Briefing for Candidates and Agents

1. Briefing for Candidates and Agents Scottish Parliament Election - 5 May, 2016

2. Topics • Election timetable • Registration • Campaign spending • Qualifications & disqualifications • Nominations • Postal votes • Polling arrangements • Counting of votes • Contacts

3. Election Timetable

4. Election Timetable

5. Registration • As a candidate you are uniquely placed to encourage people to register to vote. • The deadline for applying for this election is 18 April, 2016. • Registration has changed from a household to an individual system. Individuals can now also register online at https://www.gov.uk/register-to-vote. • When discussing registration with individuals, advise them that, in order to register, they will need: • their National Insurance number, • date of birth and address • People who do not have / cannot retrieve their National Insurance Number can still register, but they may need to provide further informationto the ERO.

6. Access to electoral register / absent voting lists • Once you officially become a candidate: • On 24 March at the earliest, if you, or others, have declared yourself a candidate on or before that date • After 24 March, once you or others have declared yourself a candidate or you submit your nomination papers • Make a written request to the ERO – forms will be included in your nomination pack • Only use the data for permitted purposes • to complete the nomination form • to help you campaign • to check that donations/loans are permissible

7. Candidate Spending

8. Candidate spending • Defined as certain expenses ‘used for the purposes of the candidate’s election’ during the regulated period • Responsibility of the election agent • Long campaign - £21,500 + 6.3p (for a county constituency) • Short campaign - £8,700+ 9p (for a county constituency) • Must get and keep receipts for expenditure (of over £20)

9. The regulated period Start of long campaign Dissolution of Parliament Nomination deadline Polling day Long campaign Short campaign 5 January, 2016 24 March, 2016 1 April, 2016 5 May, 2016

10. Candidates’ spending returns • Returns due 35 calendar days after result of election • Returns made public by ConstituencyReturning Officer • Sample of returns may be reviewed by the Electoral Commission • Failure to submit an expenses return is a criminal offence enforceable by the police • No spending will be reimbursed.

11. Qualifications • Candidates must satisfy criteria on the day they are nominated and on polling day: • be at least 18 years old • either be a British citizen, a citizen of the Republic of Ireland or a qualifying Commonwealth citizen • There is no requirement to be a registered elector in the UK.

12. Disqualifications Certain people are disqualified from becoming an MP, such as: • civil servants • members of police forces • members of the armed forces • government-nominated directors of commercial companies • judges • members of a foreign legislature (outside the Commonwealth) • peers who sit and vote in the House of Lords • those who are subject to a bankruptcy restrictions order or whose estate has been sequestrated in Scotland and have not been discharged

13. Submitting nomination papers • All candidates must, by 4pm on 1 April, submit: • their nomination form • their consent to nomination • Party candidates also need to submitby that time: • a certificate authorising the use of a party name/registered description on the ballot paper • a written request to use one of the party’s emblems on the ballot paper

14. Submitting nomination papers • Take care when completing your nomination papers as mistakes may invalidate your nomination! Make an appointment with the constituency office and arrange for us to provide an informal check. • The nomination form and consent to nomination form MUST be delivered by hand and cannot be submitted by post, fax or other electronic means. • The nomination may be delivered by anyone but ideally: • the candidate, or • by the election agent (if the Constituency Returning Officer has previously received notification of their appointment). • £500 deposit

15. Nomination form • Include your full name • Optional: complete commonly-used name box(es) if commonly known by a name other than full name and wish to use it instead • Description field – 3 options: • leave blank • Independent • party candidates can use their registered party name where authorised by a certificate issued by (or on behalf of) the Nominating Officer.

16. Nomination form • Must be witnessed. Witness must sign AND print their name. • Only ask witness to sign after completing the name and description fields on the form.

17. Consent to nomination form Must include: • Statement that you are qualified and not disqualified from standing • Your date of birth • Name, address and signature of witness

18. Certificate of authorisation • Party candidates MUST have written permission to use the registered party name from the Nominating Officer (or a person appointed to act on their behalf). • The certificate may: • allow the use of the party name (or prefaced by the word “Scottish” if not part of the registered name • Must be submitted with the other nomination papers by 4pm on 1 April but can be submitted by post – NOT electronically).

