Legal Provisions on Electoral Roll Management

Legal Provisions on Electoral Roll Management
Please note- This PPT is for illustration only and in no way is substitute to the relevant Acts/Rules and/or ECI directions, which shall be referred in case of doubts..

The Constitution of India
THE REPRESENTATION OF THE PEOPLE ACT, 1950 The Registration of Electors Rules, 1960

Constitution of India-
IMPORTANT SECTIONS Constitution of India- Article 324- The superintendence, direction and control of the preparation of the electoral rolls for, and the conduct of, all elections to Parliament and to the Legislature of every State and of elections to the offices of President and Vice-President held under this Constitution shall be vested in a Commission. Article 325- There shall be one general electoral roll for every territorial constituency for election to either House of Parliament or to the House or either House of the Legislature of a State and no person shall be ineligible for inclusion in any such roll or claim to be included in any special electoral roll for any such constituency on grounds only of religion, race, caste, sex or any of them.

Constitution of India-
IMPORTANT SECTIONS Constitution of India- Article 326- The elections to the House of the People and to the Legislative Assembly of every State shall be on the basis of adult suffrage; that is to say, every person who is a citizen of India and who is not less than 18 [eighteen years] of age on such date as may be fixed in that behalf by or under any law made by the appropriate Legislature and is not otherwise disqualified under this Constitution or any law made by the appropriate Legislature on the ground of non-residence, unsoundness of mind, crime or corrupt or illegal practice, shall be entitled to be registered as a voter at any such election.

IMPORTANT SECTIONS RP Act, 1950 Section 14(2)- defines ‘qualifying date ’as the 1st January of the year in which roll is so prepared or revised. Section 15- For every constituency there shall be an electoral roll prepared under SDC( Superintendence, direction and control) of the Commission. 16(1) Disqualification for registration in Electoral Roll: Not being citizen of India Being of unsound mind and stands so declared by a competent court. Disqualified for the time being from voting for corrupt practices and other offences in connection with 16(2) Name to be struck off on being disqualified. [Proviso to R 16 - Reinstatement of names on removal of disqualification under 16(1)(c)] during the period such roll is in force.]

RP Act, 1950 (Contd) IMPORTANT SECTIONS
S 11A of the R.P.Act 1951refer- If a person is convicted for an offence u/s 171E or 171H of IPC or s 125 or s s 136(2)9a) of the R.P.Act he shall be disqualified for a period of 6 years from the date of conviction or the date from which the order takes effect. S11(2) provides that any person disqualified a order of the President u/s 8A for any period shall be disqualified for voting at any election. Under s 11B , the ECI , for reasons to be recorded remove a disqualification u/s 11A.

IMPORTANT SECTIONS RP Act, 1950 ( Contd) Section 17 -No person can register in more than one constituency Section 18 -No person can be registered more than once in any Constituency. Section 19- Conditions for registration- Every person is entitled for registration if he – (a) is not less than 18 yrs on qualifying date (b) is ordinarily resident in that constituency.

Section 20 --Deals with the term “ordinarily resident”.
IMPORTANT SECTIONS RP Act, 1950 (Contd) Section 20 --Deals with the term “ordinarily resident”. It does not define the term but explains in both + or - terms A person shall not be deemed to be ‘ordinarily resident’(OD) in the constituency on the ground only that he owns or is in possession of a dwelling unit therein. A person absenting himself temporarily from his place of ordinary residence shall not for this reason cease to be OD therein. Exception to OD are sitting MPs/MLAs, persons undergoing treatment in a mental hospital or detained in prison or other legal custody shall not be treated as OD in that hospital or prison or place of legal custody .

Section 20 --Deals with the term “ordinarily resident”.
IMPORTANT SECTIONS RP Act, 1950 (Contd) Section 20 --Deals with the term “ordinarily resident”. (Continued from previous slide) ……Declared office holders, persons with service qualifications wife of a declared office holder/ person with service qualification. They are deemed to be ordinarily resident in the constituency even though they may be absent from their place , in connection with their duty or otherwise.

Section 20 ( Contd) RP Act, 1950 (Contd) IMPORTANT SECTIONS
‘Service qualification’ means- being a member of armed forces, being a member of a force to which the Army Act 1950 applies, with or without modifications, persons employed by GOI outside India and member of armed police force of a State posted outside the State. A statement made by declared office holders/ persons with service qualification and verified in the prescribed manner as correct. shall be, in the absence of evidence to the contrary, shall be accepted If a question arises as to whether or not a person is ordinarily resident of a place , it is QUESTION OF FACT, to be decided by the ERO on the basis of facts/evidences, with due application of mind.

Section 20 A has been inserted for Overseas electors.
IMPORTANT SECTIONS RP Act, 1950 (Contd) Section 20 A has been inserted for Overseas electors. Section 21 (1) sec 21(2)- The roll of each AC shall be revised in the prescribed manner w.r.t. a qualifying date and shall come into force immediately after it’s final publication. Roll shall be revised before every general /bye election, unless otherwise directed by the ECI for reasons to be recorded in writing. Proviso to S 21 provides that if the roll is not revised the validity and continued operation of the existing roll shall not be affected. S 21(3) gives powers to ECI to order , for reasons to be recorded, special revision of a constituency or a part thereof in the manner prescribed by the law..

RP Act, 1950 (Contd) Section 22- IMPORTANT SECTIONS
Subject to ECI directions, the ERO , on an application or own motion, after such enquiry as he thinks fit, can direct correction /deletion /transposition of an entry. The proviso to S 22 say that correction/deletion of any entry shall be made after proper verification of facts in prescribed manner. Individual notice shall have to be issued for hearing . Section ERO, if satisfied, can include a person’s name in the electoral roll , on receipt of an application . The proviso to S23 says that if an applicant is already registered in any other constituency, the ERO shall inform the ERO of that constituency who shall strike off the name of such person from that roll. S23(3) provides for freezing of the roll after 3 pm of the last date of the nomination and till completion of the election.

IMPORTANT SECTIONS Section 24 - Provides for appeal to DEO against any order of the ERO under S 22 S 23 and a further appeal to CEO. The fee deposited with appeal shall not be refunded. Section 28- Rule making power vests in the Central Govt, after consulting the ECI . Registration of Electors’ Rules 1960 has been made. Section 29- Every local authority shall make available to ERO such staff as necessary for preparation and verification of the electoral roll. Section Jurisdiction of civil courts barred on decisions taken by an ERO on question of registration in the roll.. Section 31- making false declaration is punishable with imprisonment upto one year or fine or both.

IMPORTANT SECTIONS Section 32- Breach of official duty in connection with preparation etc of the electoral roll- offence punishable with imprisonment upto 2 years and fine . No suit for damages can be filed . No court to take cognizance of such offence unless there is a complaint made under the orders of ECI or the CEO of the state

The Registration of Electors Rules 1960
Rule 4 – Prescribes the language in which the roll shall be prepared ( ECI issues notification in this regard) Rule 5 and 6- Roll of each AC to be divided into convenient parts. Last part shall be for service electors. Electors in one part shall not ordinarily exceed Names to be arranged in each part according to house numbers, unless directed by ECI/CEOand further be arranged alphabetically. Rule 7- Prescribes the statements and the Forms 1, 2 , 2A and 3, as the case may be, to be used by declared office holders / service electors Rule 8 A- has been inserted to prescribe Form 6A for application by overseas electors. Rule 9- ERO or his officials shall have access to registers of births and death and admission registers of schools and concerned authority shall make the same available.

The Registration of Electors Rules 1960 ( Contd)
Rule 10- Draft Roll to be published at EROs office /if ERO office is not within constituency then at specified place in the constituency. Rule 11- Further publicity at polling station and such other mode of publicity as may be prescribed. R 11(c) provides for free supply of two copies of each separate part of the roll to every political party with a reserved symbol by ECI One printed copy and other soft copy in CD Rule 12: After draft roll publication, 15 to 30 days ,as prescribed by the ECIare available for filing claims and objections. Proviso to R 12 empowers ECI to further extend it by publishing an notification in Gazette. Rule 13: Prescribes forms 6, 7, 8 and 8A for filing claims and objections etc. Rule 14: Claims and objections can be lodged in person before ERO or such person as designated by him or by post.

Registration of Electors Rules 1960 ( Contd)
Rules 15 and 16: List of particulars of forms 6, 7 ,8 and 8 A filed are made in Forms 9, 10 ,11 and 11A respectively and exhibited by the designated officer and ERO respectively . Rule 17- Application filed after period of C&O and not in prescribed form shall be rejected. Rule 18- If ERO is otherwise satisfied with the validity of any C&O, he may allow the same without further inquiry after expiry of one week from the date of its entry in the list exhibited by him on the notice board in his office. Proviso to R 18, however, prescribes due inquiry in case the same is demanded in writing. Rule 19 and 20 - Explains the manner of disposal of C&Os. R 19: Notice of hearing R 20: Inquiry procedures.

