’d Seal Slot on Ballot Box and Certify Poll Book

Examine the Poll Book for completion and then certify the Poll Book by writing

the statement below the last entry, “The number of persons who voted at

this polling station in this election is……” (stating in words and numerals

the number of electors who voted)


STEP 1 Cont’d Seal Slot on Ballot Box and Certify Poll Book

• place his/her signature and date at the end of the statement

• draw a single diagonal line immediately after the statement

from left to right to the last line on the page


Admit at least two (2) witnesses to observe the proceedings of the Preliminary

Count, if the official Indoor Agents are not present

STEP 2 Admit Witnesses


Check and package spoiled ballot papers

STEP 3 Reconcile and Package Spoiled Ballot Papers


Record the number of spoiled ballots on the envelope labelled Form

E8 for Spoiled Ballots (tan colour). If there are no spoiled ballot

papers, insert the word “none” on the Form E8 envelope

STEP 3 Cont’d Reconcile and Package Spoiled Ballot Papers


Seal and sign across the sealed envelope



Instruct the Poll Clerk and Agents of Candidates to sign across

the seal of the envelope



Count the number of unused ballots

STEP 4 Reconcile and Package Unused Ballot Papers


Record the number of unused ballots on the envelope labelled

Form E5 (purple colour)

STEP 4 Cont’d Reconcile and Package Unused Ballot Papers


• Package unused ballots and stubs in the Form E5 envelope for

Unused Ballot Papers

• Reconcile the number of ballots spoiled, unused and the number of

persons who voted as written in the Poll Book against the number

supplied by the Returning Officer for accuracy and correctness


L PROCEDURE AT THE CLOSE OF POLL

• Seal and sign across the sealed envelope

• Instruct the Poll Clerk and Agents of Candidates to sign across

the seal of the envelope as well



• Set aside all documents that are not needed for the counting

process and clear the table

• Issue Tally Sheets (Form B4) to Poll Clerk and Agents of

Candidates in preparation for Preliminary Count

STEP 5 Prepare for the Preliminary Count


Open the ballot box and take out ballot papers one by one

STEP 6 Count and Reconcile Ballots Cast


Unfold and count audibly as well as show ballots to the Poll Clerk

and Agents of Candidates

STEP 6 Cont’d Count and Reconcile Ballots Cast


Place the ballots cast for each candidate in separate piles



Deem a ballot rejected for the following reasons:

• ballot papers were not supplied by the Presiding Officer

• ballot papers were not marked for any candidate

• ballot papers were marked for more than one candidate

• ballot papers had marking or writing by which the elector could be

identified

• ballot papers were marked with an instrument other than the pencil

provided

A “Rejected” ballot is one which is found in the box after close of poll.

The ballot should not be rejected because the Presiding Officer failed

to remove the counterfoil or to place his/her initial in the designated

space on the ballot paper.



• This section of the Poll Book must only be completed if an Agent of

Candidate objects to a ballot paper being counted or not counted by

the Presiding Officer and the Presiding Officer’s decision differs from

that of the Agent.

• The Presiding Officer should record on the back of the ballot paper

the consecutive number based on the sequence of objections, the

nature of the objection and his/her initials. Similarly, record the

consecutive number written on the ballot paper in the corresponding

column of the Poll Book ‘Consecutive Number’, and in the column

‘Enter the name of objector and nature of objection’ record

the details of the objection.

Completing ‘Special Form for Recording Objections to Ballot Paper’ in

the Poll Book at Close of Poll


Place the ballots cast for each candidate in the respective colour coded

envelope Form E14.

DO NOT REFOLD BALLOT PAPERS

STEP 7 Package and Record Ballots Cast for Each Candidate


Write clearly the number of ballots cast for each candidate on

the respective envelope

STEP 7 Cont’d Package and Record Ballots Cast for Each Candidate


• Seal and sign across the sealed envelope

• Instruct the Poll Clerk and Agents of Candidates to sign across


STEP 7 Cont’d Package and Record Ballots Cast for Each Candidate


• Place rejected ballot papers in the envelope labelled Form E7 for

Rejected Ballots (bright yellow)

• Write on the envelope in words and figures, the number of ballot

papers enclosed

STEP 8 Package and Record Rejected Ballots


Seal and sign across the seal of the envelope

STEP 8 Cont’d Package and Record Rejected Ballots


Instruct the PC, and Agents of Candidates to sign across the seal of

the envelope

STEP 8 Cont’d Package and Record Rejected Ballots


Complete the ‘Statement of the Poll after counting the

Ballots’ at the back of the Poll Book

STEP 9 Record and Package the relevant Statements of the

Poll and Polling Station Account


Complete the Statement of the Poll after counting the

Ballots’ Form 19 (carbonized Form)

STEP 9 Cont’d Record and Package the relevant Statements of

the Poll and Polling Station Account


Place the original in the envelope labelled Form E6 (turquoise

colour)




Give each Agent of Candidate/witness their colour coded copy




Complete Preliminary Statement of the Poll (Form B16) affixed

to the ballot box



L PROCEDURE AT THE CLOSE OF POLL

Complete Certificate of the Preliminary Count of the Poll

(Form B16A) in quadruplicates




Place the original in the envelope labelled E9 (grey)




