Electoral Roll – Layout, Revision Type and Draft Publicationceouttarpradesh.nic.in/ElectionTraining/ERO_Presentation2.pdf · Electoral Roll – Layout, Revision Type and Draft Publication

Session 2

Electoral Roll – Layout, Electoral Roll – Layout,

Revision Type and Draft

Publication

What is an Electoral

Roll?

It is a listing of all those

registered to vote in a

Particular area

• Electoral Rolls are prepared for Assembly

Constituency (AC) under the provisions of RP

Act 1950

• No separate Electoral Roll for Parliamentary

Constituency (PC) is maintained as that PC

consists of Electoral Rolls for all its ACs

Electoral Rolls for Assembly and Parliamentary Constituency

AC

PC

AC

Parts Partsconsists of Electoral Rolls for all its ACs

• Electoral Rolls are organized as geographically

defined Parts which are further organized into

Sections and households

• Each Part has an identified Polling Station

where electors cast their votes on the poll day Households

Sections

Locality Area

Revision of Rolls

• Under Section 21, RPA 1950, Electoral Rolls are

prepared or revised :

– On the basis of qualifying date i.e. First day of January

– In any year by reference to Qualifying date as directed by

ECIECI

• Existing Roll continues to operate till it is

revised/updated

• ECI may direct for special revision of the Electoral

Roll for any Constituency or Part of Constituency

Roll Revision Cycle

Intensive Revision

Mother Roll

Non Election Years

Draft Roll (Mother Roll +

Supplementary till date printed separately)

Election Years

Draft Roll (Mother Roll Integrated

with all Supplementary till date)

Summary Revision

Intensive summary Revision

Continuous Updation

Final Roll for that year (Mother Roll + Supplement)

separately)

TYPES OF REVISION

• Intensive Revision

• Summary Revision

• Partly intensive and partly summary• Partly intensive and partly summary

• Special summary

• Continuous updation

Types of Revision

Intensive Revision:

• Done de-novo without reference to earlier existing Roll (not a preferred method these days)

• Enumerator/BLO visits house to house • Enumerator/BLO visits house to house (H2H)

• Draft Roll is prepared and published to invite claims/objections

• After disposal of claims, Final Roll is published

TYPES OF REVISION

• Summary Revision:

– Done every year except if intensive revision is ordered

– Existing Roll published as draft inviting claims and objections

– No need of house to house survey– No need of house to house survey

– Designated officers sit at polling stations to receive claims and objections

– Period of Claims and objections can be from 15 to 30 days

– After disposal of claims, Final Rolls are published

TYPES OF REVISIONPartly Intensive & Partly Summary Revision:

– Done every year except if intensive revision is ordered

– Existing Roll published as draft inviting claims and objectionsand objections

– House to House survey is done by BLOs

– Designated officers sit at polling stations to receive claims and objections

– Period of Claims and objections can be from 15 to 30 days

– After disposal of claims, Final Rolls are published

TYPES OF REVISION

Special Revision:

– Due to the reason of inaccuracies like

omission, left out area etc, special revision

is carried outis carried out

– May be intensive, summary or Partly

intensive and Partly intensive revision

Continuous Updation

• In between revisions any person can make a claim or

objection to the Electoral Registration Officer, and ERO

disposes of the claim or objection by following the

TYPES OF REVISION

disposes of the claim or objection by following the

procedure given in the Registration of Electors Rules

1960. This is called Continuous updation.

• The process of continuous updations is stopped during

an election from the last date of filing nominations till the

declaration of results

• ER of every AC should have title page specifying:

– Year of preparation/revision

– Number, name and reservation status

– Extent of Constituency and number of Parts

Layout and Structure of Electoral Roll (ER)

Structure

Layout

of Parts

• Followed by table of contents indicating serial order of area covered

• Title page is followed by Constituency map

• Summary sheet attached at the end of Assembly Roll

Layout and Structure of Electoral Roll

• Electoral Roll is divided into convenient ‘Parts’ with identifiable geographical boundary having its individual title page under Sub-rule (1) of Rule 5, RER 1960

• This title page is followed by a sketch map of Polling Station area in that Part

• Followed by elector details in prescribed format

• Summary sheet is provided at the end of Roll of a Part• Summary sheet is provided at the end of Roll of a Part

