Electoral Commission: Consultation on Performance Standards for Returning Officers

8/4/2019 Electoral Commission: Consultation on Performance Standards for Returning Officers

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Draft performancestandards for ReturningOfficers in Great Britain

September 2011

Consultation paper


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Translations and other formats

For information on obtaining this

publication in another language or in

a large-print or Braille version, please

contact the Electoral Commission:

Tel: 020 7271 0500

Email: [email protected]

The Electoral Commission 2011


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Contents

1 Background 1

2 Submitting a response 3

Contact details 3

Guidelines for responses 4

What happens next? 5

3 The performance standards framework 6

The draft performance standards 6

Monitoring performance 7

4 The draft performance standards 10

Appendices

Appendix A Schedule of submission of monitoring

checklists

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1 Background1.1 The Electoral Administration Act 2006 (EAA) gave the ElectoralCommission powers to set and monitor performance standards for electoralservices. Under these provisions, the Commission may:

determine and publish standards of performance for relevant electoralofficers in Great Britain (Electoral Registration Officers, Returning Officers

and Counting Officers)

direct relevant officers to provide the Commission with reports regardingtheir performance against the published standards

publish its assessment of the level of performance by relevant officersagainst the published standards

1.2 In March 2009 the Commission published performance standards forReturning Officers (ROs) and reported on the performance of ROs following the

European Parliamentary elections in 2009 and the UK general election in 2010. 1

For the various polls in 2011 (including two referendums: one on the law-making

powers of the National Assembly for Wales in March; and a UKwide

referendum on the UK Parliamentary voting system in May) we took a different

approach.

1.3 For both referendums, the Chair of the Electoral Commission was theChief Counting Officer (CCO) who had the power to give general or specific

directions to Counting Officers (COs) relating to the discharge of their functionsin the referendum. We actively monitored the delivery of the May 2011 polls and

compliance with the CCOs directions by local COs before and during the polls

rather than reporting on activities after the event. COs and electoral

administrators recognised the benefit of active monitoring compared with

reporting after the event.

1.4 After two years of measuring RO performance against the performancestandards, we now intend to develop the performance standards framework and

in doing so learn from our experience in monitoring the delivery of the May 2011

polls. We intend to place greater focus on measurement of the outputs whichwe believe, if achieved, will deliver certain outcomes. In addition, rather than ask

ROs to report on performance against the standards following the poll, we will

instead monitor performance in real time.

1.5 Before we can determine or publish a revised set of standards for ROs, wemust consult the Secretary of State and any other person deemed appropriate.

1

The current performance standards framework introduced by the EAA does not apply inNorthern Ireland, however we are working with Electoral Office for Northern Ireland (EONI) onhow to implement performance standards across the UK.


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This consultation paper provides the basis for formal consultation with the

Secretary of State and also with all those with an interest in performance

standards for ROs. It seeks views and comments on both the overall set of

performance standards and on the approach to monitoring and reporting on the

performance of ROs.


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2 Submitting a response2.1 Under Section 9A(3) of the Political Parties, Elections and ReferendumsAct 2000 (PPERA), the Commission is required to consult the Secretary of Stateand any other appropriate person before determining or publishing standards of

performance for Returning Officers (ROs).

2.2 We have written seeking the Secretary of States views on the proposedperformance standards outlined in this paper. This consultation paper has also

been sent to Returning Officers in Great Britain, and to a number of agencies,

professional bodies, and representative organisations including:

Association of Electoral Administrators (AEA) Society of Local Authority Chief Executives (SOLACE) Society of Local Authority Lawyers and Administrators in Scotland (SOLAR) Electoral Management Board for Scotland London Elects Scottish Government Welsh Government Political parties Local government associations2.3 We also plan to discuss this consultation at suitable forums during theconsultation period.

