TRAINING PROGRAMME FOR

PRESIDING AND POLLING

OFFICERS

GENERAL ELECTION, 2019

By

Dr. Pranjit Saikia

Assistant Professor
Doomdooma College
 Introduction
1. As a Presiding officer, you are the most
important officer at the polling station.

[Link] enjoy full legal power to control the

proceedings in the polling station under your
charge
3. At the same time you are fully responsible for
all the activities taking place at the polling
station.
 At the polling station, it is your primary
duty and responsibility to ensure a free
and fair poll at your polling station.
 Broad outlines of duties of Presiding Officer

• You should acquaint yourself fully with

the latest position about the rules and
procedures prescribed for the conduct of
poll by EVM & VVPAT.

• You should familiarize yourself thoroughly

with the operation of the voting machine (EVM
with VVPAT).
You must not miss any of the training
classes.
 While collecting election materials, you
should ensure that all items have been handed
over to you as per the list supplied along with the
material.
The most important items are

(i) EVM
Make sure that The control unit, ballot unit(s)
and VVPAT given to you pertain to your polling
station.
 Also ensure that:

 The ‘Candidate Set Section’ of CU is

duly sealed and address tag is firmly
attached thereto.

 The battery in the control unit is fully

operational.
 The Ballot unit(s) have been duly
sealed and address tags are
firmly attached.

 The appropriate ballot paper has

been affixed on each ballot unit
and is properly aligned.
(ii) Tendered ballot papers,

(iii) Register of Voters (Form 17A),

(iv) Marked copy of electoral roll

(v) Form 17C

(vi) Extra copies of the ER, green
paper seals, strip seals, special
tags, statutory forms, sealing wax and
indelible ink.
(VII) Specimen signatures of
Candidates or their
Election Agents
 ADDITIONAL ITEMS

1. VVPAT Printer Unit : 1 No.

2. Carrying Case for the VVPAT : 1 No.

3. Envelope made of thick black paper : 2 Nos.

4. Plastic Box for Black Paper
Envelope Sealing : 1 No.

5. Pink Paper Seal for sealing Plastic

Box : 2 Nos.

6. Form of declaration by elector under

rule 49MA : 10 copies .
 The polling parties shall strictly be
instructed not to test VVPAT at the time of
dispersal and before mock poll at polling
station under any circumstance.
Poll Party

1+ 3
 FORMS

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 ENVELOPES

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 STATIONERY

08-11-2019
On arrival at the PS you should have clear idea
about:

 Arrangements to be made especially

to secure secrecy of voting

 Security arrangement

 Deployment of MO, Web Casting

Video Camera
 Make sure that

1. There is enough space for the voters to wait

outside the polling station

2. There is separate waiting space for men and

women

3. There is separate entrance and exit for voters

4. The voting compartment for
voters to record their votes is well
lighted
5. To remove any photograph of any
leader belonging to any political party
hung in the polling station or cover
them fully.
Model polling station layout
 If sufficiently large numbers of
“Pardnashin” (Burqa clad) women
electors are assigned to your
PS……….

 Arrange for their identification by a

Lady Polling Officer
Before the commencement of poll:

• The EVM and the VVPAT has to be

demonstrated to the polling agents.

• For these purposes, a mock poll shall

be compulsorily held
 If there is no mock poll at a polling station,
there shall be no poll at that polling station.

After holding the mock poll, the votes

recorded at such mock poll must be cleared from
the control unit
 Maintenance of secrecy of vote.
The provisions of section 128 of
the Representation of the people Act,
1951 should be read out and brought
to their notice.
 Declarations in prescribed
form

 Sign on it & obtain signature of

Polling Agents
• It is your foremost duty to go on recording
the relevant events as and when they occur
in the Presiding Officer’s Diary.

• Do not take the training classes/rehearsals

lightly.
Entry of PO to Voting
Compartment
 Establishment of Identity
(Verification of Voter’s identity)

1. EPIC

2. Voters Slips
3. Alternative Documents prescribed
by ECI
 Closure of Poll

 Close the Poll at the hour fixed by

ECI even if commencement was
delayed
 Distribute signed ‘Numbered Slips’
 Prepare “Account of Votes Recorded”
in 17C, get the signatures of Polling
Agents

 Distribute authenticated copies of 17C

to the Polling Agents
Check Memo
Absence of Polling Officer
 Display of notice
Display prominently outside each polling station

1. A notice specifying the polling area and the

particulars of electors to be served by the polling
station; and

2. List of contesting candidates in Form 7-A

 ASSIGNMENT OF DUTIES

First Polling Officer

The first Polling Officer will be in charge of

the Marked copy of electoral roll and
responsible for identification of electors.
2
 Second Polling Officer

The second Polling Officer will be in charge of Indelible ink.