Rule 21- Inclusion of names inadvertently omitted in draft. Any statement received after draft publication from declared office holders or service voters shall be included in the relevant part of the electoral roll. Rule 21A-Suo–motu deletions of names. Proviso to this rule makes it mandatory for ERO to make every endeavour to issue notice to such person to give reasonable opportunity. Rule 22- Manner how final publication is to be made. R 22(c) Free supply of 2 copies of finally published roll with supplements to each such political party which has been allotted an exclusively reserved symbol by ECI. One printed copy and one CD. Rule 23: Appeal against ERO/ AERO’s orders to an appellate officer , as notified by the ECI, within 15 days from ERO’s order in the form of a memorandum. The proviso to this rule- no appeal shall lie ,if the appellant has not availed the right of being heard or make representation to the ERO ,

Rule 25: Types of revisions. Rule 26- Provides for filing of claims and objections during continuous updating period. Applications to be filed in duplicate. One copy to be pasted at a conspicuous place at the EROs office inviting any objections within a period of 7 days. If no objection, then will accept , or else pass order after hearing the objector. Proviso to R 26 prescribe that any statement in Forms 2,2A and 3 from persons holding service qualification received after final publication of the electoral roll shall be treated as application under S 26. Rule 27- Appeals can be filed against order under R 26-in the form of a memorandum, within 15 days time from EROs order ( delay can be condoned by the appellate authority). (in pursuance of S 24). Rule 28- Prescribes for issue of EPICs to the registered electors. ( However no EPIC is to be made for overseas electors)

Registration of Electors Rules 1960( Contd)
Rule 32- Custody and preservation of papers connected with the roll preparation- till the next intensive revision. (Amendment proposing retention till “next revision” underway with Central Govt. ) Rule 33- Every person has the right to inspect all roll related papers on payment of such fee as prescribed by the CEO.

The Forms prescribed under RER are as follows:
S. No. Form Rule Description 1. Form 1 Rule 7 Statement as to place of Ordinary Residence by a Person holding a Declared Office 2. Form 2 Statement as to place of Ordinary Residence by a member of the Armed Forces 3. Form 2A Statement as to place of Ordinary Residence by a member of an armed police force of a State, who is serving outside that State 4 Form 3 Statement as to place of Ordinary Residence by a person employed under the Government of India in a post outside India 5 Form 4 Rule 8 Letter of request to occupants of a dwelling unit. 6 Form 5 Rule 10 Notice of publication of Electoral Roll in Draft 7 Form 6 Rule 13(1) and 26 Application for inclusion of name in Electoral Roll 8 Form 6 A Rule 8A Application for inclusion of name in Electoral Roll by an overseas elector. 9 Form 7 Rule 13(2) and 26 Application for objecting inclusion or seeking deletion of name in Electoral Roll 10 Form 8 Rules 13(3) and 26 Application for correction to particulars entered in Electoral Roll 11 Form 8A Rules 13(4) and 26 Application for transposition of entry in Electoral Roll

The Forms prescribed under RER are as follows:
S.no. Form Rule Description 12 Form 9 Rules 15 and 16 List of applications for inclusion of names received in Form 6 13 Form 10 List of applications for objection to inclusion of names received in Form 7 14 Form 11 List of applications for objection to particulars in entries in Electoral Roll received in Form 8 15 Form 11A Rule 15 and 16 List of applications for objection to particulars in entries in Electoral Roll received in Form 8 A 16 Form 12 Rule 19(1)(b)(i) Notice of hearing of a claim 17 Form 13 Rule 19(1)(b)(ii) Notice to the objector 18 Form 14 Notice to the person in respect of whom objection has been made 19 Form 15 Rule 19(1)(b)(iii) Notice of hearing of an objection to particulars of an entry in the E. Roll 20 Form 16 Rule 22(1) Notice of final publication of Electoral Roll

The Administrative Machinery

Administrative Machinery for Electoral Roll Management
Election Commission of India Administrative Machinery for Electoral Roll Management DECs/DG Pr .Secy./Secretary Chief Electoral Officer Roll Observers District Election Officer Appellate Officers Electoral Registration Officer Staff on deputation to ECI Assistant Electoral Registration Officer Designated Officers Supervisors Booth Level Officer

Designated Officer Appointed by ERO under Rule 14 of RER,1960 Responsible for display of Electoral Roll, Parts and receive objections/claims Receives applications in Forms 6,7,8, 8A from the electors at designated locations

Appellate Officers The appeal on the decision of ERO on the applications of inclusion / deletion received during revision / continuous updating can be preferred to the officer designated by ECI. Refer ECI notification. Further appeal on the decision of appellate officer can be preferred to CEO. Time limit for appeal 15 days from the date of ERO’s order

Electoral Rolls Of Components

Electoral Rolls for Assembly and Parliamentary Constituency
Electoral Rolls are prepared for Assembly Constituency (AC) under the provisions of RP Act 1950 No separate Electoral Roll for Parliamentary Constituency (PC) is maintained where the Electoral Rolls of PC are comprised of Electoral Rolls of its Assembly segments (except J & K) Electoral Rolls are organized as geographically defined Parts which are further organized into Sections and households Each Part has an identified Polling Station where electors cast their votes on the poll day Households AC PC Parts Sections Locality Area

TYPES OF REVISION Intensive Revision Summary Revision
Partly intensive and partly summary Special summary Continuous updating

Types of Revision Intensive Revision:
Done de-novo without reference to earlier existing Roll (not a preferred method these days) Enumerator visits house to house (H2H) and obtains details of eligible persons in enumeration pad. Draft Roll is prepared and published to invite claims/objections After disposal of claims and objections, Final Roll is published

Types of Revision Summary Revision:
Done every year except if intensive revision is ordered Existing Roll published as draft inviting claims and objections No need of house to house survey Designated officers sit at polling stations to receive claims and objections Period of Claims and objections can be from 15 to 30 days After disposal of claims and objections, Final Rolls [ Mother Roll and supplements] are published

Types of Revision Partly Intensive & Partly Summary Revision:
Existing Roll published as draft inviting claims and objections House to House survey is also done by BLOs. Designated officers sit at polling stations to receive claims and objections Period of Claims and objections can be from 15 to 30 days After disposal of claims and objections, Final Rolls are published Special Revision: Due to the reason of inaccuracies like omission, left out area etc, special revision is carried out May be intensive, summary or Partly intensive and Partly intensive revision

Continuous Updating In between revisions any person can make a claim or objection to the Electoral Registration Officer, and ERO disposes of the claim or objection by following the procedure given in the Registration of Electors Rules This is called Continuous updating. The process of continuous updating is stopped during an election from the last date of filing nominations till the declaration of results 33 33

Layout and Structure of Electoral Roll (ER)
ER of every AC should have title page specifying: Year of preparation/revision Number, name and reservation status Details of Constituency and number of Parts Followed by table of contents indicating serial order of area covered Title page is followed by Constituency map Summary sheet attached at the end of Assembly Roll Structure Layout

Layout and Structure of Electoral Roll
Electoral Roll is divided into convenient ‘Parts’ with identifiable geographical boundary having its individual title page under Sub-rule (1) of Rule 5, RER 1960 This title page is followed by a sketch map of Polling Station area in that Part Followed by elector details in prescribed format Summary sheet is provided at the end of Roll of a Part These Parts are further organized into Sections The electors details are arranged in 10-column format in ‘text Roll’ and with photo in ‘photo Roll’ Last Section in each Part is for Overseas Electors Last Part of Roll, lists the details of Service Voters (SVs) in English Number of names included in any Part should not exceed 2000 under Rule 5 (4), RER 1960

Layout and Structure of Electoral Roll
Title Page Sketch Map General Part Elector Details Summary Sheet Electoral Roll is divided into convenient ‘Parts’ with identifiable geographical boundary having its individual title page under Sub-rule (1) of Rule 5, RER 1960 This title page is followed by a sketch map of Polling Station area in that Part Followed by elector details in prescribed format Summary sheet to be provided at the end of Roll of a Part These Parts are further organized into Sections The electors details are arranged in 8-column format in ‘test Roll’ and with photo in ‘photo roll’. Number of names added in any Part should not exceed 2000 under Rule 5 (4), RER 1960 Last Part of roll lists the details of Service Voters (SVs) in English 36

Title page of Assembly Roll
No., name & reservation status Year/Type/Date of revision Details of Constituency Details of Polling Station Male/Female Electors

Table of Content of Assembly Roll
Sections in each Part Table of Content of Assembly Roll Electors Part number

Summary Sheet of AC Details of Mother Roll Addition details
Deletion details ERO details

Title page of Part Number & name of AC Details of Sections in Part
Other Relevant details of Part Address of Polling Station

Part Area Sketch Map Illustrative Sample

Text and Photo Roll 45 electors a page 30 electors a page Text Roll

Summary Sheet of a Part Supplements for Addition Mother Roll details
Deletion Number and Types of Modification so far

Language of Electoral Rolls
Annexure 1.6 Language of Electoral Rolls Table Rule 4 of RE Rules 1960, requires ECI to notify the languages in which the roll of a constituency be prepared. It is normally the official language of the state being spoken by majority of the people. If any minority language is spoken by not less than 20% of the population , then ECI notifies that language also. The Commission has further issued instructions that in addition to language notified, the roll in metropolitan cities shall be prepared in English also.