• These Parts are further organized into Sections

• The electors details are arranged in 10-column format in ‘text Roll’ and with photo in ‘photo Roll’

• Last Section in each Part is for overseas electors

• Last Part of Roll, lists the details of Service Voters (SVs) in English

• Number of names added in any Part should not exceed 2000 under Rule 5 (4), RER 1960

Layout and Structure of Electoral Roll

Title PageTitle PageTitle PageTitle Page Sketch MapSketch MapSketch MapSketch Map

General General General General

PartPartPartPart

Last PageLast PageLast PageLast PageService VotersService VotersService VotersService Voters

PartPartPartPartElector DetailsElector DetailsElector DetailsElector Details Summary Summary Summary Summary

SheetSheetSheetSheet

Title page of Assembly Roll

No., name &

reservation status

Year/Type/Date

of revision

Extent of

Constituency

Title Page

Details of Polling

StationMale/Female

Electors

Table of Content of Assembly Roll

Sections in each

Part Electors

Part number

Constituency Map – Baghmara (ST)

IllustrativeSample of Section Map

Title page of Part

Number &

name of AC

Details of

Sections in PartSections in Part

Other Relevant

details of Part

Address of

Polling Station

Summary Sheet of AC

Details of Mother

Roll

Addition details

Deletion details

ERO details

Summary Sheet of a Part

Mother Roll details

Supplements for

Addition

Mother Roll details

Number and Types

of Modification so far

Supplements for

Deletion

Text Roll Photo Roll

Text and Photo Roll45 electors a

page 30 electors a

page

Polling Stations

• Each Part of Electoral Roll has a Polling Station for a well defined and compact geographical area where DEO/Returning officer facilitates electors of that Part to vote

• DEO is responsible for providing the Polling Station under Section 25, RP Act 1951

• Part number of Roll and Polling Station number should be same

• Polling Station should not be at a distance of more than 2 km for voters as directed by ECIvoters as directed by ECI

• Each village of more than 300 voters should have independent Polling Station as a temporary structure if pucca building is not available at the time of election

• Irrespective of electorate size, identifiable pocket/hamlet/village should

have independent Polling Stations

• In the same premise, not more than two in Rural and not more than four Polling Stations in Urban areas

• To create a new Polling Station

– DEO first publishes a proposal in Draft Form at his office

– Invites objections and suggestions by recognized political Parties for minimum of 7 days

Polling Stations

political Parties for minimum of 7 days

– Including all suggestions in the proposal, DEO sends it to ECI for approval with annexure 1.4 and 1.5

– After the approval of ECI, Final list of Polling Station is published and disseminated to DEO

– ERO rearranges Electoral Roll accordingly

Annexure 1.5

ANNEXURE 1.4

(CHAPTER I, PARA 45)

SCRUTINY SHEET FOR LIST OF Polling StationsAssembly Constituency of State

1. Date of poll ,

2. Total number of voters in the Constituency (a)

(a) Men ,

(b) Women

(c) Service Voters .

Total .

3. Number of Polling Stations required on the basis of an average of 1000 voters per Polling 3. Number of Polling Stations required on the basis of an average of 1000 voters per Polling

Station.

4. Total number of Polling Stations actually provided.

5. Average number of voters per Polling Station

6. Number of Polling Stations to each of which ,ire than 1200 voters have been assigned,

indicating the highest number of voters assigned to a Polling Station.

7. The lowest number of voters assigned to a Polling Station.

8. Whether the number of voters in respect of each component village or other unit

of the Polling are a has been show in the list/map.

9. No. of Polling Stations for which the maximum distance that a voter will have to travel is more than 2 kilometers.

10. Whether all the Polling areas have been clearly demarcated

11. Whether serial number of Polling Stations has been done in a systematic manner.

12. (a) Whether there are any areas predominantly inhabited by electors belonging to

Schedule caste and other weaker Section of the society

(b) If so, the number of Polling Stations set up separately for them and the total number

of electors assigned to each of them.

13. Whether any Polling Station has been proposed to be located in any :

(a) Private building

SCRUTINY SHEET FOR LIST OF Polling Stations

(a) Private building

(b) Temporary structure, and if so, whether the exact site chosen for the location of the

Polling Stations has been clearly indicated in the list

14. No. of Polling Stations which have less than 20 sq. mt. area.

15. Whether it has been certified that the private buildings do not belong to any of the

Candidates, his active workers of known sympathizers.

