Special Voting Procedures for Service Voters and Special Voters under R.P. Act, 1950
Service Voter and Special Voter –
Sec. 20 of the R. P. Act, 1950
Special procedure for voting by certain classes of persons –
Sec. 60 of the R. P. Act., 1951
Operative portions –
Rules 17 to 27Q of the Conduct of Elections Rules, 1961
POSTAL BALLOT AND ETPB
(PREPARATION, VOTING AND COUNTING)
2
Service Voters’ names will be in the last part of the ER.
Will be issued
et
PB
without
F/12.
et
PB
s are to be issued within 24 hours of finalization of
candidates (7A).
3
4
Special voter will intimate RO for PB in form 12 at least 10 day
before poll. PB will be sent by RPAD(Registered post with
acknowledgement due) or personally delivered.
The names of special voters will not be found in the last part of
the electoral roll.
•
They may apply directly to RO for PB
or
•
H
o
m
e
d
e
p
a
r
t
m
e
n
t
w
i
l
l
c
o
m
m
u
n
i
c
a
t
e
t
o
R
O
s
p
e
c
i
f
y
i
n
g
n
a
m
e
,
a
d
d
r
e
s
s
,
P
a
r
t
N
o
.
&
S
r
.
N
o
.
i
n
t
h
e
r
o
l
l
a
n
d
p
l
a
c
e
o
f
d
e
t
e
n
t
i
o
n
w
i
t
h
i
n
1
5
d
a
y
s
o
f
n
o
t
i
f
i
c
a
t
i
o
n
o
f
e
l
e
c
t
i
o
n
.
•
B
e
f
o
r
e
s
e
n
d
i
n
g
P
B
,
i
t
i
s
t
o
b
e
e
n
s
u
r
e
d
t
h
a
t
t
h
e
n
a
m
e
e
n
t
e
r
e
d
i
n
t
h
e
r
o
l
l
a
n
d
t
h
e
p
e
r
s
o
n
h
e
l
d
u
n
d
e
r
p
r
e
v
e
n
t
i
v
e
d
e
t
e
n
t
i
o
n
i
s
i
d
e
n
t
i
c
a
l
a
n
d
s
a
m
e
.
•
The names of electors in preventive detention will not be
found in the last part of the electoral roll.
5
Persons and Staff deployed on election duty on the day of poll &
are not able to vote at normal P.S. Viz...
•
Polling Personnel- PrO & Pos.
•
Polling agents.
•
All police personnel (except those on leave).
•
DEOs/ROs/AROs & their Staff, Control Room Staff.
•
Staff of EEM Teams/SOs, BLO, MOs,
•
Videographers/ Drivers/Conductors/ Cleaners etc.
6
If on
duty
in
a
constituency
other
than
the
constituency
where
they
are
enrolled as
a
voter
s.
7
Ele
Ele
ction
Duty
Certificat
e
(EDC)
In
case a government
official
is on election
duty
in
the
same
constituency
in
which
enrolled
as
a
voter.
(vote
at
the
polling
station
where
they
are
on
duty).
voting is
done at
their residences
and
marked
PB
are
collected from
their residencies, This will be calling as Home Voting
voting is
done at Postal Voting Center(PVC).
•
Service voters have been provided the facility to vote either
through proxy or through
et
PBS.
•
Proxy Voters-
•
Should be at least 18 yrs of age & from the same AC.
•
Shall not be disqualified as an elector.
•
Appointment in
13/F
and to be reached to RO before last date
of nomination.
•
Will be valid unless & until revoked in form
13/G
or the proxy
dies
or the service voter retires.
•
RO will
prepare a list of CSV and Proxy
with address just
after the last day of
nomination
and will
add it to electoral roll
to be used during poll.
•
CSV
should be marked in
ER
against the name of that service voter.
9
Mode of issue and return of PB
V
o
t
e
r
s
w
h
o
s
e
f
o
r
m
h
a
s
b
e
e
n
a
p
p
r
o
v
e
d
b
y
R
O
f
o
r
i
s
s
u
e
o
f
P
B
a
r
e
N
O
T
E
N
T
I
T
L
E
D
T
O
V
O
T
E
A
T
P
O
L
L
I
N
G
S
T
A
T
I
O
N
.
Specified Forms (CER 1961)
Form 12
- Application for PB for
i.
Special Voter (Rule 19) –
at least 10 days before poll day
ii.
Voter on election duty (Rule 20(1))–
at least 7 days before poll day
or such shorter period as allowed by RO
Form 12A
–Application for EDC for voter on election duty (Rule
20(2))-
4 days before poll day
or such shorter period as allowed by RO
Form 12B-
EDC by RO (Rule 20 (2)(a))
Form 12C-
Application for PB for notified electors other than
absentee voters) (Rule 27C)
Form 12D-
Application for PB for absentee voters
Form 13A-
Declaration by elector [Rule 23 (1)]
Form 13B
(Cover A)- Small envelope [Rule 23 (1)]
Form 13C
(Cover B)- Large envelope [Rule 23 (1)]
Form 13D-
Instructions for electors [Rule 23 (1)]
Form 12
12
N
a
m
e
s
o
f
c
a
n
d
i
d
a
t
e
s
s
h
a
l
l
b
e
a
r
r
a
n
g
e
d
i
n
t
h
e
s
a
m
e
o
r
d
e
r
u
n
d
e
r
3
c
a
t
e
g
o
r
i
e
s
i
n
w
h
i
c
h
t
h
e
y
a
p
p
e
a
r
i
n
t
h
e
l
i
s
t
o
f
c
o
n
t
e
s
t
i
n
g
c
a
n
d
i
d
a
t
e
s
(
F
o
r
m
7
A
)
.
H
o
w
e
v
e
r
,
h
e
a
d
i
n
g
s
o
f
c
a
t
e
g
o
r
i
e
s
s
h
o
u
l
d
n
o
t
a
p
p
e
a
r
i
n
P
B
s
.
“None of the Above” option shall be printed in a
separate panel after the name of all the contesting
candidates
DEO is responsible for printing of PB for all ACs/ PCs
within the District
Preparation/generation of PBs for service voters (through
ETPBS) should be completed within 24 hours of
finalization of list of contesting candidates.
For other categories, PBs should be printed within 72
hours of finalization of candidates.
To be stitched in bundles of 50 ballot papers
Ensure that Sl. No. on postal ballot and on its counterfoil
are identical
DETAILS TO BE PRINTED ON PB
•
DESIGN OF POSTAL BALLOT
SERVICE VOTER OTHER THAN SERVICE VOTER
ELECTRONICALLY TRANSMITTED POSTAL BALLOT
SAMPLE
18
19
20
FORM 13A
{See rule 23(1)(a)]DECLARATION BY ELECTOR
Election to the
.
73
– Khairagarh Assembly Constituency
.
(THIS SIDE IS TO BE USED ONLY WHEN THE ELECTOR SIGNS THE DECLARATION
HIMSELF)
I hereby declare that I am the elector to whom the postal ballot paper bearing serial
number
133
.
has been issued at the above election.
Date:
13/04/2022
Signature of elector
Address
H.No. 12/A,
Civil lines, Khairagarh
Attestation of Signature
The above has been signed in my presence by
.
Shri. Krishna Sahu
(elector)
who is personally known to me/has been identified to my satisfaction by
.
Mrs. Nandini Verma
(identifier) who is personally known to me.
Signature of Identifier, if any
Signature
of Attesting Officer
Address
.
LG-01, Civil lines, Khairagarh
Designation
:
Deputy Director
.
Date :
.
1
3/04/2022
.
Address
Collectorate
, Khairagarh
.
KCG
.
