TRAINING OF ASSISTANT RETURNING OFFICERS

This training material covers various essential aspects of poll day management for Assistant Returning Officers, including duties like dispatching polling parties, setting up polling stations, managing sectors, and ensuring effective election processes. The focus is on responsible handling of election materials, security arrangements, and ensuring free and fair elections. The content emphasizes the importance of meticulous arrangements such as verifying EVMs and VVPATs, sealing ballot units, and maintaining the integrity of the voting process.

• Poll Day Management
• Assistant Returning Officers
• Election Procedures
• Sector Management
• Election Materials

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1. TRAINING OF ASSISTANT RETURNING OFFICERS POLL DAY MANAGEMENT RAFEEK T K NATIONAL LEVEL MASTER TRAINER 1

2. P 1 Day ( Poll Eve) Issue appointment orders to Polling parties Opening of EVM Strong Room Providing Election Materials to Polling Parties Transportation of polling parties Ensuring Basic Minimum Facilities POLLING PARTY DISPATCH ARRANGEMENT Setting up of Polling Stations Security Arrangement at Polling Station Ensuring 200 meter and 100 meter marking around PS Setting up of Voter Facilitation Booth 2

3. SECTOR MANAGEMENT BY SECTOR OFFICERANAGEMENT BY SECTOR OFFICER Before poll they should ensure AMF, vulnerability mapping, route chart of the PS. Sector officer to ensure the reaching of the polling team and the polling material at the polling station and about law and order arrangements. On the polling day report about the mock poll, the commencement of polling and all other reports. Ensure the replacement of defective EVMs within 1/2 hour Sector officer to keep moving between assigned polling stations for ensuring free and fair elections and for proper reporting of the events Sector officers will escort and get deposited the polled EVMs , materials and reports at the designated counters at the reception center. 3

4. POLL DAY ARRANGEMENTS SUCCESS OF ELECTION DEMONSTRATES EFFECTIVENESS AND THE EFFICIENCY OF WORKING POLLING PROCESS Polling Station 4

5. POLL DAY ARRANGEMENTS 1. CONTROL UNIT 2. BALLOT UNIT 3. VVPAT 4. BLACK ENVELOPE & PLASTIC BOX FOR MOCKPOLL VVPAT SLIPS 5. VOTING COMPARTMENT a. SPECIAL TAG for CU POLLING MATERIALS b. GREEN PAPER SEAL for CU c. STRIP SEAL for CU d. PINK PAPER SEAL for Mock Poll VVPAT Slip Box e. ADDRESS TAGs f. METAL SEAL ( for sealing) g. RUBBER STAMP MOCK POLL SLIPS 5

6. POLL DAY ARRANGEMENTS VVPAT NOT TO BE TESTED AT THE TIME OF RECEIPT & BEFORE MOCK POLL ENSURE 1. The EVM & VVPAT received are for your PS (verify address tag) 2. The number of CU is as given in metal plate 3. The number of CU is as displayed when switch ON 4. The battery of CU is displayed high when switch ON 5. Candidate set portion of CU is sealed properly POLLING MATERIALS 6. Paper roll compartment of VVPAT is sealed properly 7. The slide switch of BU is set as 1. 8. Ballot paper screen of BU is sealed with thread and address tag 9. Plastic cabinet of BU is sealed with thread and address tag 10. Plastic cabinet of BU is sealed with pink paper seal properly 6

7. POLL DAY ARRANGEMENTS MARKED COPY OF ELECTORAL ROLL (CSV list and ASD list, if any) WORKING COPY OF ELECTORAL ROLL BALLOT PAPER (for tendered vote) POLLING MATERIALS REGISTER OF VOTERS (17A) ( to record the details of voters, in a sequence in which they vote) Form for LIST OF TENDERED VOTES (17B) ( to record list of voters, who recorded their vote in ballot paper) Form of ACCOUNT OF VOTES (17C) ( to record details of poll for counting 7

