Training for Presiding Officer in General Elections 2014

1. Training for Presiding Officer GENERAL ELECTIONS 2014 District Election Officer Hyderabad & Commissioner GHMC

2. Contributors • Sri P.Chandraiah • RO 57-Musheerabad AC • Sri I. Samuel Anand Kumar IAS • RO 58-Malakpet AC • Sri P Venkatarami Reddy IAS • RO 59-Amberpet AC • Sri D. Ronald Rose IAS • RO 60-Khairatabad AC • Sri L. Kishan • RO 61-Jubilee Hills AC • Sri BalajiRanjit Prasad • RO 62-Sanathnagar AC • Sri A. RavindraBabu • RO 63-Nampally AC • Sri R. Anjaiah • RO 64-Karwan AC • Sri N. Chandra Mohan Reddy, IFS • RO 65-Goshamahal AC • Sri Balasubramanyam Reddy: • RO 66-Charminar AC • Smt. B. Navya • RO 67-Chandrayangutta AC • Sri L. Vandan Kumar • RO 68-Yakutpura AC • Smt. P. Masuma Begum • RO 69-Bahadurpura AC • Smt.Preeti Meena, IAS • RO 70-Secunderabad AC • Smt. Sujatha Gupta • RO 71- Secunderabad Cantonment AC • Sri AleemBasha • RO AC Elections & ZC, West, GHMC

3. GENERAL ELECTIONS 2014 • The General Election 2014 in India is the largest democratic event of the world. • Highlights of 2014 Elections In India • Matter of pride & privilege to work as Presiding Officer (PrO) • PrO is critical to conduct of free and fair election as overall in charge of a Polling Station (PS) Important Points • Read PrO hand book and check list. • Follow the procedure and guide lines- no deviations at all. • Be patient and tactful. • Don’t side with any party, be impartial. • 85 crore voters • 6.87 lakh polling stations • 1.5 crore polling staff • 1.5 crore 1st time voters

4. On appointment as PrO • Report at the training venue as per time specified for training. • Attend training programmes and listen carefully . • Obtain copy of Presiding Officers Hand book /check list & other material and read them carefully. • Familiarize with election process and procedure. • Practice on the Electronic Voting Machine (EVM). • Apply for Postal Ballot for your self. Your right to vote is important. • Clarify doubts about elections and your role if any. • Don’t waste your time on attempts for exemptions. Take pride in your work as PrO.

5. Important provisions of Representation of Peoples ( RP) Act 1951 Conduct of Election Rules 1961. Indian Penal Code 1860.

6. Important provisions of RP Act 1951

7. Important provisions of RP Act 1951

8. Stay at Polling Station • Stay at PS for all polling staff is must on previous night to election (29th April 2014). • Election material and EVMs cant be left unattended. • Poll preparation starts at 5.30 AM , mock poll at 6.00 AM and voting at 7.00AM sharp on poll day (30th April 2014). • Surprise inspections by Observers , DEO and ROs /AROs and regular inspections by special teams . • Severe action on PrO, APO and other staff if found absent from PS. • For your stay in the PS on 29th April 2014 , list and carry to the distribution centre what you may need like • Bedding material Pair of clothes • Medicines you may need Personal toilet kit • Mobile charger

9. Facilities for Polling staff • Basic minimum facilities are provided in the PS. But be ready to rough it out. • Lunch will be provided at distribution centres (29th April 2014). • Lunch and snacks or an amount of Rs 150/- will be provided at polling stations on the poll day (30th April 2014). • First aid kits will be available at the Polling Station locations. • Remuneration will be paid at the Polling Stations • Rs. 350/- per day for PrO / APO • Rs. 250/- per day for OPOs • Rs 150/- for Class IV Employees

10. Distribution Centre • Arrive at the venue of distribution centre at schedule time • Check polling station allotment from list displayed • Find your designated location, team members and sector officer • Verify the polling material supplied • Election material • EVM • Paper seal • Electoral roll

11. Important election material

12. EVM verification at distribution centre • Check EVMs allotted, pertains to your PS and has the correct ballot papers of Assembly and Parliamentary Constituency. • Check “Cand Set Section” of CU is sealed and address tag is firmly attached. • Ensure correct ballot paper is affixed on the BU and is sealed properly. • Check that slide switch is set correctly. If 2 BUs are there, for 1st BU slide switch is at 1 and 2nd BU is at 2. • Ensure address tags are properly attached to the cases of EVMs • Verify functioning of EVM by switching on the power and then don’t forget to switch it off.

