Managing the polling station throughout the day
Election day can be a long day, so it is important that you share the workload fairly, alternate jobs if you wish and make time for breaks whenever possible, making sure that the polling station is never left unattended.
It is particularly important that you consider when to take breaks for this election, as the arrival of voters throughout the day is likely to be much more frequent than our recent polls.
You should complete regular checks inside and outside of the polling station to make sure that your signage is still up and no hazards have occurred.
Greeters
Following the introduction of voter ID, polling stations should consider having greeters outside to remind electors help ensure that the voting process inside the polling station runs quickly and smoothly.
Ensure that you plan this into your day, alternating responsibilities amongst team members.
People who can enter a polling station
- voters
- the returning officer and their staff
- candidates and election agents
- polling agents
- police officers and PCSOs on duty
- representatives of the Electoral Commission and accredited observers
- under 18s accompanying voters
- companions of disabled voters
Any of the Returning Officers staff will be able to show you their City Council ID and police officers or official observers should be willing to identify themselves with their ID.
Although all of the above are allowed to enter the polling station, the Presiding Officer can ask them to leave if they think that they are disrupting voters e.g. they try to talk to voters as they cast their vote, or they try to follow them to the ballot box.
You should issue a warning to anyone that you feel is acting improperly before you ask them to leave.
People who can't enter a polling station
- the press
- tellers
- anyone wearing any political party paraphernalia, other than a plain rosette
- anyone that the presiding officer has ordered the removal of
We need to work with the candidates and political parties to make sure that this election runs smoothly and fairly. They will of course be trying to encourage people to vote for them but it is important that when someone goes to the polling station to cast their vote, they are doing so in a safe and relaxed environment.
Candidates and political party campaigners may visit your polling station on the day. However, there are limitations around what they can do to make sure they don't impede the election.
Inside the polling station
Candidates at the election, and their agents, are allowed in the polling station on election day but they cannot try to disrupt or canvass voters.
Any candidates or agents that are authorised to enter the polling station should not have an issue with proving you with their details.
If your polling station has official polling agents, they can sit inside the polling station all day and record who is voting, but they cannot take this record out of the polling station. We do not normally have any polling agents in Chelmsford and we will notify you if any are appointed to your polling station.
Outside the polling station
Political parties can appoint people to sit outside of the polling station. They are not allowed in the polling station. They are called tellers and we think that most polling stations will have some for this election.
If you have space, you can offer for them to sit in a corridor or foyer area but they must not be able to see or hear what is happening inside the polling station.
They can ask voters for their details so that they can log who has voted but voters do not have to tell them. All candidates and agents have been given a do's and don'ts for tellers to help avoid any conflict on the day.
They must not ask voters who they have voted for or try to canvass them.
If you are uncomfortable with how any candidates or agents are acting around the polling station, the presiding officer can give them a warning about their behaviour and if they do not take this on board, you can ask them to leave. If you are not comfortable doing this, you can ask your inspecting officer for support, or call the elections team.
A new law has been passed that changes the rules for people handing in postal votes to polling stations. This is the first year that this is being implemented so voters may need a bit of support.
Someone may still hand in their postal vote, or a postal vote of a friend or family member, into the polling station. However, there are two key differences:
- The maximum number of postal votes that a person is allowed to hand in is 5, plus their own. If someone tries to hand in more then they must be rejected.
- Anyone handing in postal votes at a polling station must complete a postal vote handling form. If they do not, any votes that they hand in will be rejected.
If someone tries to hand in more postal votes than they are permitted, or if they do not wish to complete the form you should tell them that you are legally obliged to reject them if they do not comply.
Once they have completed the postal vote return form there is a brief section for the presiding officer to complete, confirming whether the postal vote is to be accepted or rejected.
You will receive copies of the postal vote return form in the presiding officer paperwork folder. If you are running out, your inspecting officer will be able to supply more. You can view a copy of the form.
Any postal votes that are handed in should be placed in the clear plastic wallet for your inspecting officer to collect, alongside the completed postal vote return forms.
When the inspecting officer collects any postal votes, you should give them a completed receipt confirming how many postal votes you have given them and what polling station that they are from.
At the end of the day, any postal votes that have been handed into the polling station after the inspectors last visit should be placed in the clear plastic wallet, alongside their completed return forms, and taken by the presiding officer to deliver to the count.
If there is an accident at your polling station, whether it is a member of the public or staff, you should ensure that it is taken seriously.
You should make sure that the person is involved is ok, offer them a seat and a glass of water if appropriate.
If required, the venue should have a first aid kit that can be used for minor injuries.
You should make sure the accident is recorded in the supplementary information booklet and if necessary, the accident forms provided.
If there is a major accident, you should always ensure that emergency services are called first, then us.
To help us keep track of trends and events in polling stations, we ask that you keep a record of some key information in your presiding officer supplementary information booklet. Some of this information has to be reported back to central government so it is really important that you fill it in!
Your inspecting officer will also ask for updates when they attend on their second and third visit:
- How many voters have you had in since my last visit? (to keep a log of this you could put a marker on your CNL when they come in so that you can count backwards)
- How many people have you had to turn away for not having ID? (you can check your tally in the VIDEF form for this)
If you have a smartphone, it would be helpful for us if you updated the MEA account so that we can see live updates.