8. POLL DAY ARRANGEMENTS PRESIDING OFFICER S DIARY ( to record all activities) INDELIBLE INK ( to apply at the finger of voter/ companion/proxy) VOTERS SLIP ( to confirm the identification) MOCK POLL CERTIFICATE ( to record details of mock poll) Form of LIST OF BLIND AND INFIRM ELECTORS ( 14A) POLLING MATERIALS Form of DECLARATION BY COMPANIONS (BLIND AND INFIRM) DECLARATION ABOUT AGE & THEIR LIST DECLARATION UNDER RULE 49MA ( TEST VOTE ) RECEIPT BOOK ARROW CROSS MARK (for tendered ballot) DISTUISHING MARK about your PS 8

9. POLL DAY ARRANGEMENTS LETTER OF COMPLAINT TO THE SHO POLLING / RELIEVING AGENT MOVEMENT SHEET VISIT SHEET ( to record details of visitors) 16 POINT ADDITIONAL REPORT ( for OBSERVER) RECEIPT OF RETURN OF ELECTION RECORDS AND MATERIAL AFTER POLL POLLING MATERIALS POSTERS OF LIST OF CONTESTING CANDIDATES (7A) & POLLING AREA SPECIMEN SIGNATURE OF CANDIDATE / ELECTION AGENT ALL OTHER POLLING MATERIALS NOTICE SPECIFYING THE POLLING AREA COPY OF THE LIST OF CONTESTING CANDIDATES 9

10. POLL DAY ARRANGEMENTS Each candidate can appoint one Polling Agent & two relief agents Shall be residents and electors in the same PS or from the neighbouring PS falling under the same constituency Must have EPIC Receive Appointment Letter issued by Candidate or Election Agent in Form 10 (compare the specimen signature and check whether that appointment letter is for your PS) POLLING AGENTS Polling Agents should sign the declaration in presence of PRO before being admitted to PS Arrange their seats in the same manner / order as seen in ballot paper 10

11. POLL DAY ARRANGEMENTS Polling agents should be asked to reach the PS at least 90 Minutes before the commencement of poll Only one polling agent of a candidate should be allowed inside the booth at any given point of time Ensure that Polling Agents do not take the copy of Electoral Roll outside the PS and shall not be allowed to send slips outside indicating sl.no of voter voted or not voted POLLING AGENTS Shall not be allowed to take Cellular Phones, Cordless Phones etc. Movement sheet for Polling agents / Relieving agents should be maintained. 11

12. POLL DAY ARRANGEMENTS WITHOUT MOCK POLL THERE IS NO POLL MOCK POLL 12

13. POLL DAY ARRANGEMENTS At least about 90 minutes before the time fixed for the commencement of poll If none of the Polling Agents are present or only one is present, you can wait for 15 minutes before starting the Mock Poll Even if any polling agent is not present, the preparations shall not be delayed. Polling agents shall be allowed to verify that the drop box of VVPAT is empty MOCK POLL 13

14. POLL DAY ARRANGEMENTS Unlock VVPAT (knob should be in vertical position) MOCK POLL There after Switch on the CU 14

15. POLL DAY ARRANGEMENTS A total of at least 50 votes should be polled. MOCK POLL How can we check cumulative votes recorded in CU in between poll? TOTAL button 15

16. POLL DAY ARRANGEMENTS Press CLOSE button of CU Press RESULT button of CU MOCK POLL Press CLEAR button of CU Do not forget in any way 16

17. POLL DAY ARRANGEMENTS Open the drop box of VVPAT and verify the number of paper slips Note down the number of slips in favour of each candidate and record the same in column (5) of Mock PollCertificate Collect all the mock poll VVPAT paper slips from the drop box and stamp back side of each slip with rubber stamp having inscription MOCK POLL SLIP MOCK POLL Put the slips in an envelope made of thick black paper The number and name of the PS / date of poll and the words VVPAT paper slips of Mock Poll Shall be written on that BLACK envelope This black envelope must be sealed with a pink paper seal 17

