ALIDATION TOOL FOR STATEMENTS OF SUPPORT USER GUIDE

V ALIDATION TOOL FOR STATEMENTS OF SUPPORT USER GUIDE 1

CONTENTS Login 3 Administration 3 Initiatives List 4 Create Initiative 4 Import Statements of Support 6 Add Paper Collection 7 Add Paper Statement of Support 8 View Collection Details 15 Create Empty Paper Statements of Support 16 Find Duplicates 17 Create Samples 18 Manual Validation of the statements of support 19 Automatic Validation of the statements of support 20 Project the Results 21 Generate Certificate 21 Delete All SOS 22 2

L OG IN The default user is "vteci@test.org" and the password is "test44". After the first login, the administrator can create users for each person who will use the application (please see the User Administration section, in the Administration chapter). A DMINISTRATION Country and National Authority Configuration When the first user logs in for the first time, the system displays a page for the user to select the country for where the statements of support are validated and to write the name of the National Authority (This name will appear on the certificate). User Administration In the User Administration screen, the user can create a new user, edit or delete an existing user. Group Administration In the group administration screen, the user can create, edit or delete a group of rights for the users. Sampling Parameters In the sampling parameters screen, the user can set the default parameters for the sampling. To edit a field, the user needs to click on it and it will become editable. The values defined here will appear by default when a user will want to create samples. 3

I NITIATIVES LIST The first screen of the application is the 'Initiatives List'. The user can select an initiative then click 'Edit' or he can click on the 'New' button to create a new initiative. 4

C REATE INITIATIVE To create an initiative, the user needs to click in the 'New' button, in 'Inititives List' screen. Then the Initiative Details screen is opened, with all the controls empty, ready for the user to introduce the details of the initiative: Registration number is an alphanumeric field and it represents the registration number given by the European Commission. It is a mandatory field. Date of Registration the date when it was registered at the European Commission. It is a mandatory field. Deadline is a date it is read-only. It will be calculated automatically by the system when the user will import the online collection of statements of support or when the user will create a paper collection of statements of support. Title alphanumeric. Subject Matter - alphanumeric. Main Objectives - alphanumeric. Web address of the initiative on the Commission Register -alphanumeric. Website of the proposed intiative - alphanumeric Initiative Languages the languages in which the initiative was published and the publication date. If the user selects a language, then the Publication date is mandatory. 5

Contact Persons the names and email addresses of the contact persons from the Organizers. If the user writes a name in the Contact Persons panel, then the email address is mandatory. When the user clicks on the Create button, the system creates the initiative in the database. The Create button then becomes Save and the Statements of Support Collection tab becomes enabled. If the user modifies one field and clicks on the Save button, the Initiative is updated. 6

I MPORT STATEMENTS OF SUPPORT The user can import statements of support in the Initiative details screen, in the Statement of Support Collection tab by clicking the Import Online SOS button. After the import is completed, the system displays a few details about the process: Imported filename; Number of signatories processed; Succesfully imported; Signatories invalid; Signatories skipped (already present) Total number of signatories. 7

The list of statements of support collections is refreshed. To view the Collection Details screen, the user needs to select the collection and then click the Details button. Then the Collection Details screen is displayed. If the user clicks on the import online SOS button again (after the online collection already exists) the system imports the new statements of support in the already existing online collection. 8

DATA ENTRY VALIDATION RULES In the process of importing the online statements of support, the application runs the Data entry Validation process. These rules can be modified in the database, without changing the code. This way, each country can define its' own rules. The rules delivered be default with the release are the following: 1) Global rules, which are the same for all countries: i) Age is between 16 and 2000 years. ii) The format of the birthdate is: dd/mm/yyyy. 2) Postal Code Validation (for the address of residence): 9

Country code Postal Code Format Length AT NNNN 4 BE NNNN 4 BG Any Latin alphanumeric value - HR NNNNN 5 CY NNNN 4 CZ NNNNN 5 N: Region: 1, 2, 3, 4, 5, 6 or 7 NNNN: City or district DK NNNN 4 EE NNNNN 5 FI NNNNN 5 FR NNNNN 5 DE NNNNN 5 GR NNNNN 5 HU NNNN 4 IE Any Latin alphanumeric value - IT Any Latin alphanumeric value - LV NNNN 4 LT NNNNN 5 LU NNNN 4 MT Any Latin alphanumeric value - NL NNNNLL NNNN: A number between 1000 and 9999. LL: All Latin alphabetic letters are allowed. 6 PL NNNNN 5 PT NNNNNNN 7 RO NNNNNN 6 SK NNNNN N: 0, 8 or 9 NNNN 5 SI NNNN 4 ES NNNNN 5 SE NNNNN 4 GB LNNLL L: Any Latin alphabetic letter except Q, V, X. 5 10

