Handbook for polling station staff - Electoral …...Polling station staff should consider how long...

Supporting the combinedEuropean Parliamentaryand local governmentelections in England

Handbook forpolling station staff4 June 2009

Translations and other formats

For information on obtaining this publication in another language or in a large-print or Braille version, please contact the Electoral Commission:

Tel: 020 7271 0500Email: [email protected]

© The Electoral Commission 2009

Contents

1 Introduction 1

2 The election and the polling 2station teamElections to the European Parliament 2Local government elections in England 2Roles and responsibilities of the polling station team 3Duties of the Presiding Officer 3Duties of the Poll Clerk 3

3 Before polling day 5Training for polling station staff 5Locating the polling station 5Contacting other members of the team 5Delivery or collection of the ballot box(es) 6

4 Polling day: before the poll opens 7Arriving at the polling station 7What happens if the key-holder does not attend? 7Checking supplies and materials 7Standards of appearance 8Polling station layout 8Signs and notices 9Who may be present in the polling station? 9Sealing the ballot box(es) 11Some last-minute checks 12

5 Polling day: opening and 13conducting the pollOpening the polling station 13Summary of the voting procedure 13Stage one – checking the voter 14Stage two – issuing the ballot papers 16Stage three – voting 17Maintenance of the polling place 19Postal votes 19Certificates of employment 19

6 The close of poll 20Procedures 20Completing the paperwork 20The ballot paper accounts 21The rest of the paperwork 21Packing materials at the polling station 22Transporting election materials to the 22verification and count centre

Appendices

Appendix 1Equality issues 23Appendix 2Dealing with problems on the register of electors 26

Appendix 3Procedure for postal and proxy voters 28Appendix 4Special voting procedures 31Appendix 5Voters with an anonymous register entry 34Appendix 6aThe prescribed questions 35Appendix 6bTendered ballot papers 39Appendix 7Security at the polling station 41Appendix 8Guidance on tellers, the media andexit polls 43Appendix 9Health and safety 44Appendix 10Frequently asked questions for polling station staff on polling day 45Appendix 11System for electing Members of the European Parliament 47Appendix 12Polling station set-up list 49

1 Introduction

This handbook is designed to assist pollingstation staff working at the combined EuropeanParliamentary and local government elections inEngland on 4 June 2009.

It describes the procedures to be followed andhow to deal with any issues that may arise.

All polling station staff should read thisguidance carefully in advance of polling day.

References are made throughout this handbookto the Returning Officer. This is because mostarrangements related to the conduct of the pollat European Parliamentary and localgovernment elections are the legalresponsibility of the Returning Officer. Inpractice, however, it is the Returning Officer’selections team who will undertake the day-to-day running of elections. Polling station staff willbe given local contact details prior to polling day.

Handbook for polling station staff 1

For details on how seats are allocated atEuropean Parliamentary elections, seeAppendix 11.

Local government elections inEnglandLocal government elections in England areconducted using the first-past-the-post electoralsystem.

Voters have one or more votes, depending onhow many candidates are to be elected torepresent a electoral division/ward, and should

Example of a European Parliamentballot paper

Elections to the European ParliamentElections to the European Parliament are run ona regional basis. For this purpose, the UK isdivided into 12 European Parliamentaryelectoral regions: Scotland, Wales and NorthernIreland make up one electoral region each,while England is divided into nine regions.These are: East Midlands, Eastern, London,North East, North West, South East, SouthWest, West Midlands and Yorkshire & the Humber.

The UK is currently entitled to return 72Members of the European Parliament (MEPs).The number of MEPs allocated to an electoralregion is dependent on the number of voters inthe electoral region.

Voters will be electing their representatives by aform of proportional representation.

Voters have one vote, which they can use tovote for a party (and its list of candidates) or foran individual candidate. Voters should marktheir ballot paper with a cross in the box to theright of the name of the party or individualcandidate they wish to vote for. They cannotselect a single candidate on a party list.

If they vote for more than one party or individualcandidate, their ballot paper will not be counted.

2 The election and polling station team

On 4 June 2009, elections to the EuropeanParliament will take place across the UK. InEngland, some areas will also hold localgovernment elections on the same day.

2 Handbook for polling station staff

place a cross in the box to the right of the nameof the candidate(s) for whom they wish to vote.If they vote for more candidates than they areentitled to, their ballot paper will not becounted. The candidate(s) who receive themost votes will be elected.

Roles and responsibilities of thepolling station teamThe role of polling station staff is to ensure thatvoters are able to cast their vote in secret, freefrom influence and in a calm atmosphere.

Duties of the Presiding OfficerPresiding Officers are responsible for theconduct of the ballot in the polling station andthey must have a sound knowledge of thevoting procedures.

The Presiding Officer’s main duties are to:

• comply with any instructions issued by theReturning Officer

• ensure the secrecy and security of the ballot

• organise the layout of the polling station andliaise, if required, with the key-holder of thebuilding

• instruct and supervise the work of Poll Clerks

• open and close the polling station on time

• maintain order in the polling station

• be polite and professional in dealing withvoters, candidates and agents and othersentitled to be present in the polling station

• act impartially at all times

• account and be responsible for all the ballotpapers, paperwork and ballot box(es)

• ask the prescribed questions of voters whennecessary, including when asked to do so bycandidates or agents or before the issue oftendered ballot papers

• ensure the proper procedure for voting isfollowed, ensuring that the correspondingnumber list is marked correctly

• ensure that when either they or their Poll Clerkissue ballot papers, they bear the officialmark and are issued correctly to eligiblevoters

• deal with special voting procedures as required

• receive any postal votes handed in by voters

• manage the attendance of those entitled tobe present in the polling station, e.g.candidates and agents, representatives ofthe Electoral Commission and accreditedobservers, and ensure that they do notinterfere with the voting process

• monitor the activities of tellers outside pollingplaces and ensure that they do not interferewith the voting process

• keep the polling station neat and tidy

• ensure that all signs and notices are clear,visible and remain in place throughout the day

Where there is more than one polling station ina building, the Returning Officer or election staffmay designate one of the Presiding Officers totake overall responsibility for the polling place.

Duties of the Poll Clerk Poll Clerks do not have the responsibilities ofthe Presiding Officer, but they must know all theprocedures for voting and how to deal withany problems.

Example of a local government election ballot paper


The Poll Clerk’s main duties are to:

• comply with the instructions of the ReturningOfficer and the Presiding Officer

• assist with the layout of the polling stationand prepare for the opening of the poll

• be polite and professional in dealing withvoters, candidates and agents,representatives of the Electoral Commissionand accredited observers

• act impartially at all times

• check that electors are eligible to vote in theelections and at this polling station

• check and mark electors’ elector numbers inthe register of electors

• write electors’ elector numbers against thenumbers of the ballot papers issued in thecorresponding number list

• issue ballot papers to voters when directedby the Presiding Officer, ensuring that theybear the official mark

• ensure that voters cast their votes in secret

• maintain the secrecy of the ballot at all times

• answer voters’ questions, where appropriate,in a friendly and professional way

• help with any other polling station duties onthe instruction of the Presiding Officer

• assist the Presiding Officer to completenecessary procedures after the close of poll


3 Before polling day

Training for polling station staffPolling station staff will need to be fully briefedabout the elections and cannot rely solely onpast experience. Neither should polling stationstaff rely solely on this handbook. ReturningOfficers will have scheduled training or briefingsessions and they will expect polling stationstaff to attend.

Locating the polling stationReturning Officers are responsible for theconduct of the elections. They decide howmany polling stations are needed, where theyshould be situated and how many PresidingOfficers and Poll Clerks are required to staff them.

Do not assume that a polling station will be inthe same place as it has been for previouselections. The Returning Officer will provideinformation on the location of the polling stationwhen appointments are made. All members ofthe polling station team should know thelocation of the polling station before polling day.

The Returning Officer may ask PresidingOfficers to visit the polling station in advance ofpolling day. Where this is the case, they shouldarrange a mutually convenient time with thekey-holder. At all times access to a pollingstation prior to polling day should only be withthe permission of the key-holder. Be aware ofthe sensitivities around visiting local authoritypremises during working hours (particularlyeducational and social care establishments).

Some premises may contain two or morepolling stations. If so, Presiding Officers, whereinstructed to do so by the electoral servicesteam, should coordinate any visit to thepremises prior to polling day with the otherPresiding Officers. The key-holder willappreciate this and it will enable colleagues to

discuss entrance, exit and layout for each of thepolling stations. If possible, it may also be usefulto meet up at the polling station with othermembers of the team before polling day to findout what facilities are available and to discusswhat supplies and refreshments may be needed.

The key-holder should open the building nolater than 6.30am on polling day. If theappropriate person is not available to open thebuilding, Presiding Officers should makearrangements to pick up the keys in advance ofpolling day. If this is the case, Presiding Officersshould ensure that they have all the relevantkeys, including any gate keys, and make surethat the key-holder’s telephone number andaddress are readily available should anythinggo wrong.

Polling station staff should consider how long itwill take to get to the polling station on themorning of the election and factor this into theirplans for the day. Arriving in good time willenable staff to ensure that the polling station isset up in an appropriate manner before thepolls open at 7am.

Polling station staff should ensure that they takesufficient food and drink to last for the whole ofpolling day, as they will not be able to leave thepolling place while the polls are open.

Contacting other members of theteamReturning Officers may provide the PresidingOfficer with the contact details for any PollClerk(s) on duty at the same polling station.

If this is the case, the Presiding Officer shouldcontact the Poll Clerk(s) before polling day toensure that they know the location of the pollingstation and what time to arrive.


Delivery or collection of the ballotbox(es)Unless the ballot box(es) are being delivereddirectly to the polling station, the ReturningOfficer will notify Presiding Officers of thearrangements for the collection of the ballotbox(es) together with all relevant electionmaterials. Where the ballot box(es) and otherelection materials are to be collected by thePresiding Officer and then kept at the PresidingOfficer’s home, great care must be taken toensure their security at all times. In particular, noelection materials should be left unattended ina car.


Arriving at the polling stationPresiding Officers and Poll Clerks must arrive atthe polling station not later than 6.30am. Makesure sufficient time is allowed to get to thepolling station – do not be late. Polling stationstaff unavoidably detained or unable to attendthe polling station must contact the ReturningOfficer immediately.

Presiding Officers must check that watches orclocks are accurate to ensure the polling stationis open on time.

Presiding Officers should collect the Poll Clerk’sappointment notification and check that theyare aware of the secrecy requirements.

What happens if the key-holderdoes not attend?First, try to make contact, either by telephone orby sending a member of the polling stationteam to their home. If access cannot be gained,contact the Returning Officer to inform them ofthe situation and for further instructions. Ifnecessary, set up a temporary polling station.There may be sufficient space at the entranceto the building, or even outside it. In somecases, Presiding Officers have used the back ofa car. Whatever the situation, voters must beable to vote in secret from 7am onwards.

Keep any agents and observers in attendanceinformed of whatever arrangements you make.

Checking supplies and materialsThe Returning Officer can decide whether tosupply polling stations with one ballot box forthe European Parliamentary election and

another for the local government election, orwhether to use one ballot box for bothelections.

Unless supplied by the Returning Officerdirectly to the polling station, the PresidingOfficer will be responsible for the transportationof the ballot box(es) and election materials. Thelarger items, such as the polling booths, willnormally have been delivered to the premisesbeforehand. The Returning Officer will advisePresiding Officers of the arrangements.

A checklist of polling station supplies will beprovided with the ballot box(es) and otherpolling station materials. If, on checking thecontents, any items of equipment or materialslisted on the inventory are missing, contact theReturning Officer immediately. Materials shouldbe checked on receipt. Take care when liftingthe materials or equipment; they may be heavy(see Appendix 9 for information on health andsafety).

The Presiding Officer should check that theballot papers are the correct ones for therelevant European Parliamentary region and therelevant local government electoraldivision/ward, and that there are no obviouserrors in the numbering of the papers.

If a statement of individual candidates andparties nominated for the EuropeanParliamentary election and a statement ofpersons nominated for the local governmentelection has been provided by the ReturningOfficer, the Presiding Officer should check thatthe parties’ and candidates’ names on theballot papers match the names on the relevantstatement.

The numbers on the back of the ballot papersshould also be checked against the ballot

4 Polling day: before the poll opens

The hours of poll are from 7am until l0pm.


out below. These are shown as a guide andmay have to be adapted to meet localcircumstances. The ballot box(es) and pollingbooths should be arranged to ensure that theyare accessible to voters, yet fully visible topolling station staff.

The layout must work for the voter as well as forthe polling station staff. In particular, the needsof voters with a range of disabilities must beconsidered. For example:

• Are the ballot box(es) accessible for allvoters?

• Can a wheelchair user easily get around thepolling station and its surrounding areas?

• Is the low-level polling booth in the mostappropriate position for wheelchair access?

• Are the notices accessible for all voters?

• Are the polling booths positioned to makebest use of the available light?

• Are the polling agents and observerspositioned so that they do not interfere withthe proceedings, but can still observeproceedings?