2.4 We will be happy to arrange meetings with other interested individuals orgroups on request.

Contact details

2.5 We would be grateful if you could return any responses to the contactdetails outlined below, either by post, fax or e-mail. We are also happy to take

any comments over the telephone. Please send your response to:

Ross Clayton

Business Assistant Electoral Administration

The Electoral Commission

3 Bunhill Row

London

EC1Y 8YZ

Tel: 020 7271 0679

Fax: 020 7271 0505

Email: [email protected]


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2.6 The deadline for responses to this consultation is Friday 14 October 2011.Although we may take into account responses received after this date, we

cannot guarantee that we will be able to do so.

2.7 We acknowledge that this period can be busy for those involved electoraladministration due to annual canvass activities. We aim to publish the finalstandards in December 2011 in order to give ROs sufficient time to incorporate

the standards into their planning for the May 2012 elections. That means the

consultation needs to begin in September, enabling six weeks for people to

respond. We believe that this period of time should allow all of those who wish

to respond to do so.

2.8 However, if you anticipate any difficulties responding to this consultation,please do not hesitate to contact us. As discussed above, we will be happy to

meet individuals and groups who wish to express their views to us in person,

and this may also provide an option for those who are pressed for time inresponding.

2.9 To assist us to analyse the results of this consultation, it will be helpful forrespondents to make clear in what capacity or on whose behalf their response is

submitted. We may therefore contact respondents for further information as to

the status of their submission if it is not immediately clear in the response. In

addition, we may wish to publish or make available for inspection responses to

this consultation paper.

Guidelines for responses2.10 We are seeking views on: the overall set of performance standards; eachof the individual standards; and our proposed approach to monitoring

performance. Respondents may wish to consider the following questions as part

of their response:

Do the revised standards reflect the level of performance that is relevantto, and reasonably within, the responsibility of ROs in the conduct of their

statutory duties?

Are there any other areas of the ROs remit that we have not covered, andwhich can be measured?

Are the standards appropriately defined, taking into account the need forclear, objective assessment criteria?

Does the data/evidence required section outline appropriate andsufficient evidence to justify whether an RO has met the performance

standard?

Are the timeframes for submission of data/evidence reasonable?


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What happens next?

2.11After this consultation has finished, we will review the responses received,and consider any amendments to the proposed standards and our monitoring

of the standards, as a result of those responses. Subject to any amendments orrevisions, we will publish the full performance standards for ROs in December

2011, alongside our guidance for ROs for the scheduled 2012 elections, with a

timetable of when the monitoring checklists and required evidence are to be

submitted.

2.12 By 14 October 2011, we will provide ROs and electoral administrators withdetails of our guidance and support programme for elections being held in May

2012, including when we will provide the materials.

2.13 We will publish our first report on ROs performance at the May 2012elections, based on the revised standards, by mid-July 2012.


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3 The performance standardsframework

The draft performance standards

3.1 Elections in Great Britain involve the administration of detailed processes.The current standards have predominantly looked at the plans and processes

Returning Officers have used to run elections. Our aim in revising the standards

is to start to focus on outcomes rather than simply the completion of process.

The timely and effective completion of some key processes (with measureable

outputs) is predictive of well-conducted elections, and therefore in the interests

of voters. We intend to monitor the completion of as few and the most relevantstandards as possible, to avoid unnecessary administrative burdens on ROs

and electoral services staff.

3.2 Underlying our approach to performance standards is a set of keyprinciples for each election, which are as follows:

Participation: it should be straightforward for people to participate in ourelections, whether campaigning or voting; and people should be confident

that their voice counts

Trust: people should be able to trust the way our elections work No undue influence: there should be no undue influence in the way our

elections work

3.3 In order to be assured that the key aims set out above can be achieved,the performance standards framework will monitor ROs processes in the

following areas:

Planning and organisation Administering the poll Absent voting Verifying and counting the votes After the declaration of results3.4 Each of the performance standards contains: the title of the standard the aim of the standard what ROs must do in order to meet the standard the data/evidence required to demonstrate performance against the

standard


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3.5 Wherever the standard states that a task must be completed thisconstitutes a requirement which must be met by ROs in order to meet a

particular standard.

