‘No voter to be left behind’

CHECKLIST FOR
RETURNING OFFICER

February 2019
Document 22 - Edition 1

Hkkjr fuokZpu vk;ksx

ELECTION COMMISSION OF INDIA
Nirvachan Sadan, Ashoka Road, New Delhi-110001
“No voter to be left behind”
1
‘No voter to be left behind’

CHECKLIST FOR
RETURNING OFFI-
CER

ELECTION COMMISSION OF INDIA

2
 ‘No voter to be left behind’

CHECKLIST FOR
RETURNING OFFICER
February 2019
Document 22
Edition 1

Hkkjr fuokZpu vk;ksx

ELECTION COMMISSION OF INDIA
Nirvachan Sadan, Ashoka Road, New Delhi-110001
“No voter to be left behind”

3
‘No voter to be left behind’

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 ‘No voter to be left behind’

TABLE OF CONTENTS

1. Introduction 1
1.1 General duties of DEO 1
General duties of RO/ARO 1
1.2 Reading Material 1
1.3 General arrangements for conduct of elections 2
Broad points
1.4 Special Features of Elections 3
2. Polling Stations 5
2.1 Setting-up of polling stations 5
2.2 Modification/change in the list 5
2.3 Supply of list of PSs 5
2.4 Arrangements at PS for poll 6
3. Electronic Voting Machines and VVPATs 7
3.1 Availability 7
3.2 Preliminary Checking 7
3.3 Physical verification of EVMs 7
3.4 FIRST LEVEL CHECKING OF EVM (FLC) 7
3.4.1
Political Party Involvement 8
3.4.2
Arrangements for FLC 8
3.4.3
Man Power in FLC 8
3.4.4 Work to be done in FLC 9
3.4.5 Sealing of plastic cabinet of Control Unit of EVMs 10
with Pink Paper Seal
3.4.6 Supervision of FLC 10
3.5 First Randomisation 11
3.6 Storage of EVMs after FLC 12
3.6A
Second Randomisation 12
3.7 Preparation/Commissioning of EVM’s 13
3.8 Preparation of EVM and VVPAT by RO/ARO 14
3.9 Safe custody of prepared EVMs and VVPATs 16
3.10 Receipt of EVMs and VVPATs etc by Polling Parties 17
at the time of dispersal
3.11 On Poll day 18

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3.11.1 Tracking of Mock Poll 18

3.11.2 Conduct of Mock Poll 19
3.11.3
Conduct of Poll 21
3.12 Collection Centre 22
3.13 Re-polled EVMs and VVPATs 22
3.14 Post-poll storage of EVMs and VVPATs 23
3.15 Counting of Votes 23
3.16 Videography of Events 24
3.17 Application for VVPAT Paper Slips counting 24
3.18 Mandatory Verification of VVPAT Paper Slips 25
4. Polling Personnel 26
4.1 Deemed deputation of ECI 26
4.2 Requirement to be assessed 26
4.3 Who can be deployed 27
4.4 Database 27
4.5 Not to be deployed in election duties 27
4 .6 Grouping and formation of polling party 28
4.7 Randomization of poll personnel 28
4.8 Central Government Employees 29
4.9 Photo Identity Cards etc. for polling personnel 29
4.10 Polling personnel welfare measures 29
4.11 Engagement of Child Labour in Election 30
related activities
4.12 Disciplinary proceedings by Govt. against 30
officials on election duty
4.13 Remuneration etc. to officers/officials deployed on 30
election duty
4.14 Ex-Gratia Compensation in case polling 30
personnel dies
5. Election Materials 31
5.1 Polling material 31
5.2 Working copies of Electoral Rolls 32
5.3 Copies of Electoral Rolls & Voters Slips 32
Part-6. Trainings 34
6.1 Imparting training at district level and AC level 34
to poll personnel/counting staff etc.