A checklist covering a range of access issues isprovided in Appendix 12.

In all cases, make sure that polling booths arenot placed so that people outside can see howvoters are marking their ballot papers.

Remember that in a room where there is more

paper numbers printed on the correspondingnumber list. This should be checked beforepolling begins.

The ballot papers should be issued in the sameorder as printed on the corresponding numberlist. If the numbers do not match, contact theReturning Officer immediately. Do not issueballot papers on which there are errors or wherethe printing is indistinct or unclear.

Standards of appearanceThe atmosphere in the polling station should bebusiness-like and friendly and polling stationstaff should dress accordingly. However, staffwill be present at the polling station all day andshould consider their personal comfort.

Remember that polling station staff arerepresentatives of the Returning Officer andshould act impartially at all times. Any badges,slogans, or colours that might bring theimpartiality of the polling station staff intoquestion must not be worn.

Polling station layoutThe first job on arrival will be to set up thepolling station, unless this has already beendone for you. The layout of the room isimportant. Poor layout could causeunnecessary confusion and access difficulties.

Caretakers may already have arranged theroom, particularly if the Returning Officer orPresiding Officer has given them instructions onthe layout of the polling station in advance.However, it is possible that the polling stationstaff will have to set up the room or rearrangethe furniture. Some polling booths are heavy;be careful when erecting or moving them (seeAppendix 9 for advice on health and safetyissues).

Presiding Officers should position themselvesand the ballot box(es) in such a way thatprevents any voter leaving the polling stationwithout passing them.

Examples of layouts for both a room wherethere is one polling station and a room wherethere is more than one polling station are set


Example of a single polling station layout

EUROPEAN PARLIAMENTARY ELECTION(yellow ballot paper)vote for ONE party or individual candidate only

[name] COUNCIL ELECTION(green ballot paper)vote for no more than …. candidates orvote for ONE candidate only

PUT NO OTHER MARK ON THE BALLOT PAPER, OR YOUR VOTE MAY NOT COUNT

If the Returning Officer has provided anysuch notices in alternative languages andformats, e.g. Braille, in languages other thanEnglish or in pictorial formats, these shouldalso be displayed inside the polling booth.

A large sample copy of each of the ballotpapers must be displayed inside the pollingstation, ideally in a well-lit location whereelectors can easily see them before beingissued with their ballot papers.

An enlarged hand-held copy of each of theballot papers, marked ‘sample’, will also besupplied by the Returning Officer. These canbe given to electors who are partially sightedto take into the polling booth for referencewhen marking their ballot papers.

Make sure that there are no party posters orother material that might be construed assupporting the views of any party orcandidate involved in the elections displayedin or on the premises. If any such materialsare found, they must be removed or coveredup.

Who may be present in the pollingstation?The law specifically provides for certainpersons to be present in polling stations (in

than one polling station, the ballot box(es) mustbe kept separate, otherwise voters from onepolling station may mistakenly put their ballotpaper in the ballot box for the wrong pollingstation and the ballot paper accounts for eachof the two polling stations will not tally. Evenwith the ballot box(es) kept separate, staffshould remain vigilant as voters may still getconfused as to which ballot box(es) they shouldbe using.

Signs and noticesThink what each sign and notice is for whenputting it up. Walk the route the voter isexpected to follow, checking all signs andnotices. Some signs and notices are directionalwhilst others provide information for voters.Ensure that they are positioned so that they canbe read by all electors, including those inwheelchairs.

The notice ‘Guidance for voters’ is to bedisplayed both inside and outside the pollingstation. If the Returning Officer has providedsuch notices in Braille, in languages other thanEnglish and Welsh, or in pictorial formats, thesetoo should be displayed both inside andoutside the polling station.

The only notice to be displayed within thepolling booth is the one that providesinformation on how to vote. This will read:


Example of a double polling station layout

addition to polling staff and voters). These are:

• the Returning Officer and staff

• candidates at the European Parliamentaryelection (both party list and individualcandidates), election agents, sub-agents andpolling agents

• candidates at the local government election,their election agents and polling agents

• police officers on duty at the polling station

• representatives of the Electoral Commission

• accredited observers

• persons under the age of 18 who accompanyvoters

• companions of voters with disabilities

The Returning Officer and staffReturning Officers and their staff may visitduring the course of the day. This may be tocarry out duties such as delivering additionalequipment, carrying out an inspection of thepolling station or to collect postal ballot papersthat have been handed in at the polling stationby voters.

Candidates, election agents, sub-agentsand polling agentsCandidates at the European Parliamentaryelection (both individual candidates andcandidates on a party list), their election agentsand sub-agents, as well as candidates at thelocal government election and their electionagents, have the right to enter and to remain ina polling station, but they must not disruptvoting or attempt to canvass voters.

Local government candidates, as well asindividual candidates and parties at theEuropean Parliamentary election, can havepolling agents work on their behalf on electionday in polling stations. Polling agents have theright to enter and remain in the polling stationand to observe voting. The main purpose oftheir appointment is to detect personation – thatis, people voting illegally in the name of anotherelector. Not more than one polling agent maybe admitted at the same time to a pollingstation on behalf of the same party or

candidate. The Returning Officer will havenotified Presiding Officers in advance if anypolling agents have been appointed to attend atthe polling station.

Polling agents will wish to note on their owncopy of the register of electors who has voted,but they cannot take this marked copy of theregister out of the polling station until after theclose of poll. They must not interfere with thevoting process and must not campaign orcanvass voters in the polling station. If they dowear a rosette, it should be plain. They have theright to observe the preparation and opening ofthe polling station and its closure and may addtheir seal to the ballot box(es) at the close ofpoll (though not at poll opening). During pollinghours, polling agents in attendance should beplaced at a separate table that is close enoughto observe and hear the proceedings, but not ina position that would compromise the secrecyof the ballot.

Police officers on duty at the pollingstationPolice officers may be present on duty in thepolling station at any time, although it is thePresiding Officer’s duty to maintain order in thepolling station (see Appendix 7 for informationon security at the polling station). In manyareas, it is now common practice to providemobile policing support to polling stations.

Representatives of the ElectoralCommission and accredited observersRepresentatives of the Electoral Commissionand other individuals accredited through theCommission's official observer scheme areentitled to attend all polling station proceedings.They do not need to give advance notificationof where they intend to observe, but everyobserver must carry photographic identificationand should not be allowed to observeproceedings without this (see examplesoverleaf). The status of individuals seeking togain entry to polling stations as observers canalways be checked with the Returning Officer.


Both Commission representatives andaccredited observers agree to abide by a Codeof conduct which includes an agreement thatthey will not interfere with any proceedings.Presiding Officers may ask observers (but notCommission representatives) to leave thepolling station, but only if they are:

• breaching or attempting to breach thesecrecy of the ballot

• knowingly obstructing the polling process

• asking electors about their voting preference

If an observer is removed from the pollingstation, the Presiding Officer must provide anote to the observer stating the reasons whythey have been removed.

Presiding Officers should also record any suchincidents and notify the Returning Officer assoon as possible.

Any observer removed in the circumstancesabove is not entitled to re-enter the pollingstation for the remainder of the poll.

In the case of overcrowding, Presiding Officersare entitled to limit the number of accreditedobservers (but not Commissionrepresentatives) present inside a polling stationfor a specified time – such as for 30 or 60minutes. However, it is important to note that noofficer is entitled to bar all observers from theentire process, only to limit the number ofobservers present at any one time. When suchaction is taken, this should be recorded in apolling station log.

Presiding Officers should record the details ofany accredited observers or Commissionrepresentatives who attend at their pollingstation.

Persons under the age of 18 whoaccompany votersPersons under the age of 18 may accompanyvoters into the polling station to observe thevoting procedure. Presiding Officers can limitthe number of those under 18 allowed in thepolling station at any one time if they considertheir attendance to be impeding theproceedings in any way.

Companions of voters with disabilitiesCertain persons may accompany and assistvoters with disabilities in placing their vote. SeeAppendix 1 for further details, including whatassistance the Presiding Officer may provide.

Sealing the ballot box(es)The Presiding Officer should close and seal theballot box(es) a few minutes before 7am, afterhaving shown to all present that they are empty.

Example of ID issued to Commissionrepresentatives (pink)

JaneDoe

Commission Representative

Electoral observation is a legitimate andvaluable part of the electoral process, andcare should be taken not to hinder orobstruct the conduct of the observation.

Example of ID issued to accredited observers (silver)


In the event that spare ballot boxes have beenissued to the Presiding Officer, these too mustbe sealed before polling commences. However,ballot box(es) not in use should be storedsecurely out of sight.

Ballot box(es) vary in design, as does themethod of sealing them. Whatever method isused, make sure that the ballot box is properlysecured. At this stage, candidates, electionagents or polling agents must not be allowed toaffix their seals to the ballot box: their seals mayonly be attached at the close of poll.

Some last-minute checksJust before the polling station is opened, take afew moments to double-check that everything isready. Make sure that the ballot papers,corresponding number list, tendered ballotpapers and other official documentation aresafely out of reach of voters. Tendered ballotpapers should be kept separate to ensure thatthey are not issued in error. Tendered ballotpapers are easily identified as they are adifferent colour to the ordinary ballot papers.Information on the circumstances in whichtendered ballot papers should be issued can befound in Appendix 6b.

Ballot papers may be provided as loose leaf butwill most likely be supplied in books where theycan be detached as they are issued. If notalready done so, check that the ballot papersare in the correct numerical sequence and that

the numbers match those pre-printed on thecorresponding number list. This will saveaccounting problems at the close of poll.

Check that the ballot pencils are sharpened andfixed securely to the polling booth. Check thatthe ballot papers bear the unique identifyingmark on the back (see example of ballot paperreverse below) and if a pre-printed official markis being used instead of a stamping instrument,that this is also present.

If a stamping instrument is being used, checkthat it is working.

A sealed ballot box

Example of a European Parliamentaryelection ballot paper reverse


Opening the polling station

There may be a number of electors waiting forthe polling station to open. Greet them andinvite them inside as soon as it is 7am.However, do not issue ballot papers before7am.

Summary of the voting procedureFor the majority of voters who come to thepolling station, the process for voting will bestraightforward.

Stage one – checking the voter• Greet electors, ask them to confirm their

name and address, and ensure that they areeligible to vote.

• Mark the register of electors against theelector number of the elector by placing astraight line against, but not through, theelector’s entry in the register.

• Call out the number and name of the elector.

Stage two – issuing the ballot papers• Write the elector number (including the

polling district reference letter(s) if not pre-printed) on the corresponding number listnext to the ballot paper numbers to beissued.

• Ensure that the ballot papers include either apre-printed official mark (e.g. a barcode orwatermark) or use the stamping instrument tostamp (perforate) the ballot papers with theofficial mark in the top left hand corner so asto be visible on both sides of the paper.

• Fold and hand the ballot papers to the

elector.

Stage three – voting• The voter marks the ballot papers in the

privacy of the polling booth.

• Immediately prior to the voter placing theballot papers in the ballot box(es), thePresiding Officer should ask the voter toshow the ballot paper numbers and theunique identifying mark on the back of theballot papers.

• Say ‘goodbye’ and thank the voter as theyleave the polling station.

5 Polling day: opening and conducting the poll


Example of a corresponding number list

The polling station must open at 7am. Do notbe late.

on the register of electors

• read out the elector’s name, elector numberand polling district reference from the register

of electors (this is a safeguard againstpersonation)

Only electors with anonymous entries on theregister, and their proxies, must produce theirpoll card, or proxy poll card, in order to vote.This is because electors with an anonymousentry are registered without a reference to theirname or address in order to protect them fromharm. Return the poll card to any such electorsonce you have marked their entry on theregister. For an explanation of the votingprocedure for anonymous electors, please seeAppendix 4.

Whose names are on the register ofelectors?In most cases, the register of electors willcontain the names of all electors allocated tothe polling station. A few electors may haveregistered anonymously and will appear withoutreference to their name or address. Their entryon the register will consist of their electornumber and the letter ‘N’, and will be found atthe end of the register under the ‘other electors’section.

Together with their name, most electors justhave their elector number and address. Theseelectors are eligible to vote at any election.Some electors will also have a letter or a datepreceding their name. These letters indicatetheir eligibility to vote in certain elections andthe date indicates when they will attain votingage.

The appendices in this handbook show what todo when something out of the ordinary occurs,for example, establishing entitlement to vote,and dealing with anonymous voters, proxyvoters and emergency proxy voters. PresidingOfficers should read these sections prior topolling day in order to be prepared.

Stage one – checking the voterIn a polling station with a Presiding Officer andonly one Poll Clerk, one person should beresponsible for the register of electors and theballot papers and the other should beresponsible for ensuring that the electornumber is entered correctly in thecorresponding number list. The ReturningOfficer may give guidance on how this workshould be allocated, which must then befollowed.

If there are two Poll Clerks, the Presiding Officermay wish to oversee the process, dealing withvoters and any special circumstances. In thiscase, the two Poll Clerks should share dutiesand could swap every so often, on theinstruction of the Presiding Officer.

