2017 State General Election
7
Declaration Vote Issuing Officer
MANUAL
OUR PURPOSE
To provide Western Australians with accessible, efficient and high quality electoral and enrolment services thereby fostering public confidence and participation in the electoral process.
OUR VALUES
Independence How we are perceived by others
We act at all times with integrity, independence, impartiality and transparency.
Professional How we go about our work
We work to the highest standards by being ethical, accurate, reliable and efficient.
Respectful How we treat others and expect to be treated
We focus on being courteous, honest and fair in all our dealings.
Customer Focused How we deliver our services
We build a positive work environment through teamwork, support and good working relationships.
Collaboration How we work together
We continually review our systems and practices and seek to remain progressive and innovative.
Continuously Improving How we move forward and work better
We continually review our systems and practices and seek to remain progressive and innovative.
Teamwork How we work together and in collaboration with others
We build a positive work environment and successful relationships through teamwork and cooperation.
This manual is for use by polling officials responsible for issuing absent votes for
electors voting outside their district and who also issue provisional votes for electors
who reside in the electoral district within which the polling place is located.
Please bring this manual with you on polling day and use the checklists enclosed.
Message from the Electoral Commissioner
Congratulations on being appointed as a Declaration Vote
Issuing Officer to work at a polling place on election day.
As a Declaration Vote Issuing Officer employed by the Western
Australian Electoral Commission, your work is crucial in the
conduct of the election in the district to which you are
appointed.
It is extremely important that you become familiar with the contents of this manual as
soon as possible so that you will know where to refer when required.
You must not disclose any confidential elector information that you see or hear while
working for the Commission; remember the need for impartiality and professionalism in
your conduct.
A key to the smooth running of the election is your ability to ensure that all members of
the community are treated with courtesy and in accordance with electoral procedures.
David Kerslake
ELECTORAL COMMISSIONER
2017 State General Election
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How to use this manual
This manual is in two sections:
1
2
Three checklists for you to use.
Explanatory notes explaining how to perform the tasks in the checklists.
The checklists are for you to systematically follow to ensure that you conduct your
role in this election effectively. Follow these steps and tick the boxes next to them to
confirm that you have completed the instruction or undertaken the task.
A page number may appear in the shaded margin to the right of a checklist task
(e.g.p15). This is the page number in this manual you are to refer to if you require
further explanation on how to complete a particular checklist task.
Elector Recording System (ERS)
The Western Australian Electoral Commission (WAEC) now provides two methods for
recording elector details: a manual method using Declaration Vote (PP25) envelopes or a
computerised look-up-and-mark-off system using a netbook. This system is called Elector
Recording System (ERS) and completed ballot papers using ERS are placed in a district
envelope (PP90).
If your location has been selected to use ERS, you will receive an additional materials
pack. All declaration issuing officers will need to read and use this manual to be familiar
with the process for declaration votes issued manually as well as those using ERS.
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2017 State General Election - Declaration Vote Issuing Officer Manual
CONTENTS
Polling Staff Remuneration ............................................................................................... 6
Travel Claims ..................................................................................................................... 6
Checklist 1 – Induction...................................................................................................... 7
Checklist 2 – Election Day (arrive to be job ready no later than 7.00 am) .................... 8
Checklist 2 – Election Day (arrive to be job ready no later than 7.00 am) cont’d......... 9
Checklist 3 – After Close of Poll (or as directed) .......................................................... 10
Notes ....................................................................................................................... 13
1.
Polling Day – Before 8.00 am ................................................................................. 14
Arrival Time for Polling Staff .................................................................................... 14
General ................................................................................................................... 14
Mobile Phones (or other personal electronic devices) ............................................. 14
Ballot Papers ........................................................................................................... 14
Secure Ballot Paper Area ........................................................................................ 16
Sealing the Ballot Boxes ......................................................................................... 16
2.
Declaration Vote Issuing Officer’s Materials: ....................................................... 17
Declaration Vote Instruction Sheets – PP38 ........................................................... 17
Declaration Vote Envelopes – PP25 ....................................................................... 17
List of Streets .......................................................................................................... 17
Declaration Votes File – PP84 – For use with Manual Declaration ......................... 18
Elector Information Reports – PP34 ........................................................................ 19
Electoral Enrolment Forms ...................................................................................... 19
Change of address .................................................................................................. 20
Declaration by an elector who has applied for, but not received an Early Ballot
Paper – PP35 .......................................................................................................... 20
Cancelling an Early Vote (by post) .......................................................................... 21
Early Votes (by post) ............................................................................................... 21
Spoilt or Discarded Ballot Paper envelopes – PP36 ............................................... 22
Spoilt Ballot Paper ................................................................................................... 22
Issuing Point Security Boxes ................................................................................... 23
3.
Declaration Votes .................................................................................................... 24
Provisional Vote ...................................................................................................... 24
Absent Vote............................................................................................................. 24
Requirements for Declarations ................................................................................ 24
Name Omitted in Error ............................................................................................ 24
The Declaration Voting Process .............................................................................. 24
Address Omitted from Roll (Silent Electors) ............................................................ 25
Rejection of Declaration Votes ................................................................................ 25
Eligibility to Vote ...................................................................................................... 26
Ineligibility to Vote ................................................................................................... 26
Ineligibility to Vote cont’d ......................................................................................... 27
Elector Marked as Already Voted on Electoral Roll ................................................. 27
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2017 State General Election - Declaration Vote Issuing Officer Manual
Elector Whose Claim to Vote is Challenged by a Scrutineer ................................... 27
Report of Elector Unable to Vote ............................................................................. 28
General Early Voters ............................................................................................... 28
4.
Polling Day – 8.00 am to 6.00 pm ........................................................................... 29
Accidents in Polling Place ....................................................................................... 29
Procedure for Issuing Declaration Votes ................................................................. 29
Declaration votes are issued to electors who are unable to vote as ordinary electors
for the district in which the polling place is situated. ................................................ 29
Compulsory Questions ............................................................................................ 29
Issue Declaration Ballot Papers .............................................................................. 30
5.
ERS: Elector Recording System ............................................................................ 31
IMPORTANT DETAILS ........................................................................................... 31
ERS Checklist 1 – Set up (Manager and / or Issuing Officer).................................. 32
ERS Checklist 2 – Set up (Issuing Officer only) ...................................................... 33
ERS User Guide ...................................................................................................... 34
To navigate and record ........................................................................................... 35
Usernames and Passwords .................................................................................... 36
Troubleshooting ...................................................................................................... 38
End of Polling Procedures ....................................................................................... 39
Issuing ballot paper using ERS ............................................................................... 40
Record the elector on ERS...................................................................................... 41
Issue the ballot paper .............................................................................................. 41
Summary: Steps in issuing an early vote (In Person) .............................................. 41
Scenarios when Issuing Votes ................................................................................ 42
Different Address on Roll for Elector ....................................................................... 42
Address Replaced by Section 51B (Silent Elector) ................................................. 42
Postal voting package not received ......................................................................... 42
Name is on Electoral Roll Twice .............................................................................. 42
Name not on ERS roll.............................................................................................. 42
Preparations for Close of Poll – All Declaration Officers ......................................... 43
Close of Poll ............................................................................................................ 43
Completion of Declaration Vote Issuing Officer Returns and Packaging ................. 44
Opening the Declaration Vote Ballot Boxes ............................................................ 44
6.
Polling Day – 6.00 pm Onwards ............................................................................. 44
Completion of Declaration Vote Issuing Officer Returns and Packaging cont’d. ..... 45
Counting Ballot Papers............................................................................................ 46
Packing and Return of Materials and Equipment .................................................... 47
Sign the Attendance Sheet...................................................................................... 48
7.