Polling Stations Each Part of Electoral Roll has a Polling Station for a well defined and compact geographical area where DEO/RO facilitates electors of that Part to vote. A poll taken at any other place is void ab-initio. DEO is responsible for providing sufficient number of Polling Stations under Section 25 of the R.P. Act 1951with prior approval of ECI Part number of Roll and Polling Station number should be same To reach a polling station electors should not travel more than 2 KMs. It should be within the polling area and preferably in a Govt. building. Should not be in hospitals or religious places Each revenue village of 300+ electors should have independent Polling Station, if a suitable building is available. Irrespective of electorate size, identifiable pocket/hamlet/village of weaker section should have independent Polling Stations. If the polling area comprise of more than one village /localities then , as far as practicable, PS should be in the village with more electors.

Polling Stations To create a new Polling Station
DEO first publishes a proposal in Draft Form at his office with minimum 7 days notice period Invites objections and suggestions from recognized political Parties/ sitting MPs and MLAs etc. After due consideration of received suggestions and objections/ complaints, the DEO sends the proposal through CEO to ECI for approval. After the approval of ECI, final list of Polling Stations is published in the prescribed manner. ERO rearranges electoral roll accordingly. Any further changes/modifications in the list should be sent to ECI in the prescribed format only for approval .

Preparation of Draft Electoral Roll

Voter Registration Cycle
Intensive Revision Summary or Part Summary and Part Intensive Revision Every Year Special Revision Continuous Updating

Procedure during Summary Revision
Existing Electoral Roll is published as Draft Electoral Roll and applications for inclusion, deletion and correction are invited The entries of electors details in the Rolls are same as in intensive revision ERO notifies the Roll revision program in Form 5 under RER, 1960 as directed by ECI

Form 5 – Notice of Publication of Electoral Roll in Draft

Pre-requisites to Seek Publication of Draft Roll in Summary Revision
1 Suo-motu corrections in the Roll since last publication All the corrections suggested by the political parties and other agencies to the previously published Final Roll are checked, due procedure is followed and if found necessary are incorporated in the supplement of continuous updating prepared before Draft Publication

2 De-duplication of Voters De-duplication software is run to throw up probable duplicate entries in the Roll which are verified in the field after which duplicates are removed as follows- ERO undertakes de-duplication suo motu within the Constituency before Draft publication of Rolls under summary revision For the repeated names in the Roll, notices are issued under Section 22 of RPA, 1950 and full verification procedure is followed Repeated names deleted from one location becomes the Part of supplement of continuous updation and Draft publication under summary revision

3 Check the presence of names of MPs, MLAs & other important persons ERO checks whether these names are present in the Rolls and also the removal of names of disqualified persons Corrective actions are taken before any Draft publications under summary revision process following the due process of law.

4 Preparation of Supplement of continuous updating List of amendments is prepared based on continuous updating List specifies only names included or deleted on the directions of ERO or DEO/ CEO (in appeal cases under Section 24 of RPA, 1950) The inclusions, deletions and corrections are finalized and supplement is prepared before the publication of Draft Rolls Supplement is published along with the Draft publication in case of non-integration of Draft Roll

5 Integration of Supplements and preparation of integrated Rolls In case of election year, Roll and its supplements are integrated into one basic Roll and published as Draft Roll In non-election years, basic Roll from previous year and its supplements are published together without integration as Draft Roll

6 Reorganization of Polling Stations before publication of Draft ERO reorganizes the Rolls with respect to new Parts before publishing the Draft Roll Some points that are ascertained: Number of electors per Polling Stations to be limited as per ECI guidelines. Normally not more than 1400 electors in urban areas and 1200 in rural areas are assigned in each Part. Separate and independent Polling Station is created for each revenue village having > 300 of population as directed by ECI De-congestion of Polling Stations: ECI guidelines to be followed. Normally, not more than 4 PSs per PSL (Polling Station location) in urban and not more than 2 PSs per PSL in rural areas are allowed. Roll of the Part is neatly organized into Sections. Proposed list of new Polling Stations is published as Draft and shared with recognized political parties to invite their objections/claims Roll is organized with changed set of Polling Stations after receiving approval of ECI before the publication of Draft Roll

7 Control table updation ERO/DEO updates the control table before Draft publication according to the modifications done since last Final publication Control table reflects all the modifications related to Polling Stations, Sections, service voters etc.

8 Identification of Revision Staff (Including BLOs) ERO ensures that BLOs, Designated Officers, Supervisors etc. are in place and trained before publication of Draft Roll Name, address, contact numbers with respective jurisdiction of Roll revision related officer is uploaded on website before publication of Draft

9 Training and Orientation of Revision Staff EROs draw a detailed training schedule for the revision staff (Para 29, Chapter 4, ERO Handbook) Before launching the summary revision, one full day training is conducted Master trainers are trained to impart such trainings for every Assembly During the training: Audio visual material and written handouts are used Checklist of points to verify in field visits are given to each participant Monitoring and reporting mechanism is explained in detail

10 Availability and Provisioning of Forms Adequate number of Forms are provided at all designated locations and revision officials Forms are given in all required languages Which are the Forms given to the revision officials? Forms – 6, 6A, 7, 8, 8A 60

11 Readiness of CEO’s Website CEOs/DEOs ensure that the website is ready, tested and run before the publication of Draft Rolls. Search facility is provided on the website for an elector to search her/his name in the Roll, know her/ his Polling Station, and find the procedure to apply for enrolment. All details of facilitating registration are provided on the website before the Draft publication

12 Providing elector information in requisite formats CEOs provide information to ECI in the prescribed (annexures 2.2 to 2.9 of HB of EROs) before publication of Draft Rolls Which are the prescribed Formats?

12 Providing elector information in requisite formats Annexure 2.3 Polling Station wise Elector information (Elector-Population ratio) Annexure 2.2 Polling Station wise elector information (Gender Ratio)

12 Pre-requisites to Seek Publication of Draft Roll in Summary Revision Providing elector information in requisite formats Annexure 2.4 & District wise Age-Cohort Elector Information Format 3A Format 3B

12 Providing elector information in requisite formats Annexure Polling Station wise Information on Inclusion and Deletions in Current Electoral Rolls Over Previous Roll

12 Providing elector information in requisite formats Annexure Polling Station wise Information on EPIC & Photo Coverage in Current Roll Format 5A and 5B Format 5C and 5D

12 Providing elector information in requisite formats Annexure Polling Station Locations (PSL) Details

12 Providing elector information in requisite formats Annexure Information on Service Voters Annexure 2.9 -Polling Station Wise and Constituency wise information on Migrated Electors

Printing of Draft Electoral Rolls
CEO sends the proposed revision schedule after completion of pre-revision activities ERO arranges printing and publication of Draft Rolls after: ECI approves the revision schedule Information is updated in control tables Completion of data entry in software The printed basic Roll is arranged Part wise in serial order and kept as one or more volumes as may be necessary in case of summary revision

Publication of Draft Electoral Rolls
Under Rule 10 of RER,1960, ERO publishes the Roll in Draft by making copy available for inspection and displaying a notice in Form 5: At his office, within the Constituency At place specified by him, if his office is outside the Constituency Pdf format of Roll (only in text mode) is uploaded at CEO’s website in public domain on the same day of publishing the Roll From the website, ERO should be able to verify for every claim (Form 6) received whether the voter is already a registered voter elsewhere in same Constituency or the district Electoral Roll for all Constituencies in a State or even District is published on the same day.