21
22
23
24
COLOUR OF PB AND ENVELOPEs
Service Voters – PB and Envelopes – White
[Now Envelopes are not required to be sent by CEOs to the Record / Unit Officers for use by Service Voters]
Other than Service Voters – PB and Envelopes – White for PC
& Pink for AC
Postage Stamp
No need to be affixed on envelope by service voter – DoP has been instructed. Expenditure to be
borne by CEO
CEO to inform GM, Post Office to accept envelopes for speed post delivery
Postal deptt shall nominate on Post Office for each PC/AC for delivery of PB to RO
P
r
o
c
e
d
u
r
e
f
o
r
d
e
s
p
a
t
c
h
o
f
P
B
:
S
e
n
d
f
o
l
l
o
w
i
n
g
d
o
c
u
m
e
n
t
s
(
i
)
P
B
,
(
i
i
)
F
o
r
m
-
1
3
A
(
D
e
c
l
a
r
a
t
i
o
n
)
,
(
i
i
i
)
F
o
r
m
1
3
B
(
I
n
n
e
r
E
n
v
e
l
o
p
e
)
(
i
v
)
F
o
r
m
1
3
C
(
O
u
t
e
r
E
n
v
e
l
o
p
e
)
a
n
d
(
v
)
F
o
r
m
-
1
3
D
(
I
n
s
t
r
u
c
t
i
o
n
)
N
B
:
F
o
r
S
e
r
v
i
c
e
V
o
t
e
r
s
t
h
e
a
b
o
v
e
w
i
l
l
b
e
t
r
a
n
s
m
i
t
t
e
d
e
l
e
c
t
r
o
n
i
c
a
l
l
y
t
h
r
o
u
g
h
E
T
P
B
S
R
e
c
o
r
d
t
h
e
e
l
e
c
t
o
r
a
l
r
o
l
l
n
u
m
b
e
r
(
P
a
r
t
N
o
.
a
n
d
S
l
.
N
o
.
a
s
e
n
t
e
r
e
d
i
n
t
h
e
m
a
r
k
e
d
c
o
p
y
)
o
n
t
h
e
c
o
u
n
t
e
r
f
o
i
l
o
f
P
B
I
n
t
h
e
M
a
r
k
e
d
C
o
p
y
o
f
t
h
e
E
R
,
P
B
i
n
R
E
D
i
n
k
s
h
o
u
l
d
b
e
w
r
i
t
t
e
n
a
g
a
i
n
s
t
t
h
e
n
a
m
e
s
o
f
a
l
l
w
h
o
h
a
v
e
b
e
e
n
i
s
s
u
e
d
P
B
s
.
PB serial no. should NOT be written against the voter’s entry.
N
o
P
B
c
a
n
b
e
i
s
s
u
e
d
a
f
t
e
r
t
h
e
s
t
a
g
e
o
f
p
r
e
p
a
r
i
n
g
m
a
r
k
e
d
c
o
p
y
o
f
e
l
e
c
t
o
r
a
l
r
o
l
l
f
o
r
s
u
p
p
l
y
t
o
t
h
e
p
r
e
s
i
d
i
n
g
o
f
f
i
c
e
r
s
f
o
r
c
o
n
d
u
c
t
o
f
p
o
l
l
.
26
Steps to remember for preparing marked copy of ER -
•
PB serial no.
should be written
on
Form 13-B (Cover A - inner cover)
without
fail.
NB: PB liable for rejection, if PB Serial number not mentioned
•
Classified Service Voter (CSV)
should be marked in the Electoral Roll against
the entries of the voters who have
opted for proxy
(R 27P COER, 1961)
•
EDC
should be marked against the entries of voters to whom EDC has been
issued.
•
Seal
the counterfoils with proper description and date
(R 23(6) COER, 1961)
•
Proper account
of PB and EDC issued to be maintained in a
Register.
•
The team entrusted with preparing Marked Copies of ER, may also be entrusted
with issuance of PBs for better results/efficiency
•
Ensure that electors issued with PB are
not allowed
to vote at Polling Station
NB: The above are pointers are aimed at ensuring that electors issued with PB are
debarred from voting at the Polling Station
27
•
In the
Marked Copy
of the
ER
,
PB
in
RED
ink
should be written
against the names of all who have been provided with the
Postal ballots.
•
PB serial no.
should NOT be written
against the voter’s entry.
•
PB serial no.
should be written
on cover
A
(13-B)
without fail.
(
Imp. Reason of Rejection, if not found
)
•
CSV
should be marked against the entry of a voter opted for
proxy.
•
In any case only one
Marked Copy
should be used as a
Master
copy
for issuing PBs to avoid any mistake.
28
ISSUE OF EDC TO VOTER ON ELECTION DUTY
A
p
p
l
i
c
a
t
i
o
n
i
n
F
O
R
M
1
2
A
t
o
t
h
e
R
O
a
t
l
e
a
s
t
7
d
a
y
s
b
e
f
o
r
e
t
h
e
d
a
t
e
o
f
p
o
l
l
.
T
h
e
R
O
,
a
f
t
e
r
d
u
e
s
c
r
u
t
i
n
y
o
f
f
o
r
m
,
i
s
s
u
e
s
.
a
n
E
l
e
c
t
i
o
n
D
u
t
y
C
e
r
t
i
f
i
c
a
t
e
i
n
F
O
R
M
1
2
B
.
The Election Duty Certificate in Form 12B shall be printed in adequate
number either centrally by the CEO or the DEO, as may be convenient.
and each such certificate shall be serially numbered with a unique serial
number.
VOTERS ON ELECTION DUTY
FACILITATION CENTRE
–
AT TRAINING VENUE
– Polling Parties and associated civilian staff –
TRAINING HOURS ON 2
ND
AND SUBSEQUENT TRAINING
AT RO’S OFFICE –
Other than the above and for Police Personnel
NORMAL OFFICE HOURS, P-3 TO P-1 DAY OR EARLIER
FC – Group B or above as in-charge + 3 staff
Separate Drop box for each AC
Voting compartment, stationery items & Indelible ink
Videography
Candidates agents
Daily storage and record in special strong room
Appointment of
Gazetted Officers
, at the FC for verification/attestation of declaration
in
Form 13A.
Candidates are permitted to appoint their agents to watch the voting process, at the
facilitation canter. ROs shall intimate the candidates about the schedule of the
facilitation centre in advance.
RO to send information to DEO; DEO to CEO; CEO to ECI [Format 1, 2, 3]
Voters on Election Duty - Issue of PB – eligibility – printing – application – database -
Facilitation
Centre
-
Drop Box - design thereof – Sorting AC-wise – presence of representatives of candidates
- Account Register – sealing in envelopes and dispatch to RO
Preparation of database of employees working in the district:
•
Database of all voters on election duty.
•
Include
all employees of State Govt., Central Govt. and Central and State PSUs.,
all police personnel posted in the district including Home Guards etc. and
drivers, conductors and cleaners of Govt. vehicles, vehicles of State Road
Transport Corporation etc. in the database.
•
Include
drivers, conductors and cleaners of
private vehicles
in the district like
trucks, buses, minibuses etc. with the help of vehicle owners associations.
•
All electoral information of the employees
– like complete residential address
where the staff is enlisted in the electoral Roll, No. & name of Assembly
Constituency, Part No. and the serial number at which the name is registered,
EPIC No.,
and Cell Phone numbers and email Ids etc. needs to
be incorporated
in the database.
32
E
n
d
-
o
f
-
p
o
l
l
p
r
o
c
e
d
u
r
e
a
t
f
a
c
i
l
i
t
a
t
i
o
n
c
e
n
t
e
r
o
n
e
a
c
h
d
a
y
:
33
F
o
r
m
a
t
-
1
Statement regarding Postal Ballots cast at Facilitation
Center
Name of State
Name of Facilitation
Center__________
Name of District___________ Name &
designation of
Officer-in-charge
34
F
o
r
m
a
t
-
2
District-wise Statement of Postal Ballots Cast at Facilitation
Centers within the district
(To be prepared on each day facilitation is provided)
Name of State_________
Name of District _________
No. & Name of Parliamentary/Assembly Constituency(ies)_____________
Date of facilitation _______________
35
M
a
i
n
t
e
n
a
n
c
e
,
S
e
a
l
i
n
g
a
n
d
s
a
f
e
c
u
s
t
o
d
y
o
f
R
e
g
i
s
t
e
r
o
f
a
l
l
P
B
p
a
p
e
r
s
•
A
s
e
p
a
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a
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r
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i
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o
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e
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p
a
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f
P
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o
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a
n
d
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a
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s
h
o
u
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d
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m
a
i
n
t
a
i
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e
d
(
n
o
s
p
e
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i
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f
o
r
m
a
t
p
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o
v
i
d
e
d
b
y
E
C
I
)
•
T
h
e
r
e
g
i
s
t
e
r
s
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o
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l
d
b
e
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a
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e
g
i
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o
f
V
o
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r
s
i
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F
o
r
m
1
7
A
u
s
e
d
i
n
p
o
l
l
i
n
g
s
t
a
t
i
o
n
s
.