16. Details of Polling Stations where more than 4 Polling Stations in urban area

and more than 2 Polling Stations in rural areas have been located in the same

building

17. Whether it has been certified that all the Polling areas within the Constituency

are covered by the proposed Polling Stations.

18. (a) Serial Nos. of separate Polling Stations provided for women voters

(b) In case of (a) above, whether Polling Stations for men and womenvoters of a Particular area have been located in the same building

19. Serial number of Polling Stations which have not been situated in the villages

having the largest number of voters20. Serial number of Polling Stations which have not been located in any

of the villages attached to it21. Whether the list has been in formally published and discussed with the

SCRUTINY SHEET FOR LIST OF Polling Stations

21. Whether the list has been in formally published and discussed with the

political Parties, etc.

22. When the Electoral Roll of the Constituency was intensively revised; and whether there

is any proposal of such revision again during the year

23. Any other remarks

District Election Officer

Note : Please specify the serial numbers in addition to total number of Polling

Stations against items 6,7,12(b), 13, 14, 16, 18, 19 and 20.

ANNEXURE 1.5

(CHAPTER I, PARA 45)

CERTIFICATE TO BE FURNISHED ALONG WITH LIST OF POLLING STATIONS

(i) That the Draft, list was duly published, objections and suggestions were invited,

and discussed with the Party representatives and legislators on the lines indicated in the

Commission’s Directions;

(ii) That all the Polling areas within the Constituency have been covered in the list;

(iii) That no building, public or private, which is a temple, church, mosque, gurrudwar or has

any religious significance or in respect of which any Section of the public may have

any legitimate objection or enter, has been proposed as a Polling Station;

(iv) That no police Station, hospital or dispensary is proposed as a Polling Station;

(v) That separate Polling Stations have been set up in areas electors of which are (v) That separate Polling Stations have been set up in areas electors of which are

predominantly Schedule caste and other weaker Sections of the society and that no

such area has been either left out of linked with areas where electors predominantly

belong to forward communities.

(vi) Where the usual limit of 1500 voters per Polling Station or the limit of two kilometers

beyond which a voter should not ordinarily be required to walk has not been maintained, no better arrangement is practicable;

(vii) That no private building in the list of Polling Stations belongs to any political Party or

is known to belong to any prominent of active member of any of the political Parties; and

(viii) In cases where private buildings have been selected as Polling Stations, the written consent of the owner for the purpose has been obtained.

Signature of the District Election Officer I

Returning Officer

Place :

Date :

Language of Electoral Rolls

Under Rule 4 of RE Rules,

Language of Electoral

Roll should be:

• Published in both

majority and minority

Annexure 1.6

Language of Electoral Rolls

Table

language where more

than 20% of electors

speak different languages

mentioned in Annexure

1.6

Match the Following for Types of

RevisionRevision

Match the Following

Process

1. De novo preparation of

draft roll

2. House to House Survey

Type of Revision

1. Intensive Revision

2. Intensive Revision, Partly

3. Existing roll published as

draft

2. Intensive Revision, Partly

intensive and partly

summary

3. Summary revision, Partly

intensive and partly

summary

Match the Following

Process

1. Designated Officers receive

claims and objections at

Polling Stations

2. Disposal of claims and

Type of revision

1. Intensive revision, summary

revision, partly intensive and

partly summary revision

2. All types of revision2. Disposal of claims and

objections by ERO/AERO

3. Revision which is done

every year

4. Revision only at intervals

as a special case

2. All types of revision

3. Summary revision,

Continuous updation

4. Special revision, intensive

revision, partly summary and

partly intensive

Match the Following

Process

• Claims and objections can

be received at any time by

ERO/AERO except during

the period of election from

Type of revision


the period of election from

the last date of nominations

to the declaration of results

• Final Publication not

required


Preparation of Draft Electoral

RollRoll

Voter Registration Cycle

Intensive

Revision

Summary or Part

Summary and Part

Intensive Revision

Every Year

Continuous

Updation

Special

Revision

Procedure during Intensive Revision

Entire Roll is prepared de novo without referring to existing Rolls

During Intensive revision

Enumerator/ BLOs carries out house to house visits in the assigned

area to enumerate eligible voters

Supervisory Officers/ Inspectors monitor and check the enumeration Supervisory Officers/ Inspectors monitor and check the enumeration