3.6 We will supplement each standard by providing guidance to assist ROs inmeeting the standard. The guidance will form part of our best practice guidancefor ROs and will be set out across six parts, Part A will outline the performance

standards, with the following Parts B F covering the areas outlined above. The

guidance will also be supplemented with resources.

Monitoring performance

3.7 Previously our performance standards framework has required each RO tocomplete a post-election assessment. We have verified the assessments to

ensure they have been completed accurately, requesting supporting evidence

from a risk-based sample and then moderating the assessments to ensure that

they have been completed consistently. We have also given advice and

guidance on improvements where an RO has failed a particular standard more

than once. We do not currently have legislative authority or sanctions to require

compliance with our recommended improvements. Because the assessment,

verification, moderation and advice and guidance process has been completed

post-event, any improvements that follow are not realised until the next set of

elections.

3.8 We actively monitored local COs preparations for and delivery of theMarch referendum in Wales and May polls across Great Britain in 2011, in realtime. This approach enabled us to intervene where the CCOs directions were

not being followed, in order to recommend or direct improvements ahead of

polling day. COs and electoral administrators recognised the benefit to this

approach compared with reporting after the event. We have used the feedback

we received to develop a refined process for performance standards.

3.9 We have used the lessons learnt from the polls in 2011 to try to ensure thatthe information that we will ask for in future presents as little burden as possible

to ROs and their staff and does not impact on their capacity to deliver their core

duties. The vast majority of the evidence and information we will ask for should

already be produced ROs and their staff as part of planning and running an

election. In addition we have agreed to be included on the UK Governments list

of single data sets required from local government in England.2 We will also set

out the detail of our information requests and our timetable for doing so well in

advance of each election.

2 The Electoral Commission data collections are included on the single data set for

completeness. As the Commission is a body entirely independent from Government, our returnsare not subject to the normal arrangements for the single data list. The list can be found atwww.communities.gov.uk/documents/localgovernment/pdf/1886052.pdf.


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3.10 In order to focus on achieving improvements in performance in real time,we intend to move towards collecting evidence of performance against the

standards before each relevant election.3.11 The monitoring is to be broken down into two phases.Monitoring the planning

Ask all ROs to submit their plans and risk registers for performancestandard 1a Planning for an election to us by a date specified in the

Commissions guidance to ROs. For elections being held in May 2012, this

will be in mid-January 2012, recognising that the revised performance

standards will be published in December 2011. For future elections, we will

ask for the submission of plans and risk registers not later than December

for elections being held the following May.

In addition to providing us with their plans and risk registers, we will ask allROs to assess whether they meet all of the required criteria within thisstandard. Based on their responses, we will select a 25% sample of these

each year. The sample will be prioritised on the basis of risk taking into

account factors such as experience of the RO, previous issues and those

who report not meeting the standard as well as other factors. We will

analyse the evidence submitted by those in the sample and request further

information if necessary.

From the 25% sample that we have analysed, we will aim to confirm wherean RO has not met the criteria within 15 working days of the latest date of

submission. For the 2012 scheduled elections, that will be in early

February in future years, where we ask for submission of ROs plans and

risk registers not later than December before elections the following May, it

will be by January.

Monitoring the delivery

The remaining standards will be monitored by means of checklists sent outat pre-determined points in advance of each election (the proposed

timetable for submission of data/evidence is attached at appendix A). All

ROs will be asked to complete the checklists and submit the required

data/evidence to us. The evidence will comprise of copies of documents

that ROs are already producing for the election, along with provision of

certain data and information. We will aim to publish a timetable of when the

checklists and required evidence are to be submitted at the same time as

we publish the standards and supporting guidance. This will be well in

advance of any election, regardless of when it is held. For the 2012

elections, we aim to do this at the same time as we publish the standards

in December 2011.

