Polling station staff training session

1. Polling station staff training session Local government elections in England and the referendum on the voting system for UK Parliamentary elections – 5 May 2011

2. Introduction Counting Officer – Debbie Storr Electoral Services Manager – Claire Marsh Electoral Services Officer – Hazel Major

3. Objectives of the trainingsession • Your role is key – you are the customer service face of the election and referendum • At this session we will: • outline what we expect you to do on polling day • discuss the voting procedures • think about health and safety issues • highlight a number of administrative arrangements

4. Voting at the local government elections • Local government elections in England are conducted using the first-past-the-post electoral system • Voters have one or more votes, depending on how many candidates are to be elected to represent an electoral ward, and should place a cross in the box to the right of the name of the candidate(s) for whom they wish to vote

5. Overview of theReferendum • A referendum is a direct vote in which the electorate is asked to either accept or reject a particular proposal • On 5 May there will be a referendum on the voting system for UK Parliamentary elections • Voters have one vote and should mark a cross (X) in either the ‘yes’ or the ‘no’ box on the ballot paper • No explanation of voting systems can be given – voters should read booklet

6. It is essential that you… act impartially at all times comply with any instructions issued by the Counting Officer ensure the secrecy and security of the ballot can undertake each other’s roles if necessary

7. The Presiding Officer –management of the polling station • Liaise with the key-holder of the building • Organise the layout of the polling station • Instruct and supervise the work of the Poll Clerks • Accountfor all the ballot papers, ballot boxes and paperwork

8. The Poll Clerk – general duties • Assist with the layout of the polling station and prepare for the opening of the poll • Be polite and professional in dealing with the voters • Check that electors are eligible to vote in the referendum and at that polling station • Understand the process for issuing ballot papers

9. Countdown topolling day • Essential tasks • Visit polling place and check out contact and access arrangements • Tuesday, 3 May - ballot box collection check contents at the same time • Ulverston Town Hall 12.30-1.30pm • Kendal Town Hall 3pm and 6pm • Contact other members of the team • Dress code – ensure clothing reflects professionalism and impartiality but is also comfortable

10. Polling station inspectors • A point of contact • Supplies of stationery and equipment • Responsible for • Checking layout of stations • Checking things are running smoothly • Being aware of and dealing with queues • Collecting any postal votes handed in to polling station • Contact details will be in the ballot box

11. Risks • Can’t make contact with key-holder • Can’t gain access to the polling station • Staff failing to turn up or being late • Problems affecting the display of notices • Wrong registers allocated to the station • The ballot paper numbers do not match those pre-printed on the CNL • Tendered ballot papers wrongly issued • Voter doesn’t understand AV system • Queues building up at the close of poll

12. The Polling Station Setting up, layout and who can enter the polling station

13. Setting up thepolling station • Layout / notices (see set-up checklist in Appendix 11 of the Polling station handbook) • must work primarily for the voter • walk route voter expected to follow • accessible to all voters • Location of ballot box(es) • accessible and secure • Arrange each set of ballot papers in numerical order • Tellers, campaigners, agents and media • who can enter the polling station? • Sealing the box(es) • Rosettes and campaign posters

14. Polling station layout

15. Polling station layout

16. Who can enter the polling station? • Voters • Counting Officer and staff • Candidates and agents • Referendum agents • polling agents • Police officers on duty • Representatives of the Electoral Commission • Accredited observers • Under 18s accompanying voters • Companions of voters with disabilities

17. Two types of ID issued by the Electoral Commission

18. Customer care • Show a personal interest • Be helpful and approachable • Listen and empathise with them • Allow them to put their point across before responding • Don’t say ‘No’, tell them what you can do for them and what they can do • But the election rules and the referendum rules must be followed at all times, no matter how insistent, upset or angry they are • If in doubt, contact the elections office

19. Customer care(cont’d) • Ensure that the voting process is accessible to all: • layout must work for all voters, including wheelchair users • stationery provided in alternative languages and formats should be clearly visible • you must be able to provide information to disabled electors on options for voting aided and unaided • Polling station set-up checklist

20. Tactile voting template • Tactile template needs to be clearly visible and you should be confident in using it • How to use

21. Who can and cannot vote? Using the electoral register and corresponding number list(s)

22. Who is eligible to vote at the polling station in the local government elections? Electors with no letters or dates before their name Electors who are 18 years of age or over on the day of the election – date on or before polling day before their name Electors with a ‘G’ before their name Electors with a ‘K’ before their name Electors with an ‘L’ before their name Electors who have registered anonymously - will have an ‘N’ instead of a name