Polling staff should greet electors as theyapproach the table. If there are two pollingstations in the room, they should make surethat electors attend the correct one. Thereshould be signs displayed listing the streets oraddresses for each station and polling staffshould be on hand to guide electors.

Most electors bring their poll card with them toshow to the Poll Clerk even though this is not arequirement for most electors. Offer this pollcard back to the elector; it will help them to giveinformation to tellers outside if this is their wish.If the elector declines the poll card, the PollClerk should tear up the card before disposingof it in an appropriate receptacle.

Unless an elector has an anonymous entry, thePoll Clerk must:

• confirm the elector’s name and address andcheck that they are on the register of electorsand eligible to vote

• draw a straight line against the elector’s entry

Not everyone who is eligible to vote at aEuropean Parliamentary election is alsoeligible to vote at a local governmentelection, and vice versa. Therefore, the lettersbefore electors’ names should always becarefully checked before issuing any ballotpapers.


Who can vote at a EuropeanParliamentary election?• Electors with no letters or dates before their

name.

• Electors with an anonymous entry who haveno letter next to their entry other than theletter ‘N’.

• Electors who are 18 years of age or over –the figures printed before an elector’s entryindicate the date on which that electorbecomes 18 years old.

• Electors with an ‘F’ before their name* –these are overseas electors who can voteonly in UK Parliamentary and EuropeanParliamentary elections.

• Electors with a ‘K’ before their name* – theseare citizens of European Union (EU) memberstates (other than the UK, Republic of Ireland,Cyprus and Malta) who can vote at EuropeanParliamentary elections, as well as at localgovernment elections and elections todevolved institutions.

• Electors with an ‘L’ before their name* –these are peers who are entitled to vote atEuropean Parliamentary and localgovernment elections, as well as at electionsto devolved institutions.

• Electors with an ‘E’ before their name* –these are overseas electors who areregistered as peers and who are eligible tovote only in European Parliamentaryelections.

Who cannot vote at a EuropeanParliamentary election?• Electors with a date of birth next to their name

which shows that they will not be 18 years olduntil after polling day.

• Electors with an ‘A’ before their name* –these are voters who have chosen to vote bypost and are not able to vote in person at thepolling station.

• Electors with a ‘G’ before their name* – theseare European Union (EU) citizens who canvote in local government and devolvedinstitution elections only.

Who can vote at a local governmentelection in England?• Electors with no letters or dates before their

name.

• Electors with an anonymous entry who haveno letter next to their entry other than theletter ‘N’.

• Electors who are 18 years of age or over –the figures printed before an elector’s entryindicate the date on which that electorbecomes 18 years old.

• Electors with a ‘G’ before their name* – theseare citizens of EU member states (other thanthe UK, Republic of Ireland, Cyprus andMalta) who can vote in local government anddevolved institution elections only.

• Electors with a ‘K’ before their name* – theseare citizens of EU member states (other thanthe UK, Republic of Ireland, Cyprus andMalta) who can vote at EuropeanParliamentary elections, local governmentelections and elections to devolvedinstitutions.

• Electors with an ‘L’ before their name* –these are peers who are entitled to vote atEuropean Parliamentary and localgovernment elections, as well as at electionsto devolved institutions.

Who cannot vote at a local governmentelection in England?• Electors with a date of birth next to their name

which shows that they will not be 18 years olduntil after polling day.

• Electors with an ‘A’ before their name* –these are voters who have chosen to vote bypost and are not able to vote in person at thepolling station.

• Electors with an ‘E’ before their name* –these are overseas electors who areregistered as peers and who are eligible tovote only in European Parliamentaryelections.

* For an anonymously registered elector, any letters wouldappear before the letter ‘N’, as the names of suchelectors are not contained on the register of electors.


• Electors with an ‘F’ before their name* –these are overseas electors who can voteonly in UK Parliamentary and EuropeanParliamentary elections.

Stage two – issuing the ballotpapersBallot papers are numbered and should matchthe numbers pre-printed on the correspondingnumber list. Ballot papers must be issued instrict numerical order commencing with thelowest number in each batch. Otherwise,problems will be experienced at the close ofpoll when completing the ballot paperaccounts.

If the elector is shown on the register of electorsas being eligible to vote and has, wherenecessary, answered the prescribed questionssatisfactorily (see Appendix 6a for theprescribed questions), then the voter must beissued with the relevant ballot papers.

The Poll Clerk (or Presiding Officer) with theballot papers must:

• allocate the relevant ballot papers

• ensure that the ballot papers to be issuedbear the unique identifying mark and officialmark

• fold the ballot papers and hand them to thevoter

The Poll Clerk (or Presiding Officer) with thecorresponding number list must write theelector’s number against the number of theballot papers that are being issued on thecorresponding number list.

What happens if an elector is onlyentitled to receive one ballot paper?The Presiding Officer should issue the relevantballot paper and mark the register of electorsaccordingly, indicating which ballot paper hasbeen issued.

The elector’s number should then be enteredonto the corresponding number list.

The Presiding Officer should then write‘cancelled’ on the ballot paper that has notbeen issued to the voter, as well as on thecorresponding number list, and place thecancelled ballot paper in the envelopeprovided.

What happens if the ballot papers do notbear the unique identifying mark?All ballot papers must bear a unique identifyingmark on the back of the ballot paper. This cantake a number of forms, for example, a printedbarcode or a sequence of letters and numbers.The Returning Officer should notify PresidingOfficers at the training session as to what formthe unique identifying mark will take.

If all the ballot papers are missing the uniqueidentifying mark, the Presiding Officer shouldnotify the Returning Officer immediately.

If only some ballot papers are missing themark, the Presiding Officer should only issuethose ballot papers that contain the uniqueidentifying mark, and should also notify theReturning Officer of the situation.

If some of the ballot papers for only one of theelections are missing their unique identifyingmarks, the ballot papers listed on thecorresponding number list alongside thosemissing the unique identifying mark should alsonot be issued. The Presiding Officer shouldwrite ‘cancelled’ on the relevant ballot papersand on the corresponding number list andplace the cancelled ballot papers in theenvelope provided, so as to avoid issuing themin error.

* For an anonymously registered elector, any letters wouldappear before the letter ‘N’, as the names of suchelectors are not contained on the register of electors.

The elector’s number must not be written onthe ballot paper


If anything out of the ordinary happens at thechecking stage – for example, an electorclaims to have made an application to beregistered but their details are not listed onthe register, etc. – refer to Appendix 4 formore details.

What happens if the ballot papers do notcontain the official mark? The official mark may be pre-printed on theballot papers or the ballot papers may need tobe perforated with a stamping instrument onissue. The Returning Officer will indicate whatthe official mark will be at the training session.Every ballot paper must bear an official mark.

Any ballot paper that is lacking the official markwill be rejected at the count.

If the ballot papers should, but do not, contain apre-printed official mark as indicated by theReturning Officer, the Presiding Officer shouldcontact the Returning Officer. The ReturningOfficer may have provided a stampinginstrument for use in an emergency. This shouldthen be used to stamp the ballot paper in thetop left hand corner so as to be visible on bothsides of the paper. If the stamping instrumentdoes not work, the Presiding Officer shouldcontact the Returning Officer for further adviceand improvise as indicated below.

What happens if the stamping instrumentdoes not work?If the Returning Officer has decided to use astamping instrument but has not provided oneor it fails to work, then the Returning Officershould be notified and a method of stampingshould be improvised. For example, use adrawing pin to perforate the ballot paper a fewtimes before it is issued. The Presiding Officershould record the improvised mark and notethe numbers of the first and last ballot papersissued and stamped in this way. This should behanded in with the ballot paper accounts at thecount.

What if the elector refuses a particularballot paper before it has beenhanded over?If an elector refuses one of the ballot papersbefore it has been handed over, the PresidingOfficer should issue the requested ballot paperand mark the register of electors accordingly,indicating which ballot paper has been issued.

The elector’s number should then be enteredonto the corresponding number list.

The Presiding Officer should then write‘cancelled’ on the ballot paper that the voterhas refused and on the corresponding numberlist and place the cancelled ballot paper in theenvelope provided.

The elector may return to the polling stationlater on polling day to request the votepreviously refused, and so following thisprocedure is important.

If the elector does return to the polling stationlater in the day, the corresponding number listshould be marked but only the ballot paper forthe election that was previously refused shouldbe handed over to the elector. Thecorresponding ballot paper for the otherelection should be marked ‘cancelled’ and putin the envelope provided. The Presiding Officershould also write ‘cancelled’ on thecorresponding number list and mark theregister of electors to show that both ballotpapers have now been issued to that elector.

What if a ballot paper has already beenhanded over and the elector decidesthey do not want it?Once a ballot paper has been handed over tothe elector it cannot be cancelled. ThePresiding Officer should therefore try toconvince the elector to place the unmarkedballot paper in the appropriate ballot box.

If the elector refuses to do this, the PresidingOfficer should take the ballot paper and place itin the envelope, marked accordingly, and makea note on the appropriate ballot account thatthe paper was issued but not used. ThePresiding Officer should not re-issue this ballotpaper.

Stage three – votingVoters must mark the ballot papers in theprivacy of the polling booth and then re-fold theballot papers so that no one may see the waythey have voted. Voters should show the ballotpaper numbers and the unique identifying markon the back of the ballot papers to the


Presiding Officer or Poll Clerk before placing itin the appropriate ballot box.

What is the procedure if a voter makes amistake and spoils a ballot paper?Do not issue a tendered ballot paper.

Sometimes voters do make mistakes, e.g. bymaking a mark against the ‘wrong’ party orcandidate.

If the voter has proved to the satisfaction of thePresiding Officer that only one of the two ballotpapers has been spoilt, the voter shouldnevertheless return both ballot papers to thePresiding Officer.

The Presiding Officer must take the two ballotpapers and write ‘cancelled’ on both of themand on the corresponding number list beforeplacing them in the envelope provided. Do notplace either the spoilt or unspoilt ballot paperin the ballot box. Once a spoilt ballot paper hasbeen placed in the ballot box, a replacementballot paper cannot be issued.

Issue the voter with two replacement ballotpapers, one each for the EuropeanParliamentary and local government elections.Do not forget to write the elector numberagainst the new ballot paper numbers on thecorresponding number list. The PresidingOfficer must also remember to ensure thereplacement ballot papers bear the officialmark.

If the voter has spoilt one of the ballot papersbut has already placed the other ballot paper inthe ballot box, the voter must return the spoiltballot paper to the Presiding Officer. ThePresiding Officer must write ‘cancelled’ on thereturned ballot paper and on the correspondingnumber list. The Presiding Officer must issuethe voter with a replacement ballot paper inplace of the returned (spoilt) ballot paper,writing the elector number against the newballot paper number on the correspondingnumber list.

In addition to issuing a replacement for thespoilt ballot paper, the Presiding Officer must

also immediately cancel the correspondingballot paper for the other election that is notneeded (the unused) and write ‘cancelled’ onthat ballot paper and on the correspondingnumber list.

The two cancelled ballot papers (the spoilt andunused) must then be placed in the envelopeprovided for this purpose. Again, do not placeeither of the cancelled ballot papers in theballot box.

At the close of poll, the Presiding Officer willcount and then record the number of spoiltballot papers on the ballot paper accounts.

Providing general assistance to votersPolling staff have a duty to assist voters in thevoting process. Remember, voters arecustomers: greet them with a smile and takeinto account any special needs they may have.

Never be off-hand, prejudiced or patronising.Do not become angry or agitated, even whenunder pressure.

Listen carefully if you are asked a question. Ifyou are unable to answer a voter’s questions orconcerns, refer them to the Returning Officer.

When giving general assistance, polling stationstaff must be careful not to lead voters to casttheir votes for a specific party or candidate, oroffer an opinion about any party or candidate.

There are a number of written instructionsavailable for voters in the polling station. First ofall, there are the instructions on the ballotpapers themselves. There are also the‘Guidance for voters’ posters and the noticedisplayed inside each polling booth. If any voterasks for assistance it may, in somecircumstances, be helpful to read out theseinstructions to them.

Additionally, the Returning Officer may haveprovided instructions or guidance in alternativelanguages or formats depending onrequirements within the community. ThePresiding Officer should be familiar with whatresources are available and provide these asand when appropriate.


Some voters may still find the instructionsunclear. They may ask, for example, to havetheir favoured party or individual candidatepointed out to them. Some might ask wherethey should place their cross on the ballotpaper. If the ballot paper is for the EuropeanParliamentary election, the Presiding Officershould explain that an elector can vote for eitheran individual candidate or a set of candidateson a party list, and that seats are allocated toparty list candidates in the order that they arelisted. The Presiding Officer should then readout the names of the parties and individualcandidates in the order they appear on theballot paper. They should also ask whether thevoter wants to have the names of thecandidates on the party list read out to them. Ifthe ballot paper is for the local governmentelection, the Presiding Officer should explainthe number of candidates the elector can votefor, and read out the list of candidates in theorder that they appear on the ballot paper.

There are special procedures to follow whenassisting voters with disabilities and these aredescribed in Appendix 1.

