1. Polling station staff briefing session The National Assembly for Wales Referendum 3 March 2011

2. Introduction Counting Officer Electoral Services Manager

3. Objectives of the training session Your role is key – you are the customer service face of the referendum. At this session we will: –outline what we expect you to do on polling day –discuss the voting procedure –highlight a number of administrative arrangements

4. Overview of the Wales Referendum A referendum is a direct vote in which the electorate is asked to either accept or reject a particular proposal On 3 March 2011 there will be a referendum on the powers of the National assembly for Wales Polling hours: 7am to 10pm

5. It is essential that you… – act impartially at all times – comply with any instructions issued by the Counting Officer – ensure the secrecy and security of the ballot

6. The Presiding Officer Presiding Officers have an overall responsibility for managing the polling station on polling day Key tasks include: –checking the layout of the polling station –instructing and supervising the work of the Poll Clerks –accounting for all the ballot papers, ballot boxes and paperwork

7. The Poll Clerk Assists the Presiding Officer with polling station duties Poll Clerks do not have the responsibilities of the Presiding Officer, but they must know all of the procedures for voting and how to deal with any problems

8. Countdown to polling day Essential tasks –Visit polling place and check out access arrangements –Contact other members of the team –Check ballot box contents as soon as possible after collection –Dress code – ensure clothing reflects professionalism and impartiality but is also comfortable

9. Polling station inspectors Spare supplies of stationery and equipment Responsible for –Checking layout of stations –Checking things are running smoothly –Being aware of and dealing with any queues –Collecting any returned postal votes Contact numbers

10. Risks Can’t make contact with key-holder Can’t gain access to the polling station Staff failing to turn up or being late Problems affecting the display of notices Wrong registers allocated to the station The ballot paper numbers do not match those pre-printed on the CNL Tendered ballot papers wrongly issued Queues building up close to the close of poll

11. The polling station

12. Setting up the polling station Layout / notices (see set-up checklist in Appendix 11 to Polling station handbook) –must work for the voter –walk route voter expected to follow –accessible to all voters Location of ballot box –accessible and secure Arrange ballot papers in numerical order Tellers and campaigners –who can enter the polling station? Sealing the box(es)

13. Polling station layout

15. Who can enter the polling station? –Voters –Counting Officer and staff –Referendum agents –Polling agents –Police officers on duty –Representatives of the Electoral Commission –Accredited observers –Under 18s accompanying voters –Companions of voters with disabilities

16. Two types of ID issued by the Electoral Commission

17. Customer care Show a personal interest Be helpful and approachable Listen and empathise Allow people to put their point across before responding Don’t say ‘No’ - tell them what you can do for them and what they can do BUT the referendum rules must be followed at all times, no matter how insistent, upset or angry anyone is If in doubt, contact the elections office

18. Customer care It is important that when dealing with electors’ questions on the referendum your impartiality is not called into question. So what happens if you are asked what the referendum is about? –Stick to the wording in the FAQs in the polling station quick guide –Point enquirer to the poster listing the 20 subject areas that the Assembly is responsible for

19. Customer care Ensure that the voting process is accessible to all: –layout must work for all voters, including wheelchair users –stationery provided in alternative languages and formats should be clearly visible –tactile template needs to be clearly visible and you should be confident in using it –you must be able to provide information to disabled electors on options for voting aided and unaided

20. Who can and cannot vote? Using the electoral register and corresponding number lists

21. Who is eligible? Electors with no letters or dates before their name Electors who are 18 years of age or over on the day of the election Electors with a ‘G’ or ‘K’– these are citizens of EU member states Electors with an ‘L’ Electors who have registered anonymously who have an ‘N’ instead of a name

22. Who cannot vote? Electors with date of birth on register which shows they are not 18 years of age on polling day Electors with an ‘A’ – postal voters Electors with an ‘E’ before their name Electors with an ‘F’ before their name

23. Issuing the ballot papers Marking the register and the CNL –Make the elector confirm their name –Mark electors’ elector number in the registerMark electors’ elector number in the register –Enter the electors’ elector number on the Corresponding Number List (CNL)Enter the electors’ elector number on the Corresponding Number List (CNL) –Do NOT write the elector number on the ballot paper! Ballot papers –Open up fully so the whole paper is visible. –Official mark –Ballot paper number and unique Identifying Mark (UIM)Ballot paper number and unique Identifying Mark (UIM)

24. Marking the register Red Dragon Walk BC JP12 7AS 411 GVella, Gosia1 412 FTaber, Louise1 413 KVella, Kostas1 414--------------------Brown, Robert3 415Evans, Gareth5 416---------------------Barker, Peter7 417Jolly, Simon7 418 ABishop, Stephanie 13 418/102 FebSmith, Ben13 Click to return to slide

25. The Corresponding Number List (CNL) BC 27/1 Click to return to slide

26. Back of ballot paper

27. Marking the ballot paper Some electors may need to have the voting process explained to them: –voters have one vote, and should place a cross (X) in either the ‘yes’ or the ‘no’ box –If they vote for more than one choice, their ballot paper will not be counted Some electors can get assistance: –The Presiding Officer can mark the ballot paper –The Presiding Officer can fit the template on the paper and read out the options –A companion can assist the elector

28. What happens if…? you are handed a certificate of employment a voter spoils the ballot paper a voter has nominated a proxy but the voter arrives before the proxy a person arrives to vote but the register indicates the person has already voted a person arrives to vote but the register indicates the person is a postal voter a person arrives wanting to vote as an emergency proxy a person believes they should be on the register but they are not listed there is a disturbance at the polling station

29. The prescribed questions The prescribed questions must be asked: –when the Presiding Officer requires them to be –when you suspect personation –when a registered elector is clearly under age –when a referendum agent or polling agent asks for them to be asked –before issuing a tendered ballot paper

30. Postal votes voters can hand in their postal votes at any polling station in the local authority area recieved postal ballot packs must be sealed and labelled as instructed [insert procedure for collection of postal ballot packs by the Counting Officer during the day]

31. Postal votes ‘A’ markers cannot be given an ordinary ballot paper at the polling station: –direct to Counting Officer for replacement (before 5pm) –tendered ballot paper procedure after 5pm exception: where elector claims never to have applied for a postal vote. In such case, they would be eligible for a tendered ballot paper at any time if they do not wish or are unable to apply to the Counting Officer for a replacement.

32. Close of Poll

33. Must close at 10 pm Anyone who has been issued with a ballot paper by 10 pm must be allowed to vote Do not issue after 10pm, even if elector was in a queue at 10pm Seal ballot box in the presence of any agents, accredited observers and Electoral Commission representatives. Agents entitled to affix seals now that the polls have closed.

34. After close of poll Absolutely essential that the ballot paper account is completed accurately The ballot paper account must be placed in the envelope provided – keep this with the ballot box Ensure all documents placed in correct packets and signed as appropriate Poll Clerks to assist packing up station to allow Presiding Officer to do these important tasks

35. What happens if … during the day tendered papers are wrongly issued? an accident occurs in the polling station? an incident outside the polling station prevents the Presiding Officer from leaving for the count?

36. Health and safety Never put the safety of anyone inside the polling station at risk Look out for any potential risks to safety Inspect the premises regularly If hazards are discovered – find a remedy If an accident occurs – follow procedures Be careful when lifting heavy objects

37. Questions

38. Additional Information Election team contacts –Electoral Services Manager –Officer responsible for staffing issues –Officer responsible for polling stations Electoral Commission website –www.electoralcommission.org.uk –www.aboutmyvote.co.ukwww.aboutmyvote.co.uk Feedback sheets