Customer Service ..................................................................................................... 49
Enhancing Access to Voting.................................................................................... 49
Electors with Impaired Hearing ............................................................................... 50
Electors Needing Assistance with Writing ............................................................... 50
Electors with Walking Difficulties ............................................................................. 50
Electors Unfamiliar with English .............................................................................. 50
8.
Candidates, Party Workers and Scrutineers ......................................................... 51
Candidates .............................................................................................................. 51
Party Workers ......................................................................................................... 51
Scrutineers .............................................................................................................. 51
Role of Scrutineers .................................................................................................. 52
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9. Polling Place Staff ..................................................................................................... 53
Declaration Issuing Officer (DIO) ............................................................................ 53
Queue Controller (only appointed at larger polling places)...................................... 54
Ballot Box Guard ..................................................................................................... 54
General Assistant (only appointed at larger polling places)..................................... 54
Rotation of Staff ...................................................................................................... 54
Polling Place Manager (PPM) ................................................................................. 55
Assistant Polling Place Manager (APPM) ............................................................... 55
Ordinary Vote Issuing Officer (OIO) ........................................................................ 55
Notes ....................................................................................................................... 56
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2017 State General Election - Declaration Vote Issuing Officer Manual
POLLING STAFF REMUNERATION
Polling Place Managers (PPMs), Assistant Polling Place Managers (APPMs), Declaration
Issuing Officers (DIOs) and Ordinary Issuing Officers (OIOs; includes Ballot Box Guards
and Queue Controllers) are all paid a flat rate to perform the various tasks associated
with their role.
The flat rate for PPMs, APPMs and DIO includes a component for attendance at a face to
face training session prior to election day. All staff are required to read their manual.
PPMs and APPMs also need to complete some online training.
Mobile Polling Place Managers and Officers, General Assistants and Returning Officer
Assistants are paid on an hours worked basis at an hourly rate and are required to
maintain a timesheet.
TRAVEL CLAIMS
Polling staff required to attend face to face training prior to election day may seek
reimbursement for the use of their private motor vehicle for any distance travelled in
excess of 30km (ie. kilometres travelled over 30km for the total two way trip). This is paid
at the standard ATO rate of 0.66 /km.
As is the case with most paid employment, costs incurred in travelling to work at a polling
place on the day of the election or each day to an early voting centre are not
reimbursed.
Staff using a private vehicle to undertake multiple trips or travel to various locations in the
course of their election related duties (eg. PPMs or mobile polling team), or who are
subsequently requested to move to an alternative venue to cover a staff shortage
elsewhere, are able to apply for travel reimbursement at the applicable PSA award rate.
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2017 State General Election - Declaration Vote Issuing Officer Manual
Checklist 1 – Induction
Read
Employee Information Booklet
Complete
ATO Tax File Number Declaration OR Application for Exemption from
Taxation Payments
Acceptance Declaration by Polling Officer
Employee Payment Details
Declaration by Officer
Choice of Super (if applicable)
Post
Completed employment forms above in prepaid envelope provided
Read
This manual
View (optional)
Additional information www.elections.wa.gov.au (click on “Work at the
election”)
Understand
Declaration voting procedures as detailed in this manual and use of ERS if
Section 5
applicable
Elector eligibility requirements
Attend
Face-to-face training session run by Returning Officer
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p.26
Checklist 2 – Election Day (arrive to be job ready no later than 7.00 am)
Before leaving home – bring with you
Personal items – adequate food and drink for the day (you will not be able
to leave the vicinity of the polling place), prescription glasses, medication
Personal comfort items – cushion, cardigan
Your Confirmation of Employment letter
This manual and any other instructions received at training
Sign
Attendance sheet
Wear
Name tag Polling Official (PP20)
Blue WAEC Vest
Setup issuing table (using items listed on pack list PP4)
Declaration Vote Issuing Officers Instructions (PP38)
p.17
List of Streets available in hard copy or via computer, if using ERS
Have you moved recently? Laminated A5 card (PP21)
Enrol to vote or update your details forms and reply paid envelopes
p.19
Elector Information Report pad (PP34)
p.19
Spoilt or Discarded Ballot Paper envelopes (PP36)
p.22
Declaration by an elector who has not received an Early Ballot Paper
(PP35)
p.20
Declaration Envelope (PP25) (ballot paper envelope attached)
Duplicate Declaration Votes (file cover) (PP84) with Counterfoils for
Declaration Votes) (PP40)
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2017 State General Election - Declaration Vote Issuing Officer Manual
Checklist 2 – Election Day (arrive to be job ready no later than 7.00 am)
cont’d
Box of Declaration Ballot Papers
Box of District Envelope (PP90) if using ERS
Declaration Ballot Box. Have seal ready to use at 8am to seal the box
Count
Conjoined Ballot papers received for each district and region. Each
Declaration Box will contain divider cards for the 59 Districts with 10
Ballot Papers for each Region. Total Ballot Papers in box 650.
Record
Quantity of ballot papers received Account of Declaration Ballot Papers
Received and Issued- Assembly and Council (PP56)
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2017 State General Election - Declaration Vote Issuing Officer Manual
Checklist 3 – After Close of Poll (or as directed)
Count
p.44
Your allocation of unused conjoined ballot papers for each district
Record unused ballot paper quantities
Account of Declaration Ballot Papers Received and Issued (PP56) form
– Assembly and Council
PPM to check ballot box seals against page 5 of PP44
Scrutineer to witness breaking of seals
Open declaration ballot box(es)
Sort envelopes into piles – PP36 , PP25 and PP90 (also any Postal
Votes handed in on the day)
Do not open the envelopes
or detach the original declarations
Sort and count (use post-it notes to write quantity of each bundle)
p.44
Spoilt or Discarded Ballot Paper envelopes (PP36) – envelopes containing
spoilt ballot papers are to be bundled into district order. Envelopes
containing discarded ballot papers are to be given to Polling Place
Manager.
Declaration Vote (PP25) envelopes for each district – use PP64 packing
cards to secure each bundle
If using ERS (PP90) district envelopes – use PP66 packing cards to
secure each bundle.
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2017 State General Election - Declaration Vote Issuing Officer Manual
Balance
Declaration Vote (PP25) envelopes for each district from ballot box(es)
against Duplicate Declaration Votes (PP40) in PP84 file
Complete
Account of Declaration Ballot Papers Received and Issued (PP56)Assembly and Council
Amalgamate bundles of PP36’s with those of other DIO’s for the Polling Place
(place a post-it note on top with total of each type)
All Spoilt or Discarded Ballot Paper envelopes (PP36)
Separate used and unused stationery for Polling Place Manager
(do not remove pages from pads)
Completed Enrol to vote or update your details forms and provide to PPM
for insertion in PP27 envelope
Elector Information Report (used pad) (PP34)
Declaration by an elector who has applied for, an Early Ballot Paper
(PP35)
Any Early Vote (by post) envelopes received placed into PP28 envelope
held by PPM
Unused stationery placed in Parcel 8 Re-usable Materials (PP55) in
preparation for return
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2017 State General Election - Declaration Vote Issuing Officer Manual
Combine all DIO Issuing points PP84 files into one
Duplicate Declaration Votes (PP41) file.
Sort alphabetically by surname
Have ready for collection by Polling Place Manager
Your Polling Place Manager will direct you to other duties for the count of
ordinary ballot papers
p.46
Before you leave (after count and packing materials)
Sign timesheet
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2017 State General Election - Declaration Vote Issuing Officer Manual
Notes
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2017 State General Election - Declaration Vote Issuing Officer Manual
1.
POLLING DAY – BEFORE 8.00 AM
Arrival Time for Polling Staff
All staff must report to the Polling Place Manager and be job ready no later than
7.00 am on polling day. Your Polling Place Manager will conduct a general
briefing session and allocate duties before opening the polling place at 8.00 am.