Our guidance manual for ROs on administering scheduled elections,which we will publish at the same time as we publish the standards in

December 2011, will be designed to make clear what ROs will need to do


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to meet the standards. We will also produce a new set of planning

templates to reflect the new standards in December 2011.

On submission of each piece of evidence, we will assess what has beensupplied against what is required to meet the particular element of each

performance standard. We will aim to contact any ROs whose submitted

evidence does not appear to meet the relevant element of the standardwithin five working days. We will offer any such ROs appropriate additional

guidance or support. Those ROs who do not hear from us within specified

time frames will have supplied evidence that we consider is sufficient to

demonstrate that they meet the specific criteria.

Some elections are coordinated by the Convener of the ElectoralManagement Board in Scotland and the Greater London Returning Officer.

They have a statutory power to direct ROs in the conduct of those

elections (as do Regional Returning Officers for European Parliamentary

elections (EPE), and as we understand Police Area Returning Officers will

have for the proposed Police and Crime Commissioner (PCC) elections).For those elections, we will collect performance standards information as

for other elections, but we will not follow up with ROs ourselves. Instead we

will share our assessment of the information with the specified person to

enable them to intervene where appropriate.

We will publish our assessment on whether an RO has met theperformance standards after the election. The assessment will take into

account the ROs own assessment of their planning standard and all the

evidence received, including the monitoring checklists and evidence for

the planning standard from the 25% sample that we have verified in

greater depth. The published assessments will be contained in the reportswe publish on elections and/or in specific reports we publish on

performance standards.

Where elections are being held with a named person with a power ofdirection (EMB/GLRO/PCC or EPE elections) we will similarly publish our

assessment of performance after the polls.

Draft standards

1.16 The following pages contain the 10 draft performance standards for ROs.

The standards include 47 requirements in total, which must all be completed tomeet the relevant standards.


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4 The draft performancestandards

Planning and organisation

4.1 The key objective of the standard in this area is to ensure that adequatepreparations are made in advance of each poll, in order to ensure that risks are

identified and properly managed and that the poll is well run.

Performance standard 1a: Planning for an electionAim: To develop and put in place robust planning processes for anelection.To meet the standard, the Returning

Officer must demonstrate that they have

prepared a project plan, that it is treated as

a living document and kept under regular

review, and is used to monitor progress

and report on lessons learnt. The plan

must include:

Clearly defined objectives andsuccess measures. Contingency planning and business

continuity arrangements.

Identification of the requiredresources.

Identification of staffing requirements,including any necessary recruitment

arrangements.

A training plan which identifies thetraining needs of permanent andtemporary staff.

An assessment of the need tooutsource, the management of

contractors and suppliers if

outsourcing is considered

appropriate and the development

and management of contracts.

Identification of suitable venues for allprocesses.

Processes in place to identify anypatterns of activity that might indicate

Data/evidence required:

Project plan. Risk register.


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potential integrity issues and what

steps are to be taken to deal with any

such integrity issues.

Plan to deliver key electoralprocesses, including the

management of the absent votingprocess and verification and count

arrangements.

Public awareness activity. Processes in place to manage

potential enquiries from observers

and to support their attendance at

the electoral processes they are

entitled to attend.

Plan to evaluate procedures post-election and identify lessons learnt(see standard 5b).

The Returning Officer must demonstrate

that they have prepared a risk register, that

it is treated as a living document and kept

under regular review, and is used to

monitor progress and any changes in risk

identified. The risk register must identify:

Any difficulties and problems thatmay occur, and the actions taken tomitigate them.

The seriousness of any risk byindicating both the likelihood of risk

occurring and the impact of the risk if

it did occur.

(2) Administering the poll

4.2 The key objective of the standards in this area is to ensure that all votersshare a consistent experience and receive the same high-quality service

irrespective of where they are registered, and candidates and agents are

provided with clear and timely information to enable them to engage effectively

in the election process.