Publication of Draft Electoral Rolls
Publication of Roll includes all Parts of Roll of Assembly Constituency and service Voters list in the last Part. Draft Rolls are published in the Polling Station so that the general electors can easily check and file their claims/objections Publication is not made on public holiday ERO ensures copies of Rolls published in all languages are identical

Safe custody of Copy of Roll published as Draft
ERO prepares an authentic copy of Roll, each page ink signed by two assigned officers after the Roll is published as Draft Authentic copy of Roll is kept with DEO and CEO for reference and record purposes. Publicity to Programme of Publication of Draft Electoral Rolls Programme of Draft publication is intimated in writing to all recognized political parties, local bodies, MPs, MLAs at least one week in advance Mass media like television, newspapers etc is used to publicize the same After the Draft publication, a meeting of recognized political parties is called to request to scrutinize and provide their suggestions in a specified time period

Booth Level Agents (BLAs)
BLAs are appointed by the political parties to help in management of Electoral Rolls Informs Appoints Election Commission Political Party Booth Level Agents Duties - Assists people in filing claim/objection properly - Remains present during the campaigns and help BLOs - Verifies and conducts survey of the dead and shifted electors - Is responsible if the survey is faulty - Understands and scrutinizes the Electoral Roll during meeting with BLO - Helps continuous updating of the Electoral Roll Ask the participant the question given at the end of the chapter 11 of training module and help them get the answer 73 73

Booth Level Volunteers (BLVs)
BLVs are volunteers appointed by the DEO to help the BLO in doing his work. They may be office bearers of RWAs, members of NGOs etc. Duties Assists people in filing claim/objection properly Verifies and conducts survey of the dead and shifted electors Understands and scrutinizes the Electoral Roll during meeting with BLO Helps continuous updating of the Electoral Roll Helps in ensuring purity of electoral rolls Helps in SVEEP programme

Free supply of copies of Draft Electoral Roll to Recognized Political parties
ERO provides free of cost 2 copies of Roll to every political party as directed by ECI under Rule 11 (c) of RER, 1960 One soft pdf copy and one hard print copy of Rolls are shared with political parties as directed by ECI Soft copy only indicates that photograph is available against the elector’s details and hard copy contains the photographs ERO provides free of cost 2 complete sets of Electoral Rolls both during summary revision and intensive revision EROs/DEOs ensures that all the Parts of the Rolls are published and shared with the political parties at the stage of the Draft publication Soft copies of Electoral Rolls without images are given within a week on payment to all concerned persons by CEOs/DEOs/EROs

Actions after Draft publication and before Final publication
ERO sends a certificate to CEO in prescribed Form in regard to the names of MPs & MLAs continued in the Electoral Roll ERO reports to CEO immediately in case of any omission of member name from the Electoral Roll CEO reports to ECI for all such omission cases every year After publication of Draft Roll, CEO/DEO and ERO calls recognized political parties to give their suggestions for any corrections in the Draft Roll ERO also scrutinizes Rolls himself at this stage like individual households showing more than 10 electors, death registers etc. ERO arranges for reading aloud of each Part of the Roll before the concerned Gram Sabha/ Ward Committee ERO analyses the health indicators of the roll like gender ratio etc.

Analysis of Health of the Rolls Elector to population ratio is studied and reported to ECI revealing the age-wise under or over enrollments in comparison to census figures Age cohort analysis of the electors in the Roll with census population for various ages groups is carried out (annexure 2.4) Polling Station wise abnormal addition and deletion over last 3 years is identified, verified, corrected and reported to ECI (annexure 2.5) Data on EPIC & photo coverage in photo Electoral Roll is analyzed in the prescribed formats (annexure 2.6) Provide list of new Polling Stations created since last publication to ECI for analysis and record (annexure 2.7) Data on voters registered but found absent (ESR- Expired, Shifted, Repeated) during field verification is collected and appropriate action is taken under Rule 21A of RER, 1960 (annexure 2.8). (In election years, instructions of the Commission are to be followed during suo motu deletions.) ERO exhibits on the notice board of his office, list of names to be deleted from the Roll to invite any objections.

Complete report on service voters is sent to ECI (annexure 2.9) Roll observers appointed by ECI visit Districts to check and report on the disposal of claims and objections, and the quality of the Draft published. Before scrutinizing the Rolls, ERO prepares under Rule 22 of RER,1960: List of amendments List of dead persons and ceased to be ordinarily residents

Procedure for disposal of Claims and Objections
79

Forms of Claims and Objections
Claims and Objections during Revision For an accurate and error-free Electoral Roll claims and objections are made for addition/deletion/ transposition/ correction of entries in the electoral rolls Forms of Claims, Objections and Corrections The applicants applying for addition/deletion/correction/transposition should fill the following Forms Form 6 – Inclusion of name (Service personnel to attach “Form of declaration”) Form 6A – Inclusion of name of overseas electors Form 7 – Objection to addition/seeking deletion of name Form 8 – Correction to a particular entry Form 8A – Transposition of name from one Part to another Part in same AC Facilitator asks each person to say one point in support of the topic 80

Receipt of Forms of Claims and Objections
Only individual applications are to be accepted, except for an individual presenting the applications of the same households BLO/DO/AERO/ERO should not receive Forms ‘in bulk’ submitted by one person on behalf of many persons not belonging to the same family (BLAs can submit upto 10 applications per day and a total of 30 applications during the entire revision) It should be noted that Form is not unsigned or without thumb impression (rule 17 of RER, 1960) No column in the Form is left blank Lists of the received forms shall be prepared in forms 9,10,11 and 11A and be displayed at ERO’s notice board, Polling Station notice board, Website of CEO Form 8 Form 6 Form 8A Form 7 Facilitator asks each person to say one point in support of the topic 81

Preliminary Checking of Form 6
Applicants shifting residence in the same Constituency should be guided to file application in Form 8A and not Form 6 for transposition of entry Details of the immediate family members (father, mother, husband, siblings) already enrolled in the current Rolls should be indicated for applicants applying for the first time on attaining age 18 years. Date of birth and age should be indicated. Where age is not known, approximate age as on qualifying date should be written For applicants between age years, name and relation should be checked with respect to the applicant’s family members already enrolled Underage applicant should not get enrolled EPIC details should also be reflected in the Form Non EPIC holders of 25+ age-group should give a declaration in the Form as given in Annexure 5.7 of ERO’s Handbook. 82

Annexure 5.7 – For an Elector of 25 + age group not having an EPIC 83

Part II of Form 6 –complete address ordinary residence address with proof should be checked. The proof can be any of the following documents – Bank/Kisan/Post Office/Pass Book/ Ration card/Driving license/Passport/ Gas connection/Telephone/Electricity/Water bill etc. For Homeless persons, residence proof may not be insisted upon. If an applicant has been staying at an address for one year or more but not enrolled, then the circumstances why s/he has not applied should be ascertained and recorded on the application Form Applicants should be advised to fill in the details like Part no., serial no. and EPIC no. of their immediate family members in Part III of Form 6 The applicant must fill Part IV related to the full details of previous enrollment especially the address The declaration of Part IV, at the end of Form 6 should be complete in all respects. Check that a declaration of non-inclusion of name, should be attached by Service personnel along with Form 6 84

Preliminary Checking of Form 7 and 8
Form should not be received without details of the objector and person objected to. The Form without complete details may be rejected under rule 17 Form 8 Forms should have the exact details of the entries to be corrected in Part IV The applicant must attach the supporting documents wherever needed Facilitator asks each person to say one point in support of the topic 85

Handling the Forms Received
Every DO and BLO should prepare list of the entries in duplicate in Form 9 of the claims received in Form 6 in Form 10 of the objections to the inclusion of names received in Form7 in Form 11 of the application for objection to particular details received in Form 8 in Form 11A of the applications for transposition received in Form 8A The DO (Designated Officer) should display the copies of these Forms on notice board at the Designated Location The DO should maintain the lists under Rule 15 of RER, 1960 EROs should also maintain the 4 lists of Forms under rule 16 of RER, 1960 and enter the entries directly received from AERO / DO/BLO ERO should keep the exhibited list on notice board till the disposal of claims and objections ERO should get all forms computerized in ERMS as soon as they are received so that they become visible on the CEO website and can be tracked by the applicant on the website and by SMS All claims and objections have to be exhibited on CEO’s website for atleast 7 days before EROs decide on them. 86

Disposal of Claims and Objections
All Form 6 without particulars of previous EPIC and more than 25 years of age should be checked and confirmed that they are not enrolled in some other area All Forms 6 with previous EPIC details should be enrolled by informing the ERO of the previous area to delete the entry from that area and transfer the photo of that concerned elector ERO may refer applications (Form 6,7,8,8A) to the AERO for disposal in accordance with law and both ERO and AERO can get the details locally verified by the verifying officers ERO can reject the claims/objections not received during the period mentioned, under rule 17 of RER, 1960 ERO may directly allow the entry in the Roll under rule 18 of RER, 1960, if he/she is satisfied with the details or may verify in case if doubt 87

ERO may ask the verifying Officer (Designated Officer, BLO etc.) to verify facts and receive entries with remarks in small batches either daily, weekly or whenever the number of applications exceed 50 An individual notice with date and time of hearing should be sent to the applicants in case of inquiry. The ERO has to give notice of hearing In case of a claim to the claimant – in Form 12 (annexure 5.12) appended to RER, 1960. In case of an objection to the inclusion of name, notice to objector – in Form 13 (annexure 5.13) In case of an objection to the, notice to the person objected to – Form 13 (Annexure 5.13) In case of objection to a particular or an entry – Form 15 (annexure 5.15) 88

Form 12 (Annexure 5.12) 89

Validity of any claim or objection can be allowed by ERO without further inquiry after the expiry of one week from the date on which it is entered in the list exhibited by him. (Rule 18, RER 1960) The ERO has power to require any claimant, objector, person objected to, to appear in person before him for clarification and sub-rule (3) of rule 20 of RER, 1960, ERO can ask the information on oath / affidavit. ERO should record the decisions with the reasons and should enter the decision just below the entries in the respective Forms 9,10,11, 11A List of applications accepted and rejected should be displayed on the notice board for any claim or objections Form 6, 7, 8 and 8A ERO should get the facts verified by the verification officer where the verifying officer should submit full particulars of verification like date of visit, if the person was physically present etc 93

