UK Parliamentary General Election – 7 May 2015 Briefing of Candidates and Agents Linlithgow & East Falkirk and Livingston Constituencies West Lothian Civic Centre, Livingston 19 March 2015

UK Parliamentary General Election Welcome and Introduction by Graham Hope, Returning Officer

Purpose of Briefing Explain key electoral processes Highlight recent changes in election rules Answer candidates’ and agents’ questions Identify further information sources

Timetable – Key Dates EventDeadline/Time Publication of notice of election 31 March Dispatch of Poll Cards to Royal Mail 31 March to 1 April Nomination Period 1 to 9 April (4pm deadline) Statement of persons standing nominated/notice of poll 5pm on Thursday 9 April Dispatch of Postal Votes to Royal Mail – 1 st issue 20 to 21 April Applications for registration to vote 20 April Application for new postal/postal proxy 21 April Opening of Postal Votes Daily, starting on 27 April Deadline for notification of appointment of sub-agents & polling and counting agents 5 May POLLING DAY 7 May The Count 7 May (10.15pm)

Nomination Procedures Nomination pack Minimum age - 18 Commonly used names Attendance at nomination proceedings Publication of candidate’s home address False information on nomination form an offence Short time period to process nominations

Valid Nomination Nomination paper Consent to nomination Home address form Certificate of Authorisation (registered party description) Request for party emblem (optional) Deposit (£500) All lodged by 4pm on Thursday 9 April

Polling Arrangements Timetable – key dates Scheme of polling places and stations Maps of constituencies Campaigning West Lothian and Falkirk Council policies on campaign material on council property

Voting Procedures One ballot paper – one ballot box Voting system – first past the post Design of ballot paper Folding of ballot papers and displaying UIM on back Assistance to voters Observers

Campaigning Candidates’ copies of registers and AV Lists – from Electoral Registration Office Appointment of agents: o sub-agents o polling and counting agents o deadline – 5 May o urge early appointment of sub-agents List of meeting rooms for candidates – West Lothian and Falkirk Briefing note – campaigning, tellers, rosettes and badges

Campaign material on council property West Lothian Display of election material prohibited on council property Do allow display of A-boards: - Permitted in the immediate vicinity of polling places - Letter to Head of Operational Services - One A-board per candidate - Must be removed at close of poll Falkirk Display of election material prohibited on council property

Register of Electors and AV List Candidates’ free copy ERO’s request form Electronic format (unless paper copy requested) Supplied once nomination accepted Use for electoral purposes only Effect of IER on process – transitional arrangements and effect on postal votes

Postal Voting (1) Numbers – 30,000 Issued by Adare Impact of Individual Elector Registration Inclusion in first issue of postal votes Cancelling a postal vote Replacement for lost or spoilt

Postal Voting (2) Code of conduct on campaigning Signing up to code – local commitment by candidates/agents Attendance at openings Secrecy requirement Marked postal voters’ list

Count Arrangements Venue Who can attend Timing of the count Layout and logistics Estimated time for declarations of results

Stages of Count (1) Receipt of ballot boxes Allocation of boxes to tables Verification of ballot paper accounts Sorting of PO’s documentation

Stages of Count (2) Finalising opening of postal votes Counting of votes Adjudication of doubtful papers Declaration of result

Integrity and Security Seriousness of Electoral Offences - Integrity is fundamental Police Scotland (SPOC) –Bribery –Treating –Undue Influence –Personation –False Statements Candidates, Agents and campaigners have critical role to ensure integrity and confidence in the electoral process All allegations of electoral fraud will be investigated robustly by Police Scotland in consultation with the RO

Police Scotland Support National Single Point of Contact on Electoral Matters for Police Scotland Superintendent Jim Baird Local Divisional SPOCs Inspector for Divisional Coordination Unit

Police Scotland Guidance Guidance on Detecting and Preventing Electoral Fraud –Electoral Commission Website – data/assets/pdf_file/0006/108573/Guidance -on-preventing-and-detecting-electoral- fraud-Scotland-2014.pdfhttp:// data/assets/pdf_file/0006/108573/Guidance -on-preventing-and-detecting-electoral- fraud-Scotland-2014.pdf Police Scotland approach

Encouraging Participation of Voters National campaign by Electoral Commission Statutory duty of RO and ERO Equality Impact Assessment Local Voter Registration and Awareness Communication Plan

Recommendations from the Convenor of the EMB Publication of Notice of Election Date of dispatch of poll cards Date of dispatch of postal voting packs Folding of ballot papers and displaying the UIM Requirement for secrecy at postal vote openings Method of verifying and counting of the votes

Urban myths UIM and barcode on back of ballot paper Use of pencils Seals Count staff with pencils Moving papers between bundles when being counted

Candidates’ Election Spending Long and short campaigns Limits on spending Return forms Deadlines for submission and advertising availability for inspection Electoral Commission’s guidance

Access to Election Documents Retained by RO for one year Public inspection of nearly all documents – not ballot papers Handwritten notes only allowed of *marked registers of electors and AV lists Copies of these * documents allowed for certain persons, e.g. candidates, local constituency parties Detailed guidance from Electoral Commission

Contact Details – Election Team Tel. no: website: t/pol_elec_democracy/elections_and_voting/ t/pol_elec_democracy/elections_and_voting/ Elections Office: Emergency Planning Room, 2 nd Floor, West Lothian Civic Centre

Further Information Electoral Commission’s Guide to Candidates and Agents - agent/uk-parliamentary-general-election-great-britain Electoral Registration Offices – –Lothian – –Central –

QUESTIONS? Feedback survey – please complete before you leave Remember to take nomination pack