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Performance standard 2a: Polling station set-upAim: Establish polling stations in such a way as to enable access for allvoters and to ensure that polling can be carried out efficiently.To meet the standard the Returning

Officer must:

When selecting polling stations,consider accessibility issues and

consult with accessibility

organisations.

Ensure that when allocatingelectors and staff to polling stations

you have regard to Electoral

Commission guidance.

Design and print the Guidance forvoters and Instructions for votersin accordance with the legislation

and any example templates that the

Electoral Commission has issued.

Ensure that all polling station staffare trained to set-up polling stations

in such a way that takes account of

voter needs, considering voter

throughput and flow and how the

voter will move through the votingprocess from entering to exiting the

polling station.


Details of assessment (andrelevant consultations)

regarding access issues,

identifying any problems and

actions taken to remedy these.

Details of approach taken toallocating electors and staff to

polling stations and examples

of any instances where youhave taken an alternative

approach to Electoral


An example of the Guidancefor voters and Instructions for

voters notices.

Details of the guidance/trainingprovided to polling station staff

on how to set up polling

stations.

Performance standard 2b: Producing ballot papers, poll cards and noticesAim: Provide all materials in accessible formats that are easy for voters touse and understand.To meet the standard the Returning

Officer must:

Ensure that a process is in place forproof-checking ballot papers as

they are being printed.

Take steps to ensure the security ofballot papers during production and

storage.

Produce poll cards in accordancewith the legislation and any

example templates that the

Electoral Commission has issued.

Ensure a process is in place forproof-checking poll cards as they


Details of arrangements inplace for proof-checking ballot

papers as they are being

printed.

Details of the steps taken toensure the security of ballot

papers.

An example of each of theordinary poll card and postal

voters poll card.

Details of arrangements inplace for proof-checking poll


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are being printed.

Ensure first issue of poll cards aredispatched by date specified in

Electoral Commission guidance.

Produce the notice of election andnotice of poll in accordance with thelegislation and make them

accessible for anyone interested in

them, such as through the local

authoritys website.

cards as they are being

printed.

Scheduled date of despatch ofpoll cards and actual date of

despatch of poll cards.

Link(s) to the page(s) on thelocal authority website on

which the notice of election

and notice of poll has been

published, or a copy of the

notices.

Performance standard 2c: Candidates and agentsAim: Effectively communicate information to candidates and agents.To meet the standard the ReturningOfficer must:

Ensure that candidates have theopportunity to have their nomination

papers informally checked prior to

their formal submission.

Ensure that candidates and/orelection agents are offered briefing

sessions on the election process,

including local arrangements. Ensure that candidates and/or

election agents are issued with

written guidance on the election

process, including local

arrangements.

Ensure that candidates and/orelection agents are issued with

information on calculating the

expenses limit (including the

electorate number), spendingreturns and declarations to enable

them to meet reporting

requirements.


Details of the arrangements inplace for candidates to have

their nomination papers

informally checked prior to

formal submission.

Date(s) of briefing sessions,and include briefing resources

(if applicable). Written guidance on the

election process, including

local arrangements, issued to

candidates and/or election

agents.

Information issued tocandidates and/or election

agents on calculating the

expenses limit (including the

electorate number).

(3) Absent voting

4.3 The key objective of the standards in this area is to ensure that the absentvoting process is conducted in a professional, transparent and secure manner,

with a clear audit trail, and in such a way as to ensure that all absent voters

share a consistent experience and receive the same high-quality serviceirrespective of where they are registered.


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Performance standard 3a: Producing postal vote stationery.Aim: Maintain voter confidence in the electoral process, with easy to useforms enabling eligible postal voters to participate in the absent votingprocess.To meet the standard the ReturningOfficer must:

Produce postal voting statements inaccordance with the legislation and

any example templates provided by

the Electoral Commission.