This is an ideal time to ask any final questions. You may also be asked to assist
with last minute preparations for polling.
General
All Polling Officials are expected to be neatly dressed and should wear their
polling official name tag and blue WAEC vest (supplied by the Polling Place
Manager) whilst on duty. Polling Officials cannot wear any badge or emblem of
a political nature or clothing which has a political message. The vest should be
removed when you are taking breaks and returned to the PPM at the completion
of your shift.
Breaks are not at fixed times but will be advised by the Polling Place Manager
based on voter traffic.
Any personal property that you bring with you is your own responsibility and you
must ensure that it is safe and secure at all times.
Mobile Phones (or other personal electronic devices)
•
not to be used in the polling place. This includes checking messages,
Facebook, tweeting, emails or internet.
•
no photographs to be taken.
•
no iPods (or similar devices) for listening to music – with or without
earplugs.
Ballot Papers
The Polling Place Manager will issue each Issuing Officer with a supply of ballot
papers. During the day further issues of ballot papers will be made as
requested.
Each polling officer must account for all ballot papers issued to them and it is
your responsibility to monitor your supply of ballot papers and to ensure that you
have sufficient.
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2017 State General Election - Declaration Vote Issuing Officer Manual
Ballot papers for the Legislative Assembly (LA) and Legislative Council (LC) are
conjoined, and colour coded for each of the 6 regions.
Conjoined ballot papers are to be separated down the perforation line before
handing to the elector.
In each declaration box there are dividers for each of the 59 districts, sorted by
alphabetical order. Behind every district divider there are 10 conjoined LA/LC
ballot papers for that district.
In the same box there are also 10 spare blank ballot papers for each of the 6
regions. These papers have the Legislative Council ballot paper printed with the
accompanying Legislative Assembly portion left blank so they may be used as
spares for any of the districts within that region.
In the event that you have issued all of the ballot papers from the district
allocation and need to access the spares:
1. Select the correct region ballot paper from the blanks
2. Using the List of Candidates Nominated for each District (PP23) neatly
hand write the LA portion of the ballot paper.
3. Ensure that the same order of Candidates is adhered to when
completing blank ballot papers.
Each Declaration ballot paper box contains a total of 650 conjoined ballot
papers.
You may also receive a separate supply of ballot papers for a specific district(s)
to supplement your total allocation.
o
Check all ballot paper numbers recorded on the Ballot Papers Allocated
(RO25) form.
•
Keep ballot papers in a secure location at all times.
•
Monitor your ballot paper stock. If additional ballot papers or materials are
required, contact the Polling Place Manager immediately.
•
DO NOT transfer ballot papers between issuing points.
•
If, after using the blank allocation you still run short of ballot papers you are
allowed to photocopy them. See below
Ballot papers that are photocopied must be initialled on the back by the
Issuing Officer prior to being issued to an elector.
(Initials are not required on original ballot papers)
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E.s.125(3)
Secure Ballot Paper Area
Every polling place will have a secure ballot paper area which is only to be
accessed by the PPM. Issuing Point Security Boxes are to be stored in the
secure ballot paper area if an issuing point is left unsupervised at any stage
during polling. Unallocated ballot papers and electoral rolls will also be stored
here until required.
Sealing the Ballot Boxes
The Polling Place Manager will:
• display the empty ballot boxes to any scrutineer or other people present
• seal the ballot boxes
• record the number of the seals on page 5 of the Polling Place Manager
General Return (PP44) and have the entry witnessed, preferably by a
scrutineer if one is present.
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2.
DECLARATION VOTE ISSUING OFFICER’S MATERIALS:
Declaration Vote Instruction Sheets – PP38
A Declaration Vote Issuing Officer Instruction Card is provided for quick and
easy reference.
This is a checklist which summarises the procedures for determining eligibility to
vote, completing declaration envelopes and issuing ballot papers. It must be
kept in front of you and used at all times.
Declaration Vote Envelopes – PP25
The green Declaration Vote (PP25) envelopes are provided in duplicate for the
manual issue of declaration votes.
The original declaration form is attached to a ballot paper envelope into which
the ballot papers are deposited after the elector has voted. It should not be
detached. Once the elector has voted, the duplicate copy is removed and filed in
the Duplicate Declaration Votes File (PP84).
If a PP25 declaration envelope is spoilt, it may be torn up, discarded and
replaced. No record is necessary.
List of Streets
The List of Streets is used to determine the electoral
district for an elector when issuing a manual early
vote. It need not be used when issuing early votes
using the Elector Recording System (ERS).
Instructions on how to use the List of Streets are found
in the front of the directory.
Do not rely on the elector’s opinion of their electoral
district, as the elector may not be aware of recent
boundary changes which may have affected their
electorate.
You must refer to this directory every time you issue a manual declaration vote
to ascertain the elector’s enrolled district. Electors must be given a declaration
vote for their enrolled address (which may not be the same as their current
residential address).
Take care when two or more number ranges are listed for a street, giving a
range of odd numbers for one District and even numbers for a different
District. This means the street (or part thereof) forms the boundary between two
districts. The elector's property number will only fit within one of the listed
number ranges.
Enter the appropriate electoral district in section 1 of the declaration envelope.
Make sure to include the correct page and line reference number from the List of
Streets directory.
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Declaration Votes File – PP84 – For use with Manual Declaration
The Duplicate Declaration Votes File (PP84) will contain the following:
•
duplicate Declarations Votes divider (PP41)
The duplicates from the declaration envelopes are to be filed in district order and
then alphabetically by surname within the district.
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Elector Information Reports – PP34
The Elector Information Report (PP34) is
used when an elector provides
information regarding another elector or if
there is an enrolment processing error
Use Section A of the Elector Information
Report when, for example, a parent
advises you that their son is holidaying
overseas and cannot vote, or an elector
may advise of the recent death of a
family member
If the elector is overseas, ensure that the
departure and return dates are included,
even if they can only be approximate
dates.
Section B of the Elector Information Report is provided for an elector to request
correction of an enrolment processing error. For example, where their first and
last names have been reversed.
Do not use this report for changes of address or name.
Give the elector an Enrol to vote or update your details form to
complete.
Complete a separate page for each report and do not remove any pages from
this pad.
Electoral Enrolment Forms
Voting is compulsory and all eligible electors must enrol to vote. Only one form
is required to enrol for Federal, State and local government elections in Western
Australia.
The Electoral Enrolment form, titled “Enrol to vote or update your details” is used
to enrol to vote, change residential or postal address and/or change name.
Electors need to have enrolled by the roll close date of 9 February 2017 in order
to be eligible to vote at the 2017 State General election.
An elector who is not correctly enrolled should be given an Enrol to vote or
update your details form to complete and sign so that details can be correctly
recorded on the roll. Any amendment to an elector’s details must be signed by
the elector.
If the elector does not complete the form immediately, you may give them a
reply paid envelope to use for returning the completed and signed form.
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Change of address
The laminated card Have you moved recently? (PP21) explains the residency
requirements.
In some circumstances, a person whose name does not appear on the
electoral roll may be able to lodge a provisional declaration and vote.
If an elector moved permanently
to a new address in another
electoral district more than 3
months ago and has not updated
their enrolment details, they will
not be eligible to vote.
Change of residence within the
same district does not disqualify
the elector from voting at an
election or referendum for that
district, providing the elector’s
name still appears on the roll.
Show the elector the ‘Have you
moved recently?’ (PP21) card
which
should
clarify
the
residency rules.
Hand the elector an Electoral Enrolment Form to update their details.