Maintenance of the polling placeThe Presiding Officer should check the pollingplace regularly and ensure that voters haveunimpeded access at all times. They should:

• Check signs and notices and replace orrepair any that have been defaced ordamaged.

• Ensure the entrance to the polling station,including any ramps, is not blocked.

• Where temporary ramps are being used,ensure that they are firmly in place.

• Instruct anyone who is campaigning in oraround the polling station to stop.

• Remove any campaign literature that mayhave been left in the polling station.

• Make sure that there is sufficient light forvoters in the polling booths.

• Make sure that the pencils are still in thebooths and sharpen them if necessary.

• Ensure that nothing has been left in thebooths, including ballot papers or informationon a particular candidate.

• Check the ballot box seals/lock.

• Give the ballot box a shake or use a ruler topush the ballot papers down if the box seemsfull.

• Keep the polling station clean, tidy and freefrom any hazards including any passagewaysleading into the polling station.

Postal votesPresiding Officers are responsible for receivingany postal votes (or any part of a postal vote,i.e. the postal ballot paper(s) or postal votingstatement) handed in at the polling station. Forfurther details on the postal vote procedure, seeAppendix 3.

Certificates of employmentSome polling station staff may have beenissued with certificates of employment for theEuropean Parliamentary and local governmentelections. These certificates are signed by theReturning Officer, allowing staff to vote atanother polling station within the electoralregion and/or electoral division/ward, ratherthan at their prescribed one. Similarly, a policeofficer may present such certificates, signed byan inspector (or higher rank). In such a case,the Presiding Officer will issue the relevantballot papers and then cancel the certificatesand place them in the envelope provided.


Procedures• Polling must close at 10pm.

• Make sure that the doors to the pollingstation are closed at exactly 10pm.

• Anyone who has been issued with ballotpapers by 10pm must be allowed to vote.

• No one may be issued with ballot papersafter 10pm, even if they are inside the pollingstation and waiting to receive their ballotpapers.

The following are permitted to be present at theclose of poll:

• Returning Officer and polling station staff

• European Parliamentary party list andindividual candidates, their election agents,sub-agents and polling agents

• local government candidates, their electionagents and polling agents

• police officers on duty in the polling station

• representatives of the Electoral Commission

• accredited observers

After the close of poll, the Presiding Officermust seal the slot of the ballot box(es) and anycandidate, election agent, sub-agent or pollingagent present may also affix their seal to it.

The Poll Clerk(s), in the meantime, should takedown all the signs and tidy the room. Ifinstructed to do so, polling station staff mayalso be required to dismantle the polling stationfurniture and return the room to its originalstate. Take care when moving heavy items (seeAppendix 9 for further information on healthand safety).

Local government candidates, party list andindividual candidates at the European

Parliamentary election, election agents, sub-agents and polling agents are also entitled tobe present when the paperwork is beingcompleted and when the various packets ofdocuments are sealed as described below.

Completing the paperworkThe Presiding Officer must complete all officialforms. Take care when filling in the paperwork.It is far more important to be accurate thanfast.

It is quite possible that some of the officialforms have not been needed during the day; forexample, no tendered ballot papers may havebeen issued and no ballot papers may havebeen spoilt. If this is the case, still complete theforms, entering a ‘nil’ return where necessary.

Checklist of official forms to becompleted by the Presiding Officer• the ballot paper accounts

• list of voters with disabilities assisted bycompanions

• list of votes marked by the Presiding Officer

• statement of the number of voters whosevotes are marked by the Presiding Officer

• the statement of the number of postal votesdelivered to the polling station

• the tendered votes list

Completion of the paperwork is easier if all theofficial forms are laid out with theircorresponding envelopes. The front of each ofthe official envelopes lists the contents.Complete as many of the forms and envelopesas possible during the day, well before theclose of poll. Remember to complete all thepaperwork even if it seems that there is nothingto report. There may be occasions when, for

6 The close of poll


papers and this is why it is so important to issueballot papers in numerical order as pre-printedon the corresponding number list.

In many instances the first section of eachballot paper account will have been completedin advance by the Returning Officer. It is thePresiding Officer’s duty to complete theremainder of the form.

The ballot paper accounts and the postal votesenvelope must be delivered with the ballotbox(es) and other documentation to theverification centre as directed – do not losethem or place them by mistake in anotherenvelope or with other election materials as thismay cause problems and delays at theverification and count.

The rest of the paperworkPresiding Officers should then attend to the restof the paperwork. Complete and sign the otherforms on the checklist (see previous page). Donot forget to fill in the forms with ‘nil’ returns ifthey have not been needed during the day.

example, no tendered ballot papers have beenissued or electors have not spoilt any ballotpapers. In those cases, ensure you still fill in therelevant sections of the ballot paper accountswith the number ‘0’.

Checklist of official packets andenvelopes and their contents• the two ballot paper accounts: one for the

European Parliamentary election ballotpapers and one for the local governmentelection ballot papers – keep these with theballot box(es)

• postal vote envelopes handed in at thepolling station – keep these with the ballotbox(es)

• unused and spoilt ballot papers (bothordinary and tendered) – if they do not fit,wrap the envelope around them and securewith string or elastic bands

• the tendered ballot papers for both theEuropean Parliamentary and localgovernment elections

• the marked copy of the register of electors(including any marked notices as describedin Appendix 2) and list of proxies

• the completed corresponding number list andthe certificates of employment

• the tendered votes list, the list of voters withdisabilities assisted by companions, the list ofvotes marked by the Presiding Officer, thestatement of the number of voters whosevotes are marked by the Presiding Officerand the declarations made by thecompanions of voters with disabilities

The ballot paper accountsThe ballot paper accounts are the mostimportant of all the paperwork and should befilled in first, with care.

The ballot paper accounts reconcile the numberof ballot papers dealt with by the PresidingOfficer. Remember to count the number ofballot papers issued for each electionaccording to the corresponding number list andinclude this on each ballot paper account. Theform relies on the serial numbering of the ballot


Example of ballot paper account filled in

Packing materials at the pollingstationIn order, pack the materials into their officialenvelopes and packets. The correspondingnumber list and the unused ballot papers mustbe placed separately in the appropriateenvelopes. Postal votes (or parts of) handed inat the polling station should also be keptseparate as these will be needed quickly at theverification and count centre.

A number of sacks, bags or crates will havebeen supplied to transport the paperwork andother election materials back to the verificationand count centre. Make sure that the items goin the appropriate receptacle.

Transporting election materials tothe verification and count centreThe ballot box(es), ballot paper accounts,postal votes envelope, sacks or bagscontaining the official envelopes and otherelection stationery and materials must bedelivered to the verification and count centre.

The Returning Officer will have giveninstructions regarding the transportation ofballot box(es) and polling station materials tothe verification and count centre.

If the items are to be delivered by the PresidingOfficer, the Returning Officer will have giveninstructions on the location of the centre andthe entrance to be used. One of the Poll Clerksmay be asked to assist the Presiding Officer ifthere is too much for one person to carry. Go tothe verification and count centre directly andwithout delay. Presiding Officers shouldcontact the Returning Officer immediately if anyproblems occur that may cause a delay ingetting to the centre.

Sometimes, other arrangements may be madefor the delivery of ballot box(es) and electionmaterials to the verification and count centre. Itmay be that the Returning Officer arranges forthe materials to be collected from the pollingstation. Do not leave the ballot box(es)unattended at any time and ensure that ballot

box(es) are only handed to members of theReturning Officer’s staff.

Finally, before leaving the polling station, makesure that any waste material is disposed ofappropriately and the premises are left tidy.Ensure that any keys are returned to theappropriate person.


Disability and electionsThe Disability Discrimination Act 1995established in law the rights of disabled people.Reports from previous elections have foundevidence of discrimination in access to theelectoral process. The following guidance isdesigned to help to ensure that there is equalaccess to voting for all.

Polling station staff must ensure that disabledvoters are not offered a lower standard ofservice than other voters. Reasonableadjustments to practices and procedures mustbe made so that people with a range ofdisabilities are not disadvantaged in any way.

Of course, it is the responsibility of theReturning Officer to make arrangements toensure that disabled voters have, as far aspossible, the same access to the electoralprocess as anyone else. However, practicesadopted by Presiding Officers on polling daycan also help to make a difference:

• If car parking spaces are provided fordisabled people, make sure they areavailable for that purpose throughout the poll.In any event, if possible, keep parking spacesclose to the polling station entrance free fordisabled people.

• Ensure that there is good signage for anyalternative disabled access.

• Use a purpose-built ramp if available, butmake sure it is suitable.

• Open up double doors if necessary to ensuregood access for all – however, make surethese are not fire doors.

• Are doormats level with the floor? If not, canthey be removed if potentially dangerous?

• Have a seat available for any elector whomay need to rest.

Assistance to electors unable togain access to the polling stationIf an elector is unable to enter the polling stationbecause of a physical disability, the PresidingOfficer, after informing any agents present, maytake the ballot papers out of the polling stationto the elector. After the ballot papers have beenmarked, the Presiding Officer must place thefolded papers into the ballot box(es)immediately. It is essential that the secrecy ofthe vote is maintained in all circumstances. Theballot box(es) must not be left unattended orremoved from the polling station at any time.

Disabled voters Disabled voters may request the assistance ofthe Presiding Officer to mark the ballot papersfor them. If so, the Presiding Officer mustrecord this on the list of votes marked by thePresiding Officer. Alternatively, they may beassisted by a companion, with the permissionof the Presiding Officer, who must be satisfiedthat the elector’s disabilities would preventthem from voting unaided.

The companion of a disabled voter must beeither a close relative (father, mother, brother,sister, spouse, civil partner, son or daughter – ifthey are aged 18 years or over) or a qualifiedelector. The voter should ask the permission ofthe Presiding Officer to be assisted by theircompanion.

The companion must fill out a simpledeclaration form, titled ‘Declaration to be madeby the companion of a voter with disabilities’. Itis helpful for the Presiding Officer to fill out thedeclaration on the companion’s behalf and toask them to check the information and sign the

Appendix 1 – Equality issues


document. If the voter only voted at one of theelections, e.g. if they were only eligible to votein the European Parliamentary or localgovernment election, this should be stated onthe form.

The Presiding Officer must record the voter’sname and elector number, as well as thecompanion’s name and address, on the form‘List of voters with disabilities assisted bycompanions’. If only one list has been providedfor both elections and the voter only voted atone of the elections, this should be indicated onthe form.

Blind or partially sighted peopleA blind or partially sighted elector can votewithout assistance using the tactile votingtemplate provided. All polling station staff mustknow how to use this template and be able toexplain its use to blind or partially sightedvoters. Make sure the template is securelyattached to the ballot paper and that the voteris confident about using it. The voter should:

• lift the selected window

• mark their preference(s)

• close the window

• separate the template from the ballot paper

• repeat the procedure for the other ballotpaper if appropriate

• fold and place the ballot papers in the ballotbox(es)

• return the template to the Presiding Officer

Ensure that the large-print versions of each ofthe ballot papers are displayed in a well lit areawhere electors can easily see them. Theenlarged hand-held copies of each of the ballotpapers, marked ‘sample’, should also be madeavailable to electors.

Blind or partially sighted voters may requestassistance from the Presiding Officer orqualified companions.

Do:

• give precise instructions to help such votersfind their way

• guide the voter on their instruction (mostprefer to take the arm of the helper)

Do not:

• assume that help is needed – always ask first

• distract guide dogs by fussing or petting anddo not take hold of the lead


Example of ‘List of voters with disabilitiesassisted by companions’

Example of ‘Declaration to be made by thecompanion of a voter with disabilities’

• touch the voter; first, ask if they wish to beguided

Deaf blind peopleRed bands on a white cane or a red-and-whiteharness on a guide dog indicate that theperson has both impaired sight and impairedhearing.

Deaf peopleProfoundly deaf people will have very limitedhearing, usually only with use of a hearing aid.To communicate, a profoundly deaf person inmost cases will rely on sign language and lip-reading.

A severely deaf person requires the use of ahearing aid to help gain some hearing. In somecases a severely deaf person may have theability to hear certain sounds depending on theloudness or frequency of the sound.

Do:

• get the deaf person’s attention beforespeaking

• tap them gently on the shoulder or wave atthem

• face the person being spoken to

• speak slowly and clearly to help lip-reading

• remain patient and repeat if necessary

• maintain eye contact

• use body language and facial expression tohelp communication – gestures may help

• write down in plain language what is to becommunicated

Do not:

• shout – it distorts your face and voice

• place anything in your mouth

• cover your mouth

• speak too fast

• speak too slowly or exaggerate lip patterns

• turn away or look down

• speak with bright light behind – this willshadow your face

• have anything in your hand if gesturing

• give up if the deaf person does notunderstand immediately

Voters with mental health problemsor learning disabilitiesIt is possible that a person who applies for aballot paper might appear to the PresidingOfficer to be suffering from some form ofmental health condition or to have a learningdisability.

It is the view of the Commission that a personwho is registered as an elector or entered in thelist of proxies cannot be refused a ballot paper,or in other words be excluded from voting, onthe grounds of mental incapacity.

