Panchayat Elections- 2015 Role & Responsibilities of Polling Party Presentation By: Yogesh Kumar, HCS
Phases of Poll Pre- Poll Phase Actual Poll Phase Post- Poll Phase
Pre- Poll Activities * Report to the Returning officer on Pre- poll day on specified 7me, date & place. * Receive the appointment order from the Returning Officer (RO). * Read carefully the appointment order, iden7fy the name and number of the polling sta7on. * Contact & complete your polling party. * Collect the polling material. * Ensure that you have received the complete & correct polling material as per check list supplied.
Polling Material A. Specific Material meant for a particular polling station. B. Material Common to all polling station.
Specific Polling Material * Electoral Roll. (4 Copies) * EVM. (2 Sets- One for Sarpanch & One for ZP) * Ballot Papers for Panches. (ward- wise) * Ballot Papers for Panchayat Samiti. * Tendered Ballot Papers for Sarpanch.(5 each) * Tendered Ballot Papers for ZP. (5 each) * List of Contested Candidates for Panches; Sarpanch; Member, Panchayat Samiti & Member, Zila Parishad.( 3 Copies each) * Paper Seal,Strip Seal, Special Tag. * Register of Voters. (as per requirement of PS) * Voter Slips. (as per requirement of PS) * Specimen Signatures of Candidates. * Communication Plan.
Common Polling Material * Ballot Boxes- One each for Panch & Panchayat Samiti. * Copy of Specimen Signatures of Candidates & Election Agents. * List of Valid Identity Documents for Voting. * List of Polling Stations. * Arrow Cross Mark Rubber Stamp. * Address Tags. * Distinguishable Mark. * Metal Seal. * Indelible Ink * Sealing Material (Candle, Lac etc.)
Common Polling Material * Receipt Book. * Presiding Officer s Diary (Form- 1) * Presiding Officer s Declaration Form. * Form- 11, 12, 13, 14, 15, 18, 19, 22, 23. * Account of Votes Recorded (Annexure- 2) * Visit Sheet. * Statutory Covers. * Non- Statutory Covers. * Stationery (Paper, Pins, Scale, Rubber band etc.)
Arrival & Setting Up of Polling Booth Upon arrival, inspect the Polling Station & its surroundings with regard to safety & security. No campaign in and around the polling station is allowed. No banner, posters, publicity booth etc. within 200m of the booth. Make sure to have adequate Lighting Arrangement inside the booth. The Polling Material be kept in safe custody. Check your boarding and lodging arrangements. Display the List of Contesting Candidates. Display the Notice of Election. * Make appointment of Polling Agents & Counting Agents in Form No 22 & 23 respectively. Also instruct them about the conduct expected form them during the poll. Ask them to report by 6 AM next morning for Mock Poll. * Preliminary preparations of Statutory and Non- Statutory Forms.
VOTING COMPARTMENT- I C.U. I P.O.- III P.O.- II P.O.- I P.O.- IV C.U. II BALLOT BOX- II BALLOT BOX- I A1 A2 A3 A4 A5 A6 A7 A8 VOTING COMPARTMENT II PRESIDING OFFICER
Poll Day- the Longest & the Critical Day * Wake up early at 05.00 AM. * Get Ready by 06.00 AM. * Prepare for the Mock Poll. * Wait for Polling Agents till 6.15 AM. If none of them turns up, proceed with the Mock Poll. * Connect CU & BU. * Switch on the power.
Conducting Mock Poll 1 2 Open Result Section outer door and then the inner door 4 3 11
Conducting Mock Poll Press CLEAR Button to show to the Polling agents present that there are no votes polled. 12
Conducting Mock Poll Press BALLOT button on Control Unit. The Busy lamp in display section of CU will glow red, simultaneously the Ready lamp on the BU will also glow green. Ask Polling Agents to cast one/ equal no. of votes for any of the candidates and request to remember whom they voted. You should also write down on paper. 13
Conducting Mock Poll Close the Mock Poll by pressing Close button in CU Press Ballot button in CU to show NO further vote can be recorded once the Close button is pressed. Invalid message is displayed
Conducting Mock Poll Press Result & show the Mock Poll result Learning Module for Presiding Officer 15 20/01/16
Commencement of Poll * Mock Poll should be finished latest by 6.45 AM. * Prepare and seal both the EVMs for Poll. * Show to the Polling Agents that the Ballot Boxes are empty. * Prepare and seal both the Ballot Boxes. * Section 183 of the Haryana Panchayati Raj Act, 1994 regarding maintenance of Secrecy of Voting be read aloud. * Fill up the first part of Declaration by the Presiding Officer and sign it. * You can now commence the actual Poll at Sharp 7.30 AM.