Declaration by an elector who has applied for, but not received an Early
Ballot Paper – PP35
You may receive a request for a
ballot paper from an elector
who has applied for, but not
received, their early ballot paper
by post or who has mislaid their
Early Vote (by post) ballot
paper voting package and now
wishes to vote in-person.
Before issuing the ballot paper the
elector
must
complete
a
Declaration by an elector who has
applied for, but not received an
Early Ballot Paper(PP35) form
Follow the procedure for issuing
the elector with ballot papers and
inform the elector that if they
receive or locate their Early Vote
(by post) package it should be
destroyed as it is an offence to
vote more than once.
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Cancelling an Early Vote (by post)
Should an elector with an Early Vote (by post) voting package wish to cancel
their voting package and vote in-person, endorse the voting package
‘CANCELLED at (name of Polling Place)’, date and sign it and give it to the
Polling Place Manager.
Issue ballot papers in the normal manner by asking the elector the three
compulsory questions.
Early Votes (by post)
If an elector has a completed Early Vote (by post), and wants to hand it in,
direct the person to the Polling Place Manager. Delivery of Early Votes (by
post) may be accepted at the polling place until 6.00 pm.
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Spoilt or Discarded Ballot Paper envelopes – PP36
Spoilt or Discarded Ballot Paper envelope will contain either one set of ballot
papers if a ballot paper has been spoilt or one ballot paper if discarded.
Spoilt Ballot Paper
If an elector has made an error on their
ballot paper they must give the spoilt
ballot paper back to you before you can
give them a new ballot paper:
Write the word ‘Spoilt’ on the back of the
cancelled ballot paper.
Select the correct replacement ballot
paper and separate the two ballot papers
down the perforation line. Give the
elector the replacement ballot paper for
their spoilt one (either LA or LC) but
retain the other half (either LA or LC) of
the ballot paper which is not required.
Insert both the spoilt ballot paper and the
retained unused half of the conjoined
ballot paper into a Spoilt or Discarded
Ballot Paper envelope. (PP36). As the
conjoined ballot papers are a set you
must ensure that two ballot papers are
placed in the envelope for all spoilt
situations (one LA ballot paper and one
LC ballot paper).
Complete the details on the outer envelope and seal. Retain for end of day
reconciliation..
All Spoilt envelopes are to be recorded on Account of Ordinary Ballot Papers
(PP15) form and, at the close of Poll, given to the Polling Place Manager.
If an elector loses a ballot paper they cannot receive a new one.
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Discarded Ballot Paper
Discarded ballot papers do not form part of an Issuing Officer’s reconciliation as
they are already accounted for in the number of ballot papers issued.
If you find a ballot paper abandoned in a voting screen or on the floor, hand it to
the Polling Place Manager immediately.
Discarded ballot papers are to be placed in spoilt or discarded Ballot Paper
envelope (PP36), recorded in Polling Place Manager General Return. Each
envelope in this situation contains only the one discarded ballot paper.
Issuing Point Security Boxes
Each issuing point will be provided with a security box. When an issuing point is
closed temporarily during the day or part of the polling place is being closed,
ballot papers and the electoral roll must be placed into the security box and put
securely behind your desk away from the public.
If the area is unattended, please give the box to the PPM for storage in the
secure ballot paper area.
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3.
DECLARATION VOTES
Under the Electoral Act 1907 an elector is required, under certain
circumstances, to make a declaration before they can vote. This is called a
‘declaration’ vote. There are two types of declaration votes – Provisional votes
and Absent votes
Provisional Vote
A provisional vote is given in certain circumstances, to an elector who claims to
be enrolled in the issuing district.
Absent Vote
An absent vote is issued to voters who are enrolled for an address outside the
district where the polling place is located.
Requirements for Declarations
An elector must complete a declaration vote when:
•
the elector’s name cannot be found on the electoral roll
•
the elector has already been marked on the roll as having voted
•
the elector’s name has been marked ‘by objection’ by the Electoral
Commission
•
the elector’s claim to vote is challenged by a scrutineer
Name Omitted in Error
If an elector’s name cannot be found on the electoral roll and it appears to have
been omitted in error, the Ordinary Vote Issuing Officer will direct the elector to
you for a declaration vote.
Whilst very rare, it is possible for a name to have been omitted in error during
the compilation or printing of a roll.
The Declaration Voting Process
The elector makes a declaration regarding their electoral information, receives
the ballot papers for the district and region for which they have claimed
enrolment and casts a declaration vote.
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Address Omitted from Roll (Silent Electors)
Certain electors, for security reasons, have only their names listed on the roll
(silent electors). The address is replaced by ‘Section 51B’. When a silent
elector is completing a declaration form to vote, they are not required to write
their address details in section two of the form. Section 51B or Silent Elector is
sufficient.
A silent elector may apply to become a general early voter and will then
automatically have ballot papers posted out to them at every future State and
Commonwealth election.
Direct any enquires about becoming a General Early Voter to your Polling Place
Manager.
Rejection of Declaration Votes
Votes cannot be admitted to the count if:
•
the declaration is not correctly completed
•
the declaration is not signed by the elector
•
incorrect ballot papers were issued by the Issuing Officer the declaration is
not legible
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Eligibility to Vote
It is vital that you understand the elector eligibility requirements particularly with
regard to the three-month residence rule.
An elector is eligible to vote if they:
•
are on the electoral roll for a district and live at the enrolled address
•
are on the roll even though they moved out of their enrolled district no more
than three months ago. If they moved permanently to a new district more
than three months ago and did not update their enrolment they are
ineligible to vote
•
moved address within the same district, even if the elector has not updated
the roll with the new address (providing the elector appears on the roll for
the old address)
•
live at an address in the district and have enrolled but appear to have been
omitted from the roll in error
The latter is likely only:
•
where an elector was on the State roll for the last State election and has not
changed address
•
if an elector is convinced that an Enrol to vote or update your details form
was completed and sent in well before the date of roll close. (Roll close 9
February 2017)
Ineligibility to Vote
A person can be excluded from voting if:
•
it appears that they are not the person whose name is on the roll
•
they have previously voted at that election
•
they moved to a residence in a different district over three months ago and
did not update their enrolment
•
they refuse to answer the questions asked before a vote is issued
•
they refuse to sign a declaration as required of a provisional voter.
Every person whose name is on the electoral roll for a district is entitled to vote
at an election or referendum under the provisions of the Electoral Act 1907
provided they have remained an enrolled resident of that electoral district in the
last three months.
As indicated above, change of residence within the same district does not
disqualify an elector from voting at an election or referendum for that district,
providing the elector still appears on the roll.
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Ineligibility to Vote cont’d
The laminated card Have you moved recently? (PP21) explains the residency
requirements.
In some circumstances, a person whose name does not appear on the electoral
roll may be able to lodge a provisional declaration and vote.
Ensure the elector is provided with an Enrol to vote or update your details form
to complete before they leave.
Elector Marked as Already Voted on Electoral Roll
If the elector’s name on the electoral roll has already been marked as having
voted, but the elector claims not to have voted, then the Ordinary Vote Issuing
Officer will direct the elector to you for a declaration vote.
Double check with the elector that their name is matched against the correct
entry on the electoral roll.
Elector Whose Claim to Vote is Challenged by a Scrutineer
A scrutineer may have grounds for objecting to an elector voting as an ordinary
voter. In such cases, your Polling Place Manager will require an elector to
complete a PP25 Declaration Vote.
The elector’s name must not be marked against the electoral roll held by the
Ordinary Vote Issuing Officers. If applicable, the name will be marked at a later
stage, when the declaration has been checked at the Count Centre.
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Report of Elector Unable to Vote
An elector may give you advice about the inability of another elector to vote
because of:
•
•
•
ill health or other circumstances
the elector’s death or permanent departure from Western Australia
other circumstances.