work

Safeguards against registration of under-aged persons in the Electoral

Roll should be taken

Eligible orphans can be enrolled either providing their orphanage

name or name of adopting parents or name of head of family (if

brought up by a family) or “not known” as the case implies

Procedure during Intensive Revision

Eligible students can be enrolled as voters in hostel/residence by applying

in Form 6 along with certificate of being bonafide student and resident as

specified in sample annexure 4.1

ERO supervises the entire work of intensive revision and checks that

all elector details are captured in enumeration pads

Part numbers are added in the pads against each entry and enumeration

pads are serially arranged and preserved in EROs Office under Rule

32(1) of RER,1960

On basis of these records, manuscript Roll is prepared Part wise by

BLOs as given in annexure 4.2

Annexure 4.1 – Declaration by students living in hostels/messes

elsewhere

Annexure 4.2 – Performa for preparation of manuscript

Procedure during Summary

Revision

During Summary Revision:

• Existing Electoral Roll is published as Draft Electoral Roll and applications for inclusion, deletion and correction are inviteddeletion and correction are invited

• The entries of electors details in the Rolls are same as in intensive revision

• ERO notifies the Roll revision program in Form 5 under RER, 1960 as directed by ECI

Form 5 – Notice of Publication of Electoral Roll in Draft

Pre-requisites to Seek Publication of Draft Roll in

Summary Revision

Suo-motu corrections in the Roll since last

publications

• All the corrections suggested by the political • All the corrections suggested by the political

parties and other agencies to the previously

published Final Roll are checked, due procedure

is followed and if found necessary are

incorporated in the supplement of continuous

updation prepared before Draft Publication

Pre-requisites to Seek Publication of Draft

Roll in Summary Revision

De-duplication of Voters

• De-duplication software is run to throw up probable duplicate entries in the Roll which are verified in the field after which duplicates are removed as follows-

• ERO undertakes de-duplication suo motu within the Constituency before Draft publication of Rolls under Constituency before Draft publication of Rolls under summary revision

• For the repeated names in the Roll, notices are issued under Section 22 of RPA, 1950 and full verification procedure is followed

• Repeated names deleted from one location becomes the Part of supplement of continuous updation and Draft publication under summary revision

Pre-requisites to Seek Publication of Draft

Roll in Summary Revision

Check the presence of names of MPs, MLAs

& other important persons

• ERO checks whether these names are present

in the Rolls and also the removal of names of

disqualified persons

• Corrective actions are taken before any

Draft publications under summary

revision process following the due process

of law.

Pre-requisites to Seek Publication of Draft Roll

in Summary Revision

Preparation of Supplement of continuous updation

• List of amendments is prepared based on continuous updation

• List specifies only names included or deleted on the directions of ERO or CEO (appeal cases under Section 24 of RPA, 1950)Section 24 of RPA, 1950)

• The inclusions, deletions and corrections are finalized and supplement is prepared before the publication of Draft Rolls

• Supplement is published along with the Draft publication in case of non-integration of Draft Roll


Summary Revision

Integration of Supplements and preparation

of integrated Rolls

• In case of election year, Roll and its

supplements are integrated into one basic

Roll and published as Draft Roll

• In non-election years, basic Roll from

previous year and its supplements are

published together without integration as

Draft Roll


Summary Revision

Reorganization of Polling Stations before publication of Draft

• ERO reorganizes the Rolls with respect to new Parts before publishing the

Draft Roll

• Some points that are ascertained:

– Separate and independent Polling Station is created for each revenue

village having > 300 of population as directed by ECI

– In urban areas, the Parts are reorganized to ensure not more than 1400 – In urban areas, the Parts are reorganized to ensure not more than 1400

voters in that Part.

– De-congestion of Polling Station is ensured such that not more than 4

Polling Stations in urban and not more than 2 Polling Stations in rural

areas.

– Roll of the Part is neatly organized into Sections.