19. Emblem request form • Party candidates can ask for an emblem to be printed on the ballot paper • Emblem request form must be submitted by 4pm on 1 April. It can be submitted by post but NOT electronically. • Party candidates should supply an electronic version of the emblem to the Constituency Returning Officer, if required.

20. Election agent • Responsible for the proper management of your election campaign; particularly its financial management. • Notification of appointment must reach the Returning Officer by 4pm on 1 April. A form will be included in the nomination pack. • You will become your own agent by default if none is appointed.

21. Other agents • Other agents may be appointed to attend 1) postal vote openings, 2) polling stations and 3) the count on your behalf: • You MUST give notice in writing of any people appointed as polling and counting agents by 27 April. We will provide forms in the nomination pack. • The appointment of postal voting agents attending a particular opening session must be made in writing before the start of each session. This can be achieved by notifying us in advance for each session, submitting a form before each day’s opening or listing all those who may attend on any given day and confirming who will attend, in writing.

22. Free candidate mailing • All candidates who are validly nominated are entitled to send one election communication, free of charge, to electors across the constituency. • It must include matters relating to the election only. • You can choose to send either: • one unaddressed election communication of up to 60 grams to every postal address, or • one election communication of up to 60 grams addressed to each elector • contact the Royal Mail to make arrangements at www.royalmail.com/specialist-services/candidate-mailing

23. Absent voting • If you are encouraging people who don’t have a postal (or proxy) vote to apply for one, make sure you explain that they will only qualify if they are individually registered.

24. Code of conduct for campaigners Campaigners’ activities should not bring into question the integrity of the electoral process • Electoral registration and absent vote applications: • Include the ERO’s address for the return of forms • Ensure unaltered applications are sent to ERO within two working days • Make sure electors understand implications of applying for an absent vote • Do not encourage postal ballot pack redirection

25. Code of conduct for campaigners • Postal ballot packs: • Never touch a postal ballot paper • Never observe electors completing their postal vote • Never handle or take any completed ballot paper or postal ballot packs from voters. • Campaigning outside polling stations: • You are allowed to put your message to voters on polling day within public spaces but not immediately outside polling places • Keep access to polling places and the pavements around polling places clear to allow voters to enter.

26. Polling day • Polling stations open from 7am to 10pm. • Constituency offices will be open during the same period for queries or problems relating to the administration of the election • for queries relating to election finance issues, contact the Electoral Commission • Voters in the polling station or in a queue outside the polling station at 10pm can apply for a ballot paper. • Postal votes can be handed into polling stations within the constituency or delivered to the election office until 10pm.

27. Campaigning dos and don’ts • Do use imprints on all your campaign material! • Do comply with planning rules relating to advertising hoardings and large banners • Do make sure outdoor posters situated on private land are removed 2 weeks after the election • Do not produce material that looks like a poll card • Do not pay people to display your adverts (unless they display adverts as part of their normal business).

28. Counting of votes • The count will be held in the Aberdeen Exhibition & Conference Centre (AECC) • The count centre will open to candidates and agents from 9.30pm • Candidates, their election agents, their counting agents and one other guest appointed by each candidate are entitled to attend - limits to counting agents:

29. Contacts

30. Contacts • Returning Officer – Jim Savege • Depute Returning Officers – Allan Bell, Ritchie Johnson, Maria Walker, Karen Wiles • Local Constituency Teams • Jim Buchan/ Sandie Cummings (Banffshire & Buchan Coast) • Heather Dey/ Jennifer Mitchell(Aberdeenshire East) • Edwin Duncan/ Vicky Korwin (Aberdeenshire West) • Election Support Officers – Kasia Gorzkowska, Pat Ramsay & Pauline Miller • Electoral Registration Officer – Ian MIlton • Electoral Commission contacts • For questions on election spending, contact 020 7271 0616 - For questions on election conduct, contact 0131 – 225 0200

31. Contacts • Regional Returning Officer – Angela Scott • Aberdeen City Council • Town House • Broad Street • Aberdeen • AB10 1FY • Tel: 01224 522000 • http://www.aberdeencity.gov.uk/SPE2016

32. Questions

33. Thank you Please take an information pack for reference