 Inspect the elector's left hand forefinger to see that it does not
bear any sign or trace of indelible ink.

 Put a mark with the indelible ink on the voter's left hand
forefinger.
The Second Polling Officer will also be in charge of the
Register of voters in Form 17A

He will obtain the signature or thumb impression of

each elector in that register before the elector is allowed
to vote.
He will also issue a Voter’s slip to each elector after he
has entered his/her (Elector’s) particulars in the register
of voters.
 If an Elector refuses to put signature or
Thumb Impression on the Register, he/she
shall not be permitted to vote.

 Make an entry “Refused to vote” in Form

17A Remarks column & PO should sign
below the entry.
 If an elector after his/her ER number
entered & putting signature in Form 17A,
refuses to vote:
 Write “Refused to Vote/Left without
voting” against the said entry in Form 17A
and take his/her signature.

 No need to change the Serial No. in

Column 1 in such cases.
 Third Polling Officer

• The third Polling Officer will be in-

charge of the Control unit of the voting
machine.
 He will allow the elector to proceed to the
voting compartment only on the basis of the
voter's slip issued.
 If it has not been possible to follow
such exact serial order in respect of any
elector:………..
 He will activate the Ballot Unit
kept in the voting compartment by
pressing the 'Ballot' button on the
Control unit.
 Before allowing the elector to proceed to
the voting compartment, he will also
check and ensure that the elector's left
hand forefinger still bears a clear
indelible ink mark.
Tallying of number of votes polled
periodically
 Persons entitled to enter the Polling
Station……..
In addition to the electors assigned to your Polling Station:

(a) Polling Officers

(b) Each candidate, his election agent and one duly appointed
polling agent of each candidate at a time

(c) Persons authorized by the Commission such as media

persons, Micro Observers

(d) Public servants on duty in connection with election;

(e)Observers appointed by the
Commission

(f) A child in arms accompanying an

elector

(g) A person accompanying a blind or an

infirm voter who cannot move without
help and
 Security Personnel

 Security personnel accompanying an

elector or Candidate or Agent should not be
allowed to enter the Polling Station;
 Polling Agents

 Production of appointment letters by

Polling agents

 Attendance of polling agents

 Passes for polling agents
Seating Arrangement for Polling Agents

(i) Candidates of recognized National Parties

(ii) Candidates of recognized State Parties

(iii) Candidates of recognized State Parties of other

states who have been permitted to use their reserved
symbols in the constituency

(iv) Candidates of Registered Unrecognized Parties and

(v) Independent Candidates

 Wearing of badges, etc., inside polling
station

No person should be allowed within 100

meters to wear badges, emblems, etc., bearing
the names of candidates or political leaders.

The polling agents may, however, display

on their person a badge showing the name of
the candidate whose agents they are.
 Facilities to press representatives and
photographers and videography at the
polling station
Facilities to Observers appointed by
Commission
•Preparation of EVM by Presiding Officers

START THE PROCESS 60 MINUTES AHEAD

OF COMMENCEMENT OF POLL.
(To be demonstrated practically)
 Preparation of Ballot unit

The ballot unit is already duly prepared in

all respects at the returning officer’s level.

• On the day of poll only the inter connecting

cable has to be plugged in to the control unit.
ASSOCIATED OFFICERS AT THE
POLLING STATION

Micro Observer (MO)

 COMMENCEMENT OF THE POLL

Even if for any unforeseen reason you

are not in a position to commence the poll
at the appointed hour:

 You should explain the reasons for the

delay in your Presiding Officer’s Diary.
 Show to all concerned

Marked copy of the electoral roll

Register of Voters in Form 17A
Entry of voters to Polling
Station to be regulated
 ENFORCEMENT OF ELECTION LAW IN AND AROUND
POLLING STATION

• Impartiality essential and maintenance of decorum

and dignity.

• Ban on canvassing: Canvassing within one hundred

meters of the polling station is an offence under the
election law.

• Candidate’s election booth: beyond 200 meters from

the polling station
Disorderly Conduct in or near
the Polling Station
Removal of Trouble makers
Illegal Hiring of Vehicles for
Conveyance of voters
Breach of Official Duty
 Prohibition of use of cellular phones, cordless
phones, wireless sets. Etc in the polling station

Prohibited:

 Inside the polling station and

In the 100 meters perimeter of the polling
stations described as the “polling station
neighborhood”.
Alternative documents
 Absentee, Shifted & Dead list
(ASD)

Thumb impression of such electors shall

also be obtained in addition to signature against
the column of “signature/thumb impression” of
Register of voters (Form 17A).
 What
About
Overseas Electors?
Challenged votes
 Challenge Fee

Two rupees in cash.

Furnish a receipt thereof to the challenger
in the prescribed form.