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6.1.1 Training for various groups by resource 34

persons/ALMTs
6.1.2 Separate training module for separate 34
category of Officers/Officials.
6.1.3 Selection of training Venues - Not more than 34
50 persons to be trained together.
6.1.4 Training at different levels – IIIDEM, 34
State/Divisional HQ., Distt. HQ. and Assembly Level.
6.2 Training to BLOs 35
6.3 Training to Area/Sector Magistrate & Sector Officers 35
6.4 Training to Micro Observers 35
6.5 Training to Various Nodal Officers 35
6.6 Officers & Staff engaged in EEM & Paid News 35
6.7 Dy. SPs, SHOs, RIs etc. 35
6.8 Training to Micro Observers for counting (GoI Staff) 35
6.9 Counting Personnel 35
6.10 EVM ground staff 35
6.11 In-charge of digital cameras 35
6.12
Police mobile parties 35
6.13 Police personnel at police stations 35
6.14
Training to Polling Parties 36
6.14.1
Training Management 36
6.14.2 EVM and VVPAT Training to polling parties 36
6.14.3 Training to polling personnel on other items 37
6.15 Facilitation Centres for Postal Balloting by 39
election duty staff
6.16 Deployment and training to Sector Officers 39
6.16.1 Pre-poll responsibility about vulnerability mapping 39
6.16.2 Pre-poll responsibility - About polling location 39
6.16.3 Pre-poll responsibility – About voter turnout 39
6.16.4 Poll-eve responsibility of SO 39
6.16.5 Poll day responsibility 39
6.17 Deployment and Training of Micro Observers (MOs) 41
6.17.1
Appointment 41
6.17.2
Deployment 41

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Part-7. Transportation 43
7.1 Transport arrangements for the following 43
7.2 Route Chart 43
7.3 Arrangements 43
7.4 Requisitioning 44
7.5 Database 44
Part-8. Nominations 45
8.1 Notification 45
8.2 Public Notice 45
8.3 Presentations of Nominations Papers 45
8.4 Submission of Photograph by candidate for 46
printing of ballot paper
8.5
Preliminary examination of nomination papers 47
8.6 Check List regarding documents/ requirement 47
8.7 Revised Performa of Checklist 48
8.8 Separate Bank Account by each Candidate 48
for Election Expenditure
8.9 Proposer 48
8.10 Acknowledgement of nomination papers & other 49
actions by RO on receipt of nominations
8.11 Oath or affirmation 49
8.12 Furnishing of Affidavit of liabilities/assets etc. 49
in Form-26
8.13 No Dues certificates 50
8.14 Nomination by Overseas Electors 50
8.15 Compendium/Compilation of Circulars/ 50
Instructions & Register for Accounts of Election
Expenditure to be given to Candidates at the time
of the filing of Nominations
8.16 The list of rates of various items as notified by DEO 51
8.17 Videography 51
8.18 Notice of nominations 51
8.19 Security Deposits 51
8.20 Consolidated list of nominated candidates 51
8.21
Safe custody of nomination papers 52
8.22
Receiving Form-A and Form-B 52

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8.23 Display of information submitted by the candidates 52

regarding affidavit
8.24 Display of Complaints/Counter Affidavits filed against 53
the statements of candidates
Part-9. Scrutiny of nomination papers 54
9.1 Scrutiny by RO himself 54
9.2 Entry into place fixed for scrutiny 54
9.3 Scrutiny 54
9.4 Grounds for rejection 55
9.5 Qualifications 56
9.6 Disqualifications-Disqualifications under Constitution 57
9.6.1 Office of profit under the Government – Test for 57
deciding the question [in the light of Judgment of
Hon’ble Supreme Court (1971) 3 SCC 870
9.7 Disqualification under R.P. Act 1951 57
9.7.1 Disqualification on ground of conviction for 57
certain offences
9.7.2 Disqualification on ground of corrupt practice 57
9.7.3 Disqualification for dismissal for corruption or disloyalty 58
9.7.4 Disqualification for Government contracts etc. 58
9.7.5 Disqualification for office under Government Company 58
9.7.6 Disqualification for failure to lodge account of
election expenses 58
9.8 Adjournment of Scrutiny 59
9.9 Decision of RO is final 59
9.10 List of validly nominated candidates 59
9.11 Corrections in the names of candidates 60
9.12 Substitute Candidates 60
9.13 Candidates claiming to be set up by a recognized party 60
Part-10. Withdrawal of Candidature 61
10.1 Notice for withdrawal of candidature 61
10.2 Preparation of list of contesting candidates 61
10.3 Publication of list in Form-7A 62
10.4 Identity cards to contesting candidates 62
10.5 Issue of list of polling stations 62
10.6 Intimation about legal provisions of corrupt practices 62
and electoral offences

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10.7 Supply of copy of electoral roll 63