Record these details on the form Elector Information Report (PP34).
General Early Voters
Once registered as a General Early Voter, the elector is automatically sent
ballot papers for every State and Federal election.
To qualify as a General Early Voter an elector needs either to:
• live more than 8 kms from the nearest polling place
• be ill or infirm or a carer of such a person
• be a silent elector i.e. have applied to have their address not listed on the
electoral roll
• possess religious convictions preventing attendance at a polling place on a
Saturday
• be permanently disabled
• be over the age of 70.
All enquires are to be directed to the Polling Place Manager.
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4.
POLLING DAY – 8.00 AM TO 6.00 PM
Polling place doors will be opened at 8.00 am sharp and closed at exactly 6.00
pm. During the hours of polling, you must ensure correct procedures are being
followed.
Accidents in Polling Place
Every polling place has been issued with a small first aid kit. Any accident
occurring in the polling place involving staff, scrutineers or the public needs to
be dealt with sympathetically and professionally.
If an accident to any person occurs during the course of polling:
•
•
•
•
assess the situation and provide assistance
as soon as possible notify your Polling Place Manager
refer witnesses to the accident to your Polling Place Manager
the Polling Place Manager is required to complete an accident report on the
Polling Place Manager General Return (PP44).
Do not become involved in any discussion related to liability of parties
regarding accidents.
Procedure for Issuing Declaration Votes
Declaration votes are issued to electors who are unable to vote as ordinary
electors for the district in which the polling place is situated.
Compulsory Questions
Section 119(1) of the Electoral Act 1907 requires that certain questions must be
put to all electors to establish their identities and have them declare that they
have not voted previously in this election. Every elector must be asked the
three compulsory questions.
Issuing Declaration Votes Using Manual Process (see section 5 for
issuing instructions using ERS)
QUESTION 1
“Have you cast an early vote for this election or already voted today?”
(Some electors may have applied for an early vote)
If ‘YES’ the elector is not entitled to vote again.
If ‘NO’ give the elector a declaration envelope to complete.
Have the elector complete section 2 of the PP25, pressing firmly through all copies.
Ensure they sign the Declaration.
After the elector has completed Section 2 of the declaration envelope, the elector is to
verbally confirm their full name and enrolled address.
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QUESTION 2
“What is your full name?”
QUESTION 3
“What is your enrolled address?”
(What address did you last advise the Electoral Commissioner was your
permanent address?)
Using the List of Streets – identify the District. Record this in Section 1 and
include page and line number reference.
Select the correct ballot paper for this District from the Declaration ballot
papers.
Issue Declaration Ballot Papers
a)
Issue the ballot papers only when there is a vacant voting screen
available. Take extreme care to issue the appropriate ballot papers for the
elector’s enrolled district and region.
Take a conjoined ballot paper and fold along the perforated line. Gently
tear along the line so that you have separate Legislative Assembly and
Legislative Council ballot papers.
b)
Advise the elector that they must bring the ballot papers back to you for
lodgement in the declaration envelope. This is particularly important since
the elector is likely to be accustomed to depositing ballot papers directly
into the ballot box.
c)
Direct the elector to the declaration voting screen.
While the elector is voting, complete section 3 and sign/date as Issuing Officer.
Remove the duplicate copy of the declaration and file it in the Duplicate
Declaration Votes File (PP84) in district order then alphabetically by surname of
elector within the district.
LEAVE THE ORIGINAL DECLARATION ATTACHED TO THE ENVELOPE
d)
When the elector returns with the ballot paper, ask them to repeat their
name. This procedure safeguards against mismatching, should you have
several electors voting simultaneously.
Ask the elector to fold and place the ballot papers in the declaration envelope,
seal it and deposit the declaration envelope in the declaration vote ballot box
under your observation.
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5.
ERS: ELECTOR RECORDING SYSTEM
This section relates only to the use of ERS. Please refer to other sections for
further instructions.
E.s.90(1)
The Elector Recording System (ERS) is an electronic roll look up and record
system with access to a copy of the electoral roll. It links to a central roll and allows
faster issuing of votes by issuing officers, less paperwork for voters and faster end
of day processing.
Issuing Officers are still required to check elector eligibility to vote, ask the 3
questions and issue ballot papers in the same way as elector who are using the
manual system.
IMPORTANT DETAILS
1)
Turn on the Netbook
a. Depending on the type of netbook, this could be located in the middle of
the device or on the side.
2)
ERS username and Password
a. Will be provided by the Polling Place Manager.
3)
Loading Screen
a. May take a few minutes to load
b. ERS has loaded once you see the option to enter your username and
password
4)
Accept conditions of use
5)
Ensure the correct user type
a. EARLY USER - is only to be for all of those centres operating prior to
election day (Airports; Early Voting Centres; Courthouses etc.) up until
11 March 2017.
b. ABSENT USER – is to be used for declaration issuing officers at a
polling place on election day – 11 March 2017.
6)
ERS Tutorials
a. Valuable educational tool to assist issuing officers prior to
commencement of polling
b. Available in the weeks prior to polling day on the WAEC website
www.elections.wa.gov.au
c. Also available on the netbook once you have logged into the ERS
system (F6)
d. Marking off an elector, unmarking an elector and the layout of the
keyboard
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ERS Checklist 1 – Set up (Manager and / or Issuing Officer)
Polling Place Manager and/or Issuing Officer to open and arrange
Open Polling Place IT equipment box (break seals) PP12
Connect power cables
Use the gaffer tape provided to cover cables on exposed floor
areas
Arrange forms and materials on desk
Complete names on Issuing Officer Computer Access Register
PP78
Tear off and distribute Usernames and Passwords to Issuing Officers on
morning of polling.
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ERS Checklist 2 – Set up (Issuing Officer only)
Issuing Officers (set-up)
Turn on netbook (may take a few minutes)
Receive Username and Passwords from Polling Place
Manager(on tear-off slip) PP78
Netbook Login
Enter your ERS Username and Password at the login screen
(from the PP78)
Read and accept the “use of roll” conditions on screen
.
Check correct user type on top of screen (Early or Absent)
•
Early (EV) for early voting centres prior to election day
and;
•
Absent (A) for polling places on election day
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This relates to Receival of the ERS Parcel and Packing Up for the return of
material.
ERS User Guide
Check the contents of your netboook box against Polling Place IT Equipment
PP12. Keep all box components (shown below) to repack at the end of polling.
Connect
Power
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To navigate and record
Issuing Officers need only use the following buttons to operate an ERS netbook.
All other function keys and the mouse are disabled.
Navigation Keys
Tab to move to the next search field or the elector list
Enter to accept the details on screen
Down Arrow to move down the list of electors
Up Arrow to move up the list of electors
Four function keys
F2 to return to the home screen
F3 to search for an elector
F6 to view tutorials (keyboard layout, marking off electors and unmarking
electors)
F7 to view a report on the number of electors marked off by the machine
F8 to log off
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Usernames and Passwords
Polling Place Manager records individual’s name then issues Username and
Password.
PPM writes staff name on form
PP78, then provides the tear off
slip containing login details
Issuing Officer to keep secure.
Turn the Netbook on and Login
1.
2.
3.
4.
Press Power Button to turn netbook on.
At login screen type in your username; press tab; then type in your password,
press tab; press Enter.
Read and accept “Use of Roll Conditions” before proceeding.
Check user type at the top, left of screen to ensure you are logged into the
correct issuing officer type (early or absent). If not, advise your PPM to
check the login issued to you.
Search for an Elector and Mark off the Roll
After you have asked the 3 compulsory questions (see page 40)
Press F3 to search
Enter the first 3 to 5 letters of the surname; press tab, then 3 letters of the first
given name; press Enter.
Press tab to move to the list of names returned in the search.
