Polling Station Staff Training for Police and Crime Commissioner Elections 2016

1. Polling station staff training session Police and Crime Commissioner elections 2016

2. Introduction Local Returning Officer Electoral Services Manager

3. Objectives of the trainingsession • Your role is vital in ensuring that voters have confidence in the election process • At this session we will: • outline what we expect you to do on polling day • discuss the voting procedures • think about health and safety issues • highlight a number of administrative arrangements

4. Key aims for the election • that all voters have a good experience, and any person who is entitled to vote is able to do so • that the poll is professionally delivered • that we produce an accurate result that is accepted • that the process is transparent • that the poll is consistently administered

5. It is essential that you… act impartially at all times comply with any instructions issued by the Local Returning Officer ensure the secrecy and security of the ballot

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

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

8. Countdown topolling day • Essential tasks • Visit polling place and check contact and access arrangements • Check arrangements for ballot box collection or delivery and check contents as soon as possible • Contact other members of the team • Dress code – ensure clothing reflects professionalism and impartiality but is also comfortable and suitable for the weather conditions

9. Polling station inspectorsGeneral duties • Responsible for carrying out polling station checks • A point of contact during the day • Suppliers of missing or additional stationery and equipment • Polling staff – know who your polling station inspector is and know their number • Polling station inspectors - familiarise yourself with your route and contact numbers of your stations

10. RisksDiscussion

11. RisksAnswers from discussion session • Can’t make contact with key-holder • Can’t gain access to the polling station • Staff failing to turn up or being late • Problems displaying notices • Wrong registers allocated to the station • The ballot paper numbers do not match those pre-printed on the Corresponding Numbers List (CNL) • Tendered ballot papers wrongly issued • Queues building up throughout polling day • Bad weather, flooding

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

13. Setting up thepolling stationkey considerations • Layout(see set-up checklist in Appendix 11 of the Polling station handbook) • Must work for the voter and be accessible – walk the route they are expected to follow and consider needs of wheelchair users • If a hearing induction loop is installed/available, make sure this is clear to voters • Provide seats for electors who may need to rest • Check notices are up

14. Setting up thepolling stationKey considerations • Prepare the stationery • arrange the ballot papers in numerical order • prepare register, corresponding number list and ensure pencils are sharpened • keep tendered ballot papers in packet • Ballot box • keep ballot box accessible and secure • show box is empty just before 7am and seal • don’t allow other seals at this time • Polling agents, tellers and others • consider where polling agents, tellers, other supporters/campaigners can / can’t be and what they can and cannot do.

15. Polling station layout – practical exercise Think about: where booths might go where your stationery might go layout for double polling stations

16. Polling station layout

17. Polling station layout

18. Who can enter the polling station? • Voters • Returning Officers and staff • Candidates and election agents • Sub-agents (only in place of the election agent) • Polling agents • Police officers and community support officers on duty at the polling station • Representatives of the Electoral Commission • Accredited observers • Under 18s accompanying voters • Companions of voters with disabilities

19. Accredited observers and Commission representatives

20. Customer care • Listen and empathise • Be helpful and approachable • Ensure voting is accessible to all • Don’t interrupt or argue - allow people to put their point across before responding • Don’t say ‘No’, tell them what you can do for them and what they can do • Butthe election rules must be followed at all times, no matter how insistent, upset or angry people are • If in doubt, contact the election office • Remember! You are the face of the Local Returning Officer

21. Making voting accessibleA practical demonstration on using the tactile voting template • Tactile template needs to be readily available and prominently displayed, in addition you should be confident in using it • Stationery provided in alternative languages and formats should be clearly visible • You must be able to provide information to disabled electors on options for voting. • Remember • there is also a large print ballot paper • you can also assist any voter who needs your help • a voter can also bring a companion with them to assist with the voting process

22. Who can and cannot vote? Using the electoral register and corresponding number list

23. Who can vote at the polling station?

24. Who cannot vote at the polling station?

25. Issuing the ballot paper Marking the register and the CNL • Ask the elector to confirm their name and address • Mark elector’s elector number in the register • Call out the name and elector number of the elector • Enter the elector number on the Corresponding Number List (CNL) • Do NOT write the elector number on the ballot paper! The ballot paper • Open up fully so the whole paper is visible • Official mark, ballot paper number and Unique Identifying Mark (UIM)

26. Marking the register

27. Example Corresponding Number List (CNL) Example Corresponding Number List (CNL) BC 27/1

28. Exceptions to the rule • Anonymous electors • Must have poll card • Marked ‘N’ on register • Name and address must not be called out • Mark the register by their poll number as usual • Clerical errors and other electors • On separate register sheet or at end of register • Always check if can’t find on register – they won’t be in street order

29. Example reverse of ballot paper

30. Marking the ballot paper[slide for supplementary vote system] • Police and Crime Commissioner elections are conducted using the supplementary vote system • Voters will be asked to vote for their first choice candidate by marking a cross (X) in the first choice column and vote for their second choice candidate by marking a cross (X) in the second choice column. • As long as they put a cross in the first choice column, their vote will be counted. • Voters can choose not to mark a second choice. • If they only mark a second choice, their vote won’t be counted.

31. Marking the Police and Crime Commissioner election ballot paper[slide for first-past-the-post system] • If there are only two candidates standing at the election, the Police and Crime Commissioner is elected under the first-past-the-post electoral system, whereby the candidate with the most votes is elected. • voters put an ‘X’ in the box next to the candidate of their choice • [delete slide if not appropriate]

32. Marking the ballot paper • If a voter asks you how to vote, read out the instructions at the top of the ballot paper • If voters make a mistake, simply follow the spoilt procedure. • Don’t get into conversations about the election, the police, the council or anything other than how to vote.

33. The prescribed questions • The prescribed questions must be asked: • when a candidate, an election agent or polling agent requests them • before issuing a tendered ballot paper • The prescribed questions should be asked: • when you suspect personation • when a registered elector is clearly under age • when an elector states their name is not as shown in the register of electors • No other enquiry or questioning of electors is allowed

34. What happens if…? Practical exercise

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

36. Postal votes • voters can hand in their postal votes at any polling station within the local authority • returned postal ballot packs must be stored, sealed and labelled as instructed • postal votes will be collected during the day, with the remainder returned with the ballot box at close of poll

37. Postal votes • ‘A’ markers cannot be given an ordinary ballot paper at the polling station: • direct to Local Returning Officer for replacement (before 5pm) • tendered ballot paper procedure

38. Close of poll The procedures to be followed, including how to manage queues

39. Managing a queue At any point in the day – call the election office Just before 10pm make sure those waiting can cast their vote check that anyone waiting to vote is at the correct polling station for their address

40. Managing a queue (2) At 10pm: bring all the waiting electors into the room/building and close the door, OR if the room/building is not big enough, a member of the team should stand at the end of the queue to mark it continue to issue ballot papers until everyone who was in the queue by 10pm has voted Anyone who was not in the queue at 10pm must NOT be issued with a ballot paper.

41. Close of poll Once the last voter has voted, seal the ballot box Candidates/agents are also entitled to affix seals to the ballot box at this point

42. After close of poll Absolutely essential that the ballot paper account is completed accurately The ballot paper account must be kept with the ballot box Ensure all documents placed in correct packets and signed as appropriate Poll clerks to assist packing up station to allow presiding officer to do these important tasks

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

44. Any questions?

45. Additional Information • Election team contacts • Electoral registration team contacts • Electoral Commission website • www.electoralcommission.org.uk • www.aboutmyvote.co.uk • Feedback sheets