23. Who is eligible to vote at the polling station at the referendum? Electors with no letters or dates before their name Electors with an anonymous entry who have no letter next to their entry other than the letter ‘N’ Electors who are 18 years of age or over Electors with an ‘E’ before their name Electors with an ‘F’ before their name Electors with an ‘L’ before their name

24. Issuing the ballot papers - Referendum • Register and CNLs on grey paper • Marking the register and the CNL(s) • Make the elector confirm their name • Enter the electors’ elector number on the Corresponding Number List(s) (CNL(s)) • Mark electors’ elector number in the registerby a line between elector number and name • Do NOT write elector number on ballot paper! • Ballot papers – grey paper • Open up fully so whole paper is visible • Official mark • Ballot paper number and unique Identifying Mark (UIM)

25. Issuing the ballot papers – District and Parish Register white and CNLs on white and green paper Marking the register and the CNL(s) Make the elector confirm their name Enter the electors’ elector number on the Corresponding Number List(s) (CNL(s)) Mark electors’ elector number in the registerby a line between elector number and name AND a small vertical line over horizontal line Do NOT write elector number on ballot paper! Ballot papers – white and green paper Open up fully so whole paper is visible Official mark Ballot paper number and unique Identifying Mark (UIM)

26. Marking the register Click to: return to slide

27. Example Corresponding Number List (CNL) Click to: return to slide BC 27

28. Example reverse of ballot paper

29. Marking the ballot paper for the local government election • Voters have one or more votes, depending on how many candidates are to be elected to represent an electoral ward, and should place a cross in the box to the right of the name of the candidate(s) for whom they wish to vote • If they vote for more candidates than they are entitled to, their ballot paper will not be counted

30. Marking the ballot paper for the referendum • Some electors may need to have the voting process explained to them: • voters have one vote, and should place a cross (X) in either the ‘yes’ or the ‘no’ box • If they vote for more than one choice, their ballot paper will not be counted • FAQs

31. What happens if…? • you are handed a certificate of employment • a voter spoils a ballot paper • a voter has nominated a proxy but the voter arrives before the proxy • a person arrives to vote but the register indicates the person has already voted • a person arrives to vote but the register indicates the person is a postal voter • a person arrives wanting to vote as an emergency proxy • a person believes they should be on the register but they are not listed • there is a disturbance at the polling station

32. The prescribed questions • The prescribed questions must be asked: • when you suspect personation • when a registered elector is clearly under age • when a candidate, an election agent, referendum agent or polling agent requests them • always before issuing a tendered ballot paper

33. Postal Votes • Voters can hand in their postal votes • Referendum postal votes can be handed in at any polling station in South Lakeland • Local election postal votes must be handed in to the correct polling station • Check the pack before accepting it! • Returned postal ballot packs must be sealed and labelled as instructed • Polling Station Inspectors will collect postal ballot packs when they visit • Further packs handed in to be brought to the Count Centre after 10pm

34. Postal votes • ‘A’ markers cannot be given an ordinary ballot paper at the polling station: • direct to Counting Officer for replacement (before 5pm) • tendered ballot paper procedure after 5pm • exception: where elector claims never to have applied for a postal vote - in such case, they would be eligible for a tendered at any time • CONTACT ELECTORAL SERVICES BEFORE ISSUING ANY TENDERED BALLOT PAPERS

35. Close of Poll The procedures to be followed

36. Close of poll Must close at 10 pm Anyone who has been issued with a ballot paper(s) by 10 pm must be allowed to vote However cannot issue after 10pm, even if elector was in a queue at 10pm Seal ballot box(es) Candidates and agents entitled to affix seals now that the polls have closed Prepare early to save time but don’t rush!

37. After close of poll Absolutely essential that the ballot paper accounts are completed accurately The ballot paper accounts must be placed in the envelopes provided – keep these with the ballot box(es) Ensure all documents placed in correct packets and signed as appropriate Poll clerks to assist packing up station to allow presiding officer to do these important tasks

38. Health andsafety • never put the safety of anyone inside the polling station at risk • be aware to any potential risks to safety • inspect the premises regularly • if hazards are discovered – find a remedy • if an accident occurs – follow procedures • be careful when lifting heavy objects

39. Emphasis on • Customer Service • Voter experience to be good • Should be the same for every voter throughout the country • Avoid complaints – prefer praise! • Accuracy • Referendum figures flow into National result • Any problems on the day • Highlight early • Consult handbook • Don’t panic!

40. Any questions?

41. Additional Information • Election team contacts • 01539 797536 / 797535 / 797537 • Electoral Commission website • www.electoralcommission.org.uk • www.aboutmyvote.co.uk • Feedback Sheets