If the ERO is not satisfied of the age proof of the applicant even after the verification, he/she may take the evidence on oath of applicant as well as any member of family Form 7 should be carefully scrutinized so that they are not used to delete names of genuine electors In doubtful cases, where persons are not found at home during verification, ERO should send an individual notice with a date and time of hearing either before ERO or AERO In case of inconvenience in traveling hearing could be held at the village/taluka/zonal offices 94

Matters of Citizenship
The ERO should ensure that all the entries made are fully eligible for conditions of registration Citizen of India being one condition should be verified completely Important points Officer concerned will bear in mind the Constitution and Citizenship Act, and all other provisions related to the citizenship before passing the order Though the onus of proof of citizenship lies on applicant, the ERO must be satisfied with all the proofs which can be any of the following - National Register of Citizens (NRC) - Citizenship certificate issued by competent authority - Valid passport by Government of India - Birth Certificate etc. If still not satisfied the ERO should refer the matter to the competent authority under the relevant law 95

Documentary Proof of Age (Refer ECI Circular No
Documentary Proof of Age (Refer ECI Circular No.23/2010-ERS-Vol-II dated 5th April, 2013) No documentary proof of age is required if the age is obviously more that the age of eligibility. Documentary proof may be asked for only when age is borderline and can not be assessed by visual inspection of the applicant Certificate or mark-sheet of class 12, 10, 8 or 5; certificate of a sarpanch, councillor, ward member etc. are accepted as age proof

Documentary proof of residence
Documentary proof of residence may not be insisted if it is not available specially in case of homeless persons, tenants who have disputes with landlords, sex workers etc. In such cases the BLO or some other officers can verify by visiting the place of residence mentioned in the application form that the applicant actually lives there

Supervision and Checks Chief Electoral Officer
Superintendence, direction and Control of Elections Under sub-Section (3) of Section 13 AA of RPA 1950 DEO Coordinate and Supervise all work related to E-Rolls ERO Test checks quality of disposal of Forms 6,6A,7,8, and 8A 10% of Forms disposed by AEROs AERO Randomly field verifies 1% of entries in Roll Supervisor Verify 5% of each of BLOs work BLO Proper verification of Forms 6,6A,7,8, and 8A 98

Suo- Motu Action by ERO after Draft Publication
Submission of statements by persons holding declared offices or having service qualification in forms 1, 2, 2A and 3 – Verification in the manner specified in the form. (Rule 7 of RER 1960). [Registration in the roll for the constituency in which, but for holding such office or having such qualification, he would have been ordinarily resident]. ERO will prepare the list of entries for inclusion, deletion and display on the notice board with time and place where actions would be taken Unexecuted non-bailable warrant (NBW) cases The person on whom an NBW remains unexecuted for a period of 6 months or more is not considered as the ordinary resident of the address mentioned ERO may take suo-motu action of deleting the name after giving due notice with date and time of hearing 99

Appeal Against ERO's Decision
ERO's decision can be appealed to Appellate Officer in Form of a memorandum under rule 23 of RER, 1960 Appeal can be for the decisions under rule 20, 21 and 21A of RER only The appeal cannot be considered if he has not availed himself of the right to be heard or make representation to the EROs On receiving an appeal, the Appellate Officer would check if the appeal is received in time. Time-barred appeals would be rejected unless delay is duly condoned call for the records of the concerned ERO give opportunity to ERO to be heard shall take the necessary actions and dispose the appeal in maximum 3 weeks The changes made shall be considered from the date of decision taken ERO to make the changes after the decision taken 100

Final Publication of Electoral Roll
Final Roll

List of Amendments (Supplements)
Final Roll is the Draft Roll with the lists of supplements prepared in the prescribed format. Supplements have three components: Component I – Additions Component II – Deletions Component III – Corrections All components of supplements are in same language as of basic Electoral Roll published as Draft Serial numbers for voters in Supplement - Component I is the continuation of last serial number in draft Roll If there are no entries in one or more components, “nil” is entered under the relevant heading In case of all “nil” amendments, “nil” Final lists of amendments are prepared Addition Deletion Correction

Statistical Analysis in Format 1 to 8
Assembly and PS wise analysis of EP ratio, Sex ratio, Age Cohorts, additions and deletions percentages against expected values Permission to be sought from ECI for final publication based on Statistical Analysis

Printing of Final Roll PDF copy of supplements with summary sheet is printed as soon as the Final lists of amendments are prepared and Finalized Name and designation of ERO is printed at the end of all copies of Final lists of amendments Parallel to the above, a pdf copy of supplements is appended to draft Roll and complete set of Electoral Roll is uploaded on CEO’s website in public domain with search facility

Printing of Final Roll Title page with date of publication should be added on the top The order of pages stitched together are: title page, table of contents, general Part of Electoral Roll and last Part (service voters) of Electoral Roll Notice is displayed in Form 16 for statutory publication of Electoral Roll (Annexure 6.1) ERO ensures the correct arrangement and completion of Electoral Roll before sending it for publication

Annexure 6.1

Free Supply of Copies to Recognized Political Parties
ERO supplies free of cost two complete sets of Electoral Rolls to all the recognized political parties in the State (Both National and State recognized parties) after every publication of Roll One copy is hard copy and other is soft PDF copy Soft PDF copy has only elector details without photographs. It only indicates whether photographs are available ERO prepares an authentic copy of Roll with each page ink signed by two assigned officers. Copy of authentic Roll is kept with DEO for record purposes.

Final Roll in an Election Year
In the election year: Authentic copy of Roll is computer generated copy and all deletions are “strike through” in the mother Roll by software “DELETED” is imprinted diagonally across the elector’s box in the photo – Roll whose name is in deletion list with the authenticated signatures in red ink Hash(#) mark is imprinted against the original record in Draft Roll to signify the correction entry in the supplement “Photo as in supplement” is inscribed across the photo box for the photographs either added/ corrected/ deleted Another supplement to the Finally published copy of Roll is prepared due to the continuation of elector registration till last day of the nominations. The same procedure follows for additions/deletions/ corrections for this supplement

Final Roll in Non-Election Year
In the non-election year: Final Roll is published similarly as in the election year with only difference of: No need of marking ‘strike-through’ or ‘#’ in the basic Roll to indicate changes effected in the supplements Basic Roll is not re-printed at the time of Final publication Number of copies required for Final publication is easily assessed and printed while printing the Draft Roll

Custody and Upkeep of Electoral Rolls and Connected Papers
Following papers are kept in EROs’ office or at place specified by CEO after Roll is Finally published under Sub-rule(1) of Rule 32 of RER, 1960: A complete copy of Roll Statements submitted to ERO under Rule 7 Statements submitted to ERO under Rule 8 Register of enumeration Forms Applications related to preparation of Roll Manuscript Parts prepared by enumerating agencies and used for compiling Papers related to claims and objections Papers related to appeals under Rule 23 Applications under Section 22 & 23 of RPA,1950 Electoral Roll for each Polling booth is kept with the mother Roll folder related to intensive/summary revision plus all supporting documents as directed by ECI

Inspection & Certified Copy of Electoral Rolls
(Ref: Rules 32 and 33 of RER 1960) Certified copy of relevant portions of Electoral Rolls and connected papers can be given Only certified copy of entry related to oneself in photo Roll can be obtained by an applicant Attested/certified copies of complete Electoral Roll is supplied under Right to Information Act 2005 or Rule 23 of RER,1960 if demanded Individual entries or selective pages are not provided under RTI

Annexure 6.2 & 6.3 Annexure 6.2 Annexure 6.3

Application Received Under RTI is Dealt in Context of Section 8(1)(j) of RTI, 2005

Returning Officers (RO) and Electoral Roll for Conduct of Elections
Electoral Roll including all supplements carrying modifications till last day of nominations is the Final Roll used for the purpose of conduct of election RO allows inspection of the complete Roll of the Constituency RO provides identical copies of Final Electoral Roll to the candidates of recognized political parties of the State within three days after the date of withdrawals and Finalization of candidate . This is not necessary during bye –elections

Returning Officers (RO) and Electoral Roll for Conduct of Elections
One copy of Final Roll is used for marking the names of electors who are issued postal ballot (PB) and election duty certificates (EDC) Proxy voter list in the prescribed format is attached to this copy of Roll set apart for marking Three more identical copies of this Final Roll is given to presiding officer and Polling team to conduct elections and are called “Working Copies” of Roll

RO and Electoral Roll for Conduct of Elections
Commission had received representation in the past for the arbitrary deletions of entries in the Electoral Rolls used by Polling parties In the same context, ECI issued some instructions: Copies of Electoral Rolls supplied to candidates should be identical to working copy of Roll supplied to polling party except the PB, EDC markings and proxy voter’s list Working copy with PB, EDC markings is shown to agents and candidates before polling so that they can compare entries, deletions and corrections with their copies Three working copies, statutory marked should be sealed and submitted to RO for safe custody Names should be printed alphabetically in the Roll for easy identification and search of voters for PSLs with multiple Polling Stations.