* Make separate queues for male & female. * Police or para military personnel are not allowed to enter the Polling Station. * Photo journalists are not allowed to take picture while a person is casting his/her vote. * Nobody except Voter is allowed to enter inside the Voting Compartments. * The blind, old & infirm voters can take companion along. But the companion should be more than 18 years of age.
Presiding Officer- The Most Crucial Officer * Presiding Officer is appointed under Section 21 of the Haryana Panchayati Raj Election Rules, 1994. * He is the overall in charge for the smooth conduct of poll at the polling station. * Setting up of Polling Station and sending its report on pre- poll day. * To issue entry passes to polling Agents. * Responsible for conduct of Mock Poll on both the EVMs meant for the election of Sarpanch & Member, Zila Parishad, showing its result to the agents present and subsequently clearing the Mock Poll. * Responsible for preparation of Mock poll Certificate. * Responsible for sealing of EVMs and Ballot Boxes before the commencement of Poll.
* To make the declaration as per Section 183 of Haryana Panchayati Raj Act, 1994 regarding maintenance of secrecy of voting. * To fill up & sign various declarations pertaining to EVM poll. * To send periodic reports to RO/ARO/Supervisor/Duty Magistrate * To deal with the issues of Challenged Vote, Tendered Vote, Elector deciding not to vote & voting by physically challenged people * Maintaining discipline inside the polling station. * To allow only authorized persons inside the polling station. * Strictly observing the timings of polls fixed by the commission. * Checking the total number of votes cast periodically. * To issue slips, if required, at the time of close of poll.
* To seal the EVM & the Ballot Box pertaining to Zila Parishad & the Panchayat Samiti respectively. * To prepare all the Statutory and Non- Statutory Covers as prescribed by the Commission. * To fill up the Presiding officer Diary and The Account of Votes Recorded. * To declare the result of Sarpanch and all Panches of the Panchayat after close of poll. * To deposit the entire polling material at the Reception Centre & obtain the relieving slip.
Polling Officer 1 * will check whether the name of the elector is there in the voter list * will check his/her EPIC or other identity documents prescribed by the commission. * will speak his/her name aloud so that polling agents may note it down. * will diagonally cross the entry relating to his/her name with red ink. * will also put a circle with red ink on the Sr. No. in case the elector is a female. * will also apply indelible ink on the left forefinger. * Will send the elector to the Polling Officer 2.
Polling Officer 2 * will tick mark the name of the elector in the voter list. * will make entries in the register of voters and obtain the signature/ thumb impression of elector thereon. * will issue a duly filled voter slip to the elector. * will direct the elector to Polling Officer 3.
Polling officer- 3 * will be in charge of the Control Unit of EVM for the election of Sarpanch. * will take the voter slip of the elector and keep it in safe custody. * Will now issue him/her the ballot paper for the concerned ward of the Panch. * Before issuing ballot paper, Polling Officer 3 will ensure to fill the counter foil of the ballot paper and to obtain signature/ thumb impression of the elector thereon. * He will also ensure the that the backside of the ballot paper must have distinguishable mark and the signature of the Presiding Officer.
Polling officer- 3 * After issuing Ballot Paper, he will give the elector the arrow cross mark rubber stamp and direct him to proceed to the Voting Compartment- 1 for marking his choice on ballot paper for the Panch. * Subsequently, the elector will also press the button of EVM (placed inside the compartment) for voting his choice of candidate of Sarpanch. * After marking his choice, The elector will fold the ballot paper, come out of the compartment and drop the folded ballot paper in the ballot box meant for election of Panches. He will hand over the arrow cross mark to the Polling Officer 3. * The elector will be directed toward Polling Officer 4.
