April 19, 2023 1

Observer’s Briefing

Shangri La Hotel,September 12, 2009

Haryana & Maharashtra Assembly Elections,2009

DEC (JP Prakash)

April 19, 2023 2

Election Schedule Nomination Begins: 18th September ‘09 Nomination Ends: 25th September

‘09 Scrutiny: 26th September ‘09 Withdrawal ends: 29th September

‘09 Poll: 13th October ‘2009 Re-poll: 15th October ‘2009 Counting: 22nd October ‘2009

Observer’s Schedule

Report before Scrutiny. Observer’s presence during scrutiny is required

Keep monitoring your Constituencies till then; get in touch with DEOs

Get your local SIM number; Do not book yourself for return on 13th or 14th October.

Book on 15th if there are no re-polls Advertise your local phone numbers and your stay

address in local newspapers prominently; keep in touch with parties and candidates

Keep aside a specific time (4 to 6 p.m.) everyday and be present in RO’s office during that time for anyone to contact you; advertise the venue and timing prominently

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Arrangements for Observers Please inform the DEO and RO directly.

His name, designation and phone numbers are in file state profile.doc on the web (eci.gov.in)

You will be received and escorted from airport/railway station to AC by your liaison officer

An office room will be provided at your place of stay with communication facility

You will be provided with one SIM card.

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What is expected of you?

You would be ‘General’ and ‘Expenditure’ observer rolled into one

You would not be pure observers, you will have some direct responsibilities too – your tasks have multiplied

You would be simultaneously under observation by media, NGOs and political persons – so observe decorum in all your activities

Your Tasks

Mandatory TasksHandholding TasksObservation and Reporting

Tasks

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Mandatory Tasks

Randomization of Polling Personnel Randomization of EVMs Facilitation of Postal Balloting by

poll staff Vetting and approval of security

plan Monitoring of counting and

declaration of resultsApril 19, 2023 7

Handholding Tasks

Electoral roll preparationPhoto campaign to maximize

photo-coverageTraining & OrientationDispatch arrangementsCounting arrangements

April 19, 2023 8

Observation & Reporting Tasks

Model Code of ConductConducive law & order for

conduct of free and fair pollFairness of the district

administration officials

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April 19, 2023 10

Therefore… Observers ‘DOs’

…. And ‘DONTs’

Do not call press meet, give interviews or statements – ear & eyes but not the mouth

Do not become the executive officers – get the work done as against doing it yourself

April 19, 2023 11

04/19/23 DEC (JP) 12

Immediate Task - Arrangements for Scrutiny Scrutiny by RO only – not ARO. In exception, ARO can be

authorized by RO in writing Candidate, election agent, 1 proposer and 1 person so

authorized by candidate can be present; can examine any nomination paper

All nomination paper to be scrutinized; objections to be summarily inquired and speaking order recorded

Presumption that nomination is valid unless contrary has been established. Benefit of doubt to candidate concerned

There is provision for adjournment of scrutiny and give time to candidate to produce documents upto morning of (normally forenoon - 11.00 A.M) of the last day of withdrawal so that hearing and decision can be given before closure of withdrawal time

Candidate or his/her agent can assist the RO in locating the submitted documents

Observers shall submit detailed report by the end of the scrutiny day itself – 1st Report

Next Immediate TaskMeeting with candidates & representatives

Meet before withdrawal is finalized – latest by withdrawal day

Clarify the following EVM preparation schedule – checks and balances and the

rights of the candidates and their polling & counting agents Expenditure monitoring procedure – standard rate list,

expense register and its submission schedule Model Code of Conduct – DOs & DONTs – system for

grievance redressal – where and how to lodge complaints Dispatch, receipt, storage and counting arrangements Share ‘meeting the observer’ schedule, contact number

and specifically ask them to give their ‘worry list’ timely Submit 2nd report detailing the meeting

discussions with list of attendees from candidatesApril 19, 2023 13

Other Reports by Observers 3rd Report at the closure of campaign period (36 hrs

before the commencement of polls) focusing on RO’s readiness to conduct poll – general environment in which the poll is going to be conducted

4th Report after the poll is over – covering the complaints and findings on the poll night

5th Report after the scrutiny of 17A, video, micro-observer’s reports, presiding officer diary etc. with recommendation on re-polls

6th Report on detailed counting proceedings and authorization by observer to declare results

Besides, any specific matter of importance can and should be reported by the Observer on need basis

April 19, 2023 14

April 19, 2023 15

Electoral Roll Tasks (Background) Rolls published in January 2009 for

new delimited constituencies Roll again published on 27th and

31st July 2009 for Assembly elections.

