GOVERNMENT OF ANDHRA PRADESH GENERAL ADMINISTRATION (ELECTIONS-E ) DEPARTMENT

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1 Photo Electoral Rolls CIRCULAR NO.2 GOVERNMENT OF ANDHRA PRADESH GENERAL ADMINISTRATION (ELECTIONS-E ) DEPARTMENT Memo No.649/Elec.E/A2/ Dated: Sub:- Elections Preparation of Photo electoral Rolls for the remaining 281 Assembly Constituencies in conjunction with the issue of EPIC in intensive revision process Instructions - Regarding. Ref: 1.Government Memo No.649/Elections E/ Dated Government Memo No.649/Elections E/ dated Issued as Circular No.1 to all DEOs in the State (Except Hyderabad). *** Attention of all the District Election Officers in the State (except Hyderabad) is invited to the references cited. They are requested to confirm action taken on instructions issued in Circular No The following additional points may be noted: (i) Training Programme: This Department has conducted Training programme on 3 rd September, 2007 to the Master Trainers for the BLOs/Supervisors from each district. They have been trained on all functions and the duties of the BLOs/Supervisors and implementation agency personnel. Doubts raised in the Training programme by the Master Trainers were cleared. It was emphasized, that they should effectively train the BLOs/Supervisors in their respective districts. The First Training Classes for BLOs, Supervisors and Reserves should be conducted before 15 th September, This should be done Constituency wise or Mandal wise by the Master Trainers. The Training Programme should be conducted only after ensuring the following: (i) (ii) (iii) (iv) All the Enumerators should be supplied with the new Manual for Booth Level Officers, Supervisors and EROs (English or Telugu versions depending upon their preference.) The changes to the Manual described in Annexure-I should be carefully explained during the training programme. Training programmes should be conducted on the basis of the Power Point presentation prepared by this Department. The presentation is available in both Telugu and English languages. A copy of each was handed over on C.D. along with BLOs Manual in English and Telugu to the Master Trainer of your district. This can also be down loaded from the Website ceoandhra.nic.in. At the time of the training class enumerators should have with them Division A and Division B pertaining to Polling Station where they will commence work. In addition they will have a copy of the map of the polling station area where they have to undertake enumeration. These documents should be referred to during the training programme for hands on experience to the BLOs as well as Supervisors. In addition the following blank forms should also be available with them during the training class. 2

2 ::2:: (1) Division C for enumeration of new voters and record of enumeration; (2) Requests for door-lock cases and service personnel declaration. Other blank documents as detailed in pages of the Manual should also be available with BLO at the time of training and filling up of each form explained to them. Supervisors should also be present at the training. Duties and responsibilities of all staff should be explained in detail as per Chapter-3 of the Manual. A Second Training Class shall be planned within a week from the recruitment of implementation agency. Tentatively it will be around in which implementation agency Supervisors and Photographers need to be trained. (ii) Resources: 1) The photographs stored on CD after the 1995 & 2003 EPIC campaigns as well as the 2007 summary revision electoral data will be utilised for integration. Please confirm that all the relevant CD s are in good condition and readable. One set should be given to the private agency and one set retained by you. 2) The ERO s may be instructed to pass final orders immediately on all claims applications received under the continuous revision process. The accepted claims will have to be entered prior to integration and printing of Division-B by the private agency appointed for your district. 3) A key area in the enumeration process is prompt and accurate data entry. The programme envisages data entry at the election supervisors level. The private agency will install computers at the supervisor s office and enter data relating to the BLOs attached to him at that office. You may appoint MROs as far as possible as supervisors, so that the work of data entry can be taken up in their office to ensure accuracy. This will also ensure safety of costly equipment as well as the photo electoral rolls data. 4) In Circular No. I (reference first cited) copies of the forms have already been circulated to all the DEOs in the State (except Hyderabad) with a request to print the same as per the requirement and keep them ready for distribution to the enumerators before 15 th September, The forms are also available in the Annexures I-1 to Annexures 1-6 in the BLOs Manual. These forms can also be printed in Telugu. Enumeration work including filling up forms can be done in Telugu. 5) The Manual for Booth Level Officers, Supervisors and EROs are ready for distribution at Election Godown. These can be collected from the Godown Supervisor (Sri Krushna Rao) by deputing a person1500 Telugu and 500 English will be supplied to each district. Additional copies if any required can be downloaded from the website ceoandhra.nic.in. Certain corrections have been made in the Manual. These are detailed in Annexure I to this Circular. These corrections may be carefully studied and read as part of the manual. Copy of Annexure I in English and Telugu will be placed on this office website. 6) Ensure advance procurement of good quality carbons, pens, and other material as per the requirement for the use of Enumerators(BLOS)/ Supervisors (iii) Staff Deployment: It may be noted that all BLOs in one constituency will not be deployed at one time. Only about 1/8 th of them will be doing enumeration work at one 3