Press Down Arrow to move down and Up Arrow to move up until the correct
elector details are surrounded by a blue box on the screen.
Press Enter to select that elector.
Note: Type in the full surname and given names for common names to reduce
the number of electors shown. A suburb or street name is rarely needed
– may only be required for a very common name such as John Smith.
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Confirm the elector name shown on
the screen is correct and press Enter
Press tab to select the “Record’ button
and press Enter to mark the elector of
the roll.
Note: If it is not the correct elector, tab to “Cancel” and press Enter to return to
the search screen.
The screen message will tell you that the elector has been successfully marked
off. The next screen informs you of the district and region the elector is eligible,
to receive a ballot paper for.
Press tab and issue the elector with the relevant conjoined but separated ballot
papers. Press Enter to close and start a new search screen
Note: Last elector marked off will appear at the bottom right of the next search
screen. If you mark off an elector in error, follow the same process
above, selecting “Unmark” instead of record.
Other screen messages
If an elector has already voted or been issued a postal vote, you will receive a
screen message with instruction on what to tell the elector and how to proceed.
Read and follow the instructions.
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Troubleshooting
•
Netbook fails to turn on – check power connections and setup before
contacting the IT Helpdesk.
•
Netbook display is blank – press the computer’s power switch.
•
Power failure – if there is a power failure the netbook will continue to
operate on battery. Polling Place Manager in consultation with the IT
Helpdesk determines if there is a need to revert to manually issuing votes.
Polling Place IT equipment (PP12) box
contains an envelope labelled ERS Back-up
(PP70).
Only open envelope if instructed to by the IT
help desk.
IT Helpdesk
Phone 08 9214 0419
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End of Polling Procedures
Press F7 to view a report listing the total number of ballot papers issued by the
machine.
Press F8 to log off. This is a requirement prior to shutting off the netbook.
The login screen will appear, you can now press the power button to Shut down.
Write the netbook ID no. (WAEC____ or VEC_____) on the PP51.
Close the screen, disconnect all cables and repack the netbook in the original
carton for return to WAEC.
Seal box and complete PP51
Only complete PP70, if in a rare
instance you have been instructed by
IT Help Desk to open the envelope.
Record seals on PP51, then affix PP51
over the top of PP12 on the top of the
lid of the box
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Issuing ballot paper using ERS
Check eligibility
Ask every elector the three compulsory questions
Question 1
Have you already cast an early vote for this election or already voted today?
E. s.119
If YES, the elector is not entitled to vote again.
(Some electors may have applied for an early vote By Post or In Person)
If NO, then proceed with the next question.
Question 2
E.s.(90)(4c)
(a)
What is your full name?
Type in the first 3-5 letters of both the surname and given name of the elector. In
the case of common names like John Smith, type in the full name and ask the
elector for his / her street name and enter that as well.
Question 3
What is your enrolled address?
You may have to rephrase the question – Where do you live?
E.s.90(4c)
(b)
This should match the elector’s enrolled address as it appears on the electronic
roll.
This question checks if the person has moved permanently from their enrolled
address. If the elector has move permanently and has changed district more than
three months ago, he or she is not eligible to vote and should be provided forms to
update their enrolment. On rare occasions, you will find two electors with the
same name living at the same address. Select the first name if it is not already
marked off.
Declaration Vote Issuing Officers
or
Early Vote (in person) Issuing Officers
Locate the relevant district ballot papers and envelope (PP90). Separate the
conjoined ballot papers, ask the elector to complete both and place them inside the
envelope before putting the envelope into the declaration ballot box.
If an elector cannot be found on the electronic roll, issue the ballot paper
using the manual process as outlined in section 4.
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Record the elector on ERS
Refer to the instructions on pages 36 & 37 of this manual.
Issue the ballot paper
Issue the correct conjoined ballot paper for the elector’s district. Separate at the
perforation before handing the two papers to the elector.
Direct the elector to the voting screen only when one is vacant and say,
“Please mark the ballot papers according to the instructions on them, fold
them and return them to me.”
Instructions on marking the ballot paper are described on the ballot paper as
well as on the voting screens.
Place both ballot papers into a PP90 envelope for the appropriate district
Find the PP90 envelope that matches the elector’s district. If there are no preprinted PP90 envelopes left for that district, write the district name on one of the
blank PP90 envelopes.
Request the elector to:
Insert both of their folded ballot papers into the PP90 envelope
seal the envelope
place the envelope into the ballot box
Summary: Steps in issuing an early vote (In Person)
I. Ask the elector the three questions.Record the elector on ERS.
II. Separate and Issue the ballot papers.
III. Place the completed ballot papers into a PP90 envelope for the
appropriate district.
IV. Place the PP90 envelope containing the ballot paper into the ballot box.
If the Elector Recording System is unavailable, issue votes
using the manual method.
For instructions on how to issue a vote using the manual process, please refer
to the instructions in section 4 of this manual.
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Scenarios when Issuing Votes
Different Address on Roll for Elector
Check if the elector recently moved from this address. The elector is entitled to a
vote if he or she has lived either:
•
at the enrolled address; or
•
somewhere else within the same district, within the last three months.
Provide an Enrol to vote or update your details form.
If the elector has lived permanently for more than three months outside the district
and has not updated their enrolment, they are no longer eligible to vote.
Hand the elector the Have you moved house recently PP21 card and briefly
explain the situation.
Note:- “Unmark” an elector is only used where you have made an error
in marking off the incorrect elector. Do not use it where two
people with the same name are listed on the roll.
Address Replaced by Section 51B (Silent Elector)
Certain electors have only their names listed on the roll (silent electors). Their
address will read ‘S51B’. Ask the elector the first two compulsory questions. A
silent elector may then answer ‘Section 51B’ or ‘Silent Elector’ in response to
‘Where do you live?’ S51B will be displayed on the search results screen.
Complete the normal procedures for the issuing of ballot papers.
Postal voting package not received
An elector may have requested a postal voting package but not received it by
polling day. They can choose to vote at the polling place. You can mark them off
the roll and issue them a vote. If the requested postal vote then turns up, the
elector is asked to destroy it.
Name is on Electoral Roll Twice
Ask if two people with the same name live at that address. Issue a vote against
one name only on the electoral roll. If only one person with that name lives at the
address, record the duplication in an Elector Information Report PP34.
Name not on ERS roll
Refer to instructions regarding the use of:
•
Declaration vote (manual) form PP25
•
Enrol to vote or update your details form
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Preparations for Close of Poll – All Declaration Officers
During the late afternoon the Polling Place Manager will instruct you to begin
preparing for the close of polling.
Some of the tasks are to:
make sure that you have voted if you are eligible to vote in this election
read the instructions to be followed after the close of voting (see following
pages)
• check the polling place for discarded ballot papers
• place duplicate declaration forms on the PP84 file (applicable for manual
issuing only).
•
•
Some issuing tables can be closed and screens dismantled, so as to enable
counting to begin as soon as possible after the polling place closes.
Close of Poll
The polling place closes at 6.00 pm sharp.
If there is a queue extending outside of the polling place a polling official is to
join the end of the queue at 6.00 pm sharp and no other electors are allowed to
join the queue.
Ballot boxes are not opened until all electors have voted and left the polling
place.
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6.
POLLING DAY – 6.00 PM ONWARDS
Completion of Declaration Vote Issuing Officer Returns and Packaging
After polling concludes you will need to reconcile the starting number of ballot
papers with the number of votes issued and the number of unused ballot
papers remaining, using these steps
1
Count the unused conjoined ballot papers remaining at your table.
2
Record the numbers of unused ballot papers on form:
−
3
Account of Declaration Ballot Papers Received and Issued (PP46)
After the seals have been checked, witnessed and removed, empty the
ballot box(es).