Continuous revision shall be on till 17th September practically

Photo campaign would be on till 30th September and even later

April 19, 2023 16

Electoral Roll - Tasks Confirm if ERO has handed over the authentic ink signed copy

of rolls to RO/DEO? Is it kept in a sealed cover with date? Confirm if the Daily Monitoring System – DMS – on roll issues

and grievance redressal mechanism is in place. How are the complaints attended?

Confirm that copy of the roll is handed over to candidates by 1st October 2009?

Confirm that this roll is not different from draft+S1 already handed over to the Political parties – except the strikethroughs

Confirm and test the ‘helpline’ arrangements Check the arrangements for ‘alphabetical name-locator’ and

Voter Assistance Booths Check the arrangements for Postal Ballot printing and dispatch Check the postal ballot facilitation arrangement for the Polling

Staff

April 19, 2023 17

EPIC & Photo Roll Tasks Coverage is low in urban areas, even in some rural

areas. Check the programme for maximization. Check if ‘online’ photography centres are functional? In

sufficient quantities? Check the ‘offline’ photo scanning, cropping and

merging system Check the distribution system for EPICs already made Check the implementation of ‘Referral Image Sheet’

system. (The photos being obtained after 17.09.09 cannot be converted into photo roll but images can be printed on a sheet with elector serial no. only and sent with presiding officer for identity verification at poll time)

Check the arrangements for data security

April 19, 2023 18

Polling Stations - Tasks Check and ensure that information about new

and relocated polling stations (especially, after 2009 LS elections) are widely disseminated amongst the voters of that polling station – visit all such PS and their voters

Avoid creating last minute auxiliary polling stations

Infrastructural facilities at Polling Stations? Toilet for females? Access for Physically challenged voters?

Check if party offices exist nearby (within 200 meters)

April 19, 2023 19

EVMs – Tasks – I Take special interest; Get yourself EVM trained; Check if sector officers/zonal officers are EVM trained? Check EVM awareness generation effort amongst voters Special efforts needed this time; DEOs to organize a very

detailed and special training (as against demonstration only) for candidates, their workers and ‘would be’ polling/counting agents; explain the safety features & their “rights” Explain the importance of 17-C and the list of EVM identity number

to be used at specific PS given to the candidates Importance of noting the green paper seal number with which the

machine is sealed after completion of polls (and signing on it) Explain how and what to check at the counting time when the

control units are taken out for counting at the table

EVMs – Tasks – II Testing protocol for EVMs to be meticulously followed First level check would be already over and done Machine preparation (setting) to be done in presence of

candidates and observers only. At this stage, 2nd level check to be extensively done – candidates should be insisted upon to carry out random check on any number of EVM for any duration of mock poll and testing

After 2nd level check, EVMs to be put in strong room under lock and seal. Political party/candidates should also seal the lock.

2nd level check to be video-filmed completely including the storage in the strong room and sealing thereof and kept for record – observers to ensure it

April 19, 2023 20

Expenditure Monitoring Tasks You are general as well as expenditure observer In the meeting with candidates, explain to them the expense register and

expenditure related obligations of the candidates You will be given standard rates for items used in election and a authenticated

register of expense – pass it on to candidates Daily video of feasts, functions, processions and meetings should be given to you

(by MCC teams) – tabulate the expenses from that and tally it with expense register when produced (at least thrice during campaign); Note the discrepancy on the register itself and sign it

Photocopy of expense register to be taken and kept with you each time it is produced to you and a copy of it pasted on notice board for public knowledge

Copies of the video CDs indicating the expenses etc may also be given to public, rivals – make it known to all candidates;

If expense register is not produced, a notice should be issued by the RO/DEO to the candidate in question

In your report expenditure report should invariably be a distinct section starting from a fresh page

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Polling Personnel Check if database is comprehensive – no

department unreasonably left out; also no department selectively picked up. Database to be 200% of requirement but in case of difficulty, be reasonable.

No contractual workers to be in database No Aanganwadi workers. Get a separate database of Group B & C GOI

officials (not to be used in polling team) – at least 25% of the number of polling stations

April 19, 2023 23

Polling Personnel 1st randomization : would be done by DEO

on the full database to pick-out the personnel to be trained (120% of requirement)

Observer not present at that stage, but Do check the composition emerging for

personnel called for training. Any department over/under represented?