13. Material verification at distribution centre Paper seal • Ensure that paper seals and strip seals are not damaged and are numbered. Electoral roll • Verify that the electoral roll pertains to PS allotted to you. • Ensure that all the pages are there and print is clear • Ensure that supplement 1 and 2 are attached to the electoral roll. • Ensure that postal ballot voters are marked in the electoral roll as ‘PB’. Team & departure • Interact with your team and sector officer. • Board the bus and reach the PS with all material. • Don’t leave any material unattended.

14. On reaching the polling station • Have a look at the PS and surrounding area • Meet your Booth Level Officer (BLO) and Assistant Sector Officer ( ASO) who will help you in arrangements • Secure your polling material. • Remove all publicity material (100 meter radius). • Cover all the pictures of political leaders (if any) in the PS. • Affix notice showing polling area and list of contesting candidates outside the PS.

15. Model layout of PS • Decide the layout on reaching PS including seating as per model layout. • Take into account room , its size and window and door etc (next slide) • Ensure simple and straight and no criss-cross movement • Fix the voting compartments • Ensure secrecy of voting – BU not visible from any window or door • Ensure proper lighting • Fix pledges • Fix boards of polling staff , No smoking sign • Make arrangement for sitting of staff and polling agent

16. Model Layout of Polling Station

17. Meeting with PS team • Conduct meeting with your team and explain tasks at hand • Preparation of PS • Preparatory work of forms, covers etc. • Allotment of duties • Team work & Do’s & Dont’s • Discuss with your team, understand their election experience & capabilities and allot duties accordingly • Polling Officer 1 – quick to identify, clean & loud voice, good eye sight. • Polling Officer 2 – quick to write, good listening skills • Polling Officer 3 – Quick to write • Allot duties to the polling officers-select the right person for the right job

18. Preparatory work • Day of poll is very hectic so do all preparatory work in advance to save time on day of poll. • Prepare the covers for the sealing by affixing seal on two sides and leaving the third side for inserting papers. • Write the address on the envelopes. • Put serial number in 17A register. • Fill all fixed details in forms wherever possible and leave the dynamic columns/space for poll day.

19. On the day of poll (30-04-2014) • Get ready and set up the PS (5.30 AM) • Appointment of polling agents (by 6.00 A.M) • Mock poll (from 6.00 A.M) and maximum by 6.15 AM in the case of no polling agents available • Sealing of EVM (by 6.55 A.M) • Declaration (by 6.58 A.M) • Commencement of poll (from 7.00 A.M) • Conduct of poll whole day • Close of poll (6.00 P.M) • Finalization of covers, forms and registers • Sealing of EVMs • Handing over polled material • Getting relieved

20. Appointment of polling agents • Polling agent are appointed by candidate / election agent in Form 10. Verify the signatures from the photocopied signature of candidate or agent available. • Polling agent shall be ordinarily resident and elector of the concerned polling areas or of neighbouring polling station. • Explain the role DOs and DONTs and expectations from polling agent. • In case of small size of PS , polling agents will sit outside , few inside and few outside or few will sit inside by rotation and others outside • Order for seating arrangements for polling agents • Recognized Party : National – INC, BJP, BSP, NCP, CPI, CPI(M) / State – TDP, TRS • Registered – All other registered parties including MIM • Independent

21. Role of polling agents • Explain the role and expectations from polling agent. • No cell phones, party badges, cameras, cps, scarfs with party symbol allowed inside • No cross talk and arguments with other polling agents or polling staff • Listen carefully to serial no. , name and identity proof of voters as PO 1 reads out • Cooperate with polling staff and don't slow down polling by unnecessary objections

22. Preparation of EVM for mock Poll Press the latch Pull out the cover

23. Preparation of EVM for mock poll • Connect BU and CU with connecting cable (socket near the power switch)

24. Preparation of EVM for mock poll • Switch on power using toggle switch

25. Preparation of EVM for mock poll • Close the rear compartment

26. Mockpoll • Mock poll shall start by 6 AM • In case no polling agent turns up, wait maximum up to 6.15 AM • Press clear button (Result section of CU) • Release the ballot (Press ballot button in the CU)

27. Mock poll • Recording of votes by agents (Press blue button against any candidate in the BU). • Beep sound should be heard. If no beep sound, check connection. • Repeat the process of releasing ballot and voting (at least 50 votes). • Note the no. of votes polled for each candidate by agents. • CRC • Press CLOSE button. • Press RESULT button. • Display the panel to show the result & compare with the candidate wise vote polled. • Press CLEAR button to ensure zero. • Set the power switch to off position. • Prepare mock poll certificate and get agents to sign.

