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Handbook for Presiding Officers


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About This File

 Handbook for Presiding Officers 

Table of Content

PRELIMINARY          
INTRODUCTION       
BRIEF INTRODUCTION TO EVM AND VVPAT 
LEGAL PROVISIONS 
BROAD OUTLINES OF DUTIES 
FORMATION OF POLLING PARTY AND TRAININGS 
POLLING PARTY  
POLLING TRAININGS  
APPLICATION FOR POSTAL BALLOT PAPER 
COLLECTIONS OF VOTING MACHINE AND POLLING MATERIALS 
POLLING MATERIALS 
CHECKING OF EVM AND VVPAT 
CHECKING OF POLLING MATERIALS 
PHOTO ELECTORAL ROLLS 
PHOTO ELECTORAL ROLLS 
INTRODUCTION TO EVM AND VVPAT 
INTRODUCTION TO EVM 
M2 EVM DISPLAYS 
M3 EVM DISPLAYS 
INTRODUCTION TO VVPAT 
SET UP OF POLLING STATIONS 
ARRIVAL AT THE POLLING STATION 
ABSENCE OF POLLING OFFICER 
SET UP OF POLLING STATION FOR SINGLE ELECTION 
SET UP OF POLLING STATIONS FOR SIMULTANEOUS ELECTION  
OTHER PRECAUTIONS 
DISPLAY OF NOTICE 
VOTING PROCEDURE FOR SIMULTANEOUS ELECTIONS 
HELP DESK 
SECTOR OFFICERS 
SECURITY ARRANGEMENTS AT POLLING STATIONS 
ASSIGNMENTS OF DUTIES TO POLLING OFFICERS 
DUTIES OF POLLING OFFICERS AT SINGLE ELECTION 

  • First Polling Officer 
  • Second Polling Officer 
  • Third Polling Officer 
  • Fourth Polling Officer (In charge of VSDU if M2 VVPAT is used) 

DUTIES OF POLLING OFFICERS AT SIMULTANEOUS ELECTION 

  • First Polling Officer 
  • Second Polling Officer 
  • Third Polling Officer 
  • Fourth Polling Officer 
  • Fifth Polling Officer 
  • IMPORTANT DUTIES OF 4TH AND 5TH POLLING OFFICERS 