3 ::3:: time for enumeration. After the enumeration work for his allotted polling station is completed, the BLO will have no work till the draft publication on It is therefore essential that the BLOs actually doing enumeration work be allowed to complete their job in an un-interrupted fashion without adding additional responsibilities being given to them for the short period of enumeration (approximately 20 days for every BLO). Most of the DEOs have appointed BLOs and sent a list to this Office. However, DEOs are free to make changes in light of the clarifications given in Master Trainers training camp that only 1/8 th of the total BLOs and Supervisors will be working in the field at any given point of time. Please complete the appointment of the BLOs/Supervisors and reserves accordingly and confirm. (iv) Planning for House to House enumeration: To keep costs low, private agencies will deploy only the minimum number of cameraman required to complete the enumeration work in the given period of 75 days in every constituency. It is estimated that one Polling Station enumeration can be completed in about 10 days. Thus, the private agency cameraman and supervisors will rotate 8 times within one constituency to cover all the Polling Stations in that constituency. You should arrange for preparation of a movement plan for every constituency. This plan will indicate the order in which the polling stations in a constituencies will be taken up, the supervisors in each round and the location of the supervisors office. Details of proposed allocation of cameraman, private agency, supervisors is placed in Annexure I of the bid document. It should be ensured that the office of the Supervisor has adequate power points for connecting 2 computers, 1 scanner, 1 printer and 1 UPS. The constituency level data center will be located at the DPL centre already set-up in each constituency. An additional computer, printer will be installed by the private agency there. The enumeration is likely to commence around 15 th November, 2007 and will be completed by 31 st January, Since data entry and integration will proceed simultaneously the later part of the schedule can be maintained and the draft rolls published on (v) Draft tender Document for selection of district-wise implementation agencies: As suggested by most of the districts, implementation agencies are proposed to be allotted one per district. The tender bid document has been placed on website ceoandhra.nic.in. This can be down loaded. The provisions in the tender document relating to payment, penalty, deliverables, staff allocation to each district, polling stations may be carefully examined. Collector s views on this entire document and the above issues in particular are invited before As Collectors will be responsible for implementation of the project, they should examine the draft tender document carefully. All the District Election Officers (except Hyderabad) are requested to confirm the action taken on the above issues. To V. BHASKAR CHIEF ELECTORAL OFFICER & E.O. PRL.SECRETARY TO GOVERNMENT All the District Election Officers & Collectors in the State (except Hyderabad) // FORWARDED :: BY ORDER // SECTION OFFICER.