– Proposed list of new Polling Stations is published as Draft and shared with

recognized political parties to invite their objections/claims

– Roll is organized with changed set of Polling Stations after receiving

approval of ECI before the publication of Draft Roll


Summary Revision

Control table updation

• ERO/DEO updates the control table before

Draft publication according to the

modifications done since last Final modifications done since last Final

publication

• Control table reflects all the modifications

related to Polling Stations, Sections, service

voters etc.


Summary Revision

Identification of Revision Staff (Including BLOs)

• ERO ensures that BLOs, Designated Officers, Supervisors

etc. are in place and trained before publication of Draft Roll

• Name, address, contact numbers with respective jurisdiction

of Roll revision related officer is uploaded on website before

publication of Draftpublication of Draft

• Some important key points are:

– Teachers appointed as BLOs are expected to work

outside school hours along with their academic work

– BLO is drafted for various duties. Please refer to BLO

Handbook of ECI


Summary Revision

Training and Orientation of Revision Staff

• EROs draw a detailed training schedule for the revision staff (Para

29, Chapter 4, ERO Handbook)

• Before launching the summary revision, one full day training is

conducted

• Master trainers are trained to impart such trainings for every • Master trainers are trained to impart such trainings for every

Assembly

• During the training:

– Audio visual material and written handouts are used

– Checklist of points to verify in field visits are given to each

participant

– Monitoring and reporting mechanism is explained in detail


Summary Revision

Availability and Provisioning of Forms

• Adequate number of Forms are given to all designated

locations and revision officials

• Forms are given in all required languages

Which are the Forms given to the revision officials?

Forms – 6, 6A, 7, 8, 8A


Summary Revision

Readiness of CEO’s Website

• CEOs/DEOs ensure that the website is ready, tested

and run before the publication of Draft Rolls.

• Search facility is provided on the website for the

citizens to search their names in the Roll, Polling citizens to search their names in the Roll, Polling

Station, procedure to apply for enrolment.

• All the details facilitating elector registration are

uploaded on the website well in advance before the

actual publication of the Draft Roll


Summary Revision

Providing elector information in requisite formats

• CEOs provide information to ECI in the prescribed formats (annexure 2.2 to 2.9) after integration of Draft Rolls

Which are the prescribed Formats?


Summary Revision

Annexure 2.2 Polling Station wise elector information (Gender Ratio)

Annexure 2.3 Polling Station wise Elector information (Elector-Population ratio)



Summary Revision


Annexure 2.4 & 2.5 - District wise Age-Cohort Elector Information

Format 3A Format 3B


Summary Revision


Annexure 2.5 - Polling Station wise Information on Inclusion and Deletions in

Current Electoral Rolls Over Previous Roll


Summary Revision

Providing elector information in requisite formatsAnnexure 2.6 - Polling Station wise Information on EPIC & Photo Coverage in Current Roll

Format 5A and 5B Format 5C and 5D


Summary Revision


Annexure 2.7 - Polling Station Locations (PSL) Details


Summary Revision

Annexure 2.8 - Information on Service Voters

Annexure 2.9 -Polling Station Wise and Constituency wise information

on Migrated Electors


Printing of Draft Electoral Rolls

• CEO sends the proposed revision schedule after completion of

pre-revision activities

• ERO arranges printing and publication of Draft Rolls after:

– ECI approves the revision schedule

– Information is updated in control tables

– Completion of data entry in software

• Supplements are printed as a separate Part of the published • Supplements are printed as a separate Part of the published

Draft

• Before actual printing of Draft Roll, ERO ensures all the

necessary changes are incorporated in the database by the

computerizing agency/vendor

• The printed basic Roll is arranged Part wise in serial order and

kept as one or more volumes as may be necessary in case of

summary revision

Number of Copies of the Rolls to be printed

• Number of copies required to be printed are calculated on the

following points:

– Supplied to the recognized political parties free of cost

– For sale to political parties and candidates

– Use at the time of General/Bye election

– Kept for use in the office of CEO/DEO and ERO– Kept for use in the office of CEO/DEO and ERO

– Preserved as record

– Given to State Election Commission and Director of Local

Bodies

– For Final publication

– Kept on the reserve stock

• Despite of the Electoral Rolls being printed in more than one

language, assessment of requirement of copies in each

language is made separately

Publication of Draft Electoral Rolls

• Under Rule 10 of RER,1960, ERO publishes the Roll in Draft by making

copy available for inspection and displaying a notice in Form 5:

– At his office, within the Constituency

– At place specified by him, if his office is outside the Constituency

• Pdf format of Roll (only in text mode) is uploaded at CEO’s website in

public domain on the same day of publishing the Rollpublic domain on the same day of publishing the Roll

• From the website, ERO should be able to verify for every claim (Form 6)

received whether the voter is already a registered voter elsewhere in

same Constituency or the district

• Electoral Roll for all Constituencies in a State or even District is

published on the same day.