In all cases, the Presiding Officer should try toensure that a person is given appropriateassistance in order to be able to cast their vote.For example, the elector may need the votingprocess explained to them by the PresidingOfficer, or the elector may request theassistance of a companion.

If the elector is blind, has a physical disability ordeclares that they are unable to read, thePresiding Officer may mark the ballot papers forthem. Alternatively, the elector may ask thePresiding Officer for a companion to assistthem. Only certain people may act as acompanion: they must be either a close relative(father, mother, brother, sister, spouse, civilpartner, son or daughter – provided that theyare aged 18 years or over) or a qualified elector.


The error may be discovered by the ElectoralRegistration Officer either before or on pollingday or by an elector or a proxy in the pollingstation.

Clerical errors identified by theElectoral Registration Officer beforepolling dayIf an error is identified before polling day butafter the register has been produced for the

Age – entitlement to voteIt is an offence for persons under 18 years ofage to vote in these elections, whether alone oraccompanied. If someone is obviously under18, they should be warned that they will beguilty of an offence if they vote in theseelections. The Presiding Officer must ask theprescribed questions and the person mustanswer them unaided (see Appendix 6a for theprescribed questions). If the person answersthe questions satisfactorily, they must be issuedwith the relevant ballot papers. A note shouldbe made of the voter’s name, address and anyother particulars, including the time of theincident and details of any personaccompanying the voter. The Returning Officershould subsequently be informed.

Mis-spelt names and electors whohave changed their nameSometimes an elector’s name has been mis-spelt or the name has legally changed since thecompletion of a registration form, e.g. bymarriage.

Ask the elector the prescribed questions (seeAppendix 6a). If the elector answerssatisfactorily, they must be allowed to vote, andthe Presiding Officer should make a note of theinaccuracy and pass it on to the ElectoralRegistration Officer.

If the elector is insistent that they wish the errorto be amended before they vote, the PresidingOfficer should contact the elections office foradvice or alternatively direct the elector to theElectoral Registration Officer.

Other electorsAt the end of some registers is a heading ‘Otherelectors’. Electors appearing here, which

include anonymous, service and overseaselectors, and those who have registered bydeclaration of local connection, no longer havea residential qualification but are still able tovote (subject to entitlement). It is unlikely thatservice or overseas electors will have beenissued with a poll card. However, poll cards willhave been posted to all anonymous electors,who unlike ordinary electors, will need toproduce their poll card in order to vote in thepolling station (see Appendix 5).

A person who is not on the registerof electorsUsually, the register of electors will contain allthose entitled to vote at that polling station. If aperson’s name does not appear in the pollingstation register this may be because the personhas not returned a registration form. However, itis possible that an error has occurred.

Clerical errors on the registerIf the Electoral Registration Officer discoversthat a correctly completed application form hasbeen received and the person was only omittedfrom the register as a result of a clerical error,the Electoral Registration Officer must correctthis error up until 9pm on polling day and makeprovision for the person to be able to vote upuntil the close of poll at 10pm.

Appendix 2 – Dealing with problems on the register of electors


provided for this purpose. Presiding Officerswill have received specific instructions at theirbriefing session. Once the elector’s name andnumber have been marked, ballot papers mustbe issued in the usual manner.

The marked notice or marked written recordmust be sealed up with the register at the closeof poll.

polling station, the Electoral RegistrationOfficer will have provided a separate ‘notice’,including any additions or amendments, inaddition to the normal register. This noticemust be marked in the same way as if it werepart of the register. It will usually be attachedat the end of the normal register. All otherprocedures are the same, including sealing upsuch a notice with the register at the close ofpoll.

Clerical errors identified by thePresiding Officer on polling dayIf someone who presents themselves at thepolling station is not on the register (or thenotice) and is insistent that they made anapplication to register, the Presiding Officershould refer this immediately to the ElectoralRegistration Officer.

Clerical errors identified by the ElectoralRegistration Officer on polling dayIf it is determined that a correctly completedapplication form was received and the personwas only omitted from the register as a resultof a clerical error, the error must be correctedand the Electoral Registration Officer will givenotice to the Presiding Officer (either in writingor orally, e.g. by telephone).

Procedure to allow a person to votefollowing the correction of a clericalerror on polling dayInstructions as to how the information will becommunicated to the Presiding Officer will begiven at the training session.

If the notice is communicated verbally, thePresiding Officer must make a written recordof the elector’s name and number and markthis record when issuing ballot papers in theusual manner. Presiding Officers may havebeen provided with a special form for thispurpose.

If the notice is communicated in writing, eitherthat notice must be marked in the same wayas if it were part of the register, or thePresiding Officer must write and mark theelector’s name and number on a special form

Electors allocated to a differentpolling stationAnyone else who is not on the register ofelectors (or the notice) for that polling stationmust not be allowed to vote. The person maybe registered to vote in a different pollingdistrict. If the elector requires more help, referthem to the Returning Officer or ElectoralRegistration Officer.


Postal votersSome electors will have applied to vote by postat the elections. Electors who have chosen tovote by post will have the letter ‘A’ against theirnames in the register of electors to be used atthe polling station to show that they are postalvoters. The names and the addresses wherethe postal ballot papers have been sent will beshown on the list of postal voters. Such electorsare not allowed to vote in person at the pollingstation, even if they state that they have notreceived their postal ballot papers.

However, completed postal votes may behanded in by the voter or someone on theirbehalf, at any polling station within the electoralarea.

Postal votes should be in a sealed envelopeand must be placed by the Presiding Officer,unopened, in the envelope(s) provided.

The envelope(s) must be kept secure at alltimes. It must be delivered to any staffappointed to collect postal votes handed in atthe polling station in accordance with theReturning Officer’s instructions, or be deliveredto the verification and count centre at the closeof poll.

Postal votes must not be placed in the ballotbox.

Collection of postal votes from pollingstationsThe Returning Officer may arrange for thecollection of postal votes from polling stationsduring polling day. If postal votes are collectedfrom the polling station, they should be placedinto a sealed packet. Polling agents andelection agents can also add their seals to thepacket if they wish.

What happens if someone is listed as apostal voter (or postal proxy voter) butclaims not to have applied for a postalvote? There are occasions when an elector or anappointed proxy asks for ballot papers only tofind that they are marked on the register ofelectors as being a postal voter.

The Presiding Officer should check the entry onthe register of electors to confirm that the voteris marked as a postal voter. The PresidingOfficer should explain the circumstances to thevoter and if the elector insists that they have notapplied for a postal vote then the followingprocedures should be followed.

If the voter is in possession of their postal vote,they should be advised to return this in thenormal manner, remembering that completedpostal ballot papers can be handed in at thepolling station.

Electors marked as having been issued with apostal vote cannot be given ordinary ballotpapers in the polling station. However, anelector or proxy who claims never to haveapplied for a postal vote but is listed as a postalvoter, is entitled to receive tendered ballotpapers at the polling station at any time.

Alternatively, up until 5pm on polling day, theymay be issued with a replacement postal ballotpack by the Returning Officer. The PresidingOfficer should refer the elector to the ReturningOfficer for advice on this procedure.

If it is before 5pm but the elector cannot ordoes not want to make arrangements for areplacement postal ballot pack to be issued,the Presiding Officer should issue tenderedballot papers instead (see Appendix 6b).

Appendix 3 – Procedure for postal and proxy voters


After 5pm, the elector cannot be issued with areplacement ballot pack, so the PresidingOfficer can only issue tendered ballot papers.

Before issuing tendered ballot papers, thePresiding Officer must ask the appropriateprescribed questions (see Appendix 6a).

If the elector answers the prescribed questionssatisfactorily, the Presiding Officer must issuetendered ballot papers – the elector must notbe given ordinary ballot papers.

What happens if an elector (or postalproxy) has not received, has lost or spoilttheir postal ballot papers?If an elector (or postal proxy) states that theyhave applied to vote by post but have notreceived or have lost or spoilt one or both oftheir postal ballot papers, they should beadvised to apply to the Returning Officer for areplacement, as long as this application ismade before 5pm on polling day.

In most cases, even if electors have only lost orspoilt one of their ballot papers, they should beadvised to apply to the Returning Officer for areplacement of their entire postal ballot pack.Further instructions will be provided by theReturning Officer at the briefing session.

The Returning Officer can issue fullreplacements up until 5 pm.

If an elector (or postal proxy) states they havelost, spoilt or not received their postal ballotpapers and arrives at the polling station after5pm on polling day, they can be issued with atendered ballot paper for each election if theyanswer the prescribed questions satisfactorily(see Appendix 6a). Tendered ballot paperscannot be issued to such an elector (or postalproxy) before 5pm.

For an explanation of the issuing procedure fortendered ballot papers, see Appendix 6b.

Proxy votersSome electors will have appointed a proxy tovote on their behalf. Even so, electors may votein person provided that they do so before the

proxy and that the proxy has not applied to voteby post. Check the register of electors to see ifthe elector has already voted beforecommencing with the following procedure. Anyelector who has applied to vote by proxy willhave the letter ‘P’ against their name on theregister of electors.

If the proxy is also voting themselves, theyshould do so before voting as a proxy.

Firstly, ask for the elector’s name and addressand see if they are included on the list ofproxies. Ask for the proxy’s name and addressand draw a line on the list of proxies to indicatethat the proxy has voted.

The elector’s entry in the register must then bemarked in the usual manner and the elector’sname and number read aloud.

The Presiding Officer or Poll Clerk responsiblefor issuing ballot papers must write the elector’selector number (not the proxy’s) on thecorresponding number list beside theappropriate ballot paper numbers to record thatthe ballot papers have been issued.

Remember that ballot papers may only beissued to electors who are eligible to vote in theelections. If the elector’s entry in the register ofelectors is prefixed with a letter that does notentitle them to vote at both EuropeanParliamentary and local government elections,the proxy should only be given a ballot paperfor the election at which the elector is eligible tovote.

Procedure for issuing ballot papers toproxies voting on behalf of electors withanonymous register entriesTo protect them from harm, some electors willbe registered without reference to their name oraddress – they will have an anonymous registerentry (see Appendix 5). Electors who have ananonymous entry may have appointed a proxyto vote on their behalf. In that case, ask for theirpoll card: proxies wishing to vote on behalf ofan anonymous elector must produce theirofficial proxy poll card and will not be able tovote as a proxy without one. Instead of asking


for the elector’s name and address and callingout the elector’s name, only their electornumber should be asked for and called out.

Remember that ballot papers may only beissued to electors who are eligible to vote in theelections. If the elector’s entry in the register ofelectors is prefixed with a letter that does notentitle them to vote at both EuropeanParliamentary and local government elections,the proxy should only be given a ballot paperfor the election at which the elector is eligible tovote.

EligibilityA person is not entitled to vote as a proxy onbehalf of more than two electors at the sameEuropean Parliamentary election in anyelectoral region. A person is also not entitled tovote as a proxy on behalf of more than twoelectors at the same local government electionin any electoral area. The only circumstances inwhich a person can act as a proxy for morethan two electors is if they are immediatemembers of their family (i.e. father, mother,brother, sister, spouse, civil partner, son,daughter, grandparent and grandchild). Wherea person who has been appointed to act asproxy for more than one elector applies toexercise the electors’ votes, the proxy shouldonly be given the ballot papers for one electorat a time.

Proxies may also be challenged in the sameway that an ordinary elector may be if they aresuspected of personation. If this happens, askthe relevant prescribed questions (seeAppendix 6a).

What if the elector turns up to voteinstead of their proxy?An elector who has appointed a proxy is entitledto receive their ballot papers if they apply forthem in person, but only if the request is madebefore the ballot papers have been issued ontheir behalf to the proxy. The list of proxies mustnot be marked if this happens, but the elector’sentry on the register of electors must be markedinstead. If the proxy then turns up later, theyshould not be allowed to vote as a proxy for the

voter, but, if they insist that their proxy has notyet voted on their behalf and the prescribedquestions are answered satisfactorily (seeAppendix 6a), tendered ballot papers may beissued (see Appendix 6b).

If the proxy has requested to vote by post, theelector cannot be issued a ballot paper. An ‘A’marker will appear against the elector’s name inthe register of electors and the name of theproxy and the address to which the postal votehas been sent will appear on the list of postalproxies.

Proxies on grounds of medicalemergenciesElectors can appoint a proxy up to 5pm onpolling day in instances of a medicalemergency. If anyone does apply on pollingday, the Electoral Registration Officer andReturning Officer will make sure that all pollingstation staff are informed of the appropriateprocedure to follow.

If the Electoral Registration Officer grants anemergency proxy application on polling day, thedecision will be communicated to the relevantPresiding Officer either in writing or bytelephone.

The Presiding Officer should then make a noteof the elector’s name, address and electornumber and attach this information to theabsent voters list. There may have been a blankform included at the end of the absent voterslist for that purpose.

Once the Electoral Registration Officer’sdecision to grant an emergency proxyapplication has been notified, the PresidingOfficer must issue ballot papers in the usualmanner. The Electoral Registration Officer’swritten record (if available) or the PresidingOfficer’s note should be marked to show thatthe proxy has voted on the elector’s behalf.