28. EVM problems • Lets hope, there is no problem but you may encounter certain problems, it is important to act immediately • Common problems include: • Inform your Sector Officer and Asst. Sector Officer

29. Sealing of EVM • Fixing of Green paper seal • Fix green paper seal in the inner side of the result section door • Close the door with both ends of the paper seal protruding out. • Green surface of paper seal to be seen from outside • Don’t use damaged paper seals • Agents can note down the Sl.No of the paper seal • Signatures of PrO and Polling agents on the white side of the paper seal

30. Front side Back side Sealing of EVM • Special Tag • Write serial number of CU on the back and sign, allow polling agents also to sign. • Read out the serial number on the special tag and allow polling agents to note down. • Fix special tag to seal with the inner compartment covering clear and result buttons. • After affixing the green seal close the compartment door. • Run a twine through the hole of the compartment door attach special tag seal it. • Place the special tag in the compartment of close button.

31. Election To: (Lok Sabha or Legislative Assembly)From: (No. and Name of) ConstituencyControl Unit/ Balloting Unit No.: (ID number)Serial No. & Name ofPolling Station Where Used ……..…….… …Date of Poll:……………………………………… Sealing of EVM • Closing and sealing of outer cover of result section • Pass thread through holes (left side of the cover) • Attach address tag after signing • Affix metal seal

32. Front side A B D Back side C Sealing of EVM • Fixing of strip seal

33. Sealing of EVM • Fixing of strip seal • Double fold inner end of green paper seal • Attach “A” of strip seal to the inner portion of green paper seal. • Attach “B” of strip seal to outer layer of green paper seal • Attach “C” portion to the green paper seal protruding from the top portion of the outer door

34. Sealing of EVM • Fixing of strip seal • Pass the strip seal below the close button (left side) • Bring the “D” portion of strip seal over “A”, “B”, “C” and fix it

35. Declaration by PrO • Prepare and read out the declaration before commencement of poll by exhibiting: • Marked copy of the electoral roll • Register of voters (Form 17A) • Sign and get the signatures of agents present • If any agent refuses to sign, mention his name in the declaration • Explain provisions of Sec 128 RP Act – 1951 regarding maintenance of secrecy of vote

36. Commencement of Poll • Poll shall commence exactly at 7.00 AM • All preparatory works to be completed before 7.00 AM • For any reason if the poll doesn’t commence at 7.00 AM record in PrO diary. • Poll cannot be extended beyond the closing hour (6.00 PM).

37. Conduct of Poll • Duties of Polling Officer 1 • In charge of marked copy. • Verify the ID card /voters slip from the voter and read out loudly Serial number, Name of the voter, Type of ID given EPIC (EP), Photo Voter Slip (PVS), Driving License (DL). • Draw line across the box giving details of the voter in red ink as shown in next slide. • If the voter is female also round off the serial number as shown in next slide.

38. Polling Officer 1 : Marking of electoral roll • Red line across voter box • Red circle for woman voters in addition PB

39. Polling Officer 1 : Tips • Read aloud the serial no., Voter Name, type of ID proof with cursory look right hand fore finger • Tell the polling agent to follow your reading rather than again asking no. & name. • PVS (Photo Voter Slips) in itself is a proof of identification and no other photo ID proof is needed. • Look at the electoral roll and learn/practice to arrive at the page and serial of the voter quickly. • Every page has 30 voters, names are left to right • Some names are there in Supplementary 1 & 2 • Minor errors and typing mistakes shall be ignored • Don’t get into arguments with voters and polling agents. If any issues/disputes directed them to PrO. Let the polling go on without disruption.