Ensure a process is in place forproof-checking postal vote

stationery as it is being printed.


An example of the postalvoting statement.

Details of arrangements inplace for proof-checking

postal vote stationery as it is

printed.

Performance standard 3b: Issuing of postal votesAim: All postal voters should receive their postal ballot packs as early aspossible to give them sufficient time to receive, complete and return theirpostal vote.To meet the standard the Returning

Officer must:

Ensure first issue of postal votes isundertaken by date specified inElectoral Commission guidance.

Prioritise postal ballot packs whichare to be sent overseas.

Designate a member of the projectteam to monitor outsourced work

and the work of the contractor,

specifically attending those parts of

the issuing process that have been

contracted out.

Maintain a clear audit trail of theissue of postal ballot packs.


Scheduled dates of despatchof postal ballot packs (notincluding postal votes to be

sent overseas) and actual

dates of despatch.

Scheduled date of despatch ofpostal ballot packs to be sent

overseas and actual date of

despatch.

Details of the arrangements inplace for the monitoring of

outsourced work, and inparticular arrangements for

attending those parts of the

issuing process you have

contracted out.

Details of the arrangements inplace for recording the number

of postal votes issued at the

end of each issuing session

and when issuing replacement

postal ballot packs, including a

copy of the statement as to

postal ballot papers.


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Performance standard 3c: Receiving and opening postal votesAim: Maintain confidence and transparency in the process by keeping aclear and robust audit trail and ensuring that all those entitled to attend thepostal vote opening processes are able to see and understand what isbeing carried out, where and when.To meet the standard the Returning

Officer must:

Identify the number and timing ofpostal vote opening sessions and

make arrangements as necessary.

Make contact with Royal Mail toconfirm arrangements for the return

of postal votes. Maintain a clear audit trail of the

receipt and opening of postal ballot

packs, recording the total number

of envelopes received and the

number of envelopes counted as

part of the opening process and

ensuring that all of the figures

required for completion of the

statement as to postal ballot papers

are accurately recorded. Maintain the secure storage of

postal ballots at all times and

ensure that postal votes are

transported securely to the opening

and count venues.

Ensure that those entitled to attendopening sessions are able to follow

what is happening, where and

when.

Put arrangements in place to check100% of postal vote identifiers.


Scheduled dates of postal voteopening sessions.

Details of arrangements inplace with Royal Mail,

including for the return of

postal votes and for any finalsweep to be carried out on

polling day.

Details of the arrangements inplace to maintain a clear audit

trail of the receipt and opening

of postal ballot packs,

including a copy of the

statement as to postal ballot

papers.

Details of the arrangements inplace to securely store thepostal ballots and for

transporting them to the

opening and count venues.

Layout plan of opening venueand details of workflow.

% of postal vote identifiers tobe checked and actual % of

postal vote identifiers checked.

Where 100% is not checked,

details of why you are/were

unable to check all of the

statements.

(4) Verifying and counting the votes

4.4 The key objective of the standard in this area is to ensure that theverification and count processes are administered consistently and effectively,

and produce an accurate result which everyone can have confidence in.


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Performance standard 4a: Effective verification and count processesAim: Ensure confidence and transparency at the verification and count.To meet the standard the Returning

Officer must ensure:

All processes are transparent, witheverything at the verification and

count carried out in clear view of all

those entitled to attend, with

information provided to attendees

on the processes to be followed.

The count processes are capable ofproducing an accurate result, with a

clear audit trail.

Appropriate resources are in placeto ensure the verification and countis timely.


Layout plan of count venueand workflow.

Details and examples ofinformation provided to

attendees.


trail of the count processes.

Number of verification andcount staff.

(5) After declaration of results

The key objective of the standards in this area is to ensure the appropriate

forwarding/storage and disposal of documents, and ensure that a full review of

all procedures takes place to inform lessons learnt and planning for future

events.

