Handbook For Presiding Officers

GENERAL ELECTION 2014
WELCOME
TO
PRESIDING OFFICERS
DUTIES AND FUNCTIONS OF POLLING OFFICERS
I. ACQUAINT THOROUGH KNOWLEDGE

ABOUT ELECTION PROCEDURE
II. ON THE DAY PREVIOUS TO POLL
III. BEFORE COMMENCEMENT OF POLL
IV. DURING THE POLL
V. END OF THE POLL


IV. DURING THE POLL
V. END OF THE POLL


Attend
Modus
all rehearsal
operandi
and
of
Training Clarification EVM
Classes of
doubts

IV. DURING THE POLL
V. END OF THE POLL

1. Arrival at the Distribution Centre
2. Identification of polling station
3. Familiarizing the Polling Team
4. Itinerary to and from the PS
5. Collection of Polling Materials.

MOST IMPORTANT POLLING MATERIALS
ELECTRONIC VOTING MACHINE
CONTROL
BALLOTING
UNIT
UNIT
Marked copy of Electoral roll

Register of Voters (17 A)
Voters Slip
Indelible ink
Tendered Ballot paper
Arrow cross mark
Self inking pad
Metal seal
Copy of specimen signature of
candidate / Election agent
Paper seal
Strip Seal
Special tag
Address tag
Presiding Officer’s Diary, Declaration etc
Sample of EVM Balloting Unit
Copy of Order No.51/8/7/2008/EMS(Inst.II)
dt.11.8.08
16 Point Report as per Annexure XV
A detailed list of
polling materials
incorporated in
Annexure V
of Presiding Officers
Hand Book.
6. ARRANGEMENT OF POLLING STATION
a. Set up of PS (Slogans / Photo etc

should be covered or removed)
b. Set up of Voting Compartment
c. Display of Notices.
I. ACQUAINT THROUGH KNOWLEDGE

ABOUT ELECTION PROCEDURES
IV. DURING THE POLL
V. END OF THE POLL

1. Assignment of Duties to Polling Officers
2. Appointment of Election Agents
3. Preparation of EVM
4. Mock Poll
5. Sealing of EVM
4. Mock Poll
5. Sealing of EVM
1st POLLING OFFICER
2nd POLLING OFFICER
3rd POLLING OFFICER


1ST POLLING OFFICER
Verification
of identity Read out
In charge of Electors serial No
of and entry of the
marked copy elector in the
electoral roll

1ST POLLING OFFICER
Marking
in the
Photo
Electoral
Roll
PB

1ST POLLING OFFICER
Minor errors in the

EPIC and Electoral
roll may be
ignored and over
looked.

2nd POLLING OFFICER
Obtain
In charge From the upper tip of theornail to the
Signature
of st joint
bottom of the
Thumb 1
indelible ink In charge of Impression Issuance
Register of each of
of elector Voters
Voters slip

3rd POLLING OFFICER
In charge Activating
Ensuring
of the
indelible
Control Balloting
ink mark
Unit Unit
These duties can be performed by the presiding Officer,

where the number of Electors is small.
4. Mock Poll
5. Sealing of EVM
2.Appointment of Election Agents
Appointment letter in Form No.10
Appointment by candidate or his election agent
Revocation by candidate or his election agent
Compare specimen signature in case of any doubt
Pass for polling agents

2.Appointment of Election Agents

Seating of polling agents
1. Candidates recognized by the National Parties
2. Candidates recognized by the State Parties

3. Candidates recognized by State Parties of other
States who have been permitted to use their
reserved symbols in the constituency.
4. Candidates of registered unrecognized parties
5. Independent candidates
4. Mock Poll
5. Sealing of EVM
Press the latch Pull out the cover