Opening the Declaration Vote Ballot Boxes
All ballot boxes are opened by the Polling Place Manager in the presence of
other polling staff and any scrutineers in attendance as soon as possible after
6.00 pm.
Before they are broken the Polling Place Manager must check the ballot box
seal(s) against the information on page 5 of the Polling Place Manager General
Return (PP44). A record of this procedure must be witnessed by a scrutineer or
a Polling Official.
Do not open the declaration envelopes or detach the original page
4
Sort the Declaration Vote envelope (PP25) first by District, then into
alphabetical order according to surname of elector and count the number of
envelopes. If using ERS, sort the PP90s by District.
5
Count any Spoilt or Discarded Ballot Paper envelopes (PP36) and place in
separate bundles for spoilt and discarded.
6
Balance the number of declaration envelopes from the ballot box(es)
against the number of duplicate counterfoils on file.
7
Complete details on form Duplicate Declarations Votes (PP41) with the
numbers of duplicate counterfoils contained in each.
8
Record the numbers of ballot papers issued on forms:
•
Account of Declaration Ballot Papers Received and Issued (PP46)
Check that the figures agree with the number of PP25 envelopes removed
from the ballot boxes.
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Completion of Declaration Vote Issuing Officer Returns and
Packaging cont’d.
9.
Complete forms PP46 and PP56, then give them to the Polling Place
Manager to enter the figures into the Polling Place Manager’s General
Return (PP44).
10
Bundle Declaration for envelopes (PP25) into 25s. Fasten with a rubber
band and include Packing Card Declaration Votes (PP63). Write the district
name and number of envelopes on the PP63 cards. If using ERS bundle
PP90 into 25s and use Packing Card (PP66)
11
Parcel the bundled, fastened and labelled declaration envelopes in the large
plastic bag labelled Parcel 3 – Declaration Votes (PP49).
12
Place the following in Parcel 8.
•
Elector Information Materials and Declarations Votes File
(PP54)Elector Information Report pads (PP34)Duplicate Declaration
•
File (PP84) containing Duplicate Declarations Votes (PP41) Insert
completed Enrol to vote or update your details forms into the PP27
envelope (prior to placing in Parcel 8
13
Give Early Votes (by post) envelopes received to the Polling Place
Manager to insert into the PP28 envelope prior to placing in Parcel 3 –
Declaration Votes (PP49
14
Give the Declaration by an elector who has Early Vote (by post) (PP35)
forms to the Polling Place Manager to include with the PP44 return.
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Counting Ballot Papers
After you have completed your declaration vote duties the Polling Place
Manager will instruct you to assist with the counting of ordinary ballot papers
and/or other packing.
The basic steps for counting:
•
remove all ordinary ballot papers from the ordinary ballot boxes
•
check that the ballot boxes are empty
•
completely dismantle and flatten the cardboard ballot box
•
unfold ordinary ballot papers
•
sort the ballot papers into formal, informal and questionable
•
sort the formal ballot papers according to the first preference
•
the Table Supervisor is to examine the questionable ballot papers and your
Polling Place Manager is to examine the informal ballot papers
•
use the finger stalls and count the formal ballot papers into bundles of 50,
plus a bundle for the remainder (write the number on a post-it note)
•
flick check that the ballot papers have been sorted correctly
•
the Table Supervisor will inform your Polling Place Manager of the number
of first preference ballot papers for each candidate.
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There are three separate counts of ordinary ballot papers conducted in each
polling place:
1
First preference count of Legislative Assembly ballot papers
2
Indicative Two Candidate Preferred Count (TCP) of Legislative
Assembly ballot papers
3
Ticket first preference count of Legislative Council ballot papers.
When counting ballot papers into bundles of 50,
Count two lots of 25 rather than 50 all at once
Packing and Return of Materials and Equipment
Once the counting of all ballot papers has been completed and the results
phoned to the Returning Officer, your Polling Place Manager will allocate final
tasks, which include:
•
dismantling the voting screens and preparing them for collection or disposal
•
preparing the empty ballot boxes for collection or disposal
•
removing posters
•
packing materials into the security plastic bags according to the labels on
the bags
•
confirming that the security bags only contain the items listed on the label
•
witnessing the recording and sealing of security bags on the Polling Place
Manager General Return (PP44)
•
packing other materials into the remaining labelled bags
•
inspecting the premises to make sure that no election material has been
overlooked.
The polling place must be left clean and tidy – any furniture moved must be
returned to the correct location.
For security reasons, it is desirable for a Polling Official to accompany
the Polling Place Manager when returning election materials
to the Returning Officer
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Sign the Attendance Sheet
Before leaving the polling place each Polling Official must sign the attendance
sheet.
Advise the Polling Place Manager if you have not signed the attendance sheet.
If this is overlooked, your remuneration will be delayed.
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7.
CUSTOMER SERVICE
Use your best judgement to assist every elector. Remember that you are a
representative of the Western Australian Electoral Commission with a duty to
abide by the Commission’s Code of Conduct and provide excellent customer
service.
For one reason or another, some electors who approach you may be anxious,
nervous, confused, or in a hurry. On rare occasions, your duties may be made
difficult by an aggressive elector. Be polite and refer the elector to the Polling
Place Manager.
Do not direct an elector to vote at another polling place
An elector may ask you to discuss political issues, candidates or parties. If this
occurs, politely inform the elector that your job today is to issue votes correctly,
remain impartial and as such you are not able to discuss these matters.
If an elector seeks information on a political party or candidate, direct them to
the people issuing ‘how-to-vote’ cards outside the polling place. An elector
cannot take the ballot papers outside the polling place. The ballot papers may
be left with the issuing officer until the elector returns.
Cardboard voting screens are not designed to bear large weights; ensure
that electors carrying babies or small children are warned of this fact and
do not put themselves or others at risk.
Enhancing Access to Voting
All eligible electors are entitled to actively participate in our democracy by
voting. However, some electors who will attend the Polling Pace may require
assistance to vote. The following provides instruction for assisting such
electors
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Electors with Impaired Hearing
Refer to the Hard of Hearing counter card at the polling place.
Communication with electors with impaired hearing is easier if you:
•
•
•
•
•
•
•
directly face the elector and ensure your face is not in shadow
keep hands and hair away from your face, with your lips clearly in their view
speak clearly at a moderate speed
do not shout
use plain language and get to the point
avoid unnecessary words
rephrase or write down questions.
At this election a small number of polling places will be trialling Hearing Loop
technology for electors with certain hearing aids. Refer to the associated
instructions if this applies to your polling place.
Electors Needing Assistance with Writing
If an elector is illiterate, visually impaired or disabled, or has limited knowledge
of English, they are entitled to receive help with voting. Direct the elector to
your Polling Place Manager.
The Polling Place Manager may assist the elector in completing the ballot
paper in the presence of a scrutineer or if a scrutineer is unavailable, in the
presence of a person nominated by the elector, or a polling official.
Electors with Walking Difficulties
If an elector is too incapacitated to enter the polling place, but is able to come
near the polling place, the Polling Place Manager can organise for ballot
papers to be taken to the elector. This may be to a motor vehicle parked near
the polling place.
The Queue Controller is responsible for ensuring that electors who have
difficulty walking or are frail do not have to stand in a queue.
Let electors know that the tabletop voting screen is available if they wish to sit
down to cast their vote. If additional assistance is required advise the Polling
Place Manager.
Electors Unfamiliar with English
These electors should be provided with the Multilingual Guide to help determine
the appropriate language. The Multilingual Guide will be available in printed
form and also on the Tablet provided to each polling place.
The Multilingual Guide has how-to-vote information in a number of different
languages as well as Easy English.