N N L: Any Latin alphabetic letter except C, I, K, M, O, V. L: Any Latin alphabetic letter except C, I, K, M, O, V. LNNNLL 6 L: Any Latin alphabetic letter except Q, V, X. N N N L: Any Latin alphabetic letter except C, I, K, M, O, V. L: Any Latin alphabetic letter except C, I, K, M, O, V. LLNNLL 6 L: Any Latin alphabetic letter except Q, V, X. L: Any Latin alphabetic letter except I, J, Z. N N L: Any Latin alphabetic letter except C, I, K, M, O, V. L: Any Latin alphabetic letter except C, I, K, M, O, V. LLNNNLL 7 L: Any Latin alphabetic letter except Q, V, X. L: Any Latin alphabetic letter except I, J, Z. N N N L: Any Latin alphabetic letter except C, I, K, M, O, V. L: Any Latin alphabetic letter except C, I, K, M, O, V. LNLNLL 6 L: Any Latin alphabetic letter except Q, V and X. N L: Any Latin alphabetic letter from A, B, C, D, E, F, G, H, J, K, S, T, U or W. N L: Any Latin alphabetic letter except C, I, K, M, O, V. L: Any Latin alphabetic letter except C, I, K, M, O, V. LLNLNLL 7 L: Any Latin alphabetic letter except Q, V, X. L: Any Latin alphabetic letter except I, J, Z. N L: Any Latin alphabetic letter from A, B, E, H, M, N, P, R, V, W, X or Y. N 11

L: Any Latin alphabetic letter except C, I, K, M, O, V. L: Any Latin alphabetic letter except C, I, K, M, O, V. LLLNLL This is an exception to the postal code rules, and is used for only one postal code: GIR 0AA This is the postal code of Girobank, now owned by Alliance & Leicester Commercial Bank. As such, it's highly unlikely to be used for the creation of a Citizens' Initiative. L: Latin alphabetic letter G. L: Latin alphabetic letter I. L: Latin alphabetic letter R. N: Arabic numeral 0. L: Latin alphabetic letter A. L: Latin alphabetic letter A. 6 3) Local Rules, specific for each country (for the country the person voted for): 12

Country code Property Format Length AT Passport: LNNNNNNN 8 LNNNNNNNN 9 Identity Card: NNNNNNN 7 NNNNNNNN 8 BE and Country of Residence: =Belgian OR Country of Residence = Belgium N/A BG HR Personal Identification Number: Personal Identification Number: NNNNNNNNNN 10 NNNNNNNNNNN 11 CY Passport: LNNNNNN 7 L: Any Latin alphabetic letter from B, C, E, J. NNNNNN LNNNNNNNN 9 L: The Latin alphabetic letter K. NNNNNNNN LLNNNNNNN 9 Identity Card: LL: Any Latin alphabetic string from: DP => Diplomatic Passport SP => Service Passport NNNNNNN NNNNNNNNNN Format rules: NN: prefix: 00 => Cypriot national (leading zeroes are omitted => the prefix is omitted) 03 => Alien born in Cyprus 05 => Alien born outside Cyprus NNNNNNNN: sequence-no. (leading zeroes are omitted) <=10 >=1 CZ Passport NNNNNNNN 8 NNNNNNN 7 Identity Card: NNNNNNNNN 9 NNNNNNLLNN 10 NNNNNNLL 8 13

