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TRAINING FOR THE PRESIDING AND POLLING OFFICERS

TRAINING FOR THE PRESIDING AND POLLING OFFICERS. PARLIAMENT GENERAL ELECTIONS 2019: NORTH 24-PARGANAS. STRUCTURE OF THE TRAINING. 1. At training. 2. At the Distribution Centre. 3. At the Polling Station, on P-1 day. 5. On poll day: during poll. 4. On poll day: prior to poll.

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TRAINING FOR THE PRESIDING AND POLLING OFFICERS

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  1. TRAINING FOR THE PRESIDING AND POLLING OFFICERS PARLIAMENT GENERAL ELECTIONS 2019: NORTH 24-PARGANAS

  2. STRUCTURE OF THE TRAINING 1. At training 2. At the Distribution Centre 3. At the Polling Station, on P-1 day 5. On poll day: during poll 4. On poll day: prior to poll 6. On poll day: at the close of the poll 7. At the Receiving Centre

  3. 1 At training

  4. Read the following: • Handbook for Presiding Officers • Relevant provisions of the Representation of the People Act, 1951 • Relevant provisions of the Conduct of Election Rules, 1961 • Conduct of Elections (Amendment) Rules, 1992 • Latest instructions of the Commission • Manual of the EVM and VVPAT • Familiarise with the EVM and VVPAT • Attend training and hands on sessionsBe acquainted with other members of your team • Know your Sector Officer, RO and others

  5. Important issues : • Useful link: www.north24parganas.gov.in • Step1: Go to website: www.north24parganas.gov.in • Step2: Click on -> LokSabha Election 2019 • Step3: Click on -> PP information and Training. • 2(two) trainings for all, in addition a special training for Pro and P1. • 1st training at raising sub-division and 2nd at deployed AC. • Both form 12 and 12A are to be filled up. • PB Facilitation Centre will be at 2nd training.

  6. Voting by using Election Duty Certificate (EDC) RO on being satisfied about the eligibility , issues EDC in Form 12 B RO also marks EDC against the name in relevant part of the Rolls A voter in the same Constituency where posted on election duty Apply to RO in Form 12A The EDC voter votes in the Polling Station where he is not a voter on production of the EDC If someone votes on production of EDC, enter his particulars at the end of the rolls

  7. Voting by Postal Ballot (PB) A voter in a constituency different from which posted on election duty Apply to RO in Form 12 so as to reach the RO by P-10 day RO on being satisfied about the eligibility , issues PB and marks in the roll as PBRO also marks PB against the name in relevant part of the Rolls The voter issued PB cannot vote in person at any Polling Station

  8. 2 AT the distribution centre On P-1 Day (For 8290 PS) On P-2 Day (For 178 PS)

  9. Important Arrangements • Large display boards: Decoded list of polling personnel assigning polling stations would be displayed very prominently at multiple places • Tagging of polling personnel: The Polling Personnel will come to know their respective Polling Station to which they are assigned only at the Dispersal Centre on P-1 day and not before it • Single window counters: Reporting, issuance of order tagging polling station , distribution all materials including EVMs would be done from one single counter.

  10. Procurement of EVM, VVPAT & other materials • 27 broad items • 16 forms • 25 envelops • 6 signs • 19 stationary articles • CU-BU-VVPAT • Electoral Rolls (Marked Copy, Working Copies) • Register of voters • List of contesting candidates • Notice specifying polling area • Indelible ink • Ballot papers (for tendered votes) • Declarations by the Presiding Officer • Presiding Officer’s Diary • List of Absentee Shifted voters, Proxy Voters, PB/EDC voters Extremely important • Specimen Signature of Contesting Candidates/Election Agents • Arrow Cross Mark, Metal Seal and Distinguishing Mark of the Polling Station

  11. Checking of Electoral Rolls Components • Mother Rolls as published on 1 September 2018 • 1st Supplement as published on 14 January 2019 • Second Supplement containing only deletions and corrections between 15 January 2019 and the 10th day following the date of announcement of electionsAddition supplement containing only the additions between 15 January 2019 and the last date fixed for filing of nominations • Reflections in the mother roll • All deletions in the 1st supplement will be marked DELETED in the mother roll • All deletions in the 2nd supplement will be marked DELETED DELETED in the mother roll • Electors having corrections in the 1st supplement will be marked # in the mother roll and an inscription on the photograph indicating ‘photo as in correction list 1’ • Electors having corrections in the 2nd supplement will be marked ## in the mother roll and an inscription on the photograph indicating ‘photo as in correction list 2’ E', 'S', 'Q', 'R' and 'M' for 'Expired', 'Shifted/change of residence', 'Disqualification', 'Repeat/duplication' and 'Missing’ shall be marked against deletions in 1st supplement; in 2nd supplement, these will be ‘EE’, ‘SS’, ‘QQ’, ‘RR’, ‘MM’.

  12. Checking of CU/BU/VVPATS • CU, BU & VVPAT Numbers and Address Tags should match with the Register at DC counters and Polling Station assigned • Candidate Set Section of the CU is duly sealed • CU functions after switching it ON • Ballot paper duly fixed under screen of BU and properly aligned • Slide switch is at No. 1 position if number of Contesting Candidates is UPTO 16 INCLUDING NOTA • Blue buttons in BU are equal to No. of Contesting Candidates and NOTA option and other buttons are masked • BU is properly sealed • NO VVPATs will be checked at the DC and prior to Mock Poll

  13. Other important activities at the DC • Learn about the presence of other non-force additional measures for the polling station • Micro Observer • CCTV • Video Camera • Web Casting • SMS registration- • The PRO & PO1 will have to register their mobile number to the assigned phone number • Tagging of vehicle • Movement to the polling station to be made in earmarked vehicle • Tagging of force • Movement to the polling station with sector force

  14. 3 On arrival at the polling station On P-1 Day (For 8290 PS) On P-2 Day (For 178 PS)

  15. Immediate activities • Send/SMS the safe arrival report first to Sector Officer • Inspect the polling station & plan • Ensure enough space for voters to wait outside and form separate queues for male & female voters, wherever possible • Make arrangement for separate entry and exit for voters • Ensure that there will be at least 5ft to 10ft distance between the first voter in queue and the entry point during the poll day • All defacements and slogans etc. within 100 meters of polling station should be removed • Keep ready the displays to be made at the polling station on poll day • Fill up the headings on all forms/envelopes, tally sheet of voters’ attendance in advance • No cooking or lighting of fire inside the polling station is allowed

  16. On arrival at the Polling Station • Set up voting compartment • Voting Compartment should be placed in such a way that • (a) sufficient light is available inside the voting compartment. • (b) no direct lighting is placed over or in front of the voting compartment. • (c) secrecy of voting is not violated. • (d) voting compartment is not placed near the window/door • The Voting compartment shall be made of Card-board measuring 24" X24" X 30“, placed on a table of 30” height and should not be placed near any window / door • CU & BU of EVM & VVPAT to be so positioned that Cable of EVM is not placed on the way of voters

  17. On arrival at the Polling Station • Suitable lighting in voting compartment • (ECI instruction No. 51/8/7/2017-EMS (Vol.-II) dated 03rd August 2017) • Proper electricity arrangements should be made at the polling stations. • High voltage incandescent bulbs/ tube-light should not be placed over or front of the voting compartment.

  18. Conditions for polling agent • Must be a voter of that/adjacent polling station • Must be appointed by the candidate/election agent through prescribed form ( Form no 10) only • Seating arrangement to follow the sequence of candidates belonging to national recognized /state recognized /registered/independent • Two relievers may also be engaged in like manner, their movement to be controlled through issuance of Gate Pass and due signature on Movement Sheet • Copy of the electoral roll as marked by the polling agents can not be taken outside the polling station • One polling agent to remain seated in the polling station at a time • Can display a badge showing the name of the candidate only • Substitution of reliever is not allowed after 3 pm

  19. 4 Poll day (pre-poll)

  20. Preliminary activities on poll day morning • Start Preliminary Activities at least 75 minutes prior to the scheduled hours of Commencement of Poll • Display Photo Identity Cards • Place the phials of indelible Ink carefully in order to avoid spilling over • Also take note that other prerequisites namely EVM, VVPAT, copies of Photo Electoral Rolls, Voters’ Register(17 A), pass for Polling Agents etc. are firmly in place, along with Micro Observers and Digital Photographers, if so designated • Allow Polling Agents enter Polling Stations. Verify signatures of Candidates/ Election Agents in the Appointment letters (Form 10) of the Polling Agents in reference to Specimen Signatures of Candidates/ Election Agents

  21. Display at Polling Stations on Poll day 1. Notice on area delineating Polling Stations.2. Copy of Form 7A.3. Posters on How to Cast Vote with EVM & VVPAT.4. Important telephone nos.5. Working copy of Electoral Roll.

  22. Mock Poll • Should start one hour prior to the poll • Wait for 15 minutes, if polling agents of at least two rival candidates do not come. Connect CU, BU & VVPAT and Switch ON the CU • Paper roll knob of VVPAT be set in unlock position before the use of VVPAT. Total 50 votes are to be cast, at least 1 per candidate and also NOTA Prepare Mock poll certificate in format and sign. Obtain signatures of polling agents present, if absent record the same

  23. CLOSING AND SEALING OF C.U.FIXING OF GREEN PAPER SEAL • Pr. O. to sign in full on white side of paper seal just below the Serial No. of paper seal • Get also signatures of the agents present • Insert paper seal through the frame of inner door of Result Section of CU, so that green side is seen through the two apertures • Door of inner compartment should be closed by pressing so that two open ends of seal project outward • Prepare A/C of paper seal in 17C Part-I item-9 and return unused & damaged paper seals to RO and relevant part in P.Os Diary.

  24. CLOSING AND SEALING OF C.U.SPECIAL TAG FOR SEALING INNER COVER • Write the Sl. No. of CU on Special Tag • Sign on the back of Special Tag and get signatures of agents present on it • Ask agents to note down the Sl. No. of Special Tag • Pass twine thread through 2 holes of inner door and through the hole of Special Tag and seal with wax. Thread should be kept long enough to make the seal outside of EVM for avoiding spilling of molten wax on EVM • Set the Special Tag properly according to grooves so that CLOSE button is visible properly • Fill up relevant portion in P.Os Diary • Return unused and damaged Tags to RO

  25. CLOSING AND SEALING OF C.U.SEALING OF OUTER COVER • Outer Cover of Result Section should be pressed fit for closure in such a way that two open ends of paper seal project outwards • Seal the outer cover by • passing thread through 2 holes on left side of outer • cover and tying a knot. • attaching an address tag. • sealing the thread on address tag with wax and • seal of the Presiding Officer. • Ask agents present to affix their seals

  26. CLOSING AND SEALING OF C.U. STRIP SEAL • Ask the agents to note down the No. of Strip Seal used • Inner side of strip contains pre-gummed portions of A,B & D and outer side contains C portion • Fix the green paper seal with A,B & C portion of strip in sequence, and then drape it around the CU and seal tightly with D portion • The strip seal should not cover the cap of CLOSE button • Return unused & damaged strip seals to RO • Now the EVM is ready for actual poll and keep the BU inside voting compartment & CU on the table of 3rd PO

  27. Setting up EVM/ VVPAT for actual poll • After mock poll, all ‘printed paper slips’ will be taken out, marked with a stamp on their back as ‘MOCK POLL SLIP” (dimension of the stamp 3 cms x 1.5 cm) kept in a black envelope and plastic box and sealed with Pink Paper Seal • Place the balloting unit & VVPAT in the voting compartment & control unit on the table of Presiding/Polling Officer-3 • Connect CU BU & VVPAT with each other • Press “Total” button to ensure that there are no votes cast before the actual poll.

  28. 5 DURING POLL

  29. Commencement of poll • Read out provisions u/s 128 of R.P. Act, 1950 about maintenance of secrecy of voting • Make the declaration in prescribed form about commencement of poll, sign and obtain signatures of polling agents present • If the preliminaries are not over, admit 3 to 4 voters at the hour fixed for commencement of poll • Send sms report on commencement of poll to the Sector Officer • Demonstrate to the polling agents that the marked copy of the electoral roll does not contain any entries other than PB & EDC • Demonstrate also that the register of voters (Form-17A) does not contain any entry • Tally time with the polling agents Remember if commencement of poll gets delayed by more than two hours, re-poll will be announced by the ECI

  30. Poll Process: Regulation of Entry at the Polling Station Persons entitled to enter, other than electors, are : • Polling Officers • Candidates/Election Agents/one Polling Agent at a time • Observers, Micro-observers, Persons authorized by ECI • Child in arms accompanying elector • Companion of blind, infirm elector • Public Servant on duty Public Servant on duty does not normally include police officers. Similarly armed body guards of Candidates/ Election Agents/ Polling Agents are not also allowed, except when they are covered under Z-plus security.

  31. 5A Presiding Officer in overall charge of the Polling Station 1ST PO to identify the electors and will be in charge of marked copy of electoral roll 2nd PO in charge of indelible ink, Voters’ Register and, Voter’s Slip 3rd PO in charge of CU and preservation of voter’s slips Distribution of duties

  32. 1st Polling Officer • 1ST PO will be identifying the electors and will be in charge of marked copy of electoral roll • All Electors who have been issued with EPICs, shall have to produce the EPICs to exercise their franchise • Those who can not produce their EPICs can vote, provided their identity is established by alternative documents as will be allowed by the Election Commission • Minor discrepancies in EPIC relating to elector's name, father's / mother's/ husband's name, sex, age or address shall be ignored • Discrepancy in the serial number of EPIC as mentioned in the electoral roll shall be ignored • EPIC issued by an ERO of any other constituency will be accepted, provided the elector’s name feature in the Electoral Roll

  33. Alternative documents for identification of electors EPIC is the primary document for identification of electors If, for unavoidable circumstances, EPIC cannot be produced, elector can be identified on production of any of the following 11 documents having photograph • Passport • Driving License • Service Identity Cards with photograph issued to employees by Central/State Govt./PSUs/Public Limited Companies • Passbooks with photograph issued by Bank/ Post Office • PAN Card • Smart Card issued by RGI under NPR • Mahatma Gandhi NREGA Job Card • Health Insurance Smart Card issued under the scheme of Ministry of Labour • Pension document with photograph • Official identity cards issued to MPs/MLAs IMLCs and • AadhaarCard Photo Voter Slip (PVS) issued by the election authority cannot be used as an alternative identity document

  34. Identification of Voters • 1st PO loudly reads out the Sl. No. and name of elector and verifies the Photo ID of elector • Underlines the particulars of elector in the marked copy • In case of female voter, in addition put a tick mark against the Serial no. of the elector on left side of the corresponding entry • Provide data on No. of votes polled to the Presiding Officer from time to time. For this, usual practice is to keep a sheet containing consecutive numbers and crossing one by one as poll progresses

  35. 2nd Polling Officer • Ensure that the electors put their full signature or LTI in the Register of Voters (Form 17 A). • Note the kind of Identification Document produced along with the No. of document produced, if given in the document, on Column 3 of Form 17A • In case of EPIC holder, write EP and in case of other documents last four digits mentioned in the Column 3 of Form 17 A. • Issue voter slip

  36. Duties of Second Polling Officer Application of Indelible Ink Inspect the elector's Left Forefinger and put a mark of Indelible Ink from the upper tip of the nail to bottom of the first joint in the form of a line as illustrated:

  37. Application of indelible ink • 2nd PO will mark left forefinger from the tip up to the first joint with indelible ink • When elector has no left forefinger, put ink on any finger on left hand starting from left forefinger, as applicable • If elector has no left hand, put ink on any finger on right hand starting from right forefinger, as applicable • If elector has no hand, put ink on extreme (stump) of hand as he possesses

  38. Issue of voter’s slips It will be supplied in stitched bundles of 50 or 100 • After an elector’s left forefinger is marked with indelible ink and his entries are made in voters’ register, 2nd PO will issue Voter’s Slip • Elector will be allowed to vote by 3rd PO on the basis and order of Voter’s Slips issued by 2nd PO • All Voter’s Slips should be collected by 3rd PO from electors & preserved carefully and kept in separate cover • Check again left forefinger of the elector

  39. Duties of the 3rd Polling Officer: Recording of votes • 3rd PO presses BALLOT button of the CU • Voter goes inside voting compartment for recording his vote • If the Voter is not familiar with voting procedure, the Presiding Officer may explain by using the dummy cardboard model of the EVM in presence of the polling agents, but none should accompany the voter inside voting compartment • If Presiding Officer needs to enter inside voting compartment during poll for any checking or so, when no voter is inside, he should ask or allow polling agents to accompany on all such occasions; • Tally number of votes polled periodically with CU & Register of Voters (Form- 17A)

  40. Micro Observer • Micro Observers are appointed by the General Observer to oversee the poll process at the identified polling stations and report back to the Observer • MOs are provided for polling station locations, for one or multiple polling stations, as specified • MOs are authorised to enter the polling station/s, observe the process and report back to the General Observer • Due courtesy to be shown to the MO and provided with reports, as asked for

  41. Some important points to note • Mock Poll certificate is to be prepared in prescribed format • Use of Dummy Cardboard Model of EVM for explaining the voting process by Pr.O to any voter who asks for help or expresses his inability to vote using EVM • Blind voters may vote by using braille system in the EVM and may require the braille ballot for identification • Declaration form to be used by voters complaining on use of VVPAT

  42. 5B Extra-ordinary circumstances

  43. Replacement of EVM-VVPAT during Poll [No. 51/8/VVPAT/2017-EMS dt. 11.01.2018]

  44. VVPAT Complaint by voter – Rule 49MA • In case a voter complains of wrong printing by VVPAT: • He will report to Presiding Officer • Presiding Officer will take a declaration explaining that if found false he can be penalized • PO will then record in 17A and permit him to cast a ‘test vote’ in presence of PO and Polling Agents • If found false PO will record in 17A and 17C so that the test vote is not counted • If found true then PO will stop poll and report to RO

  45. Companion Voting- Form 14A • Blind voters may use braille for identification of the candidate to vote for • For blind voters not using braille/ infirm voters companion voting is allowed

  46. Voting by Blind and infirm Voters-instructions (ECI instruction No. 4/MISC/ECI/LET/FUNC/JUD/SDR Dated: 23rd October, 2017) While Scrutinizing of various documents such as the Form 17A, Presiding Officers Diaries etc., by the Observer and Returning Officer on the day following the day of poll, Form 14 A shall also be scrutinized to see whether there are unusually larger no. of cases of companions accompanying the electors in recording votes in any Polling Station, which may create suspicion about the fairness of poll.

  47. Challenged votes Entertain a challenge from polling agent only after he deposits Rs. 2 in cash • Furnish a receipt to challenger • Warn the person challenged about penalty for impersonating, enter his name and address in the list of challenged votes (form 14) and ask him to sign. If he refuses to do so, do not allow him to vote • Summary inquiry: ask the challenger to adduce prima facie evidence. If challenger succeeds, ask the person challenged to produce evidence to rebut the challenge • If challenge is established, hand over such person to police with a written complaint and return challenge fee after taking receipt in col. 10 of form 14 and counter foil of receipt • If challenge is not established, forfeit the fee and write “forfeited” in col. 10 of form 14 and counter foil of receipt

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