Connect
Balloting
Unit and
Control Unit
with
connecting
cable
Switch on
Power
using
Toggle
Switch
Close the
Rear
Compartment
4. Mock Poll
5. Sealing of EVM
MOCK POLL
Set to
zero (0) Press “Ballot” button.
by clearing Busy lamp in the
the machine display section will glow
RED Simultaneously,
the ready lamp in the
balloting unit will also
start glowing GREEN
MOCK POLL
Ask
any polling agent
to press any of the
candidate’s button
on the balloting
unit Then the
ready lamp
on the
balloting unit
will go off.
MOCK POLL
Simultaneously
the candidate’s lamp Also a
near the button ‘beep’
will start sound will be
glowing RED heard from the
control unit
MOCK POLL
After a few
seconds, the red
light near
This indicates
the Candidate’s name,
the recording
red light in the
of vote in the
busy lamp
Control Unit
and the beep
sound
will go off
MOCK POLL
Press
“Total” button
for tallying the
Repeat total votes
the process with polled
the remaining
agents
At the end of
mock poll,
press “CLOSE”
button
MOCK POLL
Then
Next press the display
“Result” panel
button will show
the result Next press
“Clear” button
Certificate and show
of the count zero (0)
Mock poll to the agents
4. Mock Poll
5. Sealing of EVM
SEALING OF EVM
Signatures of
Presiding Officer
and Polling Agents
on the paper seal
Verification of
signatures
of agents.
SEALING OF EVM
Fixing of
Green
Paper Seal
SEALING OF EVM
Special Tag Front side Back side
Signature
of PO and
Candidate
or Agent
Should be
sealed
using
Twine thread
SEALING OF EVM
Closing and Election To: (Lok Sabha or Legislative

Assembly)
Sealing of
From: (No. and Name of)
outer cover of Constituency
result section Control Unit/ Balloting Unit No.: (ID number)
Serial No. & Name of

Polling Station Where Used ……..…….… …
Attach Date of Poll:………………………………………
address tag
SEALING OF EVM
Strip seal
Front side
A B D
Back side
C
SEALING OF EVM
Fixing of strip seal

SEALING OF EVM

SEALING OF EVM

SEALING OF EVM

SEALING OF EVM

SEALING OF EVM

SEALING OF EVM


IV. DURING THE POLL
V. END OF THE POLL

IV. DURING THE POLL
1.Commencement of poll
2. Admission into the Polling Station
3. Enforcement of Election Law
4. Other important functions

IV. DURING THE POLL 1.Commencement of poll
a. Warning about secrecy of voting

b. At the stroke of the hour fixed
c. Declaration by the Presiding Officer
d. Precautions about indelible ink
e. Maintenance of register of voters in form No.17 A
f. Maintenance of PO’s Diary
g. Maintenance of visitors sheet
h. Entry of voters to PS to be regulated
IV. DURING THE POLL 1.Commencement of poll

h. Entry of voters to PS to be regulated
Infirm/
Separate
Women voters
Queues
with babies
for
in arms
men and
may be given
women
precedence
IV. DURING THE POLL


The electors
The Polling Officials
Each candidate, his election agent and one polling
agent of each candidate at a time
Persons authorized by the Election Commission
Public Servants on duty
Child in arms accompanying an elector
A person accompanying a blind or an infirm voter
Identifying officers
IV. DURING THE POLL

a. Declaration of Elector about his age
Obtain Inform the

declaration penal provision in
as in annexure X section 31 of the R.P.Act
Imprisonment for one year or fine or both

b. Maintenance of secrecy
Violation of maintenance of secrecy is

punishable with imprisonment which may
extend to three months or fine or with both
as per section128 of the
Representation of People Act , 1951.
c. Prohibition of canvassing in or near PS
Canvassing of Votes
Soliciting the vote of any elector
Persuading any elector not to vote for

any particular candidate
c. Prohibition of canvassing in or near PS
Persuading any elector not to vote at

the election
Exhibiting any notice or sign relating to

the election
--are punishable under section

130 of the RP Act.

d. Other offences
Disorderly conduct in or near PS (section 131)
Misconduct at the PS (section 132)
Failure to observe procedure for voting (section 132 A)
Illegal hiring or procuring of conveyance (section 133)
Breaches of Election duty (section 134)
Going armed to or near PS (section 134 B)
Booth capturing (section 135 A)

d. Other offences
Smoking to be prohibited inside the PS
Polling agents are not permitted to bring mobile phones
inside the PS
Photography prohibited inside the PS
Wearing of badges/emblem etc bearing the names of
candidate Political leaders or Symbols etc are prohibited.
Impersonation is punishable under the Indian Penal Code
IV. DURING THE POLL