Providing assistance to voters whocannot read the ballot paperThe Returning Officer may have suppliedpolling stations with copies of notices inalternative formats or languages other thanEnglish, in which case these should bepositioned or made available in such a way thatthey can be easily accessed by voters.

If an elector claims that they cannot read theballot papers, the Presiding Officer shouldprovide them with assistance. If the electorknows which party or candidate they wish tovote for, they must instruct the Presiding Officer,in the secrecy of the polling booth, to mark theballot papers on their behalf accordingly. ThePresiding Officer should follow the sameprocedure for any elector who, due to adisability or any other special needs, requiresthe assistance of the Presiding Officer to vote.

On occasion, an elector may be unsure forwhom they wish to vote. In that case, thePresiding Officer should then explain that at theEuropean Parliamentary election an elector canvote for either an individual candidate or for aset of candidates on a party list, and that seatsare allocated to party list candidates in theorder that they are listed. They should then readout the names of the parties and individualcandidates in the order they appear on theballot paper. The Presiding Officer should alsoask whether the voter wants to have the namesof the candidates on the party lists read out tothem. For the local government election, thePresiding Officer should explain the number ofcandidates the elector can vote for, and readout the list of candidates in the order that theyappear on the ballot paper.

Once the elector has made a decision, thePresiding Officer must mark the ballot papers

accordingly. If polling agents are present, theyshould be invited to listen and to observe thePresiding Officer, so that they can confirm thatthe ballot papers are marked in accordancewith the wishes of the voter.

Before marking ballot papers on behalf of anelector, the Presiding Officer must take everypossible step to maintain the secrecy of theballot.

If the Presiding Officer has to mark ballotpapers for an elector, the name of the electormust be noted on the official form (see exampleabove) ‘List of votes marked by the Presiding


Appendix 4 – Special voting procedures

Example of ‘List of votes marked by thePresiding Officer’

Officer’. At the close of poll, the PresidingOfficer must also fill out the ‘Statement of thenumber of voters whose votes are marked bythe Presiding Officer’. If assistance wasprovided in respect of one election only, andonly one list and statement has been providedfor both elections, the list and statement shouldbe marked to indicate for which electionassistance was provided.

What happens if a voter claims tohave made an application but is noton the register of electors?The Presiding Officer should refer the person tothe Electoral Registration Officer. If it isdetermined that a correctly completedapplication form was received but the person’sdetails have not been entered onto the registeras a result of a clerical error, the ElectoralRegistration Officer must issue an instruction(either written or verbal) to the Presiding Officerby 9pm to allow that person to vote up until10pm on polling day. For further details, seeAppendix 2.

What happens if someone is listedas a postal voter (or a postal proxy)but claims to have lost or neverreceived their postal vote?Electors or appointed proxies marked as havingbeen issued with a postal vote cannot be givenordinary ballot papers in the polling stationunder any circumstances.

However, up until 5pm on polling day, they maybe issued with a replacement postal ballot packif they claim to have lost or never to havereceived one (see Appendix 3). The PresidingOfficer should refer the elector to the ReturningOfficer for advice on this procedure. Postalballot papers must not be replaced at thepolling station.

After 5pm, the elector (or proxy) cannot beissued with a replacement ballot pack, so thePresiding Officer may only issue tendered ballotpapers in accordance with the procedure setout in Appendix 6b. An elector or proxy whoclaims they have lost or not received their

postal ballot pack cannot be issued withtendered ballot papers before 5pm.

The Presiding Officer should make a record ofthe elector’s details as directed by theReturning Officer.

What happens if someone is listedas a postal voter (or a postal proxy)but claims not to have applied for apostal vote?Electors or proxies marked as having beenissued with a postal vote cannot be givenordinary ballot papers in the polling stationunder any circumstances.

An elector or proxy who claims never to haveapplied for a postal vote but is listed as a postalvoter, is entitled to receive tendered ballotpapers at any time if the prescribed questionsare answered satisfactorily. However, up until5pm, they may be issued with a replacementballot pack (see Appendix 3). The PresidingOfficer should refer the elector to the ReturningOfficer for advice on this procedure.

After 5pm, the elector or proxy cannot beissued with a replacement postal ballot pack sothe Presiding Officer may only issue tenderedballot papers in accordance with the procedurein Appendix 6b.

In all instances, the Presiding Officer shouldmake a record of the elector’s details asdirected by the Returning Officer. They shouldalso advise the elector to contact the ElectoralRegistration Officer, particularly if they wish tocancel their postal voting arrangements forfuture elections.

What happens if polling station staffsuspect someone is personating anelector or proxy?Procedure for personationThere may be rare occasions when a memberof the polling station team, another elector, aparty list or individual candidate, election agentor polling agent suspects that the person


requesting ballot papers is not who they claimto be. Personation is a serious offence.

Remember that a person, other than a proxy, isnot guilty of personation if they apply for ballotpapers by a name which is not their own, aslong as it is the name under which they havebeen registered.

Presiding Officers have no right to interrogate aperson if they suspect personation. Only theprescribed questions may be asked. Thequestions must be put to the person beforethey are issued with ballot papers, and notafterwards (see Appendix 7 and 6a).

The prescribed questions determine whetherthe elector is the person who appears on theregister of electors (or list of proxies if they arevoting as a proxy for someone else), and if theyhave voted before in the elections (or on behalfof that elector if they are the proxy).

If the person answers the questionssatisfactorily, ballot papers must be issued. ThePresiding Officer should, however, report theirsuspicions to the Returning Officer as soon aspossible.

If there is confrontation, or a reasonableexpectation of confrontation, the PresidingOfficer should consider their own safety and thesafety of all other people present as a priority.Consideration may be given to other ways ofsupporting a future investigation, such asrecording registration numbers of vehicles andpreserving items touched by a person involvedin an incident, if it is safe to do so, until thearrival of a police officer.

If a person has been arrested on the groundsthat they are suspected of committing or beingabout to commit personation, that person mustnot be prevented from voting as long as theyanswer the prescribed questions satisfactorily.

What happens if a candidate,election agent or polling agentchallenges a voter?If a candidate, election agent or polling agentchallenges a voter (through the Presiding

Officer), the voter must not be prevented fromvoting as long as they answer the prescribedquestions correctly.

What happens if someone else(apart from a proxy) appears tohave voted on behalf of the elector?There are rare occasions when a person asksfor ballot papers only to find that their name onthe register of electors is marked as alreadyhaving voted. If it appears that someone otherthan their appointed proxy has voted on behalfof an elector, the tendered ballot processoutlined in Appendix 6b should be followed.

What happens if someone elseappears to have voted as a proxy?The Presiding Officer should follow theprocedure for issuing tendered ballot papers forproxies if a proxy’s entry on the list of proxiesand the entry of the elector on the register ofelectors have already been marked.

A proxy may come to the polling station to findthat the register has been marked to show thatthe elector has voted. If they return again laterand insist that the elector has not voted, thePresiding Officer should follow the procedurefor issuing tendered ballot papers for proxies(see Appendix 6b).

The Presiding Officer should only issuetendered ballot papers after asking theprescribed questions for proxies (seeAppendix 6a).


To protect them from harm, some electors willbe registered without reference to their name oraddress. They will have what is called ananonymous entry in the register, which willconsist of their elector number and the letter‘N’. Some of these electors may also havefurther letters that qualify their eligibility to voteat European Parliamentary and localgovernment elections (see chapter 5 fordetails).

If a register contains anonymous entries, thesewill be found at the end of the register under the‘other electors’ section.

The procedure for issuing ballot papers to ananonymous elector is different from normalelectors.

Procedure for issuing ballot papersto voters with an anonymous entryUnlike ordinary electors, anonymous electorsmust have a poll card and will not be able tovote without one.

• ask for their poll card – it will not contain theirname or address but will have their electornumber

• check the register – the entry for that electornumber should be an ‘N’, rather than a nameand address

• place a straight line against the elector’s entryin the register

• do not ask for the name or address of theelector – call out only their elector number

• enter the elector number in thecorresponding number list

• issue the ballot papers

The prescribed questions may also be put to an

elector with an anonymous entry, but they aredifferent from those put to ordinary electors(see Appendix 6a).

What if an elector with an anonymousentry appears at the polling stationwithout a poll card?If they have simply forgotten to bring their pollcard with them, ask them to come back to thepolling station at a later time with their poll card.If they claim that they never received one or thatthey have lost it, ask them to contact theReturning Officer immediately. If a replacementpoll card is issued and the elector later returnsto the polling station with it, ballot papers mustthen be issued in the manner described above.

Appendix 5 – Voters with an anonymous register entry


The prescribed questions can be asked of anyelector. However, the Presiding Officer must putthe prescribed questions precisely and calmlyin the following circumstances:

• An elector (who has not appointed a proxy)applies for ballot papers but the register ofelectors shows that they have already voted.In this circumstance, even if the questions areanswered satisfactorily, the elector is onlyentitled to tendered ballot papers.

• A proxy voter’s entry on the list of proxies hasalready been marked and the entry of theelector on the register of electors has alsobeen marked. Upon satisfactorily answeringthe questions, the elector or proxy is onlyentitled to tendered ballot papers.

• A proxy voter returns to the polling stationafter their application to cast a vote as aproxy has been rejected because the registerof electors indicates that the voter has votedin person (the list of proxies in this casewould not be marked), and insists that theelector has not voted. If they answer thequestions satisfactorily, they will be entitled totendered ballot papers.

• An elector states that their name is not asshown in the register of electors. If, inresponse to the prescribed questions, theelector can confirm that the register entryrefers to them, ordinary ballot papers can beissued.

• Polling station staff suspect an elector or aproxy of personation. If, in response to theprescribed questions, the elector can confirmthat the register entry refers to them, ordinaryballot papers can be issued.

• A candidate or an election or polling agentrequires the questions to be asked. If theprescribed questions are answered

satisfactorily, ordinary ballot papers can beissued.

• Polling station staff suspect the person maybe incapacitated due to alcohol or drugs orfor some other reason. If the prescribedquestions are answered satisfactorily,ordinary ballot papers can be issued.

• The elector is registered as eligible to votebut is clearly under age. If the prescribedquestions are answered satisfactorily,ordinary ballot papers can be issued.

• An elector’s (or a proxy’s) name appears onthe postal voters list (or proxy postal voterslist) but they state that they did not apply tovote by post. If the elector (or proxy) answersthe questions satisfactorily, they should beissued with tendered ballot papers.

• An elector (or proxy) whose name appears onthe postal voters list (or proxy postal voterslist), arrives at the polling station after 5pm onpolling day and claims to have lost, spoilt ornot received their postal ballot paper. If thequestions are answered satisfactorily, theelector (or proxy) will be entitled to tenderedballot papers only.

No inquiry may be made as to the right of anyperson to vote, other than the statutoryquestions shown on the next page.


Appendix 6a – The prescribed questions

The prescribed questions to beasked of a person applying to voteas an elector‘Are you the person registered in the registerof electors for this election as follows (readout loud the whole entry from the register)?’

If the answer is ‘no’, do not issue ballot papers.If the answer is ‘yes’, ask:

‘Have you already voted here in the UK or inanother Member State at this EuropeanParliamentary general election of MEPsotherwise than as proxy for some otherperson?’

AND

‘Have you already voted, here or elsewhere,at this election for this *(district), *(county),*(London borough), otherwise than as aproxy for some other person?’*read out whichever is applicable.

If the answer is ‘yes’ to these questions, do notissue ballot papers. If the person has answered‘yes’ to the first question and ‘no’ to the secondset of questions then an ordinary or tenderedballot paper must be issued as appropriate.

The prescribed questions to beasked of a person applying to voteas a proxy (but not on behalf of anelector with an anonymous entry)The prescribed questions for proxies have adifferent wording:

‘Are you the person whose name appears as(read out the name that appears in the list ofproxies) in the list of proxies for this electionas entitled to vote as proxy on behalf of (readout the name of the elector on the register ofelectors)?’


‘Have you already voted here or elsewhere atthis European Parliamentary general electionof MEPs, as proxy on behalf of (read out thename of the elector on the register)?’

AND

‘Have you already voted here or elsewhere atthis election for this *(district), *(county),*(London borough), as proxy on behalf of(read out the name of the elector on theregister)?’*read out whichever is applicable.

If the answer is ‘yes’ to these questions, ballotpapers must not be issued. If the answer is ‘no’to these questions, ordinary or tendered ballotpapers may be issued as appropriate.

However, the Presiding Officer may, and ifrequired to do so by any candidate, electionagent or polling agent, must put a furtherquestion:

‘Are you the spouse, civil partner, parent,grandparent, brother, sister, child orgrandchild of (read out the name of theelector on the register)?’

If the answer to this question is ‘yes’ (and thequestions above have been answeredsatisfactorily), ordinary or tendered ballotpapers must be issued as appropriate.

The Presiding Officer, regardless of anydoubt they may have, must issue ordinary ortendered ballot papers, as appropriate, toanyone who has answered the questionscorrectly.