18. POLL DAY ARRANGEMENTS The PRO and polling agents must put their signatures on the BLACK envelope Seal it with the metal seal of the Presiding Officer. The PRO and polling agents must put their signatures on the pink paper seal also. Sealing of VVPAT Empty drop box of VVPAT be verified by the Agents Seal the drop box of VVPAT with address tag MOCK POLL The polling agents can also be allowed to put their seals with the seal of the PRO without disturbing the VVPAT unit. It should be ensured that the cover of the drop box cannot be opened by anyone during and after the poll without breaking the seal. 18

19. POLL DAY ARRANGEMENTS Sealing of CU Modified Green Paper Seal Ensure that the CU is switched off. Disconnect the cables attached to CU Take a Green Paper Seal (note down the number)Put the signature of PRO and of the Polling Agents in the Numbered part. Insert the Paper Seal so that after sealing the number and signs can be seen from outside. Special Tag Sealing of EVM & VVPAT Address Tag 19

20. POLL DAY ARRANGEMENTS Connect again the EVM & VVPAT properly Switch on the CU. Ensure again that there is no vote in the CU. Take precautions about indelible ink Commence the Poll at the stroke of the hour fixed PRO should declare the commencement of poll loudly and sign the Part I of the Declaration by the Presiding Officer (Part I is about before the commencement of poll) Polling Agents are also requested to sign the same part of the declaration COMMENCE THE POLL 20

21. POLL DAY ARRANGEMENTS Persons to be admitted inside the PS 1. The Electors & The Polling Officers 2. Candidate, Election Agent and one Polling Agent at a time 3. Persons authorized by the Election Commission ( who have been issued entry passes by ECI to enter the PS such as media persons) COMMENCE THE POLL 4. Public Servants on duty in connection with the election 5. Child in arms accompanying an Elector 7. Returning Officer / Observer and Micro observer, if appointed 8. A person accompanying a blind or an infirm voter 9. Identifying officers 21

22. POLL DAY ARRANGEMENTS FIRST POLLING OFFICER Custodian of Marked Copy of Electoral Roll and Responsible for identification of Voters. Read out loudly Sl. No & Name of the Elector in the Electoral Roll. Get response from Polling Agents. Mark in the Photo Electoral Roll Polling Process 22

23. POLL DAY ARRANGEMENTS FIRST POLLING OFFICER ASD (Absentee, Shifted and Dead) List 1. Prepared by RO/ERO from field Information 2. Voter to produce EPIC or permitted photo document, PRO to verify personally 3. If identified, voter should be allowed to cast the vote ( for easy identification of ASD voters, mark them in the marked copy with a pencil) Polling Process 4. Before allowed to vote a declaration shall be obtained from the ASD elector 5. In addition to signature, thump impression also to be obtained in the Register of Voters (17 A) 6. PRO shall prepare a certificate & list about electors List at the end of the poll about electors voted from ASD List and shall attach with marked copy in the sealed statutory cover. 7. If video/photographer deployed in the PS, such elector shall be photographed. 23

24. POLL DAY ARRANGEMENTS FIRST POLLING OFFICER If one voter demands companion If a blind or infirm or illiterate voter came with a companion. Ask the voter whether she/he require a companion. Polling Process Obtain declaration from that companion and enter the details in form 14A Apply indelible ink in the left fore finger of voter Allow them to enter the voting compartment and cast the vote 24

25. POLL DAY ARRANGEMENTS If a voter considered to be much below of qualifying age (18 years) 1. Satisfy about the identity of the voter 2. Inform about the penal provision 3. Obtain declaration (Voter have the right to refuse to give such a declaration) Duties of Polling Officers 4. Prepare both list of such voters ( who gave declaration and refused to give) 25