4 ANNEXURE I (CIRCULAR 2 MEMO. DATED: ) Sub: Corrections to manual for Booth Level Officers, Supervisors and Electoral Registration Officers Due to subsequent review some of the procedures described in the manual have undergone changes. A few mistakes have also been noticed. The following corrections to the manual may kindly be brought to the notice of BLO s, Supervisors, representatives of private agencies and all ERO s during the forthcoming training programmes. 1. Schedule on pages 9 and 10: It is expected that the private agencies to take photographs in all the Districts will be in place around 30 th October, Intensive enumeration is expected to start around 15 th November,2007. After the 75 days period, it will be completed by 31 st January, Since the data entry and integration will be done simultaneously with enumeration, the subsequent schedule of draft publication of rolls on and final publication of rolls on should be maintained. 2. Pages 15, 16 and 59 Preliminary list Division A: Under Item 2, the Mandal where the polling station is located should invariably be mentioned. The enumerator should write the Mandal name. 3. Pages 17, 18 and 60 Division B: The words Group 1.BC-A, 2. BC-B, 3.BC-C and 4.BC-D at the bottom of the Division-B form stand deleted. 4. Page 22 Verification of Photos and EPIC card: The basic point to be explained to BLO enumerators and photographers is as under: (i) If a photograph is available in Division B and such photograph tallies with the voters appearance no fresh photograph need be taken; (ii) If there is no photograph or the photograph in Division-B does not tally with appearance of the voter, then a fresh photograph should be taken by the cameraman and the photo number from the digital camera should be entered in the appropriate place in Division B or Division C. This position will be followed even if the voter produces an EPIC card and the EPIC contains a photo which tallies with his appearance, but there is no photograph in Division B 2

5 :: 2 :: 5. Page 28 Areas identified to have significant presence of Foreign Nationals: In view of the recent developments, it is essential that all the Collectors and Special Officer & Commissioner, GHMC clearly identify areas with significant presence of Foreign Nationals if any in their respective jurisdiction and instruct the BLOs strictly follow the procedure specified in the manual in such areas. 6. Pages 39 and 40 Payment to the private agency This will be based upon three parameters. (i) Number of digital photographs captured with the corresponding electoral data entered (ii) Number of passport photographs scanned and corresponding electoral data entered; (iii) Number of electors whose particulars were corrected (excluding items 1 and 2 above). Thus after polling station work is completed, the following three reports will be generated: (i) Miniature sheet of digital photographs captured and electoral data entered; (ii) Miniature sheet of passport photographs scanned and electoral data entered; (iii) Number of electors whose particulars were corrected (excluding item 1 & 2 above) To that extent items 8 on page 39 and 1 on page 40 stand amended. It may be noted that if the election supervisor notes a default in the data entry or photograph matching, he should ask the private agency supervisor to re-enter the data correctly and reprint these three reports. Only then, should he certify these three reports. 7. Page 41 Management of Constituency Level Data Centre: To keep cost low private agencies will deploy only the minimum number of camera men required to complete enumeration work in the given period of 75 days in every constituency. It is estimated that enumeration in one polling station can be completed in about 10 days. Thus, private agency camera men and supervisors will rotate 8 times within one constituency to cover all the polling stations in the constituency. 3

6 :: 3 :: If a constituency has about 240 polling stations, at one time there will be 30 camera men in 30 polling stations and three supervisors working (one for every 10 Cameramen). Since only three supervisors will be working they can be asked to visit the constituency level data centre twice in a week to upload completed polling stations data. To that extent page 41 which envisages simultaneous enumeration of all the polling stations in a constituency stands amended. 8. Page 54 Sample copy of partially completed photo electoral roll: The electoral roll will be bi-lingual-in English and Telugu. A copy of the electoral roll approved by Election Commission of India is enclosed. Page 54 which shows the electoral roll in English should be considered deleted. 9. Pages 67 & 68: As mentioned at item-6 earlier the Supervisor will print three lists namely (i) Miniature sheet of digital photographs captured and electoral data entered (ii) Miniature sheet of photographs scanned and data entered; (iii) Number of electors where particulars were corrected. The Newly Photo Captured List on page 67 and the Photo Corrected List on page 68 are no longer relevant and stand deleted.

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