Performance standard 5a: Forwarding, storage and disposal of documentsAim: Package and forward/store documents as transparently as possible,to ensure that anyone who is entitled to and who wishes to inspect publicdocuments after the election is able to do so.To meet the standard the Returning

Officer must:

Put arrangements in place at anearly stage for forwarding and/orstorage of documentation.

Maintain a clear audit trail whenpackaging/forwarding the

documents.

Forward copies of candidatereturns they hold to the Electoral

Commission as required for each

election


Details of arrangements inplace for forwarding and/orstorage of documentation.


trail to cover the

packaging/forwarding of

documents.

Copies of the candidatereturns.


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Performance standard 5b: Review of election proceduresAim: This standard aims to evaluate the conduct of the election and toidentify any improvements for future electoral events.To meet the standard the Returning

Officer must:

Carry out a thorough evaluation ofall processes outlined in the project

plan, seeking feedback from

appropriate stakeholders, and

produce a lessons learnt document

which will be used to inform the

project plan and risk register for

future electoral events.


Evidence of evaluation plans inproject plan (see standard 1a).

Lessons learnt document.


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Appendix A Schedule for

submission of monitoring

checklists

Note: The schedule below relates to elections scheduled in May 2012 and aims

to allow time for Returning Officers to prepare and submit evidence/data after

we publish the finalised standards in December 2011. In future years, we may

ask for the earlier submission of some evidence/data, particularly project plans

and risk registers.

Latest date to besubmitted to the

Commission

Performance standard Data/evidence required

13 January 2012 Performance standard 1a:

Planning for an election Assessment form

completed by RO

Project plan Risk register

24 February 2012 Performance standard 2a:

Polling station set-up Details of assessment

(and relevant

consultations) regarding

access issues,identifying any problems

and actions taken to

remedy these.

Details of approachtaken to allocating

electors and staff to

polling stations and

examples of any

instances where you

have taken an alternativeapproach to Electoral


Performance standard 2b:

Producing ballot papers,

poll cards and notices

Details of arrangementsin place for proof-

checking poll cards as

they are being printed.

Scheduled date ofdespatch of poll cards.

Performance standard 2c:

Candidates and agents

Details of thearrangements in placefor candidates to have


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their nomination papers

informally checked prior

to formal submission.


Issuing of postal votes Details of the

arrangements in place

for the monitoring ofoutsourced work, and in

particular arrangements

for attending those parts

of the issuing process

you have contracted out.

Scheduled dates ofdespatch of postal ballot

packs (not including

postal votes to be sent

overseas) Scheduled date of

despatch of postal ballot

packs to be sent

overseas

16 March 2012 Performance standard 2a:

Polling station set-up Details of the

guidance/training

provided to polling

station staff on how to

set up polling stations.

Performance standard 2b:Producing ballot papers,


Details of arrangementsin place for proof-checking ballot papers

as they are being

printed.

Details of the steps takento ensure the security of

ballot papers.

An example of each ofthe ordinary poll card

and postal voters pollcard.

Performance standard 2c:

Candidates and agents Written guidance on the

election process,

including local

arrangements, issued to

candidates and/or

election agents.

Information issued tocandidates and/or

election agents on

calculating the expenses


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limit (including the

electorate number).

Date(s) of briefingsessions, and include

briefing resources (if

applicable).Performance standard 3a:

Producing postal vote

stationery.

Details of arrangementsin place for proof-

checking postal vote

stationery as it is printed.


Issuing of postal votes Details of the

arrangements in place

for recording the number

of postal votes issued at

the end of each issuing

session and whenissuing replacement

postal ballot packs.

Performance standard 4a:

Effective count processes Layout plan of count

venue and workflow.

Details of thearrangements in place to

maintain a clear audit

trail of the count

processes.

Number of verificationand count staff.30 March 2012 Performance standard 3c:

Receiving and opening

postal votes

Scheduled dates ofpostal vote opening

sessions.

