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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: publications@electoralcommission.org.uk
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
18
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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: performancestandardsinbox@electoralcommission.org.uk
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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.
Data/evidence required:
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
Commission guidance.
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
Data/evidence required:
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.
Data/evidence required:
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.
Data/evidence required:
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.
Data/evidence required:
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.
Data/evidence required:
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.
Data/evidence required:
Layout plan of count venueand workflow.
Details and examples ofinformation provided to
attendees.
Details of the arrangements inplace to maintain a clear audit
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
Data/evidence required:
Details of arrangements inplace for forwarding and/orstorage of documentation.
Details of the arrangements inplace to maintain a clear audit
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.
Data/evidence required:
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
Commission guidance.
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.
Performance standard 3b:
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,
poll cards and notices
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.
Performance standard 3b:
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
maintain a clear audit
trail of the receipt and
opening of postal ballot
packs.
Details of thearrangements in place to
securely store the postal
ballots and for
transporting them to the
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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,
poll cards and notices
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.
Performance standard 3a:
Producing postal vote
stationery.
An example of the postalvoting statement.
Performance standard 4a:
Effective count processes Details and examples of
information provided to
attendees.
27 April 2012 Performance standard 2b:
Producing ballot papers,
poll cards and notices
Link to the page on thelocal authority website on
which the notice of poll
has been published, or a
copy of the notice.
Performance standard 3b:
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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check all of the
statements.
Provide statement as topostal ballot papers.
Performance standard 5a:
Forwarding, storage anddisposal of documents
Details of arrangementsin place for forwarding
and/or storage of
documentation.
Details of thearrangements in place to
maintain a clear audit
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
Performance standard 5b:
Review of election
procedures
Lessons learntdocument.
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How to contact us
The Electoral Commission
3 Bunhill RowLondon EC1Y 8YZTel: 020 7271 0500Fax: 020 7271 0505Textphone: 18001 020 7271 0500info@electoralcommission.org.uk
The Electoral Commission
Scotland OfficeLothian Chambers59-63 George IV BridgeEdinburgh EH1 1RNTel: 0131 225 0200Fax: 0131 225 0205Textphone: 18001 0131 225 0200infoscotland@electoralcommission.org.uk
The Electoral Commission
Wales OfficeCaradog House16 Saint Andrews PlaceCardiff CF10 3BETel: 029 2034 6800Fax: 029 2034 6805Textphone: 18001 029 2034 6800infowales@electoralcommission.org.uk
The Electoral Commission
Northern Ireland Office
Seatem House2832 Alfred StreetBelfast BT2 8ENTel: 028 9089 4020Fax: 028 9089 4026Textphone: 18001 028 9089 4020infonorthernireland@electoralcommission.org.uk
The Electoral Commission
Eastern and South East Office3 Bunhill RowLondon EC1Y 8YZTel: 020 7271 0600Fax: 020 7271 0505Textphone: 18001 020 7271 0600easternandsoutheast@electoralcommission.org.uk
The Electoral Commission
London Office3 Bunhill RowLondon EC1Y 8YZTel: 020 7271 0689Fax: 020 7271 0505Textphone: 18001 020 7271 0689london@electoralcommission.org.uk
The Electoral Commission
Midlands Office, No 2 The OaksWestwood Way, Westwood Business ParkCoventry CV4 8JBTel: 02476 820086Fax: 02476 820001Textphone: 18001 02476 820086midlands@electoralcommission.org.uk
The Electoral Commission
North of England Office
York Science ParkIT CentreInnovation WayHeslington
York YO10 5NPTel: 01904 567990Fax: 01904 567719Textphone: 18001 01904 567990north@electoralcommission.org.uk
The Electoral Commission
South West OfficeRegus, 1 Emperor WayExeter Business ParkExeter EX1 3QSTel: 01392 314617Fax: 01392 314001Textphone: 18001 01392 314617southwest@electoralcommission.org.uk
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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