• Commission orders revision according to a common programme

throughout the country

Publication of Draft Electoral Rolls

• Publication of Roll includes all Parts of Roll of Assembly Constituency and

service Voters list in the last Part.

• Draft Rolls are published in the Polling Station so that the general electors

can easily identify and file their claims/objections

• Publication is not made on public holiday

• ERO ensures copies of Rolls published in all languages are identical such

that:

– In case of single vernacular language, the manuscript, data entry, pdf

file and printing is in that language. Entire database (software) is also

available in English

– In case of only one language, all the above is made available in English

– In case of two vernacular languages, data entry is in the language of

manuscript and parallel copy is available in second vernacular

language. Web hosting & search facility is available in all languages

besides English.

Safe custody of Copy of Roll published as Draft

• ERO prepares an authentic copy of Roll, each page ink signed by

two assigned officers after the Roll is published as Draft

• Authentic copy of Roll is kept with DEO and CEO for reference

and record purposes.

Publicity to Programme of Publication of Draft Electoral Rolls

• Programme of Draft publication is intimated in writing to all • Programme of Draft publication is intimated in writing to all

recognized political parties, local bodies, MPs, MLAs at least one

week in advance

• Mass media like television, newspapers etc is used to publicize the

same

• After the Draft publication, a meeting of recognized political

parties is called to request to scrutinize and provide their

suggestions in a specified time period

Free supply of copies of Draft Electoral Roll to

Recognized Political parties

• ERO provides free of cost 2 copies of Roll to every political party

as directed by ECI under Rule 11© of RER, 1960

• One soft pdf copy and one hard print copy of Rolls are shared with

political parties as directed by ECI

• Soft copy only indicates that photograph is available against the

elector’s details and hard copy contains the photographs elector’s details and hard copy contains the photographs

• ERO provides free of cost 2 complete sets of Electoral Rolls both

during summary revision and intensive revision

• EROs/DEOs ensures that all the Parts of the Rolls are published

and shared with the political parties at the stage of the Draft

publication

Soft copies of Electoral Rolls without images are given within a

week on payment to all concerned persons by

CEOs/DEOs/EROs

Actions after Draft publication and before Final

publication

• ERO sends a certificate to CEO in prescribed Form in regard to the

names of MPs & MLAs continued in the Electoral Roll

• ERO reports to CEO immediately in case of any omission of member

name from the Electoral Roll

• ERO reports to ECI for all such omission cases every year

• After publication of Draft Roll, CEO/DEO and ERO calls recognized • After publication of Draft Roll, CEO/DEO and ERO calls recognized

political parties to give their suggestions for any corrections in the

Draft Roll

• ERO also scrutinizes Rolls himself at this stage like individual

households showing more than 10 electors, death registers etc.

• ERO arranges for reading each Part of the Roll loudly before the

concerned Gram Sabha/ Ward Committee

• ERO scrutinizes the facts & figures of the Roll to ascertain its quality

like gender ratio.

Actions after Draft publication and before Final

publication

• Elector to population ratio is studied and reported to ECI revealing the age-wise under or

over enrollments in comparison to census figures

• Age cohort analysis of the electors in the Roll with census population for various ages

groups is carried out (annexure 2.4)

• Polling Station wise abnormal addition and deletion over last 3 years is identified, verified,

corrected and reported to ECI (annexure 2.5)corrected and reported to ECI (annexure 2.5)

• Data on EPIC & photo coverage in photo Electoral Roll is analyzed in the prescribed

formats (annexure 2.6)

• Provide list of new Polling Stations created since last publication to ECI for analysis and

record (annexure 2.7)

• In an election year, data on registered voters but found absent during field verification is

collected and appropriate action is taken under Rule 21A of RER, 1960 (annexure 2.8)

• Complete report on service voter is sent to ECI (annexure 2.9)

• Roll observers appointed by ECI visits the States and Districts

to check and report on the quality of the Draft published

• Before scrutinizing the Rolls, ERO prepares under Rule 22 of

RER,1960:

Actions after Draft publication and before Final publication

RER,1960:

– List of amendments

– List of dead persons and ceased to be ordinarily residents

• ERO exhibits on the notice board of his office, list of names to

be deleted from the Roll to invite any objections.

