UGANDA

ELECTORAL COMMISSION

POLLING OFFICERS’
POCKET FACTS

Plot 53/56 Jinja Road

Tel: +256 41 227550/9/10/11, +256 41 337541
Fax: +256 41 337595/255671
Website: www.ec.or.ug

Uganda Electoral Commission

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 VE / GEN / 2005 - 6 / 19PF ; ENGLISH
Designed & Printed By
The ELECTORAL COMMISSION, Kampala, Uganda
With the Support of USAID / IFES

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 POLLING OFFICERS’ POCKET FACTS

Foreword

The Electoral Commission’s Act, Section (34) (1) (a)

mandates the Electoral Commission, through the Returning
Officer, to appoint one Presiding Officer, Polling Assistants
as needed and one Constable for each polling station.

As agents of the Electoral Commission (EC), you should

know that the Commission is constitutionally mandated
to “hold regular free and fair elections and referenda”.
Therefore, your role in assisting the EC fulfill its mission on
polling day is of the utmost importance. That is why you are
called upon to carry out your responsibilities with integrity,
impartiality, transparency and fairness throughout out the
day. And, please do not forget to ensure the secrecy of the
ballot!

As polling day Officers your responsibilities cover the entire

spectrum of polling day activities, including:
Logistics: Transportation of polling kits to the
polling station and back to the sub-
county
Operations: Preparation of the polling station
Polling process activities
Administration: Counting of ballotsFilling of EC forms
Public Relations: With voters, candidates’ agents and
monitors/observers.

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Generallyspeaking, and for the purpose of these elections,
the Presiding Officer will be the leader of the team at the
polling station. His role is to supervise the polling station
throughout the day and all officers on active duty will perform
under his direction and supervision

Purpose of Your Training

1) To ensure that you know:

a. The polling process thoroughly
b. Your duties and responsibilities in the polling
process
c. The rights and obligations of voters
d. The rights and obligations of candidates
e. The rights and obligations of monitors and
observers

2) To enable you to perform professionally in full control

of polling activities

In addition, the Commission would like to make the

following personal recommendations to its Election
Officers:

1) Secure transportation to the polling station in due time

2) Sleep well the day before, polling day is a long day
3) Bring water and food
4) Dress presentably
5) Avoid contact with people who could put your
impartiality into question
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6) Beware to exercise impartiality at all times in your
dealings with others: you mustn’t be seen, or
perceived, as taking sides

Role of Polling Assistants (PAs)

As a rule, Polling Assistants assist Presiding Officers in the

performance of their duties. Specifically:

1) Participate in the arrangement of the polling station

2) At table 1, PA1 checks voters’ information (names,
photographs, voter number, etc.) against the Register.
Then, places a tick next to the name on the Register,
and issues the first ballot paper ensuring, in
addition,that the voter’s fingers are clear of ink.
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3) On table 2 and 3, PA2 and PA3 respectively issue
relevant ballot papers
4) On table 4, PA4 ensures that voters who have finished
voting have their thumb, or any other finger, marked with
indelible ink
5) Be knowledgeable about the voting process and the
duties of the Presiding Officer because, as need
arises, Polling Assistants may be called upon to
replace the Presiding Officer, or re-deployed to
another polling station
6) In chain voting, Polling Assistants’ assistance may be
required in the counting of votes

Role of Polling Constables

Usually standing by the entrance of the polling station,

Polling Constables have the following responsibilities:

1) Keep law and order

2) Together with the Presiding Officer, ensure that voting
occurs smoothly
3) Make sure that voters are forming and standing in
ONE line, so as to vote in an orderly manner
4) Make sure to give priority to those people who are
entitled to it: the aged, people with disability and
expectant mothers
5) Keep crowds away from the polling station
6) After polling, ensure the safety and safe custody of
polling materials

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Please note that your responsibilities begin BEFORE
Polling day and include:

Role of the Presiding Officer

Besides overall supervision, the Presiding Officer will be in

charge of the following:

At least 2 days before polling

1) Visit your polling station and level the ground, clear out
bushes if they’re in the way. Choose a good spot,
easily accessible. Identify the lay out of your polling
station and think of an easy passage way for voters
2) Secure furniture you will need for polling
3) Meet with your team and become acquainted: your
Assistants and the Constable and agree on polling day
strategy
4) Visit the polling station as a team
5) Make sure to arrange for and bring lunch pack
and water because you will not have time to look for
sustenance on polling day
6) Refrain from drinking alcoholic beverages; they impair
your ability to perform

On Polling Day
1) Wake up early
2) Collect polling materials including your polling kit
from the Sub-county Officer. In special cases, follow
the arrangements made by the Returning Officer
3) Be at your polling station before 7:00 AM and set up
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 our polling station as indicated in the law and
guidelines
4) Confirm agreements made previously with your team
mates about respective responsibilities
5) Remind the Constable to give priority to those people
who are entitled to it: the aged, people with disability
and expectant mothers

Opening the Polling Station

1) At 7:00 AM sharp, all must be in place for polling.

The station has been properly demarcated; the sisal
rope stretched to cordon off and clearly mark the
polling station. The tables and chairs are in place in
accordance with the law as indicated on the polling
station set-up poster
2) All Polling Assistants are in place and ready to
receive voters

Opening the Polling Kit

There must be at least 5 voters to witness the opening

of the polling kit, then:

There will be 3 polling kits. So:

1) Open the polling kits, one at a time, starting, in this
case, with Women Parliamentarians, moving on the
Member of Parliaments, and lastly to the Presidential
elections polling kit. Please keep to that order.
2) Open all kits, one at a time, in full view of the voters

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 present and empty their contents on their respective
tables (this may be any time after 7:00 AM)
3) Turn the ballot boxes upside down to show that they
are empty to all present, and secure them appropriately.
Keep other seals for final sealing after the counting of
votes
4) Count and check the contents of each polling kit and fill
the Report Book accordingly. If anything is missing,
inform your supervisor, usually the Parish Chief
5) Administer the oath to the polling constable and give out
badges to all officers including yourself
6) Receive candidates’ agents’ appointment letters: only 2
agents per candidate
7) Place the basins in their right places keeping in mind the
secrecy they are to provide to voters
8) Place the ballot boxes on their respective tables
9) Station the Polling Assistants (PAs) in their right places,
following the EC set-up poster (Polling Assistants may
rotate in the course of the day)
10) Station candidates’ agents in their rightful places

Opening of the Polls

1) Make sure ballot papers are in order of their serial

number, starting with the lowest
2) Note the time in the Official Report Book
3) Make sure your Constable ensures that voters form
one single line and let voters into the station and start
voting

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4) Give ONE ballot paper per voter
5) Begin with the first five voters who witnessed the
opening
of the ballot box and mark their names with an asterisk
next to it, in addition to the tick
6) To make final accounting of ballot papers easier, give
ballots out in sequence, according to the serial
numbers, starting with the lowest

Polling

During polling, remember to continue giving some voter

education messages on issues such as:
* The authorized mark of choice
* The right of voters to another ballot in case the one
given is spoilt
* The rights of voters with disabilities: the blind or elderly
may be helped to vote by a member of their family even
if they are below 18 years of age. A voter of their own
choice can also assist them
* Not to abuse the right of voters with disabilities: no one
should pretend to be disabled! A person is allowed to
help only one voter with a disability!
* Encourage voters, who may know how to vote, but
appear shy to mark the ballot paper themselves
* Make sure that the entire polling station is within your
view
* Monitor the activities taking place around you
* Do not allow agents to write voters’ names or serial
numbers
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* In case an incident affects the polling process, note it in
the Official Report Book including any action taken to
rectify the situation
* Give observers and monitors who visit your station the
necessary attention, but do not let anyone interfere with
your work

Above all, be impartial and treat all voters with respect

Closure of Polls

1) Polls close at 5.00 PM sharp

2) Allow all people still in line by 5.00 PM to vote, but do
not let any new voter join in. So, at 5.00pm, make the
Polling Constable stand behind the last voter in line
3) When the last voter has cast their vote, re- arrange
your station to ensure transparency in the counting of
votes
4) Then, The Presiding Officer opens the first ballot box,
in the same order they were opened and places all
papers on the plastic sheet provided. The box should
be turned upside down to show to those present that
it is empty