Do be watchful of over representation of a candidate’s (in case of ministers) departmental workers

April 19, 2023 24

Polling Personnel 2nd randomization: Uniform software In presence of Observers only Maximum 9 days ahead of the poll day Constituency known but Group Formation will not be

known OR Group Formation will be known but Constituency not known

No single team to have more than one member from same institution

In rural area, female staff, if part of polling team, can be local; (exemption from randomization)

On an exception basis, in larger districts, subdivision or PC wise randomization allowed, please keep ECI informed

April 19, 2023 25

Polling Personnel

3rd Randomization: On evening previous to dispatch of polling teams

To be done by observers and kept with them

(Constituency and) polling station to be known to the polling team at dispatch time only

Check arrangements for issue of identity cards to polling personnel

April 19, 2023 26

Training of polling personnel Very important aspect. More so with Randomization

and new instructions Training not to be in a class of more than 40-50

trainees Check preparation of master-trainers. Is the number

sufficient? Sector Officers to be master trainers. Check the schedule of training - Minimum 3 Rounds; Timing important – at least last round (3rd round) in

polling station groups, therefore, after 2nd randomization

Is there a written handout for participants? Is there a checklist?

Equal importance on EVM and other training.

April 19, 2023 27

EVM training

Besides operation of machine, emphasis on the following: Full Length Mock poll Clearing of data after mock poll Proper sealing of machine Actual hands on training on EVM and

ease in use feeling a must

April 19, 2023 28

Other points on training Poll day arrangements inside polling stations (Dummy polling

station setup with trained manpower at dispatch centre for last minute brush-up by any team/member) Voting compartment to be secure & secluded Only authorized persons to be inside PS

Understanding of the role of Polling Agents and giving them the requisite documents – 17C, Paper seal No.

Presiding officer not to go to voting compartment and ‘assist’ the voters

Issues related to identification of Voters Use of alphabetical name locator list Use of Image Referral Sheet Treatment of Absent, Shifted and Duplicate names in roll Filling up of Register of voters –17A- Filling up of 17C Tallying of 17A, 17C and the EVM count Writing of Presiding Officers Diary

April 19, 2023 29

Level Playing Field (Model Code) Check if political parties have been informed by DEO/RO on

MCC provisions Be pro-active – check misuse of:

Government vehicles Government buildings Government officials

Every AC has as many MCC team with videographer as possible - Video all major meetings, speeches – check the daily monitoring arrangements

Check speeches and events closely for any communal overtones; Check action taken daily and report important events

Ear mark the bad performers and report Set aside 4 P.M. to 6 P.M for meeting people and receiving

complaints at RO’s office premise – widely advertise this arrangement

April 19, 2023 30

Security Arrangements At Nomination venue At Scrutiny venue For maintaining general Law & Order and

enforcement of discipline Specific Areas of Concern

Communal Environment; hate campaign; inflammatory speeches Proper placement of police pickets; flag marches Visit to vulnerable areas and other confidence building

measures In critical areas shuffle the old forces with freshly arrived new

forces Liquor from neighbouring areas Infiltration of anti-social elements from Bordering States

April 19, 2023 31

District Plan Go through the sector planning and

vulnerability mapping instructions given in ECI Instructions (in the CD)

Insist on election plan well in advance Insist that police patrol is co-terminus with

sector officers Check that HGs are placed under district

police commands during their use in elections Coordination between CoP and SP would be

an issue in districts with cities

April 19, 2023 32

Security Plan at polling station level Socio-economic vulnerability mapping done

by sector officers to be checked by observers

Low EPIC coverage to be factored High absentee and shifted voters without

family linkage as well as duplicate voters is also an indicator of criticality of a PS

Previous Voting trend to be factored Take into account worry list if any party or

candidate submits that. Analyze sensitivity data given by DEO (Next

slide)

April 19, 2023 33

Sensitivity information format

April 19, 2023 34

Security Plan Based on vulnerability analysis, polling station

wise force deployment to be supervised and approved by observers

CPF can be deployed in mobile mode as well as static mode depending on their availability and need.