•
I
t
s
h
o
u
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d
b
e
k
e
p
t
a
l
o
n
g
w
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o
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e
d
i
n
R
9
3
(
1
)
C
O
E
R
,
1
9
6
1
.
•
C
o
p
y
o
f
t
h
i
s
r
e
g
i
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e
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a
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c
a
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a
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s
w
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m
a
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f
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p
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i
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e
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o
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t
i
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u
e
n
c
y
.
N
B
:
T
h
i
s
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e
g
i
s
t
e
r
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e
e
d
s
t
o
c
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t
a
i
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a
n
a
c
c
o
u
n
t
o
f
A
L
L
P
B
s
i
s
s
u
e
d
t
o
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L
L
c
a
t
e
g
o
r
i
e
s
o
f
e
l
e
c
t
o
r
s
(
S
e
r
v
i
c
e
,
A
b
s
e
n
t
e
e
,
E
l
e
c
t
i
o
n
D
u
t
y
,
S
p
e
c
i
a
l
,
P
r
e
v
e
n
t
i
v
e
D
e
t
e
n
t
i
o
n
a
n
d
o
t
h
e
r
n
o
t
i
f
i
e
d
c
a
t
e
g
o
r
i
e
s
,
i
f
a
n
y
a
n
d
,
e
t
c
.
)
Number and name of the Assembly Constituency::__________________
Date of Training Session at which facilitation centre was provided____________________
(if there are more than one date, information may be maintained separately for each date)
Place of facilitation Centre________________________________________________________
F
o
r
m
a
t
-
1
:
A
c
c
o
u
n
t
R
e
g
i
s
t
e
r
O
f
P
o
s
t
a
l
B
a
l
l
o
t
P
a
p
e
r
s
I
s
s
u
e
d
t
o
P
e
r
s
o
n
s
D
r
a
f
t
e
d
F
o
r
E
l
e
c
t
i
o
n
D
u
t
y
Contd…
S
O
P
f
o
r
d
a
i
l
y
r
e
c
e
i
v
i
n
g
o
f
P
B
f
r
o
m
P
o
s
t
a
l
D
e
p
t
.
Details of total no. of postal ballots delivered by the post office everyday
will be shared with the representatives of candidates.
Acknowledgement of the number of postal ballots received by post will
be prepared in duplicate. One copy to be given to the post office and
other copy shall be kept in the record of the RO.
T
h
e
n
u
m
b
e
r
o
f
p
o
s
t
a
l
b
a
l
l
o
t
s
r
e
c
e
i
v
e
d
w
i
l
l
b
e
e
n
t
e
r
e
d
i
n
t
h
e
d
a
i
l
y
r
e
t
u
r
n
i
n
F
o
r
m
a
t
-
3
b
y
t
h
e
R
O
(
E
C
I
I
n
s
t
r
u
c
t
i
o
n
-
L
.
N
o
.
5
2
/
2
0
1
4
-
S
D
R
d
a
t
e
d
0
7
/
0
3
/
2
0
1
4
)
.
The entire process will be videographed.
M
o
n
i
t
o
r
i
n
g
a
n
d
r
e
p
o
r
t
i
n
g
o
f
r
e
t
u
r
n
e
d
P
B
s
i
n
F
o
r
m
a
t
3
o
n
d
a
i
l
y
b
a
s
i
s
:
•
R
O
w
i
l
l
p
r
e
p
a
r
e
a
r
e
t
u
r
n
o
f
t
h
e
P
B
s
r
e
c
e
i
v
e
d
f
r
o
m
f
a
c
i
l
i
t
a
t
i
o
n
c
e
n
t
e
r
s
i
n
F
o
r
m
a
t
-
3
e
v
e
r
y
d
a
y
t
i
l
l
h
e
s
t
o
p
s
r
e
c
e
i
v
i
n
g
p
o
s
t
a
l
b
a
l
l
o
t
s
f
r
o
m
f
a
c
i
l
i
t
a
t
i
o
n
c
e
n
t
e
r
s
.
•
(
T
h
e
n
u
m
b
e
r
o
f
P
B
s
r
e
c
e
i
v
e
d
b
y
p
o
s
t
w
i
l
l
a
l
s
o
b
e
e
n
t
e
r
e
d
i
n
t
h
e
F
o
r
m
a
t
-
3
t
i
l
l
t
h
e
d
a
y
o
f
c
o
u
n
t
i
n
g
)
•
A
c
o
p
y
o
f
t
h
e
r
e
t
u
r
n
i
n
F
o
r
m
a
t
-
3
t
o
b
e
f
o
r
w
a
r
d
e
d
t
o
t
h
e
C
h
i
e
f
E
l
e
c
t
o
r
a
l
O
f
f
i
c
e
r
e
v
e
r
y
d
a
y
t
h
r
o
u
g
h
t
h
e
D
E
O
o
f
t
h
e
D
i
s
t
r
i
c
t
.
•
A
c
o
p
y
o
f
t
h
e
r
e
t
u
r
n
i
n
F
o
r
m
a
t
-
3
w
i
l
l
a
l
s
o
b
e
g
i
v
e
n
t
o
a
l
l
t
h
e
c
a
n
d
i
d
a
t
e
s
.
•
T
h
e
C
h
i
e
f
E
l
e
c
t
o
r
a
l
O
f
f
i
c
e
r
w
i
l
l
c
o
m
p
i
l
e
t
h
e
i
n
f
o
r
m
a
t
i
o
n
o
f
t
h
e
S
t
a
t
e
i
n
F
o
r
m
a
t
-
3
e
v
e
r
y
d
a
y
a
n
d
t
r
a
n
s
m
i
t
a
c
o
p
y
t
o
t
h
e
E
C
I
.
T
h
e
C
E
O
w
i
l
l
a
l
s
o
s
e
n
d
a
c
o
p
y
o
f
t
h
e
c
o
m
p
i
l
e
d
F
o
r
m
a
t
-
3
t
o
a
l
l
r
e
c
o
g
n
i
z
e
d
p
o
l
i
t
i
c
a
l
p
a
r
t
i
e
s
.
40
F
o
r
m
a
t
-
3
Statement of Postal Ballots Received by RO
(Summary)
Name of State_____________
Name of District_____________
Date ______________
A
r
r
a
n
g
e
m
e
n
t
s
f
o
r
f
l
a
w
l
e
s
s
d
e
l
i
v
e
r
y
o
f
r
e
t
u
r
n
e
d
P
B
s
t
i
l
l
s
t
a
r
t
o
f
c
o
u
n
t
i
n
g
:
•
For receiving back postal ballots by post, the CEO will make arrangement with
the Postal Department to nominate one post office for each Assembly
Constituency which will deliver postal ballots every day to the Returning Officer
.
•
T
h
e
t
i
m
e
o
f
d
e
l
i
v
e
r
y
w
i
l
l
b
e
f
i
x
e
d
a
t
3
P
M
e
v
e
r
y
d
a
y
a
t
t
h
e
o
f
f
i
c
e
o
f
t
h
e
R
e
t
u
r
n
i
n
g
O
f
f
i
c
e
r
,
e
x
c
e
p
t
f
o
r
t
h
e
c
o
u
n
t
i
n
g
d
a
y
w
h
e
n
t
h
e
t
i
m
e
f
o
r
d
e
l
i
v
e
r
y
w
i
l
l
b
e
a
t
t
h
e
c
o
u
n
t
i
n
g
c
e
n
t
e
r
f
o
r
t
h
a
t
C
o
n
s
t
i
t
u
e
n
c
y
t
i
l
l
t
h
e
s
t
a
r
t
o
f
c
o
u
n
t
i
n
g
.
N
B
:
A
p
a
s
s
s
h
o
u
l
d
b
e
i
s
s
u
e
d
t
o
t
h
e
n
o
m
i
n
a
t
e
d
p
o
s
t
a
l
d
e
p
a
r
t
m
e
n
t
e
m
p
l
o
y
e
e
t
o
e
n
t
e
r
t
h
e
c
o
u
n
t
i
n
g
c
e
n
t
e
r
o
n
c
o
u
n
t
i
n
g
d
a
y
f
o
r
t
h
i
s
p
u
r
p
o
s
e
.