Number of Copies of the Rolls to be printed
Number of copies of Roll required to be printed are calculated on the following points: Supplied to the recognized political parties free of cost For sale to political parties and candidates Use at the time of General/Bye election Kept for use in the office of CEO/DEO and ERO Preserved as record Given to State Election Commission For Final publication Kept on the reserve stock Assessment of requirement of copies in each language is made separately

THANKS

Enrolment of Service Electors

What do you understand by ‘Service Voter’?
A voter having service qualification

What is ‘Service Qualification’
Service Qualification under sub Section (8) of Section 20, RPA, 1950 means: being a Member of armed Forces of Union being a Member of a force under provisions of Army Act,1950 applicable with or without modification being a member of an Armed Police Force of a State serving outside that State being a person employed under Government of India posted outside the country Service Voters can be enrolled at their native place even if they are residing at different place OR They can be enrolled as general elector at the place of their posting where they are ordinarily resident for sufficient time by providing a declaration in the prescribed format (Annexure 5.5)

Annexure 5.5 – Declaration by Service personnel

Some key information If wife (not husband) of Service Voter is ordinarily residing with him then she can be enrolled as Service Voter by providing a declaration in Form 2 or 2A This facility is only available for wife of male Service Voters and not to the husband of female Service Voter Only those Service Voters who are ordinarily residing with the family for a long span of time at their place of posting, are enumerated as a general voter during enumeration (intensive revision) and through voluntary request made in Form 6 (summary revision)

Classified Service Voter (CSV)
Service Voters Classified Service Voter (CSV) Service Voter (members of armed forces of Union & members under Army Act,1950) have an option to vote through postal ballot or proxy appointed by him These Service Voters who opt for voting through proxy are called Classified Service Voters (CSV) Service Voter can appoint any person as his/her proxy to vote by applying in Form 13 F of CER,1961 to RO on his/her behalf under the provisions of Rule 27N of conduct of Election Rules (CER) 1961 Proxy should be: Ordinarily resident of that Constituency of not less than 18 years of age Should not be disqualified to be registered as an elector in the elector Roll under Section 16 of R P Act 1950

Classified Service Voter (CSV)
Service Voters Classified Service Voter (CSV) Provision of CSV is valid only till the person is a Service Voter Proxy can be changed or revoked at any time by CSV Application received for appointment of proxy after last date of nomination is not considered for the current elections CSV is not issued postal ballot by RO. CSV list at the end of the Part of the Polling Roll is maintained Polling Station wise Proxy have to physically come and vote at the said Polling Station

Structure of List of Service Voters in Electoral Roll
List of Service Voters is prepared separately for an Assembly Constituency, who are registered at the end of the Electoral Roll as separate ‘last’ Part They do not have specified Polling Station as they are listed together irrespective of their place of residence ‘Last’ Part which contains list of Service Voters is prepared in English and has three Sub-Parts ‘A’ – for Armed forces ‘B’ – for Armed Police Force of States ‘C’ – for persons employed under Government of India posted outside India “Nil” Electoral Roll for each sub Parts is prepared if no Service Voter is present in all these Sub-Parts in any Constituency Last Part of Roll contains Service Voter’s list with a title page followed by electors details (Annexure 10.1)

Annexure 10.1- Last Part of the ER
Structure of List of Service Voters in Electoral Roll Annexure Last Part of the ER

Structure of List of Service Voters in Electoral Roll
New series beginning with serial number 1 is given to Service Voter Roll and to all sub Parts A, B and C Names in each Sub-Part are arranged in the order in which they are received and accepted

Preparation of Service Voters List
ECI updates the list/Roll through summary revision or ordering de novo preparation of last Part of Roll In first mode, Service Voter’s Roll is updated twice in a year and two supplements are brought out by EROs A communiqué is sent to Ministry of Defense (MoD), Ministry of Home Affairs, Ministry of External Affairs (MEA) and Directorate General of Border Roads to intimate the commencement of summary revision of service electors All the applications received till last date of nomination are processed and published as additional supplements by EROs Every person applies in statutory Forms 2, 2A or 3 for their enrollment as a Service Voter under Rule 7 of RER, 1960

Annexure Declaration Two copies of each Form (2, 2A or 3) is submitted to the record office of armed forces or nodal officer in MEA Every Form 2 or 2A (not for 3) is accompanied with a declaration in prescribed format (Annexure 10.2)

Record office of armed forces or nodal authority in MEA checks the Forms (2, 2A or 3) to ensure all the applicant details are correct and full address of hometown/ Village/ district are included. These Forms are to be submitted in duplicate Forms 2 and 2A have to be accompanied with declaration that the Service Voter is not enrolled as ordinary voter The statement by the Service personnel is acceptable if it gives adequate detail of his probable place of residence so as to enable the DEO/ERO to determine his Constituency Officer-in-charge carefully verifies and signs the verification certificate provided in the Form

Annexure 10.3

Thereafter, the nodal officer puts all filled and signed application together along with declaration Forms and forwards them to the concerned CEO attaching a covering letter A list of copy of statements in duplicate (annexure 10.3) As directed by Commission, Record Offices of armed forces or MEA Nodal Authority do not send the Forms directly to ECI CEO acknowledges the receipt of these Forms by returning one copy of the statement. ECI monitors the receipt and processing of Service Voter applications quarterly CEO identifies the DEO and sends him the Forms for further processing

Processing at DEO/ERO level
DEO acknowledges the receipt of application to CEO DEO ascertains the ACs to which the applications belong and sends to the concerned EROs Processing of application and preparation of last Part of Electoral Roll is completed in EROs office DEO/ERO determines the Constituency of the Service Voter through the full address or adequate details of residence provided by the applicant in the Form ERO need not make any enquiry related to the place of ordinary residence of a person having service qualification ERO place all the applications completed in all material information for data entry

Wife of Service Voter can get enrolled as service electors if they satisfy all the prescribed conditions of registration Husband of a woman Service Voter is not entitled to be registered as elector in the last Part of the elector Roll Declaration made by Service Voters in Form 2, 2A or 3 also includes declaration with respect to his wife After accepting the names ERO sends counter-foils back to the senders without waiting for publishing service elector’s supplement Name of the wife is entered immediately after the name of husband in all sub Parts ‘A’, ‘B’ and ‘C’ with an additional entry of ‘w’ and husband serial number in the relevant columns for easy identification ERO publishes the supplements twice a year and sends extracts from the Roll to the respective addresses in order to keep the Service Voter’s enrolment updated.

Officer in charge or MEA Nodal Authority retains one copy of these extracts and returns the other with changes to ERO for updation and corrections Corrections are made in the main list without any supplement of corrections First copy of the extract is kept in Unit/Record Office arranged Constituency wise for EROs easy future reference Second copy of the extract (returned to ERO for updation in the Roll) is arranged in a file Constituency wise in ERO’s office For updation of sub Part ‘C’, ERO sends copy of duplicate statements to the Ministry of External Affairs so that they can check the latest posting of the officers and return a copy to ERO for his action Updation in Service Voter Part is maintained in supplements and the last Part is consolidated at the stage of integration of Roll as directed by ECI

List of amendments to the last Part of Roll is maintained similar to the basic Roll Updated last Part of the Roll helps RO to dispatch the postal ballot papers (within 24 hours from the finalization of list of contesting candidates) to the electors correct address and receive with recorded votes before the commencement of counting ERO takes action to correct the last Part of the Roll related to the name of elector, dispatch address etc under the provisions of Section 22 of RPA, 1950

Service Voters and Registration Officers
ERO is responsible for: appropriate entries of the CSV in the Electoral Roll and keep DEO updated on this marking of CSV against a Service Voter in the last Part of the Roll. Preparing a Polling Station wise sub-list of CSVs to be sent to Polling Station along with the marked copy of Roll set apart for conduct of elections 138 138

Overseas Electors

Legal Provisions A new Section 20(A) has been added in Representation of the People Act 1950 after Section 20 by Representation of the People (Amendment) Act, This new Section provides that every citizen of India whose name is not included in the electoral roll, and who has not acquired the citizenship of any other country and who is absenting from his place of ordinary residence in India owing to his employment, education or otherwise outside India (whether temporarily or not) shall be entitled to have his name registered in the electoral roll in the constituency in which his place of residence in India as mentioned in his Passport is located

Legal Provisions The Government of India, Ministry of Law And Justice, Legislative Department has notified the consequential amendments to the relevant portions of the Registration of Electors Rules, 1960 vide Notification No. F.No. H-7(18)/98.-Leg.II (Vol. IV), dated 3rd February 2011 Chief Electoral Officers have made a public notification envisaged in Rule 8A of Registration of Electors Rules, 1960.