Continuous Updation of

Electoral Rolls(Between Revisions)

• Continuous updation in the Electoral registration system

is possible through out the year, though it is not widely

known

• Under Section 23 & 24 RPA, 1950, applications for

inclusion/deletion/modification of the names or

particulars can be given from Final publication of Roll

CONTINUOUS UPDATION (BETWEEN REVISION)

particulars can be given from Final publication of Roll

to the next Draft publication , to update the entries in

the next Final Electoral Roll

• Process of continuous updation is halted only during

other types of revisions and during an election from the

last date of filing of nominations till declaration of

results

Procedure of making applications during continuous

updation

Photo of

Elector

must be

given

Applications are made under Sections 22 or 23 RPA, 1950

Form 6

Form 8

Form 7

Form 8A

Applications should be made in appropriate Forms in duplicate

TO,

EROSub: Inclusion

Deletion, correction and transposition of names can be made by ERO

on receiving application or suo-moto .

There is no provision for suo moto inclusion of names by ERO

Applicants should submit their photo for enrolling with photo in

Electoral Roll

Form (001A) for submission of photos and Form (001B) for

corrections are no longer used. Form 8 is used for these purposes as

well

Should have EPIC of that

Part

Submit Declaration that he is aware of

• Bulk applications during continuous updation

• Applications in bulk can be received by ERO during continuous updation only

• The person submitting the applications in bulk should take care of the following points:

Submit Covering letter with list of applicants, basic

Submit the applications of only

EPIC

Partthat he is aware of penal provision u/s

31, RPA, 1950

Declaration Form

applicants, basic particulars and their authentication

applications of only that area of the Part where he himself is an elector

Actions taken on receiving the applications

• All claims and objections received during Continuous Updation should

� List of applications in Form 9,10,11 and 11A to be prepared and put up on –

� the notice board of ERO

� website of CEO

� Personal notice must be given to the person submitting claims and objection

� Disposal of as per rules by ERO only on-line using ERMS

• Applicant must be informed of the decision of ERO both by SMS and in writing by post

• The corrections/deletion/transposition of entries shall be under Section 22 RPA 1950 and additions under Section 23 RPA 1950

• ERO should maintain a set of four separate registers for each Constituency in the format prescribed by Commission (Annexure 8.1, 8.2, 8.3 and 8.4)

• ERO should maintain the data up-to-date all the times as there is no fixed time for the publication of the modification

Actions taken on receiving the applications

modification

• The register used for continuous updation shall be continuous supplement for that particular year

• The ERO should indicate the Section and Part no. on the top right hand corner of the application Form to link with the register in the following manner : Part No. 23/ Section No.2

Annexure 8.1 Annexure 8.2

Annexure 8.3 Annexure 8.4

Register Formats for all the 4 Forms

Forms

No. will

be written

here

Front page

Back page

Applications to be disposed monthly

Applications received

in a calender month

Disposed during next month

calender month

Preparation of manuscript

separately in duplicate Computerized data entry

for next Draft Roll

Format of manuscript same as text separately in duplicate

for each Part

Copy of manuscript

transferred to

DEO by 7th next

calender month

for next Draft Roll

Completed till 25th

of that month

Rolls, 8 columns entries

Supplements of the continuous updation

The supplements of the continuous updations

• Should be printed as Part of the Draft Roll below last supplement of that

year

• Should be printed before Draft Roll to integrate the entries in the Draft

Roll in an election year

• Ensure tracking of the changes since last Final publication of Rolls• Ensure tracking of the changes since last Final publication of Rolls