Warn the person challenged about the

penalty for personation,
 Enter his name & address in the list
of challenged votes (Form 14) and
ask him to sign or affix his thumb
impression thereof.
 If he refuses to do so, do not allow
him to vote.
Summary inquiry
Return or forfeiture of challenge fee
In case the Challenge is not established:

 Forfeit the challenge fee and enter the word

“forfeited” in Column 10 of Form 14 and the
relevant counterfoil in the receipt book, instead
of taking the depositor’s signature or thumb
impression.
 Where an elector is not allowed to vote for
violating voting procedure:

• A remark– “Not allowed to vote – Voting

procedure violated”- shall be made in the
remarks column of Form 17A against the
entry relating to that elector in that register.

• The Presiding Officer shall also put his full

signature below that entry.
VOTING BY BLIND AND INFIRM VOTERS

• No person shall be permitted to act as a

companion of more than one elector at
any polling station on the same day.
 The companion of the elector, shall be
required to declare that he will keep the vote
recorded by him on behalf of the elector a
closely guarded secret and that he has not
already acted as the companion of any other
elector at any polling station on that day.
 The Presiding Officer shall also keep a
record of all such cases in Form 14A.
VOTING BY PUBLIC SERVANTS ON
ELECTION DUTY
 VOTING BY PROXY

• In case of proxy voter, marking of indelible ink will

be done on the middle finger of the left hand.

• Write (PV) along with the Sl. No. mentioned in the

sub list of CSV list, in the 2nd column of Form 17A
 TENDERED VOTES

While conducting a summary inquiry

about the identity of the elector, you should
keep in mind that the ongoing voting process
is not disturbed.
 Before handing over the tendered ballot
paper to the elector Write the words "Tendered
Ballot Paper" on the back of these ballot
papers in your own hand, if these words are
not already stamped.
• Account of tendered ballot papers : In Item 8 of Part I
of Form 17C. Record of Voters to whom tendered
ballot papers issued to be kept in Form 17B. The
Presiding Officer shall also obtain the signature or
thumb impression of the elector in Column (5) of Form
17B before delivering a tendered ballot paper to him.
ADJOURNMENT/STOPPAGE OF POLL DUE TO
RIOT, BOOTH CAPTURING, ETC.
Stoppage of poll for failure of voting machine,
booth capturing etc.,

Under Sections 58 and 58A of the

Representation of the People Act, 1951, the
Election Commission has been given power to
declare the poll at a polling station to be void
and direct a fresh poll, if at that polling station
-
(i) Any voting machine has been unlawfully
taken away by any unauthorised person, or

(ii) Any voting machine has been accidentally

or intentionally destroyed or lost or damaged or
tampered and the result of the poll at that
polling station cannot be ascertained for that
reason, or
(iii) any voting machine develops a mechanical
failure

(iv) any error or irregularity in procedure, which

may vitiate the poll, has been committed, or

(v) there has been booth capturing (as defined in

Section 135A of the said Act.).
 Rule 49X of the Conduct of Elections Rules,
1961 provides that where the Presiding Officer of a
polling station is of the opinion that booth capturing is
taking place at the polling station, he shall immediately
close the control unit of the voting machine to ensure
that no further votes can be recorded and shall detach
the ballot unit(s) from the control unit.
What is Booth capturing
 CLOSE OF POLL

• Voting by Persons present at Polling Station at

Closing Hour

• After all electors have casted their votes and no one is

left, then the Polling Officer shall put a red line after
the last entry, sign with date and time.
 Closing the Control Unit of Voting Machine

• Press the 'Close' button on the control unit. When the

'Close' button is pressed the display panels on the
control unit will show the total number of votes
recorded in the voting machine till the end of the poll
(but not the candidate-wise tally).
 The Presiding Officer should
thereafter disconnect the ballot unit
from the control unit and put the
power switch to ‘OFF’ position in
the rear compartment of the control
unit.
 The rubber cap should be replaced
after the 'Close' button has been
pressed and the poll closed.
 ACCOUNT OF VOTES RECORDED

• Such account shall be prepared by the

Presiding Officer in Part I of Form 17C.

• This should be prepared in duplicate.

