Procedure for receipt and opening of postal votes

Introduction Add names of trainers

Objectives for the training session To outline the planning arrangements To role of the agents/candidates To describe the receipt and opening procedure To consider the matching and ‘provisionally rejected’ process To ensure final ‘opening’ adequately resourced.

Pre-planning Schedule dates and advise agents/candidates of venue and times RO must give at least 48 hours written notice to agents of above RO must advise numbers allowed to attend ensuring equal numbers for all candidates Agents allowed to observe the proper performance of the receipt and opening Agents also allowed, where justifiable, to object to rejections of postal voting statements

Stage 1: Receipt and opening of covering envelope ‘B’ Count and record covering envelopes B Open covering envelope B. If it contains a postal voting statement mark the postal vote as returned on postal voters list Put postal voting statements and ballot paper envelopes A in two separate piles But what if ? Check number on postal voting statement matches number on envelope A Check that the signature and date of birth on the postal voting statement match the personal identifier record

Dealing with the following Missing postal voting statement - Open envelope A and, if postal vote statement inside, remove and check number - If postal vote statement missing – place envelope A aside for listing as provisionally rejected. Signature and/or date of birth on statement do not match personal identifier record, or signature and/or date of birth field not completed - postal voting statement should be attached to the ballot paper envelope, marked and listed as rejected, and placed into rejected votes (verification) receptacle - NB a signature is NOT required if the postal voter has been granted a waiver. Their statement will only have space for them to provide their date of birth. Ballot paper envelope A or ballot paper missing - The postal voting statement should be placed aside for listing as provisionally rejected. Mismatched numbers – both postal voting statement and ballot paper envelope placed aside and listed as provisionally rejected. Matched valid postal vote statements and ballot papers carried forward to stage 2.

Stage 2: The opening procedure (first phase) Open ballot paper envelope A Remove ballot paper – match number on reverse Keep ballot papers face down Secure ballot papers into bundles of an agreed number and record total ready for sealing in ballot box If numbers on ballot paper and envelope A do not match – place aside for listing as provisionally rejected

The matching process and final stage of each opening After each opening list any unmatched postal voting statements and ballot papers and attempt to match any provisionally rejected Place valid statements in appropriate envelope and seal ballot papers in ballot box Complete statement for each opening for the purpose of final verification

The final opening: After close of poll Postal votes delivered to RO and those delivered to polling stations Supervisors and clerks following procedures identified Final matching of provisionally rejected – ballot papers sealed in box and passed to count Verification statement prepared for RO

Summary There are likely to be a number of receipt and opening sessions Counting agents must be allowed to observe the process The ballot papers must be kept face down to avoid the vote selection being seen They must be accurately counted and sealed in a ballot box after every session and securely transported to the count The final session must be properly resourced to ensure the count is not delayed.