Polling Officer 4 * The role of Polling Officer- 4 will be exactly same as that of Polling Officer- 3 except that he will deal with the ballot paper of Panchayat Samiti and will be in charge of the Control Unit of the EVM for the election of the member of Zila Parishad. * Further, he will direct the elector to the Voting Compartment- 2 for voting.
Electors Decided Not to Vote * If an elector decides not to vote after reaching to Polling Officer- 3, the later can :- a) either allow the next elector to vote. b) or he will switch off & again on the ballot unit. Before doing this, inform the total number of votes to the polling agents. * The Polling officer- 2 shall write in the remarks column of the Register of Voters against the entry of the person Elector refused to Vote and obtain the signature of the elector thereon.
Tendered Vote * A tendered vote is a vote that has been cast by some other person in place of an original voter. * The Polling Officer- 1 shall find that the voter has already been marked in the voter list. * The Presiding Officer shall satify himself about the identity of the elector concerned and shall then only allow such elector to vote by means of Tendered Ballot paper, but not through EVM or Ballot Box. * Upon receiving the Tendered Ballot Papers for Panch, Sarpanch, Panchayat Samiti & Zila Parishad, the elector concerned will proceed towards Voting Compartments and put arrow cross mark on his chice of candidate for each post. * He will fold all the four ballot papers seperately and hand them over to the Presiding Officer who will keep a post- wise record of such Ballot Papers and will prepare list in Form- 12 seperately for each post. * In case of objection by polling agents the Presiding Officer should put onus on the polling agents because it was their duty to identify the voter. They should have raised objection, if some bogus voter has come for voting. This instruction should be been given to them at the time of his appointment.
Challenged Vote * In case any polling agent raises an objection regarding the identity of voter, Presiding Officer should start the proceeding under challenged vote. * Presiding Officer would ask the person or agent who raised an objection to deposit Rs 5. He would then conduct a summary inquiry. * If the voter is found genuine, he is allowed to proceed further and Rs. 5/- is forfeited. * In case he is proved bogus voter, Rs. 5/- will be returned to the challenger and action shall be initiated against the bogus voter by writing to the concerned SHO. * While some voter is challenged, you should not stop the voting procedure. The challenged voter should be asked to move a side and the next voter should be allowed to proceed.
EVM Replacement Procedure * If EVM stops due to some error at any point of time during poll and it has become necessary to replace the same, you will be supplied another EVM by your Supervisor/Duty Magistrate. * Press the CLOSE button. See the total and record it. * Remove the connecting wire. * Seal the Units as it has be done after the close of poll. * Record it in your Presiding Officer diary. * Before using the new machine you have to undergo the same process of Mock Poll and sealing. You have to fill new Presiding Officer s declaration regarding start & closing of the units. You have also to fill in declaration form regarding the use of the 2 nd set of EVM. * The entire set needs to be repalced.
Issuance of Slips * In case there are voters present at the polling station at the hour appointed for the close of poll, they should be allowed to vote even if the poll has to be continued for sometime beyond the appointed closing hour. * For this, the Presiding Officer should distribure pre- numbered slips to all the voters standing in queue. The slips shall be issued beginning from the last voter and coming to the first. Suppose there are 10 people are in queue at 4.00 PM, you will distribute first slip to the last voter, Second slip to the penultimate voter and tenth slip to the first voter standing in the queue.
Close of the Poll * Time for the close of poll is 4.00 PM. * Close the entrance of the Polling Station. * If there is no voter, close the Control Unit by pressing the Close button. * If the last voter refuses the vote after the CU button has been pressed, following step be taken in order to Close the CU. * Switch off the Control Unit, remove the connecting wire between CU/BU, reconnect the wire & subsequently switch on the CU. * Now press the CLOSE button.
Filling Up Various Forms * Presiding Officer Diary. * Presiding Officer s Declarations. * Ballot Paper Account for Panch * Account of Votes Recorded for Sarpanch. * Ballot Paper Account for Panchayat Samiti. * Account of Votes Recorded for Zila Parishad.