Presiding Officer’S DUTies IN BRIEF 
CLOSING THE POLL 
MICRO-OBSERVER       
VOTER ASSISTANCE BOOTH 
DIGITAL CAMERA PERSON 
REGULATION OF ENTRY INTO AND SEATING ARRANGEMENTS IN THE POLLING STATION 
PERSONS ENTITLED TO ENTER THE POLLING STATIONS 
CPF PERSONNEL 
PRODUCTION OF APPOINTMENT LETTERS BY POLLING AGENTS 
ATTENDANCE OF POLLING AGENTS 
PASSES FOR POLLING AGENTS 
SEATING ARRANGEMENT FOR POLLING AGENTS IN THE POLLING STATION 
SMOKING PROHIBITED INSIDE POLLING STATION 
FACILITIES TO PRESS REPRESENTATIVES , PHOTOGRAPHERS 
AND VIDEOGRAPHER AT THE POLLING STATION 
FACILITIES FOR OBSERVERS APPOINTED BY THE COMMISSION 
ADDITIONAL INFORMATION REPORT ON 16 POINTS TO BE SUBMITTED
TO THE CONSTITUENCY OBSERVER/RETURNING OFFICER 
WEARING OF BADGES ETC INSIDE THE POLLING STATION 
SETTING UP OF EVM AND VVPAT BEFORE COMMENCEMENT OF POLL 
PRELIMINARIES BEFORE POLL 
PREPARATION ON THE BALLOTING UNIT 
INTERLINKING OF BALLOTING UNIT AND VVPAT 
PREPARATION OF VVPAT 
PREPARATION OF CONTROL UNIT 
CHECKING OF CONTROL UNIT 
PREPARATION OF CONTROL UNIT 
CONNECTING BU, CU AND VVPAT 
SWITCHING ON CONTROL UNIT 
CLOSING THE REAR COMPARTMENT OF CONTROL UNIT 
CONDUCTING MOCK POLL 
DEMONSTRATION OF ‘CLEARING’ OF EVM AND VVPAT 
MOCK POLL 
MOCK POLL IN CASE OF REPLACEMENT OF EVM 
MOCK POLL IN CASE OF REPLACEMENT OF VVPAT 
RECORDING POLL START AND POLL END DATE AND TIME 
FIXING OF GREEN PAPER SEAL IN THE CONTROL UNIT 
FIXING GREEN PAPER SEAL 
SIGNATURE OF PRESIDING OFFICER AND POLLING OFFICER ON PAPER SEAL 
ACCOUNT OF PAPER SEALS 
CLOSING AND SEALING OF CU AND VVPAT 
SPECIAL ADDRESS TAG 
CLOSING AND SEALING OF OUTER COVER OF RESULT SECTION 
OF CONTROL UNIT 
STRIP SEAL 
METHOD OF SEALING EVM WITH STRIP SEAL 
PRECAUTION WHILE SEALING WITH STRIP SEAL 
SEALING OF DROP BOX OF VVPAT WITH THREAD USING ADDRESS 
TAG BEFORE ACTUAL POLL 
EVM AND VVPAT READY FOR ACTUAL POLL 
COMMENCEMENT OF THE POLL 
COMMENCEMENT OF THE POLL 
WARNING ABOUT SECRECY OF VOTING 
PRECAUTION FOR INDELIBLE INK 
MARKED COPY OF THE ELECTORAL ROLL 
REGULATION OF ENTRY OF VOTERS TO POLLING STATION 
PERSONS TO BE ADMITTED INSIDE THE POLLING STATION 
SAFEGUARDS FOR FREE AND FAIR ELECTION 
DECLARATIONS BY PRESIDING OFFICER AS SAFEGUARDS FOR ENSURING FREE AND FAIR ELECTION 
PROCEDURE TO BE FOLLOWED AT THE TIME OF USE OF NEW VOTING MACHINE 
ENFORCEMENT OF ELECTION LAW IN AND AROUND POLLING STATION 
IMPARTIALITY AND MAINTENANCE OF DECORUM 
BAN ON CANVASSING 
CANDIDATE’S ELECTION BOOTH 
DISORDERLY CONDUCT IN OR NEAR THE POLLING STATION 
REMOVAL OF TROUBLE MAKERS 
ILLEGAL HIRING OF VEHICLES FOR THE CONVEYANCE OF VOTERS 
REMOVAL OF VOTING MACHINE FROM POLLING STATION TO BE AN OFFENCE 
BREACH OF OFFICIAL DUTY BY ELECTION OFFICERS 
PROHIBITION OF GOING ARMED TO OR NEAR A POLLING STATION 
PROHIBITION OF USE OF CELLULAR PHONES, CORDLESS PHONES, 
WIRELESS SETS ETC 
VERIFICATION OF ELECTOR’S IDENTITY AND PROCEDURE IN CASE OF CHALLENGE 
VERIFICATION OF ELECTOR’S IDENTITY 
LIST OF DEAD, ABSENT AND ALLEGED BOGUS  VOTERS 
CHALLENGED VOTES 
CHALLENGING A VOTER’S IDENTITY 
CHALLENGE FEE 
SUMMARY INQUIRY 
RETURN OR FORFEITURE OF CHALLENGE FEE 
CLERICAL AND PRINTING ERRORS IN THE ROLL TO BE OVERLOOKED 
FACT OF ENROLMENT OF A VOTER NOT TO BE QUESTIONED 
DECLARATION OF ELECTOR ABOUT HIS AGE 
APPLICATION OF INDELIBLE INK AND OBTAINING SIGNATURE/ THUMB IMPRESSION OF ELECTOR BEFORE PERMITTING HIM TO RECORD HIS VOTE 
INSPECTION OF VOTER’S LEFT FOREFINGER AND APPLICATION OF INDELIBLE INK 
APPLICATION OF INDELIBLE INK AT FRESH POLL (RE-POLL)/COUNTERMANDED POLL 
APPLICATION OF INDELIBLE INK WHEN ELECTOR HAS NO LEFT FOREFINGER 
RECORD OF ELECTORAL ROLL NUMBER OF ELECTOR IN REGISTER OF VOTERS 
DEFINITION OF SIGNATURE OF ELECTOR 
THUMB IMPRESSION OF ELECTOR 
SIGNATURE/THUMB IMPRESSION ON THE ‘REGISTER OF VOTERS’ 
BY BLIND OR INFIRM OR LEPER ELECTORS 
ISSUE OF VOTER’S SLIP TO ELECTOR 
RECORDING OF VOTES AND VOTING PROCEDURE 
RECORDING OF VOTE 
PERMITTING ELECTOR TO RECORD VOTE 
VOTING PROCEDURE 
TALLYING OF NUMBER OF VOTES POLLED PERIODICALLY 
PRESIDING OFFICER’S RIGHT TO ENTER THE VOTING COMPARTMENT 
DURING POLL 
MAINTENANCE OF SECRECY OF VOTING BY ELECTORS 
VOTING PROCEDURE TO BE STRICTLY OBSERVED 
REFUSAL TO OBSERVE VOTING PROCEDURE 
VOTING BY BLIND AND INFIRM VOTERS 
ELECTORS DECIDING NOT TO VOTE 
VOTING BY PUBLIC SERVANTS ON ELECTION DUTY 
VOTING BY PROXY 
TENDERED VOTES 