• The Presiding Officer must not forget that:
• The total number of votes recorded in the voting machine must be
equal to the total number of voters registered as per column (I) of
the Register of Voters (Form 17A) minus the number of voters
who decided not to vote (as per the remarks column of that
register) and also minus the number of voters not allowed by
Presiding Officer to vote for violating the secrecy of
voting/procedure of voting (as per the remarks column of the said
Register).
• Supply of attested copies of account of votes
recorded to Polling Agents after obtaining a
receipt from those polling agents.
 Account of votes recorded

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Officer
 …Continued

08-11-2019 105
• Declaration to be made at the close of poll
 VVPAT Complaint – Rule 49MA

• He will report to Presiding Officer

• Presiding Officer will take a

declaration explaining that if found
false he can be penalized.
• PO will then record in 17A and permit
him to cast a ‘test vote’ in presence of
PO and Polling Agents

If found false PO will record in 17A

and 17C so that the test vote is not
counted. If found true then PO will
stop poll and report to RO
 Replacement of voting machine

 In case the CU or the BU does not

work properly during actual poll,
replacement of the whole EVM
including CU, BU and VVPAT is
required.
 In case VVPAT is showing “Low Battery”,
the power pack battery of VVPAT should
be replaced.

 It should be ensured that before taking

out the power pack battery of VVPAT,
control unit must be switched OFF .

 After installing new power pack

battery in VVPAT, control unit should
be switched ON.
 In case there is any other error, like
“Paper Low” error, the VVPAT is to
be replaced.
 If VVPAT has not printed the paper slip, or
the printed paper slip has not been cut, the voter
should be allowed to cast his vote after the VVPAT
has been replaced.
 The details of such an occurrence should be
clearly recorded in the Presiding Officer’s diary in the
following format: -

 The date and time of the occurrence.

 The name of the voter and his serial number
in the part in the electoral roll,
 Whether the voter cast his vote after replacement
of VVPAT or went away without casting his vote.
 The Total number of votes cast before the
occurrence.
Sealing of Election Papers
(Rule 49U, CER 1961)
 • The unsealed covers containing

(i) The Account of Votes recorded and Paper seal (Form

17C)- 2 Copies
(ii) The Declarations by the Presiding Officer,
(iii) The Presiding Officer's Diary,
(iv) Visit Sheet
(v) The 16-Point Observer’s Report
(vi) Money Receipt
 The first packet (GREEN) super scribed as
"STATUTORY COVERS": should contain

(i) sealed cover containing the marked copy

(ii) sealed cover containing the register of voters
(iii) sealed cover containing voter's slips
(iv)sealed cover containing unused tendered
ballot papers
(v)sealed cover containing the used tendered
ballot papers and the list in Form 17B.
 The second packet (Yellow) super scribed as
"NON-STATUROTY COVERS” should contain

(i) The cover containing the copies of ER (other than the marked
copy)

(ii) The cover containing the appointment letters of polling agents in

Form 10

(iii) The cover containing the election duty certificate in Form 12- B

(iv) sealed cover containing the list of challenged votes in Form 14

(v) The cover containing the list of blind and
infirm electors in Form 14-A and the
declarations of the companions

(vi) The cover containing the declarations obtained

from electors as to their age and the list of such
electors - (Annexure-XI)
(vii) The cover containing the receipt book
and cash, if any, in respect of
challenged votes

(viii)The cover containing unused &

damaged paper seals;
(ix) cover containing unused voter's slips

(x) cover containing unused and damaged special

tags and

(xi) cover containing unused and damaged strip

seals.
 The third packet (BROWN) should contain:

(i) The Handbook for Presiding Officer

(ii) The Manual of Electronic Voting Machine

(iii) The indelible ink set

(iv) self-inking pads

(v) The metal seal of the Presiding Officer
(vi) The arrow cross-mark rubber stamp for
marking tendered ballot papers
(vii) Cup for setting the indelible ink.
 All the other items,
if any,
should be packed into the Fourth packet.
 Preparation of the diary

The Presiding Officer will be furnished with a

duly serially numbered proforma of the diary and
should use only that proforma.

If any incident takes place at the polling

station, which is not reported by you, but is reported
by any other source, the Election Commission shall
certainly take necessary action in the matter.
 Mock poll Certificate
This is certified that I………… Presiding Officer at the Polling Station No of Assembly
Constituency (or the --- Assembly segment under ---- Parliamentary Constituency) conduct the
mock poll at ----- AM today, the poll day i.e.----- following the instructions issued by the Election
Commission of India.
A total of ------ votes were polled in the mock poll and mock poll I have carefully cleared
the memory and the total votes polled showed ‘0’ after clearing the memory.
A. At the time of mock poll the following of the polling agents representing the candidates
whose names mentioned against the names of such agents were present and I have
obtained their signatures.
B. At the time of mock poll the agent of only one contesting candidate was present.
After waiting for ten more minutes. I conducted the mock poll along with other polling
staff at --- I have mentioned the name of the agent present at the time of mock poll
including the name of the candidate whom he represented.
( In case, no agent was present it shall be mentioned “No Polling agent at the time of mock poll)

Name of agent Name of Candidate Signature of the agent

1.
2.
3. etc.
Date :
Time: Signature
& Name of the
P.O.
Thank you for your kind attention