Counting Votes

For the sake of transparency, voters have a right to attend

and witness the process of counting of votes. Aided by his
Assistants, the Presiding Officer will:

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1) Arrange the votes in full view of those present
2) Sort and pile up votes by candidates
3) Start counting for the candidate with the smallest pile
and move on to the next
4) Take note that the authorized mark of choice is either
the tick or the thumb- print
5) The invalid/rejected votes are those which:
a. Do not have the authorized mark of choice,
b. Do not have any mark on them,
c. Have something in addition to the mark of choice
d. Are marked in such a way that it cannot
determined for whom the vote was cast
6) Tie the counted ballots for each candidate in bundles
of fifty (50) and label them accordingly. Form as many
bundles of 50 as necessary, tie them all up and
indicate the total number of votes for that candidate.
Repeat the operation for each candidate.
7) Count the number of invalid votes and label them
accordingly
8) Count the number of spoilt ballots and label them
accordingly
9) Ensure that no votes remain unaccounted for or
uncounted
10) Announce the results of the voting at the polling station

Filling Forms

1) Complete copies of the relevant forms:

a. Declaration of Results (DR),

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 b. Accountability of Ballot Papers (ABP)
c. Last part of the Official Report Book, and
d. Any other forms that may have been filled in the
course of polling
2) Ensure that Declaration of Results forms are
thoroughly filled including candidates’ votes both in
number and words. Take note of the number of forms
to be filled
3) Enter the correct time at opening and closing of the
polls
4) Agents who wish to sign the forms may do so, after the
results have been properly entered

Distribution of Results

DR-forms come in multiple carbon-copies. So press hard

when filling it out and ensure that entered information
comes through on all sheets. Copies are distributed as
follows:
1) One copy of the DR-form is forwarded to the Returning
Officer in the envelope provided to be sealed and
countersigned by the Presiding Officer before leaving
the polling station
2) Each candidate receives one copy of the DR-form
through their agents
3) One copy of the DR-form is placed in the ballot box
4) One copy of the DR-form is posted at the polling station

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The Envelope

Please do NOT seal the envelope until it contains the

following 3 items:
1) Declaration of Results Form (DR-form)
2) Accountability of Ballot Paper-Form (ABP-form)
3) Official Report Book

The Ballot Box

After closing of the polls, the following items should be

sealed into the ballot box:
1) One copy of the Declaration of Results form (DR-form)
2) Counter-foils of used ballot papers
3) All cast votes
4) Invalid and spoilt ballot papers
5) Unused ballot papers
6) Voters’ Register
7) One copy of the Accountability of Ballot Papers-Form
(ABP-form)
8) Agents’ appointment letters

Please ensure that the ballot box is transferred to safe

custody once counting operations have ended

Through official channels, deliver the envelope

containing the results of the voting at your polling
station to Returning Officer

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In a multiple election such as this one, repeat counting of
votes, filling of forms, distribution of results, envelope and
ballot box operations as many times as they are ballot
boxes

Offences and Penalties

For all Elections Officers, it is an offence to:

1) Make an entry on any official EC document one has

reasonable doubt to believe is false
2) Allow a person to vote with the privileges attached to
disability when there is reason to believe that that
person is pretending disability
3) Prevent a person with disability to vote in accordance
with the privileges of their legal rights
4) Prevent any one reasonably believed to be entitled to
vote from voting
5) Refuse to count a valid ballot for any candidate
6) Count an invalid ballot paper in favor of a particular
candidate
7) To act or fail to act in accordance with their official duty

For Presiding Officers:

Failure by the Presiding Officer to submit returns in due
time without a lawful reason is an offence. If convicted, the
Presiding Officer is liable to a fine not exceeding 24 currency
points (480,000/=) or imprisonment, or both