Details of arrangementsin place with Royal Mail,

including for the return of

postal votes and for any

final sweep to be carried

out on polling day. Details of the

arrangements in place to


trail of the receipt and

opening of postal ballot

packs.


securely store the postal

ballots and for

transporting them to the


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21

opening and count

venues

Layout plan of openingvenue and details of

workflow.

% of postal voteidentifiers to be checked.

Where 100% is not to be

checked, details of why

you are unable to check

all of the statements.

5 April 2012 Performance standard 2a:

Polling station set-up An example of the

Guidance for voters and

Instructions for voters

notices.

Performance standard 2b:Producing ballot papers,


Actual date of despatchof poll cards.

Link to the page on thelocal authority website on

which the notice of

election has been

published, or a copy of

the notice.


Producing postal vote

stationery.

An example of the postalvoting statement.


Effective count processes Details and examples of

information provided to

attendees.

27 April 2012 Performance standard 2b:

Producing ballot papers,


Link to the page on thelocal authority website on

which the notice of poll

has been published, or a

copy of the notice.


Issuing of postal votes

Actual date of despatchof postal ballot packs(not including postal

votes to be sent

overseas).

Actual date of despatchof postal ballot packs to

be sent overseas.

1 June 2012 Performance standard 3c:

Receiving and opening

postal votes

Actual % of postal voteidentifiers checked.

Where 100% has not

been checked, details ofwhy you were unable to


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22

check all of the

statements.

Provide statement as topostal ballot papers.


Forwarding, storage anddisposal of documents

Details of arrangementsin place for forwarding

and/or storage of

documentation.



trail to cover the

packaging/forwarding of

documents.

Copies of the candidatereturns.

Lessons learnt

document to be

submitted with next

election project

plans and risk

registers


Review of election

procedures

Lessons learntdocument.


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How to contact us


3 Bunhill RowLondon EC1Y 8YZTel: 020 7271 0500Fax: 020 7271 0505Textphone: 18001 020 7271 [email protected]


Scotland OfficeLothian Chambers59-63 George IV BridgeEdinburgh EH1 1RNTel: 0131 225 0200Fax: 0131 225 0205Textphone: 18001 0131 225 [email protected]


Wales OfficeCaradog House16 Saint Andrews PlaceCardiff CF10 3BETel: 029 2034 6800Fax: 029 2034 6805Textphone: 18001 029 2034 [email protected]


Northern Ireland Office

Seatem House2832 Alfred StreetBelfast BT2 8ENTel: 028 9089 4020Fax: 028 9089 4026Textphone: 18001 028 9089 [email protected]


Eastern and South East Office3 Bunhill RowLondon EC1Y 8YZTel: 020 7271 0600Fax: 020 7271 0505Textphone: 18001 020 7271 [email protected]


London Office3 Bunhill RowLondon EC1Y 8YZTel: 020 7271 0689Fax: 020 7271 0505Textphone: 18001 020 7271 [email protected]


Midlands Office, No 2 The OaksWestwood Way, Westwood Business ParkCoventry CV4 8JBTel: 02476 820086Fax: 02476 820001Textphone: 18001 02476 [email protected]


North of England Office

York Science ParkIT CentreInnovation WayHeslington

York YO10 5NPTel: 01904 567990Fax: 01904 567719Textphone: 18001 01904 [email protected]


South West OfficeRegus, 1 Emperor WayExeter Business ParkExeter EX1 3QSTel: 01392 314617Fax: 01392 314001Textphone: 18001 01392 [email protected]


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We are an independent body set up by

the UK Parliament. Our aim is integrity and

public confidence in the democratic process.We regulate party and election finance and

set standards for well run elections

The Electoral Commission3 Bunhill RowLondon EC1Y 8YZ

Tel 020 7271 0500Fax 020 7271 0505info@electoralcommission.org.ukwww.electoralcommission.org.uk

Documents

Electoral Commission: Consultation on Performance Standards for Returning Officers