PO’s entry in Voting Compartment during Poll
Voting of blind and infirm voters
Adjournment or stoppage of Poll
Tendered Vote
Challenged Votes
Challenge
fee Burden of
proof
Return/forfeiture
Summary of
enquiry challenge fee.
Refusal to observe voting procedure
Put signature
Withdraw Inscribe the fact
below the
and cancel in Register
entry in the
voters slip of Voters
remarks column
Never change the Sl.No in 17 A

Electors deciding not to vote
Inscribe Signature
Shall not “Refused to Vote” Or thumb
Compell to cast in remarks impression
his vote column of register of the elector
of voters (17 A) against the
entry
Never change the Sl.No in 17 A

USE OF NEW VOTING MACHINE
Read out
a further
Declaration
in part II of Annexure VII
VOTER ASSISTANCE BOOTH
CANDIDATE’S ELECTION BOOTH
NRI VOTER
VOTING BY PROXY (CSV)

Must be a resident of the constituency concerned
Should have at least 18 years of age

VOTING
BY Shall not be disqualified for regn. as an elector
PROXY
(CSV) Indelible ink – on the middle finger
The letters “PV” should be suffixed in 17 A

REFERRAL IMAGE SHEET

SMS BASED POLL MONITORING
Sl Message
Description Example
No format
Mobile Registration / A105P125MR - Refers
1 A###P###MR
Phone Validation to AC 105 and PS125
2 MA Materials Arrived MA
3 PP Polling Party arrived PP
10MC - Mock Poll
conducted with 10
Agents
4 ##MC Mock Poll Conducted
5MC - Mock Poll
conducted with 5
Agents
YMO - Micro Observer
Available
5 Y/N MO Micro Observer
NMO - Micro Observer
Not Available
6 PS Poll Started PS
M124F115T1VC - Male
124, Female 115 and
Transgender 1. Vote
7 M###F###T###VC Vote Count
count has to be send
periodically as per the
time gap
8 ###PQ People in Queue at 5 PM 24 PQ
M124F115T1FC - Male
124, Female 115 and
9 M###F###T###FC Final Count
Transgender 1. Final
Count after close of Poll
10 PD Poll Party Departed PD
Reached Reception
11 RC RC
Centre
Note Vote Count (Message No.7) has to be sent at 9.00 AM, 11.00 AM,
1.00 PM, 3.00 PM and 5.00 PM
EPI - Interrupted due to

EVM
LPI - Interrupted due to
12 E/L/M PI Poll Interrupted
L and O
MPI - Interrupted due to
Miscellaneous reasons
13 PR Poll Resumed
Note Poll Interrupted and Poll Resumed (Message No.12 and 13) should be
send only if Poll is interrupted. If poll interrupted message is send,
then it compulsory to send the Poll resumed message.

IV. DURING THE POLL
V. END OF THE POLL

CLOSING HOUR
Permit Distribute
Announce Electors slip
the fact a present with
few minutes at the signature
before the PS at the in full.
hour hour
appointed appointed
CLOSING OF EVM
Press “close”
button of CU
Show the
“total”
in the CU and
record in 17 C
CLOSING OF EVM
Supply
attested Closing of
copies Voters
of 17 C to Register
Polling (17 A)
Agents
V. END OF THE POLL
DECLARATION
AT THE END
OF THE POLL
V. END OF THE POLL
Place the
Control Unit
and Balloting
Unit in their
carrying
cases, close
and
seal with the
Address tag
V. END OF THE POLL
DECLARATION
AFTER SEALING
THE EVM
SEALING OF ELECTION PAPERS
3. Cover
2. Cover containing
1. Cover
containing PO’s Diary
containing
Declaration and 16 Point
17 C
of PO Report
(The above covers should be sent separately along

with the EVM to the receiving centre)

Packet No. I
Statutory Covers
Packet No.II
Non-Statutory Covers
Packet No.III
Packet No.IV.

PACKET No. I
(Should be super scribed as “Statutory Covers”)
1. Sealed Cover containing marked copy of
electoral roll and List of CSVs
2. Sealed cover containing the Register of Voters (17 A)
3. Sealed Cover containing voters slips
4. Sealed Cover containing unused tendered ballot papers
5. Sealed Cover containing used tendered ballot papers
and the list in Form No.17 B
If any cover mentioned above is nil, a NIL cover should be placed.