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 Commonly Asked Questions
Q.1: Let’s say I have a problem to collect my
polling kit!
A.1: 1) Your allowance includes some money for
transport to collect and deliver the polling kit
2) Problems of geography, such as lakes,
mountains, and other environmental
constraints such as wild animals and security
risks are known to your local supervisors.
Remind them of these facts well in advance
and special arrangements will be made
Q.2: What if a change in weather disrupts the
polling process?
A.2: 1) As the person in-charge of the polling
station, you should look into alternative
voting venues before polling day. In case
of rain, shift the exercise indoors where
voters can still move freely and where the
secrecy of the ballot is not compromised. A
classroom or a hall may come in handy
2) Where there are no buildings, you may
suspend polling until the weather
cooperates, but ensure that polling materials
are well protected at all times.
3) In any event, please remember to record
the event in the Official Report Book

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Q.3: What do I do if I do not have five voters
present in line to witness the opening and
securing of the empty ballot box 7:00 at AM?
A.3: As long as you are at the station by 7.00 AM and
all arrangements are in place, you cannot be
blamed if polling does not start at exactly 7.00
AM.
So, wait for the witnesses to arrive first. You are
protected by the law. You MUST NOT open until
you have five witnesses

Q.4: Do I have to wait for the arrival of candidates’

agents?
A.4: No. Their presence is desirable for the transparency
of the exercise, but the onus is on them to keep
time!

Q.5: What do I do if items are missing from the

polling kit?
A.5: 1) Inform your supervisor immediately.
2) Borrow the missing items from the neighbouring
polling station if possible and, if crucial to the
voting process, such as ballot papers, do not
forget to note the serial numbers of borrowed
ballots for accountability

Q.6: What if voters do not know what to do?

A.6: 1) As part of your responsibilities, you are expected
to provide voter education messages from time
to time
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 2) As a rule, the EC distributes posters and
brochures with voter information, use them to
help out uninformed voters
3) Please note that neither Polling Officers, nor
candidates’ agents, nor monitors/observers are
allowed to help voters mark their ballot papers
4) Anyone can only help ONE voter

Q.7: What do I do if a voter with disability has come

without help?
A.7: 1) First, make sure that they are not faking
disability. It is an offence for a voter to pretend
to be disabled
2) Any person with disability is free to ask anyone
present for assistance, including an under-aged
3) No one can volunteer to help if not expressly
requested to do so

Q.8: Can a voter whose photograph is not on the

Register be allowed to vote?
A.8: 1) Yes. If their particulars appear on the Register
and, they can be identified by those present,
then they can vote
2) It is at your discretion to make further verification
of the person’s identity especially if you’re
suspicious

Q.9: What do I do if a voter finds their name has

already been ticked?

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A.9: 1) The voter must fill out the Oath of Identity-form,
and then be allowed to vote
2) Take great care and do not issue ballot papers
to voters whose identity is not clear to you

Q.10: What do I do if somebody comes to the polling

station armed?
A.10: 1) You should inform them of the law that prohibits
anybody to be armed within 300 meters of the
polling station
2) Inform your supervisor
3) If they refuse to leave, as the Presiding Officer
in charge of the peace at the polling station, you
can write an order for arrest
4) With the help of the Polling Constable, if
practical, this person can be put into custody
until one hour after the end of polling

Q.11: What do I do if rioting breaks out?

A.11: 1) Stop the polling
2) Ensure the safety of the ballot box
3) With the help of the Polling Constable, try to
bring about order
4) Inform your supervisor
5) With your supervisor you will use discretion
and decide whether polling can resume after
rioting has subsided, or be postponed to the
following day. In case of postponement, the
Returning Officer will have to be informed

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 6) Note the incident in the Report Book

Q.12: Are candidates allowed into the polling station?

A.12: 1) If a candidate is registered at your polling
station, they have a right to come in and vote
2) Otherwise, they have no business being at the
polling station. Their agents are there to take
care of their interests

Q.13: What do I do with hangers-on?

A.13: 1) Voters have a right to keep around and witness
the counting of ballot papers
2) However, those waiting for the count should be
seated at least 100 meters from the polling
station and, remain calm and orderly
3) Direct the Polling Constable to ensure that they
do not disrupt the peace at the station!

Q.14: What do I put into the envelope for the Returning

Officer?
A.14: 1) This envelope should contain 3 items, namely
1) One Declaration of Results-form (DR-form)
2) The Official Report Book (ORB)
3) The Accountability of Ballot Papers-Form
(APB-form)
2) Remember, there will be 3 envelopes to
forward: one for each election!

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