If they fail to recognise one of those languages direct the elector to the Polling
Place Manager who may have access to the Commonwealth Telephone
Interpreting Service.
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8.
CANDIDATES, PARTY WORKERS AND SCRUTINEERS
Candidates, party workers and scrutineers have different rights and
responsibilities at the polling place.
Candidates
Candidates are not allowed to take part directly in the conduct of the election.
They may not be scrutineers and may not enter a polling place except to record
their own vote and must not be wearing campaign t-shirts or badges when they
do so.
Party Workers
Party workers distribute ‘how-to-vote’ cards for candidates usually near the
entrance of a polling place. Party workers may only enter the polling place to
record their own vote and must not be wearing campaign t-shirts or badges
when they do so.
Scrutineers
Scrutineers represent the candidates in the polling place to help ensure the
integrity and equity of the electoral system. They may observe all operations in
the polling place and play an important role in the electoral process. Scrutineers
must wear the Scrutineer name tag and a yellow WAEC vest provided by the
Returning Officer or Polling Place Manager to be easily identified.
Scrutineers are not permitted to touch ballot papers or declaration envelopes at
any time and must not interfere with the counting process or impede staff
activity.
Scrutineers are not to touch bins within the polling place. Electors can return
how-to-vote materials directly to party workers, however, if materials are placed
in a bin within the polling place they must not be removed.
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Role of Scrutineers
Scrutineers may:
•
inspect (but not touch) all ballot boxes and witness their closing, sealing
and opening
•
make queries about the electoral processes to the Polling Place Manager
•
observe the operation of polling within a polling place and its surrounds
•
request the Polling Place Manager to arrange a declaration vote for an
ordinary elector
•
observe the Polling Place Manager or an Issuing Officer assisting an
elector who needs help
•
observe the conduct of the count after the close of polling
•
challenge the formality of a ballot paper at a count. However, the Polling
Place Manager will make the final decision on the formality of a ballot
paper.
Scrutineers may NOT:
•
touch ballot papers or declaration envelopes
•
help with the clearing of screens or in the removal of material from the
polling place
•
wear a badge or emblem of a party or candidate in a polling place
•
communicate with any person in a polling place except in the performance
of their specific duties as scrutineers.
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9. POLLING PLACE STAFF
A number of Polling Officials are appointed to each polling place and their
duties are outlined below. It is useful to have an understanding of the duties
of the entire team.
Declaration Issuing Officer (DIO)
The duties of a Declaration Vote Issuing Officer are to:
•
determine the eligibility of electors to make a declaration vote
•
to ascertain the elector’s correct electoral district by checking the address
in the List of Streets directory or using ERS, where applicable
•
ensure the elector completes the declaration form correctly
•
ask every elector the three compulsory questions
•
file duplicate copies of declarations in district order then alphabetically
within the district in the Declaration Votes File (PP84) for manual only
•
issue ballot papers to provisional voters
•
if required, provide the Multilingual Guide
•
ask provisional electors to complete Enrol to vote or update your details
forms (where applicable)
•
direct electors to vacant declaration voting screens
•
request that unenrolled or incorrectly enrolled electors complete a new
Enrol to vote or update your details form
•
refer any electors with completed Early Votes (by post) to the Polling Place
Manager
•
sort, count and bundle declaration envelopes at the close of poll
•
prepare reconciliation returns and pass these to the Polling Place Manager
•
assist with sorting and counting ordinary ballot papers
•
confirm that the security bags only contain the items listed on the label
•
witness the recording and sealing of security bags
•
assist in packing up materials and dismantling the polling place.
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Queue Controller (only appointed at larger polling places)
The duties of a Queue Controller are to:
•
•
•
•
•
•
•
•
ensure a smooth flow of electors to issuing points as they become vacant
ensure voting screens and their immediate area are kept tidy and clear of any
election material, and pencils are regularly sharpened
prioritise electors who require assistance e.g. disabled and elderly electors
identify declaration voters and direct them to the appropriate issuing officer
identify family groups and direct electors with the same family name to the same
issuing point
keeps queues orderly and alerts the Polling Place Manager to any emerging issues
or long delays
assist with sorting and counting of ordinary ballot papers
assist with the final tasks of dismantling voting screens and ballot boxes follow any
further instructions received from the Polling Place Manager
Ballot Box Guard
The duties of a Ballot Box Guard are to:
•
be responsible for the security of the ballot boxes and maintain a watch over ballot
boxes throughout the hours of polling
•
ensure all electors place their ballot papers in the correct ballot box before leaving
the polling place
•
assist with sorting and counting of ordinary ballot papers
•
assist with the final tasks of dismantling voting screens and ballot boxes
•
follow any further instructions as received from the Polling Place Manager.
General Assistant (only appointed at larger polling places)
A General Assistant works from 5.30 pm to assist with dismantling the polling place
and the count of ordinary ballot papers. A General Assistant may also be employed
after the election to assist the Returning Officer.
Rotation of Staff
Polling officials, other than Declaration Vote Issuing Officers, are normally rotated
between positions to help them remain fresh and alert. Ordinary Vote Issuing Officers
can be rotated with the Ballot Box Guard and the Queue Controller.
If workload permits, Ordinary Vote Issuing Officers may be given the opportunity to
observe declaration vote procedures. Ordinary Vote Issuing Officers, however, must
not issue declaration votes unless fully trained to do so.
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Polling Place Manager (PPM)
A Polling Place Manager is appointed to each polling place and is
responsible for:
•
•
•
•
overall supervision
operation of the polling place and polling staff
liaising with key stakeholders such as scrutineers and campaign workers
managing the count and ringing through results to the Returning Officer
A Substitute Polling Place Manager will be appointed should the Polling
Place Manager leave the polling place at any time during voting.
Assistant Polling Place Manager (APPM)
An Assistant Polling Place Manager is appointed where polling places have
four or more ordinary vote issuing points. The role of the Assistant Polling Place
Manager is to assist in the operation and supervision of the polling place and
act as the Polling Place Manager if required.
Ordinary Vote Issuing Officer (OIO)
The duties of the Ordinary Vote Issuing Officer are to:
•
•
•
•
•
•
•
•
•
•
count and record the number of ballot papers received on Account of
Ordinary Ballot Papers (PP15), which is the face sheet of the electoral roll
ask every elector the three compulsory questions
determine the eligibility of ordinary electors
direct potential declaration voters to Declaration Vote Issuing Officers
put a mark against eligible electors’ names on the electoral roll
issue ballot papers to eligible electors
if appropriate provide the Multilingual Guide
direct each eligible elector to a vacant voting screen
complete the Elector Information Report (PP34) when an elector provides
this information
provide electors, whose details have changed, with an Enrol to vote or
update your details form and a reply paid envelope.
After polling closes at 6.00 pm:
•
•
•
•
•
•
•
•
record the total number of ballot papers issued on the front page of the
electoral roll Account of Ordinary Ballot Papers (PP15)
sign the electoral roll (PP15)
assist with the sorting and counting ordinary ballot papers as directed
assist in packing up materials
witness the recording and sealing of security bags
assist with the final tasks of dismantling voting screens
prepare empty ballot boxes for return
follow any further instructions received from the Polling Place Manager.
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Notes
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2017 State General Election - Declaration Vote Issuing Officer Manual
NOTES
Level 2, 111 St Georges Terrace
Perth WA 6000
GPO Box F316
Perth WA 6841
PHONE (08) 9214 0400 or 13 63 06
EMAIL [email protected]
WEBSITE www.elections.wa.gov.au
FAX (08) 9226 0577
National Relay Service (NRS)
133 677 then ask for (08) 9214 0400
Print version ‒ ISBN 978-1-921818-33-2
Online version ‒ ISBN 978-1-921818-34-9