If a person has only applied to vote in respectof one election, then only the questionsrelevant to that election should be asked. If aperson refuses to answer the questions, thenordinary or tendered ballot papers, asappropriate, cannot be issued. If that personreturns later, then the Presiding Officer mustagain ask them the prescribed questions.


If, however, the answer is ‘no’, ask:

‘Have you at this European Parliamentarygeneral election of MEPs already voted in thiselectoral region on behalf of two persons ofwhom you are not the spouse, civil partner,parent, grandparent, brother, sister, child orgrandchild?’

AND

‘Have you already voted at this election forthis *(district), *(county), *(London borough),on behalf of two persons of whom you are notthe spouse, civil partner, parent, grandparent,brother, sister, child or grandchild?’*read out whichever is applicable.

If the answer to these questions is ‘yes’, thendo not issue any ballot papers. If the answer is‘no’ (and the questions above have beenanswered satisfactorily), then ordinary ortendered ballot papers must be issued asappropriate.

The prescribed questions to beasked of a person applying to voteas a proxy for an elector with ananonymous entry ‘Are you the person entitled to vote as proxyon behalf of the elector whose number on theregister of electors is (read out the numberfrom the register)?’


‘Have you already voted here or elsewhere atthis general election of MEPs as proxy onbehalf of the elector whose number on theregister of electors is (read out the number ofthe elector on the register)?’

AND

‘Have you already voted here or elsewhere atthis election for this *(district), *(county),*(London borough), as proxy on behalf of theelector whose number on the register ofelectors is (read out the number of the electoron the register)?’

*read out whichever is applicable.

If the answer is ‘yes’ to these questions, ballotpapers must not be issued. If the answer is ‘no’,you must also ask:

‘Are you the spouse, civil partner, parent,grandparent, brother, sister, child orgrandchild of the person whose number onthe register of electors is (read out thenumber of the elector on the register)?’

If the answer to this question is ‘yes’ (and thequestions above have been answeredsatisfactorily), ordinary or tendered ballotpapers must be issued as appropriate.

If, however, the answer is ‘no’, ask:

‘Have you at this general election of MEPsalready voted in this electoral region on behalfof two persons of whom you are not thespouse, civil partner, parent, grandparent,brother, sister, child or grandchild?’*read out whichever is applicable.

AND

‘Have you already voted at this election forthis *(district), *(county), *(London borough)on behalf of two persons of whom you are notthe spouse, civil partner, parent, grandparent,brother, sister, child or grandchild?*read out whichever is applicable.’

If the answer to these questions is ‘yes’, do notissue ballot papers. If the answer to thesequestions is ‘no’ (and all of the above havebeen answered satisfactorily), ordinary ortendered ballot papers must be issued asappropriate.

The prescribed questions to beasked of a person applying to votein person when they are shown onthe register as a postal voterThe prescribed questions for electors shown onthe register as postal voters but who claimeither to have not applied to vote by post orwho present themselves at the polling stationafter 5pm on polling day and claim to have lost


or not received their postal ballot papers are asfollows:

‘Did you apply to vote by post?’

If the answer is ‘no’, tendered ballot papersmust be issued.

If the answer to this question is ‘yes’, ask:

‘Why have you not voted by post?’

If the question is answered satisfactorily, thePresiding Officer should record the reason andissue tendered ballot papers.

If, however, the elector says that they have notvoted by post because they have lost or notreceived (all or any part of) their postal ballotpack, tendered ballot papers can only beissued after 5pm.

The prescribed questions to beasked of a person applying to voteas a proxy, when they are shown ashaving been issued with a postalproxy ballot paperThe prescribed questions for proxies named onthe proxy postal voters list but who claim eitherto have not applied to vote by post or whopresent themselves at the polling station after5pm on polling day and claim to have lost ornot received their postal ballot papers are asfollows:

‘Did you apply to vote by post as proxy?’

If the answer is ‘no’, tendered ballot papersmust be issued.

If the answer to this question is ‘yes’, ask:

‘Why have you not voted by post as proxy?’

If the question is answered satisfactorily, thePresiding Officer should record the reason andissue tendered ballot papers.

If, however, the elector says that they have notvoted by post because they have lost or notreceived (all or any part of) their postal ballot

pack, tendered ballot papers can only beissued after 5pm.


Circumstances in which to issuetendered ballot papersPlease read these instructions carefully beforeissuing any tendered ballot papers.

The Presiding Officer must make sure thattendered ballot papers are only issued in theprescribed circumstances. Tendered ballotpapers should only be issued if:

• an elector appears on the register of electors(or notice) as having already voted in theelections

• a proxy’s entry on the list of proxies hasalready been marked and/or the entry of theelector who appointed them as a proxy hasbeen marked

• an elector (or proxy) who appears on the listof postal voters claims not to have applied fora postal vote; they are entitled to request areplacement postal ballot pack from theReturning Officer up until 5pm, but can beissued with tendered ballot papers at anytime if they so wish

• it is after 5pm and an elector (or proxy) whoappears on the list of postal voters claims tohave lost, spoilt or not received their postalvote

If tendered ballot papers are issued in error, thePresiding Officer must make a note of the serialnumbers of the tendered ballots that have beenissued by mistake and inform the ReturningOfficer as soon as possible.

Before issuing tendered ballot papers, thePresiding Officer should explain thecircumstances to the elector (or proxy) andmust then ask the prescribed questionsrelevant to their situation (see Appendix 6a).

If the prescribed questions are answeredsatisfactorily, then the Presiding Officer mustissue tendered ballot papers. The PresidingOfficer should then explain the tendered voteprocedure to the elector (or proxy).

Procedure for issueFollowing satisfactory answer of the prescribedquestions, the voter’s elector number (includingthe polling district reference) must be writtenagainst the number of the tendered ballotpapers being issued on the tendered votes list.

Ensure that the tendered ballot papers bear theofficial mark, fold them and hand them to theelector or proxy. They must vote in secret, foldthe tendered ballot papers and return them tothe Presiding Officer.

The tendered ballot papers must not beplaced in the ballot box(es). To make sure thisdoes not happen, the Presiding Officer shouldstand by the ballot box(es) and cover the slots.

The Presiding Officer must take the foldedtendered ballot papers and endorse them withthe name of the voter together with their electornumber (including the polling district reference)and place them in the official envelope(s)provided. They must then enter the voter’selector number and name on the ‘List oftendered votes’. If one list has been providedfor both elections but only one tendered ballotpaper has been issued, a mark should bemade on the list to identify for which electionthe ballot paper has been issued.

If a proxy votes on behalf of an elector, endorsethe tendered ballot papers with the proxy’sname, but with the elector’s elector number.Enter the elector number, together with thename of the proxy, on the ‘List of tenderedvotes’.


Appendix 6b – Tendered ballot papers

Reasons for completing a tenderedballot paperOn occasion, electors may ask why they arebeing offered tendered ballot papers. Eventhough tendered ballot papers are not includedin the verification and count, tendered ballotpapers provide evidence that a voter wasconcerned about the conduct of the elections atthe time of voting, rather than after the resultswere declared. As such, tendered ballot papersare the first step in pursuing a complaint aboutthe electoral process. If an elector does nottake this step it could mean that there is noformal record that they tried, but were unable,to cast their votes.

In addition, whenever tendered ballot papersare issued, the name of the voter and theirelector number are entered on the list oftendered votes. This list then enables theReturning Officer to establish whether there areany patterns of possible personation acrosstheir area. For example, a significant number ofentries on the list might hint at organised andwide-scale malpractice.

Example of ‘List of tendered votes’


The Presiding Officer is responsible for thesecurity of the polling station. Voters expectpolling stations to be run in a calm and orderlymanner.

Keeping orderPresiding Officers must maintain order in thepolling station. They have the power to order aperson’s removal from the polling station.Eligible voters must nevertheless be allowed tovote before they are removed. A PresidingOfficer who orders the removal of a personshould record the details of the incident andpass them on to the Returning Officer.

There is no legal definition of the extent of thepolling station but, at a minimum, it is the roomin which voting takes place.

Serious disturbances or incidents andthe adjournment of the pollThe Returning Officer will have informed thepolice of the location of polling stations. Policeofficers may be assigned polling station dutiesand may visit them during the day. If there isdisorder at the polling station during the day,contact the Returning Officer and inform themof the situation. If necessary, call the police todeal with the problem.

In the event of a serious disturbance orincident, e.g. bomb scare, fire, flood, etc., thePresiding Officer may be asked to vacate thepremises or may decide to do so. If theemergency services ask for the building to beevacuated, it must be done. Inform theReturning Officer immediately and seekguidance on further actions that should becarried out.

Never put the personal safety of voters or therest of the polling station team at risk, or risk

any injury to any person. If it is possible to doso without putting personal safety at risk, thenall the sensitive election materials (the ballotbox(es), ballot papers, register of electors, etc.)may be removed from the building and keptunder the care of the polling station staff.

If forced to leave the premises, establish atemporary polling station at a safe distancefrom the serious disturbance or incident.Regardless of whether there has been aninterruption in polling, the polling station muststill close at 10pm. However, a note should bemade of the time during which the pollingstation was unable to operate.

In the most extreme case, the Returning Officerwill permit the Presiding Officer to adjourn thepolls until the following day. If the polls areadjourned, the Returning Officer will arrange forthe election materials to be collected.

Presiding Officers must not adjourn the poll ontheir own initiative.

Dealing with difficult situationsIt is possible that during the course of pollingday polling station staff will encounter difficultsituations or be faced with confrontationalbehaviour.

The following steps may assist polling stationstaff with potentially difficult or challengingsituations:

• Listen to the voter – it is good practice tolook at the person while they speak,demonstrating interest.

• Understand – let the person know that everyeffort is being made to understand theproblem from their perspective – thisemphasises that an informed decision isbeing considered


Appendix 7 – Security at the polling station

• Explore – ask the person if there is anyfurther relevant information that they can givethat might help the process along.

• Summarise – give the response and thereason for it – do not become engaged in anargument.

Dealing with people who areincapacitated (through alcohol ordrugs)Ballot papers cannot be refused to an electorwho is incapacitated either through alcohol ordrugs, but if the Presiding Officer or a pollingagent suspects that the person is incapable ofvoting, the prescribed questions can be asked(see Appendix 6a). If the elector fails to answercorrectly, they must be refused ballot papers. Ifthat elector returns later and answers theprescribed questions satisfactorily, ballotpapers must be issued.


Tellers Tellers work for political parties. They standoutside polling stations or polling places andrecord the elector number of voters who havevoted. By identifying electors who have notvoted and relaying this information to the party,tellers play a vital and important role inelections. Parties may then contact the voterswho have not yet been to vote during pollingday and encourage them to vote.

There should be no more than one teller at apolling station for each candidate or politicalparty at any time. Where a polling placecontains more than one polling station withseparate entrances, it may be appropriate forthere to be tellers at each entrance, but nomore than one per candidate or party.

Tellers have no legal status and voters have theright to refuse to give them any information. TheReturning Officer or their staff may providefurther guidance on the activities of tellers at apre-election training session.

Tellers must:• always remain outside the polling station

• only enter the polling station to cast their ownvote, to vote as a proxy or to accompany adisabled voter

• always comply with the instructions of theReturning Officer and Presiding Officer

Tellers must not:• be able to see or hear what is happening

inside the polling station

• impede, obstruct or intimidate voters on theirway in or out of the polling station

• demand any information relating to a voter’selector number, name or address

• ask voters to re-enter the polling station toascertain their elector number

• have discussions with voters that may giverise to allegations of undue influence (e.g.voting intentions, party affiliations or partycampaigns)

• display any campaign material in support ofor against any particular political party orindividual candidate other than a rosette

Tellers may:• approach voters for information as they enter

or leave the polling station

• display a coloured rosette displaying thename of the individual candidate or politicalparty they are working for; the rosette shouldnot bear a slogan and must not be oversized

The Presiding Officer should check on tellers’activities from time to time and make sure thatthey do not block the entrance or hinder votersfrom entering the polling station.

The mediaRepresentatives of the media have no right toenter a polling station except as voters. Theymust not be allowed to film or interview voters inthe polling station. If a film crew is filming orinterviews are taking place outside the pollingstation, make sure that voters are not hinderedor harassed on their way to vote and that theentrance to the polling station is not obstructed.

Exit pollsPublic opinion poll companies may becommissioned to organise an exit poll for theseelections. Presiding Officers may have beeninformed by the Returning Officer if a pollingcompany intends to conduct an exit poll outsidethe polling station. If that is the case, make surethat the interviewers neither enter nor block the


Appendix 8 – Guidance on tellers, the mediaand exit polls

Appendix 9 – Health and safety

Health and safety of polling stationstaff and electorsPresiding Officers and Poll Clerks must beaware of any potential risks to safety throughoutpolling day. This requires an inspection of thepremises as a whole and of the immediate areaoutside. If hazards are encountered, someremedy needs to be considered. Liaise with thekey-holder first, if appropriate and wherepossible.