26. POLL DAY ARRANGEMENTS Challenged by a Polling Agent 1. The polling agent can challenge the identity of a person claiming to be a particular elector by depositing a sum of Rs 2 in cash with PRO for each such challenge. 2. Issue Receipt for Rs.2/- Polling Process 3. Prepare - Form 14 LIST OF CHALLENGED VOTES 4. PRO shall hold a summary inquiry into the challenge. 26

27. POLL DAY ARRANGEMENTS IF ANOTHER PERSON HAS ALREADY VOTED TENDERED VOTE 1. Satisfy about the identity of the person 2. If satisfied, allow such person to vote by means of tendered ballot paper, not by EVM 3. Prepare list of such electors in 17 B Polling Process 4. Keep account of tendered ballot papers in PRO Diary and 17 C 5. Never make any change in 17 A 27

28. POLL DAY ARRANGEMENTS SECOND POLLING OFFICER Custodian of Register of Voters (17 A) In charge of Indelible Ink Polling Process Responsible for issue of voters slip 28

29. POLL DAY ARRANGEMENTS REGISTER OF VOTERS (17 A) 1. In column (1), write such serial number manually (If the serial numbers are not already printed ) Polling Process 2. In column (2), write serial number of voter in the marked copy / oversees electoral roll / CSV list 3. In column (3), write short form of identification document and last four digit, if it is an alternate document other than EPIC 4. In column (4), put signature / thumb impression of the voter 5. In column (5), record PV, ASD, test vote (49MA), withdrawal of voter slip on refusal of direction to observe voting procedure (49M), voter deciding not to vote after issuing the voter slip (49O), voter allowed against challenge 29

30. POLL DAY ARRANGEMENTS INDELIBLE INK From the upper tip of the nail to the bottom of the first joint of Polling Process LEFT FOREFINGER 30

31. POLL DAY ARRANGEMENTS Polling Process 31

32. POLL DAY ARRANGEMENTS THIRD POLLING OFFICER Ensure indelible ink marking Collect Voter Slip (make it bundle of 25 numbers each) Activate Ballot ( in charge of control unit) Ensure that the electors proceed to the voting compartment only on the basis of voter slip issued by 2nd PO, strictly in accordance with the Sl No indicated in that slip Polling Process 4. Ensure the voter left the voting compartment only after recording the vote 5. Ensure the BU / VVPAT are not tampered 32

33. POLL DAY ARRANGEMENTS (i) Refusal to obey the voting procedure (ii) Voting by Blind and Physically Infirm Voters (iii) Electors Deciding Not to Vote (iv) Voting by Public Servants on Election Duty (v) Voting by Proxy SPECIAL CASES (vi) Tendered Vote (vii) Challenged Votes (viii) A person whom you consider much below the qualifying age (ix) Test Vote 33

34. POLL DAY ARRANGEMENTS (i) An elector permitted to vote shall maintain absolute secrecy of voting inside the Polling Station. (ii) If an elector refuses to obey the voting procedure, even after a warning issued by you, such an elector shall not be allowed to vote (Rule 49M of the Conduct of Elections Rules, 1961). Refusal to obey the voting procedure (iii) If the elector had already been issued the voter slip, it must be withdrawn from him and cancelled. (iv) Not allowed to vote voting procedure violated - shall be written by you in the remark s column of the Register of Voters (Form 17A) against that elector s entry. (v) You must put your full signature below that entry. No change shall, however, be made in the serial number of that elector (or of any succeeding elector) in column (1) of the Register of Voters 34