Country code Property Format Length LLNNNNNN 8 DK - - - EE - - - FI - - - FR Passport NNLLNNNNN 9 National Identity Card AAAAAAA 7 AAAAAAAAAAAA 12 DE - - - GR Passport LLNNNNNNN 9 Identity Card: N.B. Greek letters will not be mandatory => any Latin or Greek alphabetic character will be accepted in the position of a Greek letter. Two Latin letters followed by 7 digits. e.g. ZH9999999 GNNNNNN One Greek letter followed by 6 digits. e.g. N928409 GGNNNNNN Two Greek letters followed by 6 digits. e.g. AE59662 7 8 Residence certificate: NNNNNN <=6 >=1 Permanent residence certificate: NNNNN <=5 >=1 HU Passport: LLNNNNNN 8 LLNNNNNNN 9 Identity Card: NNNNNNLL 8 LLNNNNNN 8 LLLNNNNNN 9 LLLLNNNNNN 10 LLLLLNNNNNN 11 Personal Identification Number: IE - NNNNNNNNNNN 11 - - IT Passport: LLNNNNNNN 9 LNNNNNN 7 NNNNNNL 7 14

Country code Property Format Length Identity Card: LLNNNNNNN 9 NNNNNNNLL 9 LLNNNNNN 8 LV LT Personal Identification Number: Personal Identification Number: LLNNNNNNNN 10 NNNNNNNNNNN 11 NNNNNNNNNNN 11 LU - - - MT Personal Identification Number: - - NL - - - PL Personal Identification Number: NNNNNNNNNNN 11 PT Passport: LNNNNNN 7 Identity Card: NNNNNNNNNLLN 12 NNNNNNNN 8 NNNNNNN 7 NNNNNN 6 NNNNN 5 NNNN 4 NNN 3 NN 2 N 1 RO Passport: Unvalidated identification number n/a Identity Card: LLNNNNNN 8 Personal Identification Number: NNNNNNNNNNNNN 13 Registration Certificate: NNNNNNNNNNNNN 13 Permanent Residence Card for EU Citizens: NNNNNNNNNNNNN 13 SK - - - SI Personal Identification Number: NNNNNNNNNNNNN 13 15

Country code Property Format Length ES Identity Card: NNNNNNNNL 9 Foreigner s identification number (NIE), of the card or certificate, corresponding to the registration in the Foreigners Central Registry: LNNNNNNNL L: Any Latin alphabetic letter from X, Y, Z. NNNNNNN L 9 SE Personal Identification Number: NNNNNNNNNNNN 12 GB - - - Country Relationship - Residence & A signatory to a Citizens' Initiative must have a relationship with an EU country, either through residence or nationality. The specific rules per country are specified in the following sub-sections. Austria - AT Holder of Personal Identification Document Number of Austria. Belgium - BE An eligible Citizens' Initiative signatory satisfies one of the following criteria: Permanent Resident in Belgium. Belgian national residing abroad who has informed the Belgian authorities of their place of residence. Bulgaria - BG Holder of Personal Identification Number of Bulgaria. Cyprus - CY Holder of Personal Identification Number of Cyprus. Czech Republic - CZ Holder of Personal Identification Document Number of the Czech Republic. Denmark - DK An eligible Citizens' Initiative signatory satisfies one of the following criteria: Permanent Resident in Denmark. 16

Danish national residing abroad who has informed the Danish authorities of their place of residence. Estonia - EE An eligible Citizens' Initiative signatory satisfies one of the following criteria: Permanent Resident in Estonia. Estonian national residing abroad. Finland - FI An eligible Citizens' Initiative signatory satisfies one of the following criteria: Permanent Resident in Finland. Finnish national residing abroad. France - FR Holder of Personal Identification Document Number of France. Germany - DE An eligible Citizens' Initiative signatory satisfies one of the following criteria: Permanent Resident in Germany. German national residing abroad who has informed the German authorities of their place of residence. Greece - GR Holder of Personal Identification Document Number of Greece. Hungary - HU An eligible Citizens' Initiative signatory satisfies at least one of the following criteria: Holder of Personal Identification Document Number of Hungary. Holder of Personal Identification Number of Hungary. Ireland - IE Permanent Resident in Ireland. N.B. An Irish national residing in another EU member state may be able to select that member state. See Error! Reference source not found.for the list of member states who allow a foreigner permanently resident in their country to be a signatory to a Citizens' Initiative. Italy - IT Holder of Personal Identification Document Number of Italy. 17

