Scottish Parliament and Local Government Elections

4e Stage Two of the Voting Procedure - Issuing and Stamping the Ballot Papers Issuing all 3 Ballot Papers Issue all three ballot papers together, to eligible voters. Do not ask the voter how many ballot papers they want. If a voter refuses any particular ballot paper before it has been handed over, then: 1 Issue requested ballot paper(s). 2 Mark the register accordingly, indicating which ballot paper(s) have been issued, for example LG (Local Government ballot paper), SPC (Scottish Parliament Constituency ballot paper), SPR (Scottish Parliament Regional ballot paper). 3 The refused ballot paper(s) even if detached from the book(s) and stamped may be issued to another voter but the counterfoil(s) of the ballot paper(s) must bear the electoral number of the voter to whom they are ultimately issued. If a ballot paper has been handed over and the voter says they do not want it, then: 1 Try to convince the voter to place the unmarked ballot paper(s) in the appropriate ballot box(es). 2 If a voter refuses to do this then take the ballot paper(s) and place them in an envelope, marked accordingly, and make a note on the appropriate Ballot Paper Account(s) as issued and unused. 3 In this case do not reissue the ballot paper(s).   Issuing Ballot Papers - Order Ballot papers and their counterfoils are serially numbered. Ballot papers should be issued in strict numerical order commencing with the lowest number in the consignment. If not, you will experience problems at the close of poll when you complete the Ballot Paper Accounts.   Issuing Ballot Papers - Normal Procedure If the Polling Clerk is satisfied that the elector is on the Register of Electors and eligible to vote then the elector must be issued with all 3 ballot papers. The Polling Clerk reads out their name, the polling district letter(s)/number(s) and registration number of the Elector. The Presiding Officer, in issuing the ballot papers will: 1 Write the Elector's electoral registration number (including the polling district letter(s)/number(s)) on the face of the counterfoils of each ballot paper issued. 2 Carefully detach each ballot paper from the counterfoil. 3 Stamp each ballot paper with the official mark.   Why do I Write the Elector's Registration Number on the Counterfoil? Electors sometimes ask why the counterfoil is marked. It is done to protect electors against fraud. The counterfoils, the marked copy of the electoral register and used ballot papers are kept in official custody. Counterfoils and used ballot papers are only open to examination following a court order where there has been an allegation that an election offence has been committed.   Stamping the Ballot paper Every ballot paper must be stamped. Do NOT stamp ballot papers in advance. Always ensure that the 3 ballot papers are stamped individually.   Remember any ballot paper that has not been stamped - thereby lacking the official mark - will be deemed invalid and not counted.   What to do if the Stamping Instrument(s) does not work 1 You may have been issued with a spare 2 In polling places with more than 1 polling station, the Number 1 Presiding Officer may have a spare. 3 You can improvise: For example, you could use a piece of wire or even a paper clip to perforate the ballot paper a couple of times before you issue it. Whatever the solution to the problem, please contact your Returning Officer immediately for a replacement stamping instrument. In the meantime the Presiding Officer should note the total number of ballot papers and the number of the first and last ballot paper issued and stamped with the improvised stamping instrument.   Ensuring the Secrecy of the ballot at all times is a paramount aspect of the electoral process. A copy of the relevant provisions of the Scottish Parliament (Elections Etc) Order 1999 forms Annex 2 to this part of this Manual.

4f. The Ballot Papers

There will be 3 ballot papers, except in a few areas where the Local Government election are not contested.

There will be two Scottish Parliament ballot papers.

For the single member Constituency elections, voters cast one vote by marking a cross against the candidate of their choice. For the Regional elections, voters cast one vote by marking a cross against the Political Party or Individual Candidate of their choice.

There will be one Local Government ballot paper.

For the Local Government elections voters cast one vote by marking a cross against the candidate of their choice.

4g. Stage Three of the Voting Procedure - Voting

A voter should mark their ballot papers in the privacy of the polling booth, then fold the ballot papers and leave the polling booth.

The voter then should show the official mark on the folded ballot papers to the Presiding Officer or Polling Clerk and then place each ballot paper in the appropriate ballot box.

Check that all ballot papers have been stamped before they are placed in the ballot box

If you notice that a ballot paper has not been stamped please ask the voter to hand you the ballot paper and, without looking to see how they have voted, stamp the ballot paper and give it back to the voter. The voter should then place it in the appropriate ballot box.

What do I do if a Voter makes a mistake and spoils a ballot paper?

Do NOT issue a tendered ballot paper.

Sometimes voters do make mistakes. by marking against the ‘wrong’ Political Party, for example.

If a voter claims that they have made a mistake, first take the spoilt ballot paper from them, then issue them with a replacement ballot paper, not forgetting to write their electoral registration number on the face of the counterfoil of the new ballot paper and stamping it.

The Presiding Officer should take the spoilt ballot paper and write "cancelled" on it. This should then be placed in the envelope provided and NOT in the ballot box. At the close of poll the Presiding Officer will then count and record the number of spoilt ballot papers on the appropriate Ballot Paper Account.

4h. The Security and Maintenance of the Polling Station

The Presiding Officer is responsible for the security and maintenance of the polling station. Voters expect their polling station to be conducted in a calm and orderly manner so they can vote free from harassment or intimidation or even undue influence.

4i. Security of the Polling Station - Keeping Order

The Presiding Officer must maintain order in the polling station, and has the power to order a person's removal from the polling station and even their arrest. Voters dealt with in this way must nevertheless be allowed to vote before they are removed from the polling station.