35. POLL DAY ARRANGEMENTS (i) If you are satisfied that a blind elector can not recognize the symbols of the contesting candidates on the ballot paper on the BU or a physically infirm elector can not record his vote by pressing the proper button thereon, you must permit that elector to take with him a companion not less than 18 years of age (but, carrying an EPIC Card/any alternative authorised ID) to the Voting Compartment for recording the vote according to his choice and on his behalf. Voting by Blind and Physically Infirm Voters (ii) Infirm Electors who can easily press the button on the BU (Ballot Unit) in favour of their preferred contesting candidate, must be permitted the authorised companion to lead them up to the Voting Compartment, but not inside it. (iii) No person shall be permitted to act as a companion of more than one elector at any Polling Station on the same day. (iv) The authorised companion is covered by the indelible ink protocol for the poll day. Indelible ink shall be applied to the right-hand index finger of the authorised companion. The right hand index finger of the authorised companion must first be examined to confirm it for it being already marked or not with the indelible ink. 35

36. POLL DAY ARRANGEMENTS (v) Before granting permission to act as an authorised companion of a blind or physically infirm elector, such a person must declare in writing that he will not divulge in whose favour the concerned elector cast his vote. He shall also declare in writing that he has not already acted as the companion of any other elector at any other Polling Station on that day. Voting by Blind and Physically Infirm Voters (vi) Keep a record of electors who voted with the assistance of an authorised companion (Form 14A) (vii) Cases where an authorised companion merely led up to the Voting Compartment (but did not enter), shall not be included in Form 14A. (viii) This filled-up Form 14A, will be kept in an envelope super-scribed with SCRUTINYCOVER (WHITE COLOR) and it is to be deposited at the Receipt Centre subsequent to the close of the poll. 36

37. POLL DAY ARRANGEMENTS (i) If an elector, subsequent to his electoral roll number duly entered in the Register of Voters Form 17A) as well as his signature/ thumb impression duly taken, decides not to vote, he shall not be forced to cast his vote. (ii) A remark to the effect that he has decided not to vote, i.e., Refused to Vote - shall be made in the remark s column against his entry in the Register of Voters . (iii) You must put your full signature below that remark. Electors Not to Vote Deciding (iv) In part I of the Form 17C, in place of Under Rule 49(O) in item 3, Left without voting or refused to vote will be inserted for those electors who after signing in Register of Voters (Form 17A) wish to leave without voting. (v) The signature or thumb impression of the elector shall also be obtained against such remark. (vi) It shall, however, not be necessary to make any change in the serial number of the elector or of any succeeding electors in column (1) of the Register of Voters. 37

38. POLL DAY ARRANGEMENTS (i) If the Ballot button on the Control Unit has been pressed to make the Ballot Unit ready for recording a vote by an elector but he refuses to vote, either you/third Polling Officer, whoever is in-charge of the Control Unit, should direct the next voter straightaway to proceed to the Voting Compartment to record his vote after entering necessary remark in Register of Voters Form 17A) (ii) If the Ballot button on the Control Unit has been pressed to release voting on the Ballot Unit for the last elector but he refuses to vote, in that case as a first step, you/third Polling Officer, whoever is in-charge of the Control Unit shall put the Power switch in the rear compartment of the Control Unit to OFF position and disconnect the VVPAT from the Control Unit. In the second step, after disconnecting the VVPAT from the Control Unit, the Power switch should again be put ON Now the Busy lamp will go off and the Close button will become functional to close the poll. If this whole process is not followed in such a case, the Close button will not be functional and without closing the Control Unit, it will not give the result, because the Result button will also become functional only after the Close button is pressed Electors Not to Vote Deciding 38

39. POLL DAY ARRANGEMENTS Voting by an EDC Elector (an elector producing an EDC): (a) Name of such elector shall be entered after the name of the last regular elector in the marked voter list. (b) After this entry, the concerning officer will be the voter of this voter list, now he will cast his vote like other voters of the list. ( Voting by Public Servants on Election Duty (c) The voter will go to first Polling Officer who will explain Polling Agents about this voter. (d) The second polling officer will enter the details of voter in the Register of Voters (Form 17A) as under: For example, the name of voter is Mukesh, part number of voter list is 32 and Sr. No is 625 then the entry in second column of Register of Voters (Form 17A) will be: 39