N.B. The issuing authority of the document must also be indicated. Latvia - LV Holder of Personal Identification Number of Latvia. Lithuania - LT Holder of Personal Identification Number of Lithuania. Luxembourg - LU Holder of Personal Identification Number of Luxembourg. Malta - MT An eligible Citizens' Initiative signatory satisfies at least one of the following criteria: Holder of Personal Identification Document Number of Malta. Holder of Personal Identification Number of Malta. Netherlands - NL Permanent Resident in the Netherlands. N.B. A Dutch national residing in another EU member state may be able to select that member state. See Error! Reference source not found.for the list of member states who allow a foreigner permanently resident in their country to be a signatory to a Citizens' Initiative. Poland - PL Holder of Personal Identification Number of Poland. Portugal - PT Holder of Personal Identification Document Number of Portugal. Romania - RO An eligible Citizens' Initiative signatory satisfies at least one of the following criteria: Holder of Personal Identification Document Number of Romania. Holder of Personal Identification Number of Romania. 18

Slovakia - SK An eligible Citizens' Initiative signatory satisfies one of the following criteria: Permanent Resident in Slovakia. Slovak national residing abroad. Slovenia - SI Holder of Personal Identification Document Number of Slovenia. Spain ES Holder of Personal Identification Document Number of Spain. Sweden SE Holder of Personal Identification Number of Sweden. United Kingdom GB Permanent Resident in the United Kingdom. N.B. A British national residing in another EU member state may be able to select that member state. See Error! Reference source not found.for the list of member states who allow a foreigner permanently resident in their country to be a signatory to a Citizens' Initiative. 19

V IEW STATEMENT OF SUPPORT DETAILS To view the details of a statement of support, the user needs to open the Collection Details or the Sample Details screen, select the statement of support from the list and then click the Details button. The system will open the Statement of Support Details screen. If the statement of support is an online one, then all the fields are read-only, as they are imported from the XML file. If it is paper, manually introduced, then the fields are editable, if the user has the rights to do so. A DD PAPER COLLECTION The user can create a new paper collection, by clicking on the Add Paper Collection in the Statements of Support collection tab. The system will ask the user to introduce the date when the paper collection was received by the National Authority. After the user introduces the receiving date, he clicks on the Create button and the paper collection is created. The user can then add paper statements of support. 20

A DD PAPER STATEMENT OF SUPPORT To add paper statements of support, the user can click the New button in the Collection Details screen. Then the system displays the New Statement of Support screen, with the properties specific for the country where the system is installed: AT Full first Names Family Names Place of birth Address (street, number, other) Postal Code City Country Id Card Passport. BE BG CY CZ DE Full first Names Family Names Place of birth Address (street, number, other) Postal Code City Country. Father's name National Personal Number ID Card Passport ID Card Passport Place of birth Address (street, number, other) Postal Code 21

DK EE EL ES FI FR HU City Country. Place of birth Address (street, number, other) Postal Code City Country. Place of birth Address (street, number, other) Postal Code City Country. Father's name Name at Birth ID Card Permanent Residence Passport. Address (street, number, other) Postal Code City Country ID card Passport. Country. Address (street, number, other) Postal Code City Country ID card Driving Licence Residence Permit. 22

IE IT LT LU LV MT NL PL ID card Personal Number Passport. Place of birth Address (street, number, other) Postal Code City Country Place of birth Issuing Authority Address (street, number, other) Postal Code City Country ID card Passport. Personal Number Place of birth Personal Number Name at Birth Place of birth Personal Number ID card Name at Birth Place of birth Address (street, number, other) Postal Code City Country Address (street, number, other) 23

PT RO SE SI SK UK Postal Code City Country Personal Number ID Card Citizens Card Passport Address (street, number, other) Postal Code City Country Id Card Registration Certificate Permanent Residence Personal ID Passport Name at Birth Place of birth ID Card Passport Place of birth ID Card Passport Name at Birth Place of birth Address (street, number, other) Postal Code City Country Address (street, number, other) Postal Code City Country 24

V IEW COLLECTION DETAILS To view the Collection Details screen, the user needs to go to the Statements of Support Collections tab of the Initiative Details screen, select the collection and then click the Details button. The system will display the Collection Details screen which contains the list of statement of support in that collection. The columns of the list are the same for all countries. 25

V IEW STATEMENT OF SUPPORT DETAILS To view the details of a statement of support, the user needs to select it from the SoS collection details screen and then click on the Statement of Support Details button (please see the previous chapter). For the online statements of support, the fields are read-only, because they are imported from the XML file and we cannot alter the data sent by the organizer. For the paper statements of support, the fields are editable, because they are introduced manually by the users. 26