The Presiding Officer should call for a Police Officer (if available) either to remove someone from the polling station or arrest them (see section on Dealing with Problems and Special Voting Procedures) if they are disrupting the polling station.

In this context, the polling station is understood to be the room where the ballot boxes and polling booths are located and ballot papers are issued. The boundaries of the polling place normally extend to the entrance from the road and include boundary walls and fences.

A person who has been removed from the polling station may only be readmitted on the authority of the Presiding Officer.

4j. Maintenance of the Polling Station

The Presiding Officer should regularly check the polling station. It should be tidy and voters should have unimpeded access at all times.

As you inspect the premises you should: Check signs and notices. Replace or repair any defaced or damaged ones Make sure the entrance to the polling station is not blocked Instruct anyone who is campaigning in or around the polling place or the premises to leave Make sure that there is sufficient light for voters in the polling booths Make sure that the pencils are still attached to the booths and still usable Tidy up any paper in or around the booths particularly papers of a campaigning nature, Check the ballot box seals and locks Give the ballot boxes a shake or use a ruler to push the ballot papers down Keep the polling station reasonably clean and tidy Be vigilant for ballot papers left in the polling booth by voters.

5 THE CLOSE OF POLL

The Poll must close at 10pm

Make sure you close the doors to the polling station at 10pm Only those who have received a ballot paper by that time may vote Nobody else may vote after 10pm, even if they are inside the premises and waiting to receive their ballot paper

At the close of poll:

The Polling Station should be cleared of everyone except Candidates and Election and Polling Agents, Returning Officers' staff, and on-duty police officer The outside door should be closed The Presiding Officer must seal each ballot box and its slot, and any Candidate, Polling Agent or Election Agent present may affix their seal to it Polling Clerks should take down all signs, and follow local arrangements for dismantling the polling station

5a. The Paperwork

The Presiding Officer must account for all ballot papers received, issued and returned.

In addition to accounting for ballot papers, a series of other forms has to be completed. Remember that there will be 3 Ballot Paper Account forms.

Make sure the completed paperwork for Scottish Parliament and Local Government elections is not mixed up.

It is quite possible that you will not have needed to use the official forms during the day, nor issue any tendered ballot papers or cancel any spoilt ballot papers. However all forms must be completed, even if it means entering a 'nil' return where necessary.

Do not leave any form, or section of a form, blank. Do not forget to fill forms in with "nil" returns if you have not needed them during the day. Do not forget to sign each of the forms.

Official Forms to be completed by the Presiding Officer: Ballot Paper Accounts (3) Declaration by Companions of Blind Voters List of Assisted Blind Voters (1) List of Votes Marked by Presiding Officer (1) Statement of the Number of Votes Marked by the Presiding Officer (1) Tendered Votes List (1)

The following is a list of official packets/envelopes and their contents: The Ballot Paper Accounts and their relevant envelopes Unused and Spoilt Ballot papers (both Ordinary & Tendered) Counterfoils of all Used and Spoilt Ballot papers and Certificates of Employment The Marked Copy of the Register of Electors and List of Proxies Issued Tendered Ballot Papers envelope The envelope for: The List of Tendered Votes, Statement of the Number of Voters whose Votes are Marked by the Presiding Officer, List of Blind Voters Assisted by Companions and Declarations made by Companions of Blind Voters.

The Ballot Paper Accounts are the most important of all paperwork and should be filled in first. Ballot Paper Account envelopes should NOTbe placed in a sack. They must accompany the appropriate ballot boxes.

The Presiding Officer should fill in the Ballot Paper Account for each type of ballot paper first, before completing the rest of the paperwork. Make sure that the paperwork for each election goes into the corresponding envelope.

5b. The Ballot Paper Accounts

Ballot Paper Accounts will be colour coded:
Constituency Elections Ballot Paper Accounts will be:	Purple
Regional Elections Ballot Paper Accounts will be:	Peach
Local Government Elections Ballot Paper Accounts will be:	White

Proper completion of the Ballot Paper Account relies on accurate counting of the number of ballot papers issued. This is why it is so important to issue ballot papers commencing with the lowest serial number rather than randomly during the day. Otherwise you will have great difficulty in filling out the Ballot Paper Account.

Complete the Ballot Paper Account carefully. In respect of partially used ballot paper books physically count the counterfoils of ballot papers which you have issued from that book.

An example of a completed Ballot Paper Account is reproduced oppossite.

If a ballot paper has been placed in an envelope because a voter rejected it after it was handed over remember to make a note to that effect on the Ballot Paper Account recording the ballot paper as issued but unused.

Remember to put each Ballot Paper Account in the correct envelope and keep each envelope with the corresponding ballot box. Do not put the envelopes in the sacks provided by the Returning Officer.

5c. Packing Materials at the Polling Station

Pack all materials into the correct marked envelope.

Your Returning Officer will have supplied you with a number of sacks or bags to transport all materials back to the Counting Centre.

Please make sure you know which items should go in which sack or bag. Your Returning Officer will instruct you on this.

5d. Transporting the Materials to the Counting Centre

Your Returning Officer will give you instructions regarding the transportation of ballot boxes to the Counting Centre. Make sure that you know your respective arrangements.

Remember that you should never leave ballot boxes unattended.

5e. Problems

If there have been immediate problems on the day then you should contact your Returning Officer without hesitation.

Report any other problems to the Returning Officer after the elections. There may be a special form for this.

5f. End of the Day

Your Returning Officer may have issued you with an evaluation form. If so please complete it and return it to your Returning Officer.

Thank you for your willingness and co-operation.