40. Polling Officer 2: Duties • Incharge of 17 A register and indelible ink • Note serial number, type of document while PO1 reads in 17 A register. • If the voter is identified with EPIC or Voter slip write EP or VS. If other documents are used write the last 4 digits of the document in 17A in Column 3. • Clean the right hand fore finger of voter with cloth to remove oil, etc. • Be sure that there is no mark of earlier indelible ink. • Apply indelible ink (give enough time to dry the ink) from the upper tip of the nail to the bottom of the 1st joint on the right forefinger. • Obtain sign or thumb impression of voter in 17A register.

41. Duties of Polling Officer 3, 4 • Duties of Polling Officer 3 • Incharge of Voter slips • Prepare Voter slips by writing serial no. in 17A & voter serial while the 1st polling officer reads the name of the voter. • Use different colour slips as follows: • White slip for PC (Parliamentary Constituency) • Pink slip for AC (Assembly Constituency) • Duties of Polling Officer 4 • In-charge of CU for Parliament • Receive the voter slip. • Verify the indelible ink mark and release the ballot for Parliament.

42. Duties of Polling Officer 5 • In-charge of CU for Assembly • Receive the voter slip. • Verify the indelible ink mark and release the ballot for assembly. • Shortage of staff & breaks • In case of shortage of staff or for short break, PO4 & PO5 function can be handled by one person.

43. Conduct of Poll • Persons authorized to enter PS • Electors • Polling Officers • Candidate/Election Agent/Polling Agent • Public Servants on duty • Persons authorised by EC • Helper to blind/inform voter • Child in arms of elector • Other helpers at special occasions • Specially authorized by PrO

44. Queue Management • Ensure separate queue for men and women – for every man allow 2 woman voters. • Allow physically challenged, infirm, senior citizen voters inside PS on priority without waiting. • No entry to unauthorized persons in PS. • No photography or videography of recording vote by electors in PS. • Police/staff/PrO/incharge of queue shall check • voter belongs to the same PS. • Voter has PVS or serial number & PS • Have PVS or one of the admissible photo ID proof. • Send the voters without PVS and voter serial number to BLO or help desk to get the serial no. & PS number. • PrO to brief police staff / queue manager and keep watch

45. Conduct of Poll • Documents authorized for Identity of voters • Photo Voter Slip (PVS) • EPIC • Passport • Driving License • Service Identity Cards with photo graphs issued to employees by Central/State Govt. PSUs/Public Limited Companies; • Passbooks with photograph issued by Bank/Post Office; • PAN Card; • Aadhar Card; • Smart Card issued by RGI under NPR; • MNREGA Job Card; • Health Insurance Smart Card issued under the scheme of Ministry of Labour; • Pension document with photograph

46. Certain Situations • As a PrO you will encounter certain peculiar situations such as: • Challenged vote • Refusal to observe voting procedure • Tender Ballot • Refusal to vote • Blind & infirm voter • Underage looking voter

47. Challenged vote • Incase, one of the Polling Agent challenges the identity of voters follow the steps: • Challenger pays Rs. 2 and receives receipt. • Burden of proof vested upon the challenger. • PrO enters details in form 14 & ask the voter to sign. • If the voter refuses to sign, he shall not be allowed to vote. • If the voter signs PrO conducts Summary enquiry. • If the challenge is established the fee is returned and the voter handed over to the police. • otherwise forfeiture of challenge fee & allow to vote.

48. Refusal to observe voting procedure • Withdraw and cancel voters slip • Inscribe the fact in Register of Voters • Put signature below the entry in the remarks column • Never change the serial no in 17A Elector deciding not to vote • Shall not compel to cast his vote • Inscribe “Refused to Vote” in remarks column of register of voters (17A) • Signature or Thumb impression of the elector against the entry • Never change the Sl.No in 17A

49. Tender ballot • If a voter comes to the polling station and finds his vote is already polled he can ask for tender ballot • PrO conduct summary enquiry, if satisfied issues ballot paper • Inscribe words tender ballot on the back side • Allow the voter to vote and put the tender ballot in the appropriate cover and seal it • Mention in Form-17A, 17B,17C & PrOs diary

50. Blind and infirm voters • Polling agent/staff cannot act as a companion. • Companion to be allowed above 18 Years. • Take a declaration from the companion in Annexure 12. • Companion can enter the voter compartment along with the voter. • Same person cannot be allowed as companion. • Under age looking voters • Voter looks young • PrO satisfies about identity and inclusion of name • Take declaration in Annexure 10 & allow to vote