How can Overseas electors apply for enrollment
Overseas electors can apply in form 6A – In person to the ERO By post On-line The application should include a self attested copy of the passport showing the address in India and the relevant Visa pages

Procedure by ERO 8A. Manner of giving notice for registration of persons as overseas electors. —On the commencement of the Representation of the People (Amendment) Act, 2010 (36 of 2010) and at such other times as the Election Commission may direct, the Chief Electoral Officer may, for the purpose of inclusion of names of overseas electors in the roll, make a public notification requesting every person entitled to be registered as an overseas elector under section 20A 3[to make an application under rule 8B] and a copy of such notification shall be forwarded to all foreign missions of the Central Government and also make such further publicity as he may consider expedient and necessary.

Procedure by ERO 8B. Inclusion of names of overseas electors in the rolls. — (1) Every overseas elector, who is not otherwise disqualified for registration and is desirous of being registered in the roll for the constituency pertaining to the locality in which his place of residence in India as mentioned in his passport is located, may make an application in Form 6A to the concerned registration officer directly or send the application to him by post. (2) The provisions of sub-rules (2), (3) and (4) of rule 13 shall mutatis mutandis apply for filing of claims or objections to the inclusion of name or to any particulars of an entry or for transposition of any entry from one place to another in the roll as an overseas elector. (3) Every application in Form 6A sent by post shall be accompanied by copies of all the documents mentioned in the said Form 4[duly self attested]. (4) Every application in Form 6A presented in person to the registration officer shall be accompanied by photocopies of all the documents mentioned in the said Form along with originals thereof for verification by the registration officer. (5) Where a personal hearing is necessary in respect of any claim for inclusion or objection to the inclusion of name in the roll as an overseas elector, the registration officer may, if considered necessary, designate an official in the Indian Mission in the concerned country for the purpose.]

Procedure by ERO Provision has been made in the rules that in case of overseas electors all public notices shall also be published by the ERO in electronic gazette or the website of CEO ERO can satisfy himself about the correctness of the particulars in form 6A by – Verification from original passport in case application in form 6A is submitted in person Verification by BLO from neighbors or family members Verification from the concerned Passport Office

Other Important Points
Names of overseas electors are kept in the relevant part of the elector roll in the last section which is made only for overseas electors Overseas electors can vote only in the concerned polling station Identity of overseas electors is verified only on the basis of their Passport. EPIC is not issued to them BLOs may be given form 6A to be distributed to family members of overseas electors in places where large number of people migrate overseas. Family members may be requested to send the form to their overseas family members and get filled forms back for enrollment

PREPARATION OF VOTER SLIP
Presented By: Narendra N. Butolia Secretary , Election Commission of India

Voters Slips Voter Slips including photograph of the voter where available in the Photo Electoral Roll are distributed by the District Administration to facilitate the voter. This voter slip should only be in the languages in which voter roll is published for the assembly constituency.

Sample Voter Slips

Preparation of Voter Slip
Voter Slips are printed by the Dist. Election Officers as per the voter Lists using updated database of electoral roll. They are designed to facilitate the voter to know where he is enrolled as a voter at given location of polling station and what is voters serial number in the said roll. The Voters slips should be authenticated by the Electoral Officer/BLO concerned before distribution, so that they can be used as an alternative identification document by a voter for the purpose of casting one’s vote in the poll.

Distribution of Voter Slip
Voter Slips have to be distributed to the Voters by visiting door to door by the concerned BLOs personally, one week before the Poll day. Proper acknowledgement should be taken at the time of distribution. BLO should be present outside the Polling Station with one set of voter slips for convenience to the Voters.

PREPARATION ALPHABATICAL LIST OF ELECTORAL ROLL
Presented By: Narendra N. Butolia Secretary , Election Commission of India

Commission’s instructions regarding printing of electoral roll in alphabetical order
For easy identification and search in the names of voters inside the polling station, the Commission has directed that over and above the normal electoral roll arranged house-hold wise, the roll should also be printed with the names organized alphabetically for conduct of elections. This however is not statutory and is merely to facilitate voter location and identification quickly on the poll day. The photo of electors need not be printed in this facilitative roll.

Commission’s instructions regarding printing of electoral roll in alphabetical order contd…
Such alphabetical roll need not be prepared necessarily for all parts of the roll. Wherever three or more polling stations are located in one building, the alphabetical list should be printed to facilitate quick identification of voters standing in the queue for voting.

PREPARATION OF Alphabetical ELECTORAL ROLLS
Rule 6 of RER, 1960 provides that the names of electors in each part of the roll should be arranged according to house numbers. In cases where it is considered that the alphabetical order is more convenient or that the names should be arranged partly according to house number and partly according to alphabetical order. Members of the same house should find their names at the same place in the roll.

Providing the electoral roll in alphabetical order to political parties/contesting candidates
At the time of poll, PDF of the alphabetical electoral roll in the forms of CDs/DVDs can be provided to the contesting candidates by the office of RO/DEO, on demand and payment basis. The CEO concerned shall decide prices of such printed electoral roll and CDs/DVDs and it shall be notified by the respective DEO for the Constituencies falling within his/her district.

THANKS

Computerization of Electoral Rolls
Election Commission of India, New Delhi

WHAT IS AN ELECTORAL ROLL
Electoral Registers or Electoral Rolls are prepared under the provisions of Representation of People Act, 1950 and Registration of Electors Rules, 1960. Electoral Roll or voter list is – A basic document of electoral process When a notification for electing a member of legislature or parliament is issued it means calling upon the persons who are enrolled as electors is electoral roll. An accurate and defect free roll is first requisite for a free and fair election. Accurate roll ensures that while all eligible electors are included in roll, all ineligible persons have been excluded there from.

PREPARATION OF ELECTORAL ROLLS
The Rolls are prepared Assembly Constituency-wise. Only one general electoral roll – No separate roll is prepared on the basis of caste, creed, religion, sex etc. The rolls are revised annually. The rolls revised with reference to a particular qualifying date. The Electoral Registration Officer (ERO) is responsible authority for revision of rolls in the Constituency.

BASIC FORMS OF APPLICATION
Form 6 (for addition) Form 6A (for addition of overseas electors) Form 7 (for objection / deletion of an entry) Form 8 (for correction of an entry) Form 8A (for transposition of an entry within the Constituency)

MAIN STAGES OF REVISION OF ROLLS
Preparation of draft. Publication of draft Filing of claims and objections. Disposal of claims and objections Final publication of rolls. Continuous updation (between two revisions)

Electoral Roll in English

THE HIERARCHY OF ELECTORAL MACHINERY
ELECTION COMMISSION OF INDIA (ECI) CHIEF ELECTORAL OFFICER (CEO) DISTRICT ELECTION OFFICER (DEO) ELECTORAL REGISTRATION OFFICER (ERO) / ASSTT. ELECTORAL REGISTRATION OFFICER (AERO) BOOTH LEVEL OFFICER (BLO)

Electoral Units in India Administrative Units in India
Parliamentary Constituency Assembly Constituency Parts (Polling Stations) Sections Administrative Units in India State Districts Tehsils / Sub Division Blocks Villages/ Towns/ Metros (Panchayats) (Municipalities)

Database Structure Earlier the Electoral Rolls in the Country were prepared manually. In 2002, the Electoral Rolls in India were computerized. Electoral Rolls are computerized i.e. maintained in a relational database organized into tables prescribed by ECI Database is stored in two set of tables: Control Table - Defines relationship between Electoral units such as Parliamentary constituencies, Assembly Constituencies, Parts, Sections and administrative units Elector Details’ Table – Provides details of the electors Database is updated during every revision process

DATABASE STRUCTURE During the draft publication, the Control Tables and e-details database is used to prepare the draft roll in pdf format. After draft publication, the claims and objections are disposed. The accepted claims and objections are entered in the database. Final publication is made after incorporating the changes on account of deletions (by showing a mark stating “DELETED” diagonally across the entry in the mother roll) and modifications (appending # mark against the entry in the mother roll) and a supplementary roll showing list of additions, deletions and modifications separately.