•
To appoint a Nodal Officers at State, district & AC level
•
To open a prepaid account of RO/ARO well in advance
to ensure smooth handling of PB deliveries.
•
Collection of service voters’ PBs from RO & it’s delivery
in time.
•
Daily delivery of PBs will be fixed at 3:00 PM & keeping
record thereof.
•
Arrangement for delivery of received PBs on the day of
counting.
•
To appoint a Nodal Officer of DySP rank officers for PBs.
•
During election period, all police personnel of the State, from
constable
to DGP
, are notified
under S 28A RPA, 1951
as
on deemed deputation
to
ECI. Therefore, all police personnel,
except those on leave
during the
election period, are treated as personnel on election duty and hence
entitled to vote by PB.
•
Nodal officer will collect data of on-duty police staff, HG, SRP etc. (staff
on suspension, staff to retire before poll day, on long leave, on training
up to poll day, likely to be transferred due to home district or having
done more than 3 years, etc to be clarified against each entry).
•
To remain in close contact with DEO office.
•
To ensure that
NO F/12 goes directly & individually to any RO from any
police personnel
i.e. any application of the District in F/12 must be
processed through him only.
•
SP should then organize a
special Facilitation Camp
for police officers on
poll duty for casting postal ballots.
N
o
d
a
l
O
f
f
i
c
e
r
t
o
f
a
c
i
l
i
t
a
t
e
a
p
p
l
i
c
a
t
i
o
n
f
o
r
P
o
s
t
a
l
B
a
l
l
o
t
f
o
r
D
r
i
v
e
r
s
/
C
o
n
d
u
c
t
o
r
s
/
C
l
e
a
n
e
r
s
•
D
E
O
t
o
a
p
p
o
i
n
t
a
N
o
d
a
l
O
f
f
i
c
e
r
f
o
r
r
e
q
u
i
s
i
t
i
o
n
i
n
g
o
f
v
e
h
i
c
l
e
s
f
o
r
p
o
l
l
d
u
t
y
.
I
t
s
h
a
l
l
b
e
t
h
e
d
u
t
y
o
f
t
h
e
N
o
d
a
l
O
f
f
i
c
e
r
t
o
c
o
l
l
e
c
t
I
n
f
o
r
m
a
t
i
o
n
n
e
e
d
e
d
t
o
i
s
s
u
e
P
B
s
t
o
d
r
i
v
e
r
s
/
c
o
n
d
u
c
t
o
r
s
/
c
l
e
a
n
e
r
s
o
f
r
e
q
u
i
s
i
t
i
o
n
e
d
v
e
h
i
c
l
e
s
w
h
o
s
h
a
l
l
c
o
l
l
e
c
t
i
n
f
o
r
m
a
t
i
o
n
f
r
o
m
V
e
h
i
c
l
e
o
w
n
e
r
s
a
b
o
u
t
N
o
.
a
n
d
n
a
m
e
o
f
A
s
s
e
m
b
l
y
C
o
n
s
t
i
t
u
e
n
c
y
,
E
P
I
C
n
o
.
a
n
d
s
e
r
i
a
l
n
o
.
i
n
e
l
e
c
t
o
r
a
l
r
o
l
l
,
n
o
.
a
n
d
n
a
m
e
o
f
p
o
l
l
i
n
g
s
t
a
t
i
o
n
w
h
e
r
e
h
e
i
s
e
n
r
o
l
l
e
d
.
•
D
r
i
v
e
r
s
/
C
l
e
a
n
e
r
s
s
h
o
u
l
d
b
r
i
n
g
t
h
e
i
r
E
P
I
C
w
h
e
n
t
h
e
y
r
e
p
o
r
t
f
o
r
d
u
t
y
.
•
One Officer well trained in the process of elector search should be deputed.
•
F
r
o
m
t
h
e
E
P
I
C
d
e
t
a
i
l
s
,
i
n
f
o
r
m
a
t
i
o
n
r
e
g
a
r
d
i
n
g
c
o
m
p
l
e
t
e
a
d
d
r
e
s
s
,
N
o
.
a
n
d
n
a
m
e
o
f
A
C
,
E
l
e
c
t
o
r
a
l
R
o
l
l
p
a
r
t
n
o
.
w
h
e
r
e
h
e
i
s
e
n
r
o
l
l
e
d
s
h
o
u
l
d
b
e
e
n
t
e
r
e
d
i
n
a
r
e
g
i
s
t
e
r
.
H
e
m
a
y
a
l
s
o
u
s
e
s
e
a
r
c
h
f
a
c
i
l
i
t
y
.
•
T
h
e
N
o
d
a
l
O
f
f
i
c
e
r
s
h
a
l
l
g
e
t
t
h
e
s
i
g
n
a
t
u
r
e
o
f
D
r
i
v
e
r
s
/
C
l
e
a
n
e
r
s
/
C
o
n
d
u
c
t
o
r
s
i
n
F
o
r
m
-
1
2
a
n
d
s
e
n
d
t
o
R
O
a
t
l
e
a
s
t
7
d
a
y
s
b
e
f
o
r
e
p
o
l
l
d
a
t
e
,
s
o
t
h
a
t
t
h
e
R
O
i
s
s
u
e
s
P
B
t
o
t
h
e
m
a
n
d
m
a
k
e
t
h
e
e
n
t
r
y
o
f
“
P
B
”
i
n
t
h
e
m
a
r
k
e
d
c
o
p
y
o
f
t
h
e
r
o
l
l
.
voting is
done at
their residences
and
marked
PB
are
collected
from their residencies, This will be calling as Home Voting
voting is
done at Postal Voting Center(PVC).
Timelines and documents required for Absentee Voters:
•
Intimation is given
to ARO in
Form 12D
, giving all particulars in the form.
•
INTIMATION
SHOULD REACH THE RO/ARO WITHIN 5 DAYS FROM ISSUE OF NOTIFICATION.
•
In cases of
Covid patients
-
Form 12D-
should be accompanied by certificate/
instructions from competent health authorities.
•
In case of
PwD
voters
, who opt for PB,
From 12D
, should be accompanied by
Benchmark D
isability
C
ertificate
issued by the competent authority.
Contd…
47
Form 12D
Distribution and collection of Form 12 D:
•
BLO will distribute
Form 12D
to AVSC & AVPD and obtain
acknowledgment.
•
BLO shall
deposit
all the acknowledgments with the RO.
•
If elector is
not available
, BLO will share his contact details and
visit again.
•
The elector
may or may not
opt for PB.
•
If the elector opts for PB, then the BLO will collect the filled-in
Form 12D
within 5 days of
the notification and deposit it with the RO.
•
Sector Officer
shall supervise it under the overall supervision of RO.
•
PB marking is done in ER, printed list of such electors will be provided to contesting
candidates.
NB 1: Please note that AVPB is an option available to those who can’t visit the polling station
due to their physical condition.
The ECI policy is to encourage all voters to come to polling
Station.
Hence, adequate publicity through SVEEP should be made about facilities such as
wheelchair, volunteers, ramps, sign language etc. provided at the PS.
Constitution of Mobile Polling Teams:
•
Separate teams of poll officers, comprising two officials be formed at least one not
below the rank of PO.
•
No. of teams of Polling Officials to be appointed depend on the number of such
Absentee Voters.
•
The team shall visit the electors at the address mentioned in
Form 12D
for facilitating
their voting by
PB
paper.
Police Security cover
shall be provided to the poll officers for
their visits.
•
Entire process of voting should be videographed while maintaining secrecy of vote.
•
Visits by teams of poll officers should be completed by
1 day prior
to the date fixed for
polls.
NB: Candidates/agents have a right to know the schedule of visit of mobile polling parties
and to accompany them. However, under no circumstances can the secrecy of the
vote be violated. It should be ensured that the voter is not exposed to any influence
or intimidation.
Intimation of schedule of visit
of
Mobile Polling Teams:
•
Intimate electors
, in advance,
date and approximate time
of visit of
Poll Team
through
SMS
. If mobile no. not available, intimation be given
by post
and /or
through the BLO
.