TENDERED VOTE 
DESIGN OF TENDERED BALLOT PAPER 
ACCOUNT OF TENDERED BALLOT PAPERS 
RECORD OF VOTERS TO WHOM TENDERED BALLOT PAPERS ISSUED 
ADJOURNMENT/STOPPAGE OF POLL DUE TO RIOT, BOOTH CAPTURING, ETC 
ADJOURNMENT OF POLL DUE TO RIOT ETC 
COMPLETION OF ADJOURNED POLL 
STOPPAGE OF POLL FOR FAILURE OF EVM, BOOTH CAPTURING ETC 
CLOSING OF VOTING MACHINE IN CASE OF BOOTH CAPTURING 
CLOSE OF POLL 
VOTING BY PERSONS PRESENT AT THE POLLING STATION AT THE CLOSING HOUR 
CLOSING OF POLL 
ACCOUNT OF VOTES RECORDED 
PREPARATION OF ACCOUNT OF VOTES RECORDED 
SUPPLY OF ATTESTED COPIES OF ACCOUNT OF VOTES RECORDED 
TO POLLING AGENTS 
DECLARATION TO BE MADE AT THE CLOSE OF THE POLL 
SEALING OF THE EVM AND VVPAT AFTER CLOSE OF POLL 
SEALING OF EVM AND VVPAT 
SEALING OF ELECTION PAPERS 
SEALING OF ELECTION PAPERS IN PACKETS 
PACKING OF STATUTORY, NON-STATUTORY COVERS AND ELECTION MATERIALS 
SEALING OF COVERS 
PREPARATION OF THE DIARY AND DELIVERY OF VOTING MACHINES AND ELECTION PAPERS AT THE COLLECTION CENTRES 
PREPARATION OF THE DIARY 
TRANSMISSION OF EVM, VVPAT AND ELECTION PAPERS TO THE RETURNING OFFICER                                                                                                                                              115
BRIEF GUIDELINES FOR THE PRESIDING OFFICERS/ POLLING OFFICERS 

ANNEXURE 1 
EXTRACTS FROM THE REPRESENTATION OF THE PEOPLE ACT, 1951 
ANNEXURE 2 
EXTRACTS FROM THE CONDUCT OF ELECTIONS RULES, 1961 
ANNEXURE 3 
OUTLINES OF FUNCTIONS TO BE PERFORMED BY PRESIDING OFFICERS  AT VARIOUS STAGES 
ANNEXURE 4 
FORM M21- RECEIPT OF RETURN OF ELECTION RECORDS AND MATERIAL AFTER POLL 
ANNEXURE 5 
DECLARATION BY THE PRESIDING OFFICER 
ANNEXURE 6 
LETTER OF COMPLAINT TO THE SHO POLICE 
ANNEXURE 7 
FORM OF DECLARATION BY ELECTOR ABOUT AGE 
ANNEXURE 8 
RECEIPT BOOK 
ANNEXURE 9 
LIST RELATED TO UNDER-AGED ELECTORS 
ANNEXURE 10 
DECLARATION BY THE COMPANAION OF BLIND OR INFIRM ELECTOR 
ANNEXURE 11 
FORM 17C 
ANNEXURE 12 
PRESIDING OFFICER’S DIARY 
ANNEXURE 13 
FORMAT FOR PRESIDING OFFICER’S ADDITIONAL REPORT TO BE SUBMITTED TO CONSITUENCY OBSERVER/RO 
ANNEXURE 14 
MOCK POLL CERTIFICATE 
ANNEXURE 15 
DECLARATION UNDER RULE 49MA 
ANNEXURE 16 
FORM OF DECLARATION BY ELECTOR WHOSE NAME IS IN ABSENTEE /SHIFTED / DEAD LIST 
ANNEXURE 17 
POLLING AGENTS / RELIEVING AGENTS MOVEMENT SHEET 
ANNEXURE 18 
HANDLING OF CU-BU-VVPAT FAILURES/ERRORS DURING POLL 
ANNEXURE 19 
LIST OF POLLING MATERIALS FOR A POLLING STATION WHERE EVM AND VVPAT IS USED 
ANNEXURE 20 
CHECK MEMO FOR PRESIDING OFFICER 




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