Supplementary Roll

Control Tables Details in Control tables are required:
For printing details on the Part header For data integration of database of all electors in the State Prepare the Draft Rolls in PDF format Accepted claims and objections are entered in the system and then Final Roll is prepared by incorporating all deletions and modifications It is very important to prepare control tables with extreme care and diligence so that the Electoral Rolls are properly generated The Control tables are entered once and used multiple times for roll preparation. An error in control table can magnify multiple times, so utmost care has to be taken while preparing control tables. If the control tables are not filled timely and correctly then all the pains taken by EROs to ensure the enrollment of eligible persons would be wasted DEOs are responsible for collection of this data from the field. EROs supervises the data entry by data entry operators (Vendors) State Level Agency (SLA) provides the technical support

Part Header Page

Control Tables To ensure the correct updation of database it is vital to have close coordination between SLAs (technical guide), DEOs (collects data) and the Vendors (enter data) ECI identifies and lays down the structure of the control tables. Some major tables are shown in the next few slides

Control Tables Five tables which defines the relationship between districts, Assembly Constituencies and Parliamentary Constituencies. PC_LIST DISTLIST NO.SEATS List of States/UTs No of Parliamentary & Legislative Assembly Seats List of PCs 5 Tables AC_LIST List of ACs STUTLIST List of Revenue Districts

Control Tables Three tables which define the relationship between Districts, Assembly Constituencies and Parliamentary Constituencies which are: AC.DIST AC PC PC DIST Districts included in PC Districts included in AC PC with Parts lying in AC 3 Tables

Control Tables Four tables to provide details of Polling Stations, Parts and Sections. PS.AUXY SEC. DETAIL PS.LOCN Parts in ACs Polling Station Locations List & Details of Auxiliary Polling Stations 4 Tables AC. PARTS Sections within the area corresponding to Part

List of Development Blocks
Control Tables Ten tables which lists administrative units and their relationship with each other TOWNS METROS 10Tables TEHSELS MTRODIST VILLAGES POST_OFF BLOCKS PANCHAYT POLICEST List of sub-divisions List of Tehsils SUBDIVS List of towns administered by Notified Area Councils List of towns administered by Municipal Corporation List of Districts in Part List of Villages List of Development Blocks List of Panchayats List of Police Station List of Post Offices

Control Tables Two tables which lists Talati/Patwari and Kanungo Circles Reserved Forests Codes List of Reserved Forests List of various codes used in Database 2 Tables

Elector Details’ Tables
Contains information about individual electors i.e. 8 column information on electors shown in the Electoral Roll List of electors is contained in 3 types of e-detail table: List of general voters i.e. data of every voter in column 8 format Information of Service Voters Information on amendments as a result of continuous updation or revision SE DETL SUP_DETL E_DETAIL Details of General Electors Details of Service Electors Details of Amendments 3 Tables

Data Entry and Data Security
List of amendments are entered into a database using a software provided by SLAs in CEO’s office during every revision Data is entered with utmost care ensuring error free entries as it will be published as Roll later EROs ensures that manuscripts of additions, deletions and corrections are entered timely and correctly BLO goes through checklists and certifies that correct data is entered in the database after the corrections made by ERO in the Roll Data entry work is undertaken in secured environment where safe and exclusive space can be provided Data and Equipments for data entry remains in the custody of DEO/ERO. ERO must adhere to the elaborative guidelines for data safety and security.

Data Safety and Security
Proper police verification of all temporary and casual data entry operators proposed to be engaged by vendors. Proper security arrangement at Designated Photography Location (DPL) centers. Identity card to staff of DPL centers to be displayed permanently by staff member. Designated officer for all aspects of DPL functioning. He should open and lock the DPL and keep keys with him. He is accountable for DPL’s functioning. Logbooks to be maintained for opening and closing of DPLs countersigned by designated officer. Separate logbook for movement of equipments. Every movement should be accompanied by designated officer. Database kept only at State level in the custody of CEO Surprise visits to DPL Daily verifications of EPICs prepared during the day.

Data Safety and Security
Proper account of holograms for EPIC. Responsibility of DLO. The records of Holograms must tally with EPICs issued, balance with officer for safe custody. Proper record of damaged and wasted holograms. Criminal action under law if accounts of holograms do not tally – against vendor/officer responsible. Agreement should mention clause that vendor has to return the database after work is over. Otherwise there can be penal provisions. Database should be properly sealed in cover while taking out of DEO’s office. Record of person taking out should be maintained. The DPL, room must be sealed after day’s work and keys should be with designated officer.

Data Entry and Data Security
All forms received on paper must be computerized immediately and data uploaded on CEOs server Data entry can be done in off-line mode with batch upload Processing of data should start only after it is uploaded on the Server Full data base security at server level is essential Data is uploaded on a database separate from electoral data base. It may be called uploaded data base Data is shifted from uploaded to electoral database only after full enquiry and approval by ERO with digital signature authentication by ERO

REPORTS After every revision, to verify the integrity of the data and to ensure that it reflects the correct administrative and electoral position, 10 reports are prepared and verified against the actual position :- Summary Information on Administrative Units List of ACs and their corresponding Districts List of ACs and their corresponding Districts & Tehsils AC wise No. of Parts and Polling Station Locations AC and Part wise list of Polling Station AC wise number of Villages/ Towns/Forests/Metros 7a. AC and part wise list of Villages/ Towns/Forests/Metros 7b. Block and Panchayat wise villages 7c. District, Tehsil and Police Station wise Villages 7d. District and Tehsil wise Towns 8. AC and part wise number of Sections

Reports REPORTS Report on Statistical Analysis in format 1 to 8 analysing EP ratio, Sex Ratio, Age Cohorts etc Report on number of claims and objections received in form 6, 6A, 7, 8 and 8A and percentage of claims and objections accepted Report on deletions giving deletions based on Form 7 and suo-moto deletions separately Report on number of inclusions, deletions and net increase in number of Electors

Electoral Roll Management System (ERMS)
It’s a window based application developed for using web services as a database retrieval technique. It covers the entire process of Electoral Roll preparation in the states from electoral roll revision, data management process, electors’ registration, correction and data modification to final publication of Electoral Roll and preparation of Electors Photo Identity Card (EPIC). It also has some additional tools for providing citizen services i.e. search facility, voter slip and tracking current status of your application.

Key Features :- A secure and robust RDBMS SQL Server 2008 is used as a back end. All the modules of ERMS are audited by NICSI empanelled agency. Using centralized database for secured and better management for various purposes. Date and time stamping is used for each record while updating database. Auto toggle option is available to switch between various vernacular and English language.

Key Features :- Each and every application (Form 6/7/8/8A and 6A) received is digitized. Separate database is used to keep the data of Form 6, 7, 8, 8A and 6A. Only ERO/AEROs have write permission on the main electoral roll database and i.e. secured by ‘Digital Signatures’. Provision to print check lists for EROs/AEROs and BLOs at various levels. Facility to crop uploaded images if needed for better alignment.

Key Features :- EPIC printing is done as specified by the Commission that includes EPIC dimensions as well. Various MIS reports are incorporated as specified by the Commission. Photographs used in the software as a binary data. Date format used in the various modules is dd/mm/yy complaint. A facility to sort voter list using House No that may be customized State wise. EPIC is printed using data of main electoral roll.

Key Features :- Facility to track each and every application using unique key number. Online search facility is available to search on the basis of name and EPIC No i.e. provided District and AC wise in English and vernacular. EPIC based search facility to generate voter slip on mobile. A tool to rationalization of polling stations is provided. Managing auxiliary polling station is incorporated. Facility to fill up online Form 6, 7, 8 and 8A using Public Grievance Redressal (PGR) website (Citizen Services).

Door to door verification
Architecture of ERMS State Level System Control Table Electoral Roll Managing Electoral Roll that includes insertion, deletion, updating and transposition within AC. And printing of Electoral Roll including one or multiple supplementary list. ERO Uploaded Bulk Export BLOs Door to door verification Local Machine Form 6 Form 7,8 & 8A = Database Electors

Component Description (Modules)
Admin Module ( For managing users ) Intensive / Summary Revision Data Upload Application ERO / AERO Application Integration and Roll Printing Application Electors’ Photo Identity Card Preparation and Printing Application Searching Module (Web/Mobile based) Control Table Management Module

Summary Revision Data Upload
An application used to Add, Delete and Update the Electoral Roll. This application is supported by 4 prescribed formats : - Form 6 - For inclusion of name in Electoral Roll Form 7 - For objection to inclusion of name in Electoral Roll Form 8 - Application for objection to particulars entered in Electoral Roll Form 8A - Application for transposition of entry in Electoral Roll. (Within AC) Form 6A – NRI Applications

ERO / AERO Application This application is for the Elector Registration Officer to approve revisions made through ‘Summary Revision Data Upload Application’. Roles of ERO Assign Enquiry Officer for each parts of the AC for each type of forms received i.e., Form6, Form7, Form8, Form8A. After BLO verification, this application is used for either approving / rejecting cases. Updating records in the main database of electoral roll.

Integration and Roll Printing
This software is used for integration of electoral roll that means for merging Mother Roll and one or more supplementaries*. For the printing Electoral Roll ( Part wise ) with or without photos. Printing of Part Header Page with Control Table Units * Note : Supplementary List means new additions, modifications and updations in the roll.

EPIC Preparation and Printing
ERO can create EPIC for Electors using this application. The main functionalities of this application are : - To cross check and verify the data available at the server for EPIC generation After verification of data the EPIC can be generated for each elector in a pdf format. Provision to make duplicate EPIC. To generate MIS report on distribution.

Reports Report on Statistical Analysis in Format 1 to 8 analyzing EP Ratio, Sex Ratio, Age Cohorts etc Report on number of claims and objections received in Form 6, 6A, 7, 8 and 8A and percentage of claims and objections accepted Report on deletions giving deletions based on Form 7 and suo-moto deletions separately Report on number of inclusions, deletions and net increase in number of Electors

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Legal Provisions on Electoral Roll Management

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