10.8 Appointment of Election Agent 63
10.9 Appointment of An Additional Agent for 63
Expenditure Matters
10.10 Appointment of Authorized Nominee 64
10.11 Declaration of result of un-contested Election 64
10.12 Safe deposit of papers relating to nomination etc 64
Part-11. Allotment of Symbols 65
11.1 Approved symbols 65
11.2 Candidates set up by a political party 65
11.3 Choice of symbols 65
11.4 Which choice of symbol to be considered 66
11.5 Allotment of symbols to party candidates 66
11.6 Substitution of candidate by political party 66
11.7 Common symbols to candidates of registered parties 66
11.8 Revision of Symbols 67
Part-12. Postal-Ballot Papers 68
12.1 Voters entitled to vote by post 68
12.2 Two types of design of postal ballot papers 68
12.3 Design and language of postal ballot papers (PB) 69
for other categories
12.4 Arrangements for Dispatch of Postal Ballot Papers 69
to Service Electors
12.5 Return of Polled ETPBs from Service Voters 69
12.6 Intimation by other categories of voters as to vote by post 70
12.7 Preparation of postal ballots by RO for other categories 70
(other than service voters)
12.8
Issue of E.D.C. 71
12.9 Smooth Management of PBs for Persons on Election Duty 71
12.9.1 Postal Ballot for Police Personnel 72
12.9.2 Database of all police personnel 72
12.9.3 Database of drivers, conductors and cleaners of 73
vehicle on election duty
12.9.4 Issue of pre-filled Form-12 and collection of 73
signed form-12
12.9.5 Issue of Postal Ballots to persons on election duty 73
12.9.6 Procedure at the Facilitation Centre (FC) 74

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12.9.7 Process of Postal Balloting 74

12.9.8 Sorting of PBs 75
12.9.9 Videography 75
12.9.10 Monitoring of the process at Facilitation Centre 75
12.9.11 Storage of PBs received from facilitation centre 75
12.9.12 Receipt of PBs by post 75
12.9.13 Storage of PBs received by Post 76
12.9.14 Role of Postal Department 76
12.9.15 Sending PBs to the counting centre 76
12.9.16 Tallying of PB numbers before counting 77
12.9.17 Marked copy of Roll and Record of PBs& EDCs 77
12.10 Register of postal ballot papers 77
Part-13. Ballot Papers for EVMs 78
13.1 Form and Language of ballot paper for EVM (Label) 78
13.2 Assessment of requirement of ballot papers 78
13.3
Printing of Ballot Papers 78
13.4 Verification of ballot papers 79
13.5 Safe custody of undistributed ballot papers 79
13.6 Ballot papers for record of ECI and CEO 79
13.7 Tendered ballot papers 79
Part- 14. General Arrangements for Poll 80
14.1 District Election Plan 80
14.2
District Security Plan 81
14.3
Communication Plan 81
14.4
Counting Plan 81
14.5 Polling Staff Welfare Plan 81
14.6
Assembly segment wise Election Plan 81
14.7
Sector Management Plan 82
14.8 SVEEP Plan 82
14.9 Other issues 82
14.9.1 Selection of buildings/premises for various activities 82
14.9.2 Control Room/Helpline with toll free numbers 82
14.9.3 Complaint Monitoring Cell 82
14.9.4 ICT and Cyber Security Related Plan 82
14.9.5 Election Expenditure Monitoring 83
14.10 Deputing staff and formation of various cells for 83
general arrangements

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14.11 Meeting with political parties/Standing Committee 84

14.12
Media Cell 84
14.13
Facilities for Observers 85
14.14
Assured minimum facilities for electors 85
14.15
Single window system 85
14.16 Providing facilities to Persons with Disabilities 86
14.17 Deployment of Booth Level Awareness Groups (BAGs) 86
for ethical voting campaign
14.18 Certain orders to be issued by the DM 86
14.19 Sending various statistical information and reports to CEO. 87
Part-15. Law and Order – Preventive actions for peaceful, 88
free and fair elections
15.1 Preventive Law and Order actions for peaceful, free and 88
fair elections
15.2 Special drives to be launched from the announcement 88
15.3 Deposit of Licensed Arms 89
15.3.1 Screening Committee 89
15.3.2 Sportsmen members of National Rifle Association 90
15.3.3 Ban not to apply 90
15.4 Transportation of Arms and Ammunitions 90
15.5 Confidence building measures 90
15.6 Display of Arms 90
15.7 Monitoring, Production, Distribution etc. of liquor 91
15.8 Law & Order Report 91
15.9 Actions against persons violating election laws 91
15.10 District Security Deployment Plan 91
15.10.1 State Deployment Plan 92
15.10.2 District Deployment Plan 92
15.10.3 Role of CPF and State Police 92
15.10.4 Amenities etc. to CPF personnel 94
15.11 Identification of critical polling stations and critical zones 95
15.11.1 Critical polling stations and zones – Measures to be 95
followed there at - Police mobiles and zonal mobiles
15.12 Vulnerability Mapping 96
15.12.1 “Vulnerability” 96
15.12.2 The exercise of Vulnerability Mapping 96
15.12.3 Exercise on Vulnerability Mapping 96