If an accident occurs to any person at thepolling station, a record must be made of theincident and the following information recorded:

• full name and address of person involved

• time of accident

• location of accident

• brief details of accident

• evidence of injury or damage

• name and address of any witnesses

• conditions prevailing at the time

• action taken by polling station staff

• name of doctor or paramedic called

• details of any hospital admission

The Returning Officer should be informedimmediately.

Lifting heavy objectsListed below are some points that, if observed,may help to reduce the risk of injury to thosewho are involved with manual handlingoperations:

• Before attempting to lift or move any object,test the weight by tilting it to determine howheavy the load is and the position of itscentre of gravity.

• Before commencing the lifting or moving ofobjects, ensure that the area in which you areworking is clear and free from obstructions.

• Ensure that you have a firm, comfortable gripbefore lifting.

• Ensure that you have a firm footing before lifting.

• When lifting, keep your head up, your backstraight, your feet slightly apart and, whereverpossible, lift from the knees using your legmuscles.

• Keep the object you are lifting as close to yourbody as possible.

• Do not pile objects so high that you or your loadmight overbalance.

• Do not pile objects so high that you cannot seewhere you are going.

• If you cannot lift or move the load on your own,ask for assistance.

• Help others to lift or move a load if you areasked.


Appendix 10 – Frequently asked questionsfor polling station staff on polling day

Q. Why do you need to write my elector numberbeside my ballot paper numbers? Does thismean my vote is not secret?

A. The requirement that the elector number iswritten against the number of the ballot papersissued to that elector on the correspondingnumber list is included within the election rules.This system is essentially an updated version ofa system that dates from the Ballot Act 1872,which was introduced to avoid the possibility ofcounterfeit ballot papers being used and toassist with the detection of alleged fraud.

Clearly, if the ballot papers are numbered, it isfar more difficult for an unscrupulous person tointroduce copies of official ballot papers into theballot box. If a fraudulent act has occurred, itwould be possible to detect the offence byreference to the corresponding number list.

There is a safeguard to prevent the ballot papernumbers on the corresponding number listbeing linked with the marked ballot papers. Atthe close of poll, the corresponding number listis placed in a sealed envelope by the PresidingOfficer at the polling station. The sealedenvelope is then taken to the Returning Officer.After the count has taken place, the used ballotpapers are also sealed. The only occasionwhen the sealed packets can be opened is onthe order of a judge as a result of an electionpetition or in furtherance of an investigation intoan alleged election offence. Even then, it is veryrare for the documents to be examined exceptin cases where fraud or personation (i.e.someone voting illegally on someone else’sbehalf) are being investigated.

Because of the above safeguards, it is virtuallyimpossible for any person to be in a position tomarry up the elector to a particular ballot paper.For that reason, electors can be confident that

the ballot remains secret. Electors have nogrounds to fear that the way in which they votedcould be detected, except under the veryspecial circumstances outlined above.

Q. I did not apply to vote by post and did notreceive a postal ballot pack – can you adviseme what to do?

A. Here at the polling station, you may beissued with tendered ballot papers at any time.These will only be considered if the result of theelection is brought into question.

However, you can also apply to the ReturningOfficer’s office for a replacement postal ballotpack, which can be issued up to 5pm today.Staff in the election office can advise you as towhat to do and what identification you will needto bring with you. Make sure you also contactyour Electoral Registration Officer if you wouldlike to change your postal voting arrangements,so that you are removed from the postal voterslist for any future elections.

Q. I’ve forgotten to post my postal vote. Can Ivote in person here at the polling station?

A. We can’t give you ordinary ballot papers hereat the polling station. However, you don’t needto post your postal vote in order to vote: youcan deliver your postal vote by hand to thispolling station, or any other polling stationwithin the electoral area, or you can getsomeone else to do this for you. All pollingstations close at 10pm. Alternatively, you cantake your postal vote to the elections office atthe local council.


Q. My postal vote hasn’t arrived yet – what can Ido?

A. A replacement can be issued if you can getto the election office before 5pm today. You willneed to bring along some form of identification.Staff in the election office will be able to providemore information on this procedure and can tellyou what sort of identification is acceptable.

(After 5pm) You are entitled to receive tenderedballot papers. If you are on the register for thispolling station and you answer the prescribedquestions satisfactorily, we will be able to issueyou with these.

Q. My postal vote has arrived, but now I’ve lostmy ballot paper(s). What can I do?

A. A replacement can be issued if you can getto the election office before 5pm on polling day.You will need to bring along any pieces of yourpostal ballot pack that you still have and someform of identification. Staff in the election officewill be able to provide more information on thisprocedure and can tell you what sort ofidentification is acceptable.

(After 5pm) You are entitled to receive tenderedballot papers. If you are on the register for thispolling station and you answer the prescribedquestions satisfactorily, we will be able to issueyou with these.

Q. I’ve received my postal vote but now I’vechanged my mind and want to vote in person atthe polling station. Can I cancel my postal vote?

A. No – once you have been issued with apostal vote, you have to use it if you want tovote in this election; you cannot be issued withballot papers at a polling station. However, youcan deliver your completed postal vote, sealedin the envelopes provided, by hand to yourpolling station on polling day. If you want tocancel your postal vote for future elections,please contact the Electoral Registration Officer.

Q. What do you mean I’m not registered – Ithought that everyone could vote?

A. You need to be on the electoral register to

vote. In order to be included on the register andto be able vote at future elections, you will needto apply to the Electoral Registration Officer.

If you are sure you returned a registration form,please contact the electoral registration office.

Q. My husband has had an accident at workand has been rushed to hospital. He’sdesperate to vote – is there anything that canbe done?

A. Yes, but only if the medical emergency hasoccurred after 5pm on Wednesday 27 May andhe can apply to appoint a proxy to vote on hisbehalf before 5pm today. Staff in the electionoffice will be able to give you more details onthis procedure.

Q. The ballot paper for the EuropeanParliamentary election looks different to the oneI used at the last UK Parliamentary generalelection. How are MEPs elected?

A. MEPs representing the UK are elected undera form of closed list proportional representation,which uses a mathematical formula, known asd’Hondt, for the distribution of seats (for adetailed explanation, see Appendix 11).


Appendix 11 – System for electing Members ofthe European Parliament

At European Parliamentary elections, electorscan vote for either a registered political partywith a list of candidates or for an individualcandidate. Ballot papers are marked by placinga single ‘X’ in the appropriate box. MEPsrepresenting the UK are elected under a form ofclosed list proportional representation, whichuses a mathematical formula, known asd’Hondt, for the distribution of seats.

D’HondtThe Regional Returning Officer will total all ofthe votes cast within the region before applyingthe d’Hondt formula to carry out the allocationof seats:

What this means is that:

• The first seat is allocated to the individualcandidate or registered party list which hasreceived the highest number of votes cast inthe electoral region.

• The second and subsequent seats areallocated in the same way except that wherea registered party has already been allocateda seat, their original total is divided by oneplus the number of seats already allocated tothat party/individual in the region: forexample, a party which has been allocatedone seat already, will have its original totaldivided by two.

• Any individual candidate who has beenallocated a seat or any party which has beenallocated as many seats as there are

Total number of votes received

Number of seats list/individual has alreadybeen allocated in electoral region + 1

candidates on its list can be excluded fromthe subsequent stages of the calculation.

• The seats each political party is entitled to arefilled by the candidates in the order in whichtheir names appear on their party list.

In the worked example in Table 1 overleaf, thereare four seats available and these have beenallocated as follows:

Seat 1 – Party A obtained the highest numberof votes (340,000) and is therefore entitled tothe first available seat.

Seat 2 – The allocation of the next seat iscalculated by dividing the total number of voteseach list received by the number of seats it hasalready been allocated in the region, plus one.As a result, Party A’s original total must bedivided by two, while the other parties’ totalsare still divided by one. Party B, with its total of280,000, wins the second seat.

Seat 3 – To calculate the allocation of the thirdseat, both Party A’s and Party B’s total numberof votes are divided by two, while Party C andParty D still have their totals divided by one.This results in this seat being allocated to PartyA with its total of 170,000.

Seat 4 – As Party A now has two seats, itsoriginal total of 340,000 is divided by three.

At this stage, Party C, with a total of 160,000,wins the fourth and final seat.


Table 1: Worked example


Appendix 12 – Polling station set-up list

Outside the polling station Checked

Entrance, exit and approachesIs the approach signage clear and are electors able to easily identify where the polling station is?

Are there parking spaces reserved for disabled people?

Are there spaces close to the polling station entrance?

SignageHave you ensured good signage for any alternative disabled access, and can they be read by someone in a wheelchair?

Official noticesIs the ‘Guidance for voters’ notice displayed both inside and outside the polling station andaccessible to all voters (including any supplied in alternative languages and formats)?

Is the following notice providing information on how to vote displayed in each polling booth(including any supplied in alternative languages and formats)?

‘EUROPEAN PARLIAMENTARY ELECTION(yellow ballot paper)vote for ONE party or individual candidate only.

[name] COUNCIL ELECTION (green ballot paper)vote for no more than …. candidates or vote for ONE candidate only.

PUT NO OTHER MARK ON THE BALLOT PAPER, OR YOUR VOTE MAY NOT COUNT’

Level accessIs there a suitable ramp clear of obstructions?

EntrancesHave double doors been checked to ensure good access for all?

Is the door for any separate disabled access properly signed?


Inside the polling stationIs the polling station set up to make best use of space?

Is best use being made of the lights and natural light available?

Polling booths/ballot box(es)Are the ballot box(es) placed immediately adjacent to the Presiding Officer?

Are all the ballot box(es) correctly sealed?

Can a wheelchair user gain easy access to the ballot box(es)?

Can a wheelchair user gain easy access to the polling booth?

Are the polling booths correctly erected and in such a position so as to makebest use of the lights and natural light?

Can the Presiding Officer and Poll Clerk observe them clearly?

Are the pencils in each booth sharpened and available for use?

Is the string attached to the pencils long enough for the size of ballot papers and to accommodate both right-handed and left-handed voters?

Large-print and hand-held sample ballot papersAre the large-print ballot papers clearly visible to all voters?

Are the hand-held samples available and visible to voters?

Tactile templateIs the tactile template available and in full view?

Do all staff know how to use it?

Ballot papersAre the ballot papers the correct ones for the polling station and are they numbered correctly and stacked in order?

Corresponding number listAre the ballot paper numbers on the corresponding number list printed in numerical order?

Do the ballot paper numbers printed on the corresponding number list match those onthe ballot papers?


How to contact usHead Office

The Electoral CommissionTrevelyan HouseGreat Peter StreetLondon SW1P 2HWTel: 020 7271 0500Fax: 020 7271 0505Textphone: 18001 020 7271 0500info@electoralcommission.org.ukwww.electoralcommission.org.uk

Devolved offices

The Electoral CommissionScotland Office28 Thistle StreetEdinburgh EH2 1ENTel: 0131 225 0200Fax: 0131 225 0205Textphone: 18001 0131 225 [email protected]

The Electoral CommissionWales OfficeCaradog House1–6 Saint Andrews PlaceCardiff CF10 3BETel: 029 2034 6800Fax: 029 2034 6805Textphone: 18001 029 2034 [email protected]

The Electoral CommissionNorthern Ireland OfficeSeatem House28–32 Alfred StreetBelfast BT2 8ENTel: 028 9089 4020Fax: 028 9089 4026Textphone: 18001 028 9089 [email protected]

English offices

The Electoral CommissionNorth of England OfficeYork Science ParkIT CentreInnovation WayHeslingtonYork YO10 5DGTel: 01904 567990Fax: 01904 567719Textphone: 18001 01904 [email protected]

The Electoral CommissionMidlands Office, No 2 The OaksWestwood Way, Westwood Business ParkCoventry CV4 8JBTel: 02476 820086Fax: 02476 820001Textphone: 18001 02476 [email protected]

The Electoral CommissionEastern and South East OfficeTrevelyan HouseGreat Peter StreetLondon SW1P 2HWTel: 020 7271 0600Fax: 020 7271 0505Textphone: 18001 020 7271 [email protected]

The Electoral CommissionLondon OfficeTrevelyan HouseGreat Peter StreetLondon SW1P 2HWTel: 020 7271 0689Fax: 020 7271 0505Textphone: 18001 020 7271 [email protected]

The Electoral CommissionSouth West OfficeRegus, 1 Emperor WayExeter Business ParkExeter EX1 3QSTel: 01392 314617Fax: 01392 314001Textphone: 18001 01392 [email protected]

We are an independent body set up by the UK Parliament. Our aim is integrity andpublic confidence in the democratic process.We regulate party and election finance andset standards for well-run elections.

Democracy matters

The Electoral CommissionTrevelyan HouseGreat Peter StreetLondon SW1P 2HW

Tel 020 7271 0500Fax 020 7271 0505info@electoralcommission.org.ukwww.electoralcommission.org.uk

To contact our offices in Scotland, Wales,Northern Ireland and the English regions, see inside back cover for details.

Order number: COEEN09G001E

Handbook for polling station staff - Electoral …...Polling station staff should consider how long...

Documents

Transcript of Handbook for polling station staff - Electoral …...Polling station staff should consider how long...