PACKET No.II
(Should be superscribed as “Non-Statutory Covers”)
1. Copies of Electoral Roll other than marked copy
2. Appointment letters of Polling Agents in Form 10.

3. List of blind and infirm electors in Form 14 A and the
declaration of the companion.
4. Declaration obtained from electors as to their age
and list of such electors (Annexure XI)
5. Receipt book and cash, if any, in respect of
Challenged votes

PACKET No.II
(Should be super scribed as “Non-Statutory Covers”)
6. Unused and damaged paper seals
7. Unused voters slips
8. Unused and damaged strip seal
9. Unused and damaged special tags
10. List of challenged votes in Form 14 (Sealed Cover)


PACKET No.III
1. Hand book for PO
2. Manual of EVM
3. Indelible ink set without leakage
4. Self inking pad
5. Metal seal of the PO
6. Arrow cross mark
7. Cup of setting indelible ink.

PACKET No.IV
All other items such as

Voting compartment,
Waste paper basket,
Polythene bag, etc…..
POINTS TO BE REMEMBERED
Read Hand Book, Manual and instructions
Percentage of polling shall be informed
Ensure free and fair Election
Maintain close relation with the members

of your polling team
Maintain good relation with the polling agents

POINTS TO BE REMEMBERED
Start mock poll at least one hour before the

hour fixed for the commencement of poll
Commence the poll at the appointed hour
Formally announce the close of poll after

the last elector has voted
Take personal responsibility to hand over
the EVM and election papers.
Thank You

Handbook For Presiding Officers

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GENERAL ELECTION 2014

I. ACQUAINT THOROUGH KNOWLEDGE

II. ON THE DAY PREVIOUS TO POLL

III. BEFORE COMMENCEMENT OF POLL

IV. DURING THE POLL

V. END OF THE POLL

I. ACQUAINT THOROUGH KNOWLEDGE

II. ON THE DAY PREVIOUS TO POLL

III. BEFORE COMMENCEMENT OF POLL

IV. DURING THE POLL

V. END OF THE POLL

I. ACQUAINT THOROUGH KNOWLEDGE

I. ACQUAINT THOROUGH KNOWLEDGE

II. ON THE DAY PREVIOUS TO POLL

III. BEFORE COMMENCEMENT OF POLL

IV. DURING THE POLL

V. END OF THE POLL

II. ON THE DAY PREVIOUS TO POLL

1. Arrival at the Distribution Centre

2. Identification of polling station

3. Familiarizing the Polling Team

4. Itinerary to and from the PS

5. Collection of Polling Materials.

ELECTRONIC VOTING MACHINE

Marked copy of Electoral roll

II. ON THE DAY PREVIOUS TO POLL

6. ARRANGEMENT OF POLLING STATION

a. Set up of PS (Slogans / Photo etc

I. ACQUAINT THROUGH KNOWLEDGE

II. ON THE DAY PREVIOUS TO POLL

III. BEFORE COMMENCEMENT OF POLL

IV. DURING THE POLL

V. END OF THE POLL

III. BEFORE COMMENCEMENT OF POLL

1. Assignment of Duties to Polling Officers

2. Appointment of Election Agents

III. BEFORE COMMENCEMENT OF POLL

1. Assignment of Duties to Polling Officers

2. Appointment of Election Agents

1. Assignment of Duties to Polling Officers

1st POLLING OFFICER

2nd POLLING OFFICER

3rd POLLING OFFICER

1. Assignment of Duties to Polling Officers

1. Assignment of Duties to Polling Officers

1. Assignment of Duties to Polling Officers

Minor errors in the

1. Assignment of Duties to Polling Officers

1. Assignment of Duties to Polling Officers

These duties can be performed by the presiding Officer,

III. BEFORE COMMENCEMENT OF POLL

1. Assignment of Duties to Polling Officers

2. Appointment of Election Agents

2.Appointment of Election Agents

Appointment letter in Form No.10

Appointment by candidate or his election agent

Revocation by candidate or his election agent