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15.12.4 Formats 97
15.12.5 Follow up action on Vulnerability Mapping exercise 98
15.12.6 On the day of poll special attention at vulnerable 99
pockets/ families
Part-16. Model Code of Conduct 100
16.1 Period of MCC 100
16.2 Objective 100
16.3 Publicity 100
16.4 Be proactive 100
16.5 Important Aspects of the MCC- DO’s & DONT’s 100
16.5.1 On Welfare schemes and governmental works: 100
16.5.2 Ban on Transfer/Appointments 102
16.5.3 Conduct of Government Servants 102
16.5.4 Misuse of official vehicles 102
16.5.5 Tours of Ministers 102
16.5.6 Security covers to Ministers/political personalities 103
16.5.7 Other DO’S & DONT’S 104
A. Illustrative list of DO’S 104
B. DON’Ts 105
16.6 References to Politicians/Ministers on official website 107
16.7 Restrictions on presence of political functionaries who 107
is not voter, in the constituency, when campaign
period is over
16.8 Regulation of plying of vehicles during campaign period 107
16.9 Permission of vehicle to a political party for transporting 108
publicity material
16.10 Vehicle permit for office-bearers of recognized 109
political party
16.11 Prevention of defacement of property 109
A. Defacement of Public Places 109
B. Defacement of Private Places 109
C. Other Issues 110
16.12 Accommodation in Government Guest Houses 111
16.13
Liquor - Restrictions on Sale 111
16.14 Police briefing by CM/HM 111
16.15 Misuse of religious institutions for political purposes 111
16.16 Prohibition of Misuse of SMSs 111

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16.17 Use of loud speakers 112

16.18
Public meeting / processions 112
16.19 Temporary offices of candidates during electioneering 112
16.20 Restriction on publication and dissemination of result 112
of exit poll etc.
16.21 Prohibition of opinion poll or any poll survey 113
16.22 Use of National Flag in rallies of political parties 113
16.23
Political Parties & star campaigners 113
16.24 Restrictions on the Printing of pamphlets, posters etc. 113
16.25 Feedback about “Dummy Candidates” and measures 114
to be taken in this regard
16.26 Maintenance of high standards in election campaign 114
16.27 Use of videography and digital camera during elections 114
process
16.28 Campaign activities by persons other than political 115
parties and candidates
16.29 Advertisement of political nature on Radio, TV Channel 115
and cable networks
16.29.1 Committee setup in the office of CEO, Delhi 116
16.29.2 State level Committee 116
16.29.3 District level MCMC 117
16.30 Immediate action 117
16.31
Broad casting 117
16.32 Film actor, if contesting election 117
16.33 cVIGIL Application 117
16.34
Permission to use video-vans 118
16.35 Use of flags 118
16.36 Regulation of road show during elections 119
16.37 Prohibition on campaign related activities 120
Part -17. Monitoring of Election Expenditure and Accounts of 121
Candidates
Checklist for RO 121
A. Before announcement of elections: - 121
B. After announcement of election 122
C. After issuance of notification of elections 122
Checklist for DEO 123
A. Before announcement of elections 123

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B. After announcement of election 124

C. After issue of notification of election 125
D. After completion of elections 125
Part- 18. Dispatch Arrangements of Polling Parties 127
Part-19. Poll Day Arrangements 129
19.1 Control Room Arrangements 129
19.2 Regulation of plying of vehicles on poll day 129
19.3 Prohibitions 129
19.4 Prohibition of misuse of SMSs 130
19.5 Video/digital photography of proceedings inside the PS 130
19.6 Monitoring of Poll Process through Webcasting 131
19.7 Paid Holiday