• Issue colour coded copies to Agents of Candidates

• Give the results on the Certificate of the Preliminary Count of the Poll to

the EDW Cluster Supervisor for immediate transmission to the RO at the

Counting Centre



PROCEDURE FOR THE CLOSING OF POLL

Complete Polling Station Account (Form B13) for the PO, PC,

Landlord, Indoor Agents and PSSA




Place the Polling Station Account in the Form E9 (grey) envelope




• Swear or affirm Oath Form #17 (Oath of Presiding Officer after closing the

Poll) which is in the Poll Book. This must be witnessed by the Poll Clerk

• Administer Oath Form #18 to the Poll Clerk (Oath of the Poll Clerk after

closing the Poll)

STEP 10 Swear Oaths of Presiding Officer and Poll Clerk


Detach all used Oath Forms #11 (Oath of Identity with

Fingerprints) along the perforated line

STEP 11 Package Oath Forms #11, Remaining Documents and

Ballot Box Key


Place them in the envelope labelled Form E15 (cream colour)

STEP 11 Cont’d Package Oath Forms #11, Remaining

Documents and Ballot Box Key


Package Letters of Appointment of Candidates’ Agents, Official Voters’ List and

Transfer Certificates in specially marked envelope Form E10. Except the

Presiding Officer’s Official Voters’ List

N.B. All Voters’ Lists and other materials issued to the Agents of Candidates must

be collected by the Presiding Officer, placed into the respective envelope(s) and

returned to the Returning Officer.

STEP 11 Cont’d Package Oath Forms #11, Remaining Documents

and Ballot Box Key


Package all remaining papers, unused envelopes and forms, pencils, pens, sealing

wax, ink, Form E11, notices, ink pad, tissue, wipes, etc. in Form E12 envelope

labelled ‘Director of Elections’ (pink colour)

STEP 11 Cont’d Package Oath Forms #11, Remaining Documents

and Ballot Box Key


Place the ballot box key in the envelope labelled Form E2 (Red

colour)




Place the key envelope labelled Form E2 into the envelope

labelled Form E9 (grey colour)








Instruct the Poll Clerk and Candidates’ Agents to sign across





Place the envelope labelled Form E6 (turquoise colour)

containing the Statement of the Poll into the Ballot Box

STEP 12 Package Items in Ballot Box


Place the envelopes labelled Form E5, E7, E8, E10, E14 and

E15 along with Poll Book in the large plastic envelope labelled

Form E1

STEP 12 Cont’d Package Items in Ballot Box





Instruct the Poll Clerk and Agents of Candidates to sign across




Place Form E1 envelope in the ballot box



Place the Black Book in the ballot box

N.B. Only three (3) items must be placed in the ballot box:

i. The envelope labelled Form E6 (turquoise colour) containing the

Statement of the Poll after Counting the Ballots

ii. Form E1 envelope (large grey plastic bag envelope)

iii. The Black Book



Close the lid of the ballot box and place the padlock on the hasp

and staple, ensure that it is locked

STEP 13 Close and Seal Ballot Box


• Seal the lid of the ballot box with the ballot box seal provided, that is,

across the top to the body of the ballot box to ensure it is sealed

• Sign the seal and instruct the Poll Clerk and Agents of Candidates to sign seal

STEP 13 Cont’d Close and Seal Ballot Box


Allow Agents of Candidates to place their seals across the lid

“without concealing” the Preliminary Statement of the

Poll and Ballot Box Tag and handle



Tape the envelope labelled Form E9 containing the Polling Station Account,

Preliminary Statement of the Poll and ballot box key on top (lid) of the ballot box

The envelope labelled Form E9 containing Polling Station Account, key and

Preliminary Statement of the Poll should remain outside of the box at all times.

Place other items including all bibs in the transparent bag provided and hand

same to the Supervisor.



Deliver ballot box, with

the Form E9 envelope

attached, the Presiding

Officer’s Official Voters’

List and other packages to

the EDW Cluster

Supervisor who will

dispatch same, as directed,

to the Returning Officer at

the Counting Centre

STEP 14 Deliver Ballot Box


N.B. All sealed envelopes must be signed by the

Presiding Officer, Poll Clerk and Agents of Candidates.

Failure to carry out precise instructions relating

to the placement of election documents and

supplies in the proper envelopes will result in the

forfeiture of the Presiding Officer’s Fees and

Expenses.


PRESIDING OFFICERS CHECKLIST

APPOINTMENT OF A CANDIDATE’S OUTDOOR AGENT

AT A POLLING STATION

APPOINTMENT OF A CANDIDATE’S AGENT

AT A POLLING STATION

TRANSFER CERTIFICATE

DIRECTIONS TO ELECTORS

OATH OF MESSENGER &

OATH OF PRESIDING OFFICER

STATEMENT OF THE POLL

AFTER COUNTING THE BALLOTS

CERTIFICATE OF THE PRELIMINARY COUNT OF THE POLL

CERTIFICATE OF BALLOT PAPERS ISSUED

PRELIMINARY STATEMENT OF THE POLL &

OATH OF A POLL CLERK

BALLOT PAPER

OATH OF IDENTITY WITH FINGERPRINT OF ELECTOR

OATH OF PRESIDING OFFICER AFTER CLOSING THE POLL

OATH OF POLL CLERK AFTER CLOSING THE POLL

FORMS OF OATHS TO BE ADMINISTERED ORALLY BY THE PRESIDING OFFICER

QUESTION & ANSWER

END OF SESSION 3

DAY FOUR

DURATION 3 HOURS

MOCK ELECTION EXERCISE

A. Revision of All Election Procedures

B. Participants Must simulate all election procedures

C. Assessment will be based on active engagement

in class activities, mock exercise and post test

SESSION 4

Revision

Practical Exercises

Role Play

Post Test

END OF ALL SESSIONS

QUESTION & ANSWER

THANK YOU