C REATE EMPTY PAPER STATEMENTS OF SUPPORT For the case when the users want to manually introduce only the samples for the paper statements of support, there is the possibility to create empty statements, then create the sample and then introduce manually only the statements selected for the sample. To create the empty statements of support, the user needs to go to the Statements of Support Collection Details tab, in the Initiative Details screen and click on the Batch Import of paper SOS button. The system will then display a pop-up allowing the user to introduce the total number of paper statements of support. After the user introduces the number and clicks on the Create button, the system will create the empty statements of support. After we create the empty statements of support, we go to the Sample Iterations tab and we create the sample. To introduce the paper samples, we click on the Details button to see the Sample details screen, then we select a paper statement of support from the list and we click on the Details button. We introduce all the fields and Save. 27

F IND DUPLICATES After all the statements of support have been introduced and/or imported, the user needs to eliminate the duplicates, before creating the samples. For this the user will go to the Statements of Support Collections tab of the Initiative Details screen and click on the Find Duplicates button. The system then displays the Find Duplicates screen, where the user needs to click on the Find Duplicates button. If there are duplicates, they are displayed in the duplicates list. In this list, the user can modify the status of the Statement of Support: a) If we have introduced all the paper statements of support (not only the samples) and we have imported all the online statements of support, we should set the status to "Duplicate" (if we decide that indeed that is a duplicate) or to "Not Verified" (if we consider that it is not a duplicate). This way, if we create samples, the statements of support which have the status "Duplicate" will not be considered in the Sampling Creation process. b) If we have introduced only the samples for the paper statements of support and then we run the Find Duplicates process, we should set the status of the duplicates found as "Not Valid". This way, the projection will be accurate. If we set the status to duplicate, the projection is not accurate. 28

C REATE SAMPLES To create samples, the user needs to go to the Sampling Iterations tab, in the Initiative details screen and click on the Create Sample button. Then the system will display the Sample Creation screen. The half width of the confidence interval is usually calculated as a small percentage of the total number of signatures. The values of the sampling parameters are by default set from the administration module. The user can modify them and then click the Simulation button. The system will calculate the sample size and enable the Create Sample button. The sample is created after the user clicks on the Create Sample button. 29

M ANUAL VALIDATION OF THE STATEMENTS OF SUPPORT The user can validate all the statements of support or he can validate only the samples. To validate all the statements of support, the user needs to open the Collection Details screen, select a statement of support from the list and then click the Manual Validation button. The system will then display the Manual Validation screen. To validate only the samples, the use needs to go to the Sampling Iterations tab and click on the Detail button corresponding to a sample. The system then will display the Sample Details screen and the user can select a statement of support and then click the Manual Validation button. The system will the display the Manual Validation screen. In the Manual Validation screen, the user can update the statement of support properties, set the status (Valid, Not Valid, Duplicate, Not Verified) and write a note to explain the reason for the selected status. 30

A UTOMATIC VALIDATION OF THE STATEMENTS OF SUPPORT For the automatic validation, the user needs to export the statements of support to send to the National Register and then when the National Register sends back the response, to import the results. To export the statements of support, the user needs to go to the Statements of Support Collections tab of the Initiative Details screen and click on the Export SOS for automatic validation button. The system will then display a pop-up where the user can introduce the path where to export the file. The path has to be on the server where the application is deployed. To import the results, the user needs to go to the Statements of Support Collections tab of the Initiative Details screen and click on the Import SOS for automatic validation button. The system will then display a popup where the user can select the path where the file is. After the import, the values sent by the National Register can be seen in the Manual Validation screen. 31

P ROJECT THE RESULTS To project the results, the user needs to open the Projections tab in the Initiative details screen. The tab displays the list of Sampling iterations available and for each sampling iteration, if the validation is complete, there is a Create button displayed. 32

G ENERATE CERTIFICATE To generate the certificate, the user needs to go to the Projections tab and click on the Certificate link, corresponding to the projection for which he wants to generate the certificate for. If all the statements of support are validated and there is not sampling iteration, the user can generate the certificate from the Statements of Support Collections tab, by clicking on the Generate Certificate button. D ELETE ALL SOS The user can delete all personal data by clicking on the Delete all SOS button on the Statements of Support Collections tab in the Initiative Details screen. Then the system will delete all the statements of support. 33