• Will have the serial number nest after the number in previous

supplement, indicated on right hand corner of the header

• Should have “supplement process and year” in words and

“Continuous updating <from date> to <to date>” in figures

• There can be more than one supplement for each year

ERO can correct, transpose, or delete the entries

under Section 22 RPA, 1950 under general or special

direction of Commission

ERO should give the concerned person a reasonable

opportunity of being heard before taking any decision on

change/deletion/modification

Inclusion of name Any person can apply to ERO for the inclusion of name in

General Instructions for deletion, Inclusion, Transposition and Correction

the Finally published Roll under Section 23 RPA, 1950

Such cases of inclusion of names would be less as annual

revision would have been conducted on first of January

Generally Form 6 for inclusion during continuous revision would be from person shifted from other Constituency

Care should be taken before enrolling applicant attaining 18

yrs of age, and it should be verified that applicant became

of age on 1st January of that year

Transposition of names

Applicants shifting residence in the same Constituency should be

guided to fill Form 8A instead of Form 6

Under Section 22 transposition is possible

•From one Part of the Roll to another Part of the same Roll

•Within the same Roll or within the same Part from one place to

another place

For transfer of name from one AC to another, the applicant


For transfer of name from one AC to another, the applicant

should apply in Form 6 to the ERO of the latter Constituency

under Section 23

Form 6 during should be accepted with the a declaration of stay

duration at the new and previous address

Declaration from the applicant of Form 6 should state-

“His/her name is either not included in the Electoral Roll of that

particular Constituency or any other” OR “His/her name was

included in which he was ordinary resident and now he wishes to

be excluded”

On receiving application to transfer from one AC to

another, the ERO should inform the ERO of the applicants

previous Constituency, to strike the name of the applicant

from the Electoral Roll there and intimate the former

Under Section 22, the word “entry” will refer to different

details of the elector as name, age, photo etc

The person who change the name after Final publication of


The person who change the name after Final publication of

the Roll should intimate through application, that his/her

previous entry is now defective

Detailed guidelines on Deletion of entries

Inviting Objections

• Objections are invited <from date> to <to date> (7 working days excluding Sunday/public holiday)

• Actions will be taken on <date>

Copy of deletion applications

received

Information on ERO’s Notice board

Found the entry in

more than one

Constituency

Found the entry

more than once

in the same AC

ERO’s Notice Board

<date>

Found that the

person shifted to

another constituency

Found that the

elector has died Other Points•Notice must be served on the individual person

concerned/presenting the application, with the date of hearing

• ERO carries verification of all applications including death cases

Detailed Guidelines on Transposition and Correction of entries

•The procedure followed for transposition and correction is same as that of deletion

•For transposition of the service voters from last Part ERO should verify the

discharge certificate of applications

Copy of transposition/correction

applications

Inviting Objections

ERO’s Notice Board

applicationsreceived • Objections are invited

<from date> to <to date> (7 working days excluding Sunday/public holiday)

• Actions will be taken on <date>

Appeal against the decision of acceptance/rejection of application

ERO’s decision can be

appealed to DM with in 15 days

under Section 24

(Letter of ECI date 17-03-2010)

Appeal should be in Form of

memorandum signed by

appellant, copy of order , and

fee of Rs 5

Second appeal to CEO against Delay can be condoned on being

Applicant should pay non

refundable Fees by non

judicial stamp/ government

treasury/RBI/in cash

Receipt

of fees

Second appeal to CEO against

order of District MagistrateDelay can be condoned on being

satisfied by the authority hearing the

appeal

Appellant should be informed of the

order passed on the appeal, and

should be sent a certified copy of the

order if applied for, on payment

Certified copy of extract of

Electoral Roll

• If an elector wants to contest an election from other Constituency, a

certified copy may be given after the manuscript is prepared

• A Roll can be published and printed only at the time of Draft and Final

publication

• Supplements of the continuous updation need not to be printed time to time • Supplements of the continuous updation need not to be printed time to time

except when an election is announced

• At the time of elections the supplement with all the additions, corrections,

deletion and transposition made till the last date of nominations can be

printed

• The provision related to sharing of extract as given in chapter VI,

paragraph 20 to 23 under the Section on “Inspection of Electoral Rolls and

connected papers’ shall apply for printing the supplement of continuous

updation

Documents

Electoral Roll – Layout, Revision Type and Draft Publicationceouttarpradesh.nic.in/ElectionTraining/ERO_Presentation2.pdf · Electoral Roll – Layout, Revision Type and Draft Publication