Invalid Ballot Papers As per Section 65 of Haryana Panchayati Raj Election Rules, 1994, a ballot paper will be rejected if :- * It bears any mark or writing by which the voter can be identified. * Spurious Ballot Paper * Damaged or mutilated beyond identification. * Design or serial no. is different * Not marked by arrow cross * No distinguishable mark on back * Marked in the column of more than one candidates * Marked by any other equipment than arrow cross
Valid Ballot Paper A ballot paper will not be rejected if :- * More than one mark in favor of one candidate * Clear mark in favor of one candidate but dark spots elsewhere in that column including the darker area in the vicinity. * Partial mark in favor of one candidate. * The mark has made clearly in favor of one candidate but due to wrong folding of ballot paper, its impression has gone in the another candidate s column. * Mark is spread over two candidates, the vote will be in favor of candidate in which column the major portion of the mark falls * If the distinguishable mark and signature on back side have been left due to negligence of polling party. * Unclear thumb impression or dark spot on the ballot paper which might have been formed while marking thumb impression on the counter- foil.
Counting of Votes- Panches * The counting for Panches(ward- wise) shall be started first. * Allow the counting agents for Panch election inside the polling station and educate them about valid & invalid ballot papers. * Open the Ballot Box of Panches. * Bring out all the ballot papers on a table. * Segregate the ballot papers ward wise. * Now make bundles of 25 each ward wise. * Subsequently make the bundles Candidate- wise. * Count the votes and declare the result. * In case two candidates scored the same votes, the result would be decided by draw of lots. * Fill in the Form- 14 & 18 in duplicate. Give a copy of both to each winning candidate. * The used ballot papers shall be put ward- wise in a bigger envelop. It should be sealed.
Counting of Vote- Sarpanch * The Counting of Sarpanch will not commence untill the polling in the last polling station of that Panchayat is finished. * Press the result button and note down the votes polled for each candidate. You have to declare the result of your Polling Station.. The final result will be computed by taking votes polled in each Polling Station of a Panchayat and then the result will be declared by Presiding Officer of the first Polling Station. * In case two candidates scored the same votes, the winning candidate has to be decided by draw of lots. * Seal the control unit and make it sure that you have switched off the control unit. * Fill in the form- 15 & 19 in duplicate and give a copy of both to the winning candidate. * While Presiding Officer is doing all this, the other polling staff should seal the Control Unit & Ballot Unit of Sarpanch election.
Material to be Deposited in Strong Room 1. Sealed EVM relating to Zila Parishad Election. 2. Sealed Cover containing Declaration by the Presiding Officer. 3. Sealed Cover Containing Account of Votes Recoded for Zila Parishad. 4. Sealed Ballot Box pertaining to Panchayat Samiti. 5. Sealed Cover containing Ballot Paper Account in Form- 13
Material to be Deposited at Special Counter (Not to be sealed) Category- I 1. Sealed EVM of Sarpanch+ Sealed Account of Votes Recorded for Sarpanch. 2. Form- 13 + Form- 14 + Form- 18 (for Panch). 3. Form- 15 + Form- 19 (for Sarpanch) Category- II 1. Presiding Officer Diary. 2. Duplicate Copy of Account of Votes Recorded (for Zila Parishad). 3. Duplicate Copy of Ballot Paper Account (for Panchayat Samiti). 4. Visitor Sheet
Statutory Covers (To be Prepared in Sealed Covers) 1. Marked Copy of Electoral Roll. 2. Register of Voters 3. Voter Slips 4. Used Tendered Ballot Papers of Zila Parishad + Panchayat Samiti + Sarpanch + Panch along with separate list for each in Form- 12. 5. Unused Tendered Ballot Papers of Zila Parishad + Sarpanch. 6. Unused Ballot Papers of Panch + Panchayat Samiti. 7. Counter- foil of Ballot Papers of the Panch + Panchayat Samiti. 8. Used Ballot Papers of Panch (Candidate- wise votes + Rejected Votes)
Non- Statutory Covers (Not to Be Sealed) 1. Cover containing the Other Copies of Electoral Roll. 2. Cover containing the appointment letters of polling agents. 3. Cover containing the list of challenged votes in Form 11 (to be sealed). 4. Cover containing the Receipt Book and Cash, if any in case of challenged votes. 5. Cover containing the list of blind and infirm voters. 6. Cover containing unused and damaged paper seals. 7. Cover containing unused and damaged strip seals. 8. Cover containing unused and damaged special tags. 9. Cover containing unused voter slips.
Thank You & Best Wishes!!