Identify sensitive ACs. Give priority to rural area in providing CPF coverage

CPF can be mixed with State Armed Police to maximize force coverage

Use micro observers and camera inside the polling stations as non-force alternative

Minimum guarantee of 1 Local Police or 1 HG for all polling stations

04/19/23 DEC (JP) 35

Route Plan

To contain No. & name of polling stations depicted on

sketch map of the route Criticality of the Polling station to be

indicated Sector officer, Observer, Police station, RO

telephone numbers to be shown Anti-social elements names to be shown Helpful persons list to be shown Checklist for police mobile and sector

officers to be shown

Route / Zone Plan

PC & AC Segment No. & Name …………………… Route / Zone No………

ARO’s Name :…………………………………………………………../ Tel. No. ………………………… Observer’s Name :………………………………………………………/ Tel. No. ………………………… RO’s Control Room :……………………………………………………/ Tel. No. :……………………….. Police Station Name……………………………………………………./ Tel. No. ………………………… P. S. Wise BLO’s List and Telephone No. P. S No. BLO Name Telephone No. 28 29 31 32 32A 39 40

Anil Kumar Singh Javed Abubkar Arvind Kumar Dolka Bishnu Prasad Shreshrtha Hemant Kumar Palse Hari Shanker Sharma Dayanand Bhaskar

54875482 54872366 54875222 54876932 54878777 54873622 54756896

Anti Social Elements Active in the area (in Bracket)

1. Babloo ( PS No. 28, 29 & 31)

2. Kishore Yadav (PS No. 32A)

3. Ramesh Talwar (PS No. 43)

4.

5

6

List of helpful persons with contact numbers.

1. Ajay Singh (6598741)

2. Jaswinder Singh (6598369)

3 Abdul Kamal

4

5

6

Points to Check

1. Whether the Electors are disciplined or not.

2. Whether the polling party is verifying the identity of the elector after actually matching the face with photo on ID or not.

3. Presence of unauthorized persons in the Polling Station.

4. Whether the Polling Personnel are entering into the voting compartment frequently.

For the purpose, activities to undertaken by route officers

1. Check & find out situation from Voters in ‘Q’.

2. Check the voters exiting from Polling Booth.

3. Check with Polling Agents/Micro Observers

4. Check with Polling Officials.

5. Check the Register of Voters (17-A) and sign it each time it is checked.

6. Check and sign the Visitors Sheet.

April 19, 2023 38

Logistics Dispatch centre – one AC one centre Two stage transportation of polled

EVMS – logistic arrangements needed Logistics for scrutiny of 17A – New

instructions for Scrutiny of 17A Training of Sector Officers in helping the

polling teams achieve this Dispatch of Micro-observers Dispatch of additional manpower on

poll day

04/19/23 DEC (JP) 39

Counting Arrangements Counting Halls to be finalized in

consultation with candidates Counting centre and receipt centres same?

Or transportation to strong rooms after receipt involved?

Strong rooms and counting centres to be within same campus;

Counting plan prepared? Counting centres to have two internet connections and computers in a separate data room.

Yet another room for media required.

Counting Arrangements - II New Counting Arrangements:

Round-wise counting tabulation sheet to have pre-filled EVM numbers for each polling station as well as pre-filled total voter strength. RO and Observers have to certify and explain any discrepancy on that sheet itself.

Counting staff to be randomized GOI official on each table as static

observer Random re-counting of two EVMs from

every round separately and additionallyApril 19, 2023 40

04/19/23 DEC (JP) 41

Counting Arrangements - III At every table, a ‘counting table data sheet’ on the lines Part B of

17-C shall be signed by all agents and officials. This ‘counting-table data sheet’ shall contain PS No, total Voters strength, total votes polled, machine no. and paper seal no. used. It should thereafter have space to fill up candidate-wise votes.

This signed sheet, shall be compiled at RO’s table into ‘round-wise tabulation data sheet’. Round-wise data sheet, too, shall have the machine number and paper seal number and total voter strength for each of the polling station (and counting table) pre-filled already.

Exact replica of round-wise data sheet shall be written in chalk on a big blackboard kept for this purpose in the counting hall at the end of each round. Only, after the scores for the round are written on blackboard, that round of counting would be officially considered over.

Only after one round of counting is completed in this manner, the next round of EVMs shall be brought into the counting hall

This is to ensure that the counting agents are free and able to go to the strong room and escort the EVMs of the new round to the counting hall under their care and eyes.

April 19, 2023 42

Other points to check Arrangements for uploading Nomination

Data in ECI software – GENESYS- Arrangements for scanning candidate’s

affidavits and uploading on CEO’s website

Preparations for online transmission of counting data and results on GENESYS on counting day

Dispatch and storage arrangements for polled EVMs

04/19/23 DEC (JP) 43

Contact Points

On Roll mattersAshish Chakravorty, US ECI, 09818840820

On Legal matters: KF Wilfred, Secretary ECI, 09868100571; Fax: 011-

23052010

Urgent clarifications:SK Mendiretta, Legal Advisor ECI, 09810589575

On Code of conduct and other issues: JP Prakash, DEC, 09810007139

Dr. Alok Shukla, DEC, 09818884160