40. POLL DAY ARRANGEMENTS Certain categories of Service Voters have been extended the facility of Voting through Proxy , authorised by themselves. Such electors are called Classified Service Voters (CSVs). You will be supplied with a list of the CSVs, if any, for your Polling Station. This list of the CSVs is deemed to be a part of the marked voter list for your Polling Station. Voting by Proxy Therefore, you must treat the proxy as if the actual Service Voter is present in front of you. In the case of a proxy, the number to be entered in the second column shall be his S. No in list of CSV and within bracket PV Eg. 5 (PV) 40

41. POLL DAY ARRANGEMENTS The identity of a person claiming to be a particular elector may be challenged by a polling agent, by depositing Rs 2/- (two rupees) in cash. You must determine the challenge through a summary inquiry. If the challenge is not sustained, you must allow the challenged person to cast his vote. Challenged Votes If the challenge is sustained, you must not only refuse the challenged person from voting, but also hand him over to the police along with a complaint in writing Maintain Form 14 i.e. the LIST OF CHALLENGED VOTES as well as receipt in the receipt book. 41

42. POLL DAY ARRANGEMENTS A person whom you consider much below the qualifying age Allow him to cast votes as a normal voter and take declaration from him and maintain a list 42

43. POLL DAY ARRANGEMENTS SPECIAL CIRCUMSTANCES Polling Process 43

44. POLL DAY ARRANGEMENTS SPECIAL CIRCUMSTANCES EVM/VVPAT error During Mock Poll In case of BU/CU/VVPAT does not work, replace concerned BU/CU/VVPAT only During Actual Poll POLLING PROCESS In case of BU/CU does not work, replace whole EVM Mock Poll required But one vote each is enough including NOTA PRO should declare the same loudly and sign the Part II of the Declaration by the Presiding Officer .Polling Agents are also requested to sign the same part of the declaration. In case of VVPAT does not work, replace concerned VVPAT only ( Mock poll not required) The details shall be recorded in the PRO Diary 44

45. POLL DAY ARRANGEMENTS END OF THE POLL 1. Announce the fact a few minutes before the hour appointed 2. Permit Electors to vote, present at the PS at the hour appointed 3. Distribute slip (with full signature of PRO) from the voter last in the queue. POLLING PROCESS 4. PRO should declare the end of poll loudly and sign the Part III of the Declaration by the Presiding Officer( Part III is about end of the poll). Polling Agents are also requested to sign the same part of the declaration 45

46. POLL DAY ARRANGEMENTS Check the total votes recorded in the CU and compare with the total recorded in the 17 A, 17 C and PRO Diary 1. Lock VVPAT 2. Switch off CU 3. Disconnect BU, CU and VVPAT POLLING PROCESS 4. Ensure that the paper slip contained in the drop box of the VVPAT shall be intact. 5. The BU, the CU and VVPAT should now be put back in their respective carrying cases 6. Put Address Tags for all of them and seal them 46

47. POLL DAY ARRANGEMENTS Closing of Register of Voters (17 A) POLLING PROCESS 47

48. POLL DAY ARRANGEMENTS Supply attested copies of 17 C to all Polling Agents Keep two copies one to RO table and - other one to strong room with EVM POLLING PROCESS 48

49. POLL DAY ARRANGEMENTS 1.Sealed case of CU 2.Sealed case of BU 3.Sealed case of VVPAT BACK TO RECEPTION CENTRE 49

50. POLL DAY ARRANGEMENTS 1st Packet : Master Envelop for EVM Papers (White) (i). Unsealed Cover containing account of Votes Recorded (Form 17 C) BACK TO RECEPTION CENTRE (ii), Unsealed envelop containing Presiding Officer Report I (Mock Poll Certificate), II & III (iii). Printed VVPAT paper slips of Mock Poll kept in Black Coloured Sealed Envelope 50

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