•
If elector is not present at the
1
st
visit
, the team shall leave intimation about the
time of
2
nd
visit. If the elector is not present even at the
2
nd
visit
, no further visit
or action required.
•
Inform candidates
about schedule of visit for the delivery and collection of PB.
They may depute their
authorized representatives
,
with prior intimation
to the
RO.
•
Briefing of voter regarding
Form 13 A, B & C
procedure.
•
The counterfoil with the serial number and part number of elector duly filled up shall be
got detached and kept in safe custody by the team.
•
Polling team must be trained about the sequence of statutory
declaration, of marking, folding and closing of Ballot Paper and
envelops.
…
•
ECI from time to time
notified the category
of persons employed
in the essential services.
•
Therefore, the facility of postal ballot is extended from time to
time
by ECI notification
.
•
An illustrative list
of such essential services is as ,( which may
vary from state to state)
52
AVES shall be duly intimated about the
(i) The full address of the PVC;
(ii) Dates on which the
PB
voting facility will remain open;
(iii) The hours fixed for postal ballot voting.
They
may come for casting vote on
any of the three days
during the hours
fixed for the purpose and service identity card is must for identification.
•
The three days period shall be so fixed that it
is completed at least 3 days
before the date fixed for poll in the constituency.
•
On each of the three days, the PVC shall remain open from
9 AM to 5 PM.
T
hose who have been approved for voting though this facility can only vote
at such PVCs and not in any other manner.
Verification of application, listing of AVES and
marking PB in ER by RO:
•
On receipt of
Form-12D
, the RO will do scrutiny &
will prepare list of AVES.
•
The RO shall thereafter arrange to issue PB to them
at Postal Voting Centers
(PVCs
).
•
‘PB’ entry in marked copy of the ER.
Intimation to candidates, personnel and SOP at PVC:
C
andidates
/agents
may
watch the proceedings in the PVC.
Attestation of Declaration in
Form 13A
by the gazetted officer.
Identity verification before issuing
PB
paper.
A
tick mark be placed against the name of the elector in the list of AVES.
The counterfoil be
kept in safe custody to be sent to the RO along with
envelopes containing polled postal ballots.
After closing the large envelope, the voter will drop
it in the box kept in the
PVC.
Daily end-of-poll procedure at PVC:
On each
day after the
poll closes
, the envelopes in
Form 13C
in
the drop box shall be taken out, and sealed in a larger packet
superscribed “Postal Ballots in PVC”. On the
outer packet
, the
following particulars should be clearly mentioned:
(i)
Name and number of Constituency,
(ii)
Name of location of PVC,
(iii)
The date on which the votes were cast,
(iv)
The number of envelopes in
Form 13C
in the packet.
Contd…
Sealing of counterfoils, sending packets of polled PBs and other
ma
terials
to RO
(i)
The
counterfoils
of PB shall also be
sealed
in a separate packet
super-
scribed
“Counterfoils of PBs in PVC”.
(ii)
Both the packets containing the polled PBs and the counterfoils be
sent
to the RO
in
same evening
.
(iii)
Signature
of the
agents of candidates
present in the PVC should be
obtained on each day of voting in the PVC.
(iv)
At the end of the
3 days
voting period, all other material supplied to
the PVC be collected by the ARO in charge of the PVC and retained at
the HQ.
(v)
If
any AVES
does not turn up
for voting in PVC, there is
no requirement
of sending the PB
by post
.
NB: The mode of voting prescribed for AVES is voting at PVC only .
A
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59
SERVICE VOTERS - ETPB
Journey of ETPB
The implementation of ETPBMS is a time bound activity where each officer has to complete the assigned
responsibility in the given time.
Announcement of Election
ECI-ADMIN to announce the
election in ETPBMS system
.
Last Date of making
Nominations
ERO to populate the final list of
service voter from the Service
Voter Portal and upload on the
ETPBMS
Last Date of withdrawal
RO has to prepare the Ballot
paper as Form 7A & add NOTA.
Transmit the e-PB and PIN
before 3:00 PM by next day.
7 Days to download e-PB & PIN
Record officer and Unit Officer to
download the e-PB PIN and e-PB
respectively and hand over to the
service voter.
The Service voter will take the
print, cast the vote and dispatch
by post.
Counting Day
The RO will receive the postal
ballot through post till 7:59 AM on
the day of counting.
P
o
s
t
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l
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/
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(
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(
F
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c
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0
POSTAL BALLOT COUNTING
M
a
n
d
a
t
o
r
y
R
e
-
v
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f
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Counting of PB
(Rule 54A)
Counting to be done at RO’s table or by ARO nominated for
the purpose
Only such PBs which have been received before hour fixed for
commencement of counting shall be counted
RO to share last account of PBs received back both from
facilitation centres and through post with observers
Ideally, not more than 500 PBs on one counting table
For each counting table, one ARO to be deployed
One counting supervisor and two counting assistants (gazetted
officers) to be deployed at each table
Additional Micro Observer at each table
Candidates entitled to appoint one counting agent for each
table
EVM counting to start after 30 minutes gap from
commencement of counting of PBs
•
C
o
u
n
t
i
n
g
o
f
E
T
P
B
S
(
U
n
i
q
u
e
4
0
d
i
g
i
t
c
o
d
e
)
•
Scanning of ETPBS
Scanning of QR code on Form 13C(Cover-B) using software and QR
code reader with necessary validity checks
After verification of Form 13C, unique sl. no. to be provided by system
This sl. no. to be marked manually on the envelope
Computer will check possible duplicates in QR and flag a warning
RO to locate duplicate envelope flagged by system and keep all such
duplicates together physically and invalidate them
Scanning of QR codes on Form 13A and 13B
RO to reject Form 13A at this stage itself-
if ePBID(unique 40 digit code) on 13A does not match the ePBID
assigned to PB at the time of dispatch of PB through ETPBS or
ePBID appearing on Form 13A is different from ePBID on Form 13B
or
Other grounds of rejection such as declaration not found,
signature/attestation not found etc. are the same as in case of other
PBs
Scanning of QR codes on Forms 13C, 13A and 13B of one elector to be
completed in one go
ePBID appearing on Form 13A is different from ePBID on Form
13B or
Other grounds of rejection such as declaration not found,
signature/attestation not found etc. are the same as in case of
other PBs
Scanning of QR codes on Forms 13C, 13A and 13B of one elector to
be completed in one go
•
Process of Scrutiny and Counting
Opening of Form 13C- should be verified whether in the statutory
form/envelope
(not to be rejected if signature is not there,
however, from Form 13A identity of sender is established)
Checking of Form 13A- grounds of rejection-
Form 13A not found
Sl. No. of PB mentioned on Form 13A differs from sl. no. on Form
13B
Defective
Declaration not signed/not attested
(authorised attesting authority-
(a) Service voters- commanding officer/unit officer/officer appointed by
them, (b) Service voters employed in missions- officer appointed by
diplomatic/counsular representative of India in the said country,
(c) Declared office holders- officer not below Deputy Secretary to
GoI/State, (d) voters on election duty- gazetted officer/presiding officer
incase of EDC ,(e) preventive detention- Jail
Superintendent/Commandant of detention camp, (f) absentee voters-
senior member of poll team)
Form 13A not to be rejected merely on the ground that the attesting
officer has not put his seal if he has mentioned his name and designation
Form 13B not to be opened in case Form 13A is rejected- endorsement to
be made on Form 13B
All such rejected Form 13B along with Form 13A to be replaced in Form
13C and after putting all rejected Form 13C in a separate packet shall be
sealed
Name of the constituency, date of counting and description of
contents to be mentioned on such packet
All Form 13A found to be in order to be placed in separate packet
and sealed before any Form 13B is opened
Name of the constituency, date of counting and description of
contents to be mentioned on this packet
Form 13B in respect of which Form 13A found valid to be
scrutinized
Grounds of rejection-
If not in the cover sent by RO
Damaged/mutilated and identity of elector can’t be established
If in order, PB to be taken out and counted
•
Grounds for Rejection (Rule 54A (8))
If not returned in the statutory covers
Form 13A not found
Declaration not duly signed or not attested by competent
authority
Difference of sl. no. of PB and sl. no. on Form 13B
Signature or identifiable sign of elector on PB
Otherwise substantially damaged/mutilated and identity as
genuine PB can’t be established
PB is spurious
No choice indicated or choice indicated for more than one
candidate or choice is doubtful (
however, a PB shall not be
rejected merely on the ground that the mark of vote is
indistinct or made more than once in the same box, if
intention to vote in favor of a particular candidate is clear)
No particular mark for indicating vote. Any mark to be accepted as
valid, if intention of voter to vote for a candidate is clear beyond doubt
All valid votes to be counted, account to be fed in result sheet (Form
20) and announce the same
All valid and rejected PBs to be bundled separately and kept together
in a packet
Packet to be sealed with seal of RO and seals of candidates/election
agents/counting agents who may desire
Details of constituency, date of counting and brief description of
contents on the packet
Mandatory re-verification of all rejected PBs incase margin of victory is
less than total number of PBs rejected as invalid
RO and Observer to record their finding of re-verification and finalise
the result
Entire counting proceeding to be videographed without compromising
secrecy of PBs and video cassettes/CDs to be sealed in separate cover
Counting of EVMs can go on irrespective of stage of PB counting
71
72
Thank You
Special procedures outlined for service voters, preventive detention voters, and electors on election duty for the preparation, voting, and counting processes under the R.P. Act, 1950. Details include eligibility criteria, voting methods, and roles of various designated officials.
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POSTA L B A L L OT A N D E TPB (PRE PA RA TION , VOTIN G A N D C OU N TIN G ) Service Voter and Special Voter Sec. 20 of the R . P. A ct, 1950 Special procedure for voting by certain classes of persons Sec. 60 of the R. P. A ct., 1951 Operative portions R ules 17 to 27Q of the C onduct of E lections R ules, 1961
Special Voters (including Spouse) who are holding declared offices Service Voters (including Spouse) except those who opted for proxy voting Preventive Detention Voters under preventive Detention Notified Voters AVSC, AVPD, AVCO+AVES Voters on Election Duty 2
Who are service voters ? A member of the armed forces of the union. Members of a force to which the provisions of the Army Act,1950 (46 of 1950) have been made applicable. Members of an armed forces of a state serving outside their state. Persons who are employed under the GOI on a part outside India. e.g. Ambassadors of India. Service Voters names will be in the last part of the ER. Will be issued etPB without F/12. etPBs are to be issued within 24 hours of finalization of candidates (7A). 3
SPECIAL VOTERs 20 (4) RPA1950 The President /Vice President of India. Governors of State. Cabinet Ministers/MoS/Dy MoS/Parliamentary Secretaries of the Union/State. The Dy. Chairman & Members of NITI Ayog. The Speaker/Dy Speaker of the House of people or of any state legislative Assembly. The Chairman/Dy Chairman of any State legislative Council . Lieutenant Governors of UTs. Special voter will intimate RO for PB in form 12 at least 10 day before poll. PB will be sent by RPAD(Registered post with acknowledgement due) or personally delivered. The names of special voters will not be found in the last part of the electoral roll. 4
ELECTORS SUBJECTED TO PREVENTIVE DETENTION They may apply directly to RO for PB or Home department will communicate to RO specifying name , address , Part No. & Sr. No. in the roll and place of detention within 15 days of notification of election. Before sending PB ,it is to be ensured that the name entered in the roll and the person held under preventive detention is identical and same. The names of electors in preventive detention will not be found in the last part of the electoral roll. 5
ELECTORS ON ELECTION DUTY Persons and Staff deployed on election duty on the day of poll & are not able to vote at normal P.S. Viz... Polling Personnel- PrO & Pos. Polling agents. All police personnel (except those on leave). DEOs/ROs/AROs & their Staff, Control Room Staff. Staff of EEM Teams/SOs, BLO, MOs, Videographers/ Drivers/Conductors/ Cleaners etc. 6
ELECTORS ON ELECTION DUTY If on duty in a constituency other than the constituency where they are enrolled as a voters. In case a government official is on election duty in the same constituency in which enrolled as a voter. (vote at the polling station where they are on duty). Ele Election Duty Certificate (EDC) 7
Notified Voters- S60 (C) RPA1951 (AVSC/AVPD/AVCO + AVES) AVSC- Electors above the age of 80 years AVPD- Electors who are marked as PwD AVCO- Electors infected with COVID-19 voting is done at their residences and marked PB are collected from their residencies, This will be calling as Home Voting AVES- Electors employed in essential services or any other category of electors notified by ECI voting is done at Postal Voting Center(PVC). One ARO is assigned to handle all work related to PB voting by Absentee Voters.
Service voters have been provided the facility to vote either through proxy or through etPBS. Proxy Voters- Should be at least 18 yrs of age & from the same AC. Shall not be disqualified as an elector. Appointment in 13/F and to be reached to RO before last date of nomination. Will be valid unless & until revoked in form 13/G or the proxy dies or the service voter retires. RO will prepare a list of CSV and Proxy with address just after the last day of nomination and will add it to electoral roll to be used during poll. CSV should be marked in ER against the name of that service voter. 9
Mode of issue and return of PB By Post Only FC/PVC only Residence/ Hospital/ Polling Party 1. Senior Citizen 2. PwD 3. COVID affected FC ONLY 1.Service Voters 2.Special Voters 3.Electors subjected to preventive detention 1.Voters employed in essential services 2.Notified electors (As in case of Kashmiri migrants. Bru/Reang voters at transit camps in Tripura) Voters on election duty Voters whose form has been approved by RO for issue of PB are NOT ENTITLED TO VOTE AT POLLING STATION.
Specified Forms (CER 1961) Form 12- Application for PB for i. Special Voter (Rule 19) at least 10 days before poll day Voter on election duty (Rule 20(1)) at least 7 days before poll day or such shorter period as allowed by RO Form 12A Application for EDC for voter on election duty (Rule 20(2))- 4 days before poll day or such shorter period as allowed by RO Form 12B- EDC by RO (Rule 20 (2)(a)) Form 12C- Application for PB for notified electors other than absentee voters) (Rule 27C) Form 12D- Application for PB for absentee voters Form 13A- Declaration by elector [Rule 23 (1)] Form 13B (Cover A)- Small envelope [Rule 23 (1)] Form 13C (Cover B)- Large envelope [Rule 23 (1)] Form 13D- Instructions for electors [Rule 23 (1)] ii.
Form 12 12
DESIGN OF POSTAL BALLOT PAPERS Names of candidates shall be arranged in the same order under 3 categories in which they appear in the list of contesting candidates (Form 7A). However, headings of categories should not appear in PBs. None of the Above option shall be printed in a separate panel after the name of all the contesting candidates
PRINTING OF POSTAL BALLOT PAPERS DEO is responsible for printing of PB for all ACs/ PCs within the District Preparation/generation of PBs for service voters (through ETPBS) should be completed within 24 hours of finalization of list of contesting candidates. For other categories, PBs should be printed within 72 hours of finalization of candidates. To be stitched in bundles of 50 ballot papers Ensure that Sl. No. on postal ballot and on its counterfoil are identical
DETAILS TO BE PRINTED ON PB PB for Service Voters PB for other categories Names of Candidates (In State language and English) Names of Candidates (In State language and English) Photographs of Candidates Photographs of Candidates Party Affiliation of Candidates (In State language and English) NO PARTY AFFILIATION NO ELECTION SYMBOLS OF CANDIDATES ELECTION SYMBOLS OF THE CANDIDATES PRINTED Width Between 4 and6 Width Between 4 and6
D E SIG N OF POSTA L B A L L OT SE RVICE VOTE R OTH ER TH A N SE RVICE VOTE R
E L E C TRON IC A L L Y TRA N SM ITTE D POSTA L B A L L OT SAMPLE
FORMAT OF PB Form 13-A (Declaration) Form 13-B (Cover-A) Form 13-C (Cover-B) Form 13-D (Instructions) Postal Ballot After casting vote PB is kept inside Form 13-B/Cover A. Form 13-B & 13-A is kept inside 13C & drop 13C in drop box. 18
FORM 13A {See rule 23(1)(a)] DECLARATION BY ELECTOR Election to the . 73 Khairagarh Assembly Constituency . (THIS SIDE IS TO BE USED ONLY WHEN THE ELECTOR SIGNS THE DECLARATION HIMSELF) I hereby declare that I am the elector to whom the postal ballot paper bearing serial number 133 . has been issued at the above election. Date: 13/04/2022 Civil lines, Khairagarh Attestation of Signature Signature of elector Address H.No. 12/A, The above has been signed in my presence by . Shri. Krishna Sahu (elector) who is personally known to me/has been identified to my satisfaction by . Mrs. Nandini Verma (identifier) who is personally known to me. Signature of Identifier, if any of Attesting Officer Address . LG-01, Civil lines, Khairagarh Signature 20
COVE R A FORM 13B [ See Rule 23 (1) (b) ] NOT TO BE OPENED BEFORE COUNTING ELECTION to the . Chhattisgarh Legislative Assembly . from the .73 Khairagarh Assembly Constituency POSTAL BALLOT PAPER Serial number of Ballot Paper .133 . 22
C OL OU R OF PB A N D E N VE L OPE s Service Voters PB and E nvelopes W hite [N ow E nvelopes are not required to be sent by C E Os to the Record / U nit Officers for use by Service Voters] Other than Service Voters PB and E nvelopes W hite for PC & Pink for A C Postage Stam p N o need to be affixed on envelope by service voter D oP has been instructed. E xpenditure to be borne by C E O C E O to inform G M , Post Office to accept envelopes for speed post delivery Postal deptt shall nom inate on Post Office for each PC /A C for delivery of PB to R O
DISPATCH OF PB (GENERAL INSTRUCTION) Procedure for despatch of PB: Send following documents (i) PB, (ii)Form-13A (Declaration), (iii) Form 13B (Inner Envelope) (iv) Form 13C (Outer Envelope) and (v) Form-13D (Instruction) NB: For Service Voters the above will be transmitted electronically through ETPBS Record the electoral roll number (Part No. and Sl.No. as entered in the marked copy) on the counterfoil of PB In the Marked Copy of the ER, PB in RED ink should be written against the names of all who have been issued PBs. PB serial no. should NOT be written against the voter s entry. No PB can be issued after the stage of preparing marked copy of electoral roll for supply to the presiding officers for conduct of poll. 26
DISPATCH OF PB (GENERAL INSTRUCTION) Steps to remember for preparing marked copy of ER - PB serial no. should be written on Form 13-B (Cover A - inner cover) without fail. NB: PB liable for rejection, if PB Serial number not mentioned Classified Service Voter (CSV) should be marked in the Electoral Roll against the entries of the voters who have opted for proxy (R 27P COER, 1961) EDC should be marked against the entries of voters to whom EDC has been issued. Seal the counterfoils with proper description and date (R 23(6) COER, 1961) Proper account of PB and EDC issued to be maintained in a Register. The team entrusted with preparing Marked Copies of ER, may also be entrusted with issuance of PBs for better results/efficiency Ensure that electors issued with PB are not allowed to vote at Polling Station NB: The above are pointers are aimed at ensuring that electors issued with PB are debarred from voting at the Polling Station 27
MARKED COPY In the Marked Copy of the ER, PB in RED ink should be written against the names of all who have been provided with the Postal ballots. PB serial no. should NOT be written against the voter s entry. PB serial no. should be written on cover A (13-B) without fail. (Imp. Reason of Rejection, if not found) CSV should be marked against the entry of a voter opted for proxy. In any case only one Marked Copy should be used as a Master copy for issuing PBs to avoid any mistake. 28
ISSU E OF E D C TO VOTE R ON E L E C TION D U TY Application in FORM 12A to the RO at least 7 days before the date of poll. The RO, after due scrutiny of form, issues .an Election Duty Certificate in FORM 12B. The Election Duty Certificate in Form 12B shall be printed in adequate number either centrally by the CEO or the DEO, as may be convenient. and each such certificate shall be serially numbered with a unique serial number.
VOTE R S ON E L E C TION D U TY FA CIL ITA TION CE N TRE A T TRA IN IN G VE N U E Polling Parties and associated civilian staff TRA IN IN G H OU RS ON 2N D A N D SU B SE Q U E N T TRA IN IN G A T RO S OFFIC E Other than the above and for Police Personnel N OR M A L OFFIC E H OU RS, P-3 TO P-1 D A Y OR E A RL IE R FC G roup B or above as in-charge + 3 staff Separate D rop box for each A C Voting com partm ent, stationery item s & Indelible ink Videography C andidates agents D aily storage and record in special strong room Appointment of Gazetted Officers, at the FC for verification/attestation of declaration in Form 13A. Candidates are permitted to appoint their agents to watch the voting process, at the facilitation canter. ROs shall intimate the candidates about the schedule of the facilitation centre in advance. R O to send inform ation to D E O; D E O to CE O; CE O to E C I [Form at 1, 2, 3]
Voters on E lection D uty - Issue of PB eligibility printing application database - Facilitation C entre - D rop B ox - design thereof Sorting A C-w ise presence of representatives of candidates - A ccount Register sealing in envelopes and dispatch to RO Preparation of database of employees working in the district: Database of all voters on election duty. Include all employees of State Govt., Central Govt. and Central and State PSUs., all police personnel posted in the district including Home Guards etc. and drivers, conductors and cleaners of Govt. vehicles, vehicles of State Road Transport Corporation etc. in the database. Include drivers, conductors and cleaners of private vehicles in the district like trucks, buses, minibuses etc. with the help of vehicle owners associations. All electoral information of the employees like complete residential address where the staff is enlisted in the electoral Roll, No. & name of Assembly Constituency, Part No. and the serial number at which the name is registered, EPIC No., and Cell Phone numbers and email Ids etc. needs to be incorporated in the database.
End-of-poll procedure at facilitation center on each day: After all postal ballots for the day have been cast; the drop box will be opened by the officer in-charge of the FC in the presence of the representatives of candidates, who may be present. All the postal ballots will be taken out of the box and the empty box will be shown to the said representatives of political parties. The Constituency wise and the number of postal ballot envelopes received for each Assembly Constituency will be entered in a register in Format-1 (ECI Instruction) to be maintained for this purpose at the facilitation center. postal ballot envelops will be sorted Assembly 32
Format -1 Statement regarding Postal Ballots cast at Facilitation Center Name of State Center__________ Name of District___________ Name & designation of Officer-in-charge /Assembly constituency Name of Facilitation S.No. Date Total Number of postal ballots cast No.& Name of the Parliamentary Total for the Date Cumulative Total Till Date 33
Format -2 District-wise Statement of Postal Ballots Cast at Facilitation Centers within the district (To be prepared on each day facilitation is provided) Name of State_________ Name of District _________ No. & Name of Parliamentary/Assembly Constituency(ies)_____________ Date of facilitation _______________ S.No. Name of Facilitation Center Total Number of postal ballots cast for the Parliamentary / Assembly Constituency On Date Till Date Total for District Total for State 34
AC-wise sorting of polled PBs and dispatch to ROs Representatives of candidates present will be requested to put their signatures on the register and will be given a copy of the relevant pages of the register. All postal ballot envelopes for one AC will be kept in a large envelope meant for that AC. The name of the Facilitation Centre, the date of Facilitation and the number of PBs contained therein will be clearly written on this envelope. This envelope will then be sent to RO of the concerned AC along with a copy of the relevant pages of the register through special messenger appointed by RO for this purpose not below the rank of Deputy Tehsildar. 35
REGISTER OF ALL PBs Maintenance, Sealing and safe custody of Register of all PB papers A separate register to keep a record of issue of PBs to all categories and PBs received back should be maintained (no specific format provided by ECI) The register should be sealed in the same manner as the Register of Voters in Form 17A used in polling stations. It should be kept along with other statutory covers mentioned in R 93 (1) COER, 1961. Copy of this register can be given to the candidates who demand for it after the date of poll in the constituency. NB: This Register needs to contain an account of ALL PBs issued to ALL categories of electors (Service, Absentee, Election Duty, Special, Preventive Detention and other notified categories, if any and, etc.)
Format-1: Account Register Of Postal Ballot Papers Issued to Persons Drafted For Election Duty Number and name of the Assembly Constituency::__________________ Date of Training Session at which facilitation centre was provided____________________ (if there are more than one date, information may be maintained separately for each date) Place of facilitation Centre________________________________________________________ Details of the document produced by the elector in proof of his / her identification Sl. No. of elector in the electoral roll Part No. of electoral roll Running Sl. No. Signature / L.T.I. of elector Remarks 1 2 3 4 5 6 Contd
PROCEDURE ON RECEIVING PB BY POST SOP for daily receiving of PB from Postal Dept. Details of total no. of postal ballots delivered by the post office everyday will be shared with the representatives of candidates. Acknowledgement of the number of postal ballots received by post will be prepared in duplicate. One copy to be given to the post office and other copy shall be kept in the record of the RO. The number of postal ballots received will be entered in the daily return in Format-3 by the RO (ECI Instruction - L. No. 52/2014-SDR dated 07/03/2014). The entire process will be videographed. NB: RO to make meticulous arrangements for ensuring compliance as above
MONITORING OF PBS RECEIVED FROM FCS Monitoring and reporting of returned PBs in Format 3 on daily basis: RO will prepare a return of the PBs received from facilitation centers in Format-3 every day till he stops receiving postal ballots from facilitation centers. (The number of PBs received by post will also be entered in the Format-3 till the day of counting) A copy of the return in Format-3 to be forwarded to the Chief Electoral Officer every day through the DEO of the District. A copy of the return in Format-3 will also be given to all the candidates. The Chief Electoral Officer will compile the information of the State in Format-3 every day and transmit a copy to the ECI. The CEO will also send a copy of the compiled Format-3 to all recognized political parties.
Statement of Postal Ballots Received by RO (Summary) Name of State_____________ Name of District_____________ Date ______________ Format -3 S.N o. No. and Name of PC/ AC Number of Postal Ballots received by special messenger from Facilitation Centers Number of Postal ballots received by Post Total Postal Ballots Received (Including by special messenger from facilitation centers and by post) From service voters (Envelop in yellow colour) From voters on election duty and others Received on Date Rece ived cumu lative till date Received on Date Receive d cumulati ve till date Receive d on Date Receive d cumulati ve till date Received on Date Recei ved cumul ative till date Total for the constituency 40
RETURN OF POLLED PB - ROLE OF CEO/RO Arrangements for flawless delivery of returned PBs till start of counting: For receiving back postal ballots by post, the CEO will make arrangement with the Postal Department to nominate one post office for each Assembly Constituency which will deliver postal ballots every day to the Returning Officer. The time of delivery will be fixed at 3 PM every day at the office of the Returning Officer, except for the counting day when the time for delivery will be at the counting center for that Constituency till the start of counting. NB: A pass should be issued to the nominated postal department employee to enter the counting center on counting day for this purpose.
ROLE OF POSTAL DEPT To appoint a Nodal Officers at State, district & AC level To open a prepaid account of RO/ARO well in advance to ensure smooth handling of PB deliveries. Collection of service voters PBs from RO & it s delivery in time. Daily delivery of PBs will be fixed at 3:00 PM & keeping record thereof. Arrangement for delivery of received PBs on the day of counting.
ROLE OF S.P. To appoint a Nodal Officer of DySP rank officers for PBs. During election period, all police personnel of the State, from constable to DGP, are notified under S 28A RPA, 1951 as on deemed deputation to ECI. Therefore, all police personnel, except those on leave during the election period, are treated as personnel on election duty and hence entitled to vote by PB. Nodal officer will collect data of on-duty police staff, HG, SRP etc. (staff on suspension, staff to retire before poll day, on long leave, on training up to poll day, likely to be transferred due to home district or having done more than 3 years, etc to be clarified against each entry). To remain in close contact with DEO office. To ensure that NO F/12 goes directly & individually to any RO from any police personnel i.e. any application of the District in F/12 must be processed through him only. SP should then organize a special Facilitation Camp for police officers on poll duty for casting postal ballots.
VOTERS ON ELECTION DUTY VOTERS ON ELECTION DUTY PB FOR DRIVERS/ CONDUCTORS/CLEANERS CONDUCTORS/CLEANERS PB FOR DRIVERS/ Nodal Officer to facilitate application for Postal Ballot for Drivers/ Conductors/Cleaners DEO to appoint a Nodal Officer for requisitioning of vehicles for poll duty. It shall be the duty of the Nodal Officer to collect Information needed to issue PBs to drivers /conductors / cleaners of requisitioned vehicles who shall collect information from Vehicle owners about No. and name of Assembly Constituency, EPIC no. and serial no. in electoral roll, no. and name of polling station where he is enrolled. Drivers/ Cleaners should bring their EPIC when they report for duty. One Officer well trained in the process of elector search should be deputed. From the EPIC details, information regarding complete address, No. and name of AC, Electoral Roll part no. where he is enrolled should be entered in a register. He may also use search facility. The Nodal Officer shall get the signature of Drivers/ Cleaners/ Conductors in Form-12 and send to RO at least 7 days before poll date, so that the RO issues PB to them and make the entry of PB in the marked copy of the roll.
NOTIFIED VOTERS- Sec.60 (C) RPA1951 (AVSC/AVPD/AVCO + AVES) AVSC- Electors above the age of 80 years AVPD- Electors who are marked as PwD AVCO- Electors infected with COVID-19 voting is done at their residences and marked PB are collected from their residencies, This will be calling as Home Voting AVES- Electors employed in essential services or any other category of electors notified by ECI voting is done at Postal Voting Center(PVC). One ARO is assigned to handle all work related to PB voting by Absentee Voters.
PROCESS FOR APPLYING FOR PB BY AVS Timelines and documents required for Absentee Voters: Intimation is given to ARO in Form 12D, giving all particulars in the form. INTIMATION SHOULD REACH THE RO/ARO WITHIN 5 DAYS FROM ISSUE OF NOTIFICATION. In cases of Covid patients - Form 12D- should be accompanied by certificate/ instructions from competent health authorities. In case of PwD voters, who opt for PB, From 12D, should be accompanied by Benchmark Disability Certificate issued by the competent authority. Contd
Form 12D 47
DISTRIBUTION OF FORM 12D BY BLO Distribution and collection of Form 12 D: BLO will distribute Form 12D to AVSC & AVPD and obtain acknowledgment. BLO shall deposit all the acknowledgments with the RO. If elector is not available, BLO will share his contact details and visit again. The elector may or may not opt for PB. If the elector opts for PB, then the BLO will collect the filled-in Form 12D within 5 days of the notification and deposit it with the RO. Sector Officer shall supervise it under the overall supervision of RO. PB marking is done in ER, printed list of such electors will be provided to contesting candidates. NB 1: Please note that AVPB is an option available to those who can t visit the polling station due to their physical condition. The ECI policy is to encourage all voters to come to polling Station. Hence, adequate publicity through SVEEP should be made about facilities such as wheelchair, volunteers, ramps, sign language etc. provided at the PS.
contd. Constitution of Mobile Polling Teams: Separate teams of poll officers, comprising two officials be formed at least one not below the rank of PO. No. of teams of Polling Officials to be appointed depend on the number of such Absentee Voters. The team shall visit the electors at the address mentioned in Form 12D for facilitating their voting by PB paper. Police Security cover shall be provided to the poll officers for their visits. Entire process of voting should be videographed while maintaining secrecy of vote. Visits by teams of poll officers should be completed by 1 day prior to the date fixed for polls. NB: Candidates/agents have a right to know the schedule of visit of mobile polling parties and to accompany them. However, under no circumstances can the secrecy of the vote be violated. It should be ensured that the voter is not exposed to any influence or intimidation.
contd. Intimation of schedule of visit of Mobile Polling Teams: Intimate electors, in advance, date and approximate time of visit of Poll Team through SMS. If mobile no. not available, intimation be given by post and /or through the BLO. If elector is not present at the 1st visit, the team shall leave intimation about the time of 2nd visit. If the elector is not present even at the 2ndvisit, no further visit or action required. Inform candidates about schedule of visit for the delivery and collection of PB. They may depute their authorized representatives, with prior intimation to the RO. Briefing of voter regarding Form 13 A, B & C procedure. The counterfoil with the serial number and part number of elector duly filled up shall be got detached and kept in safe custody by the team. Polling team must be trained about the sequence of statutory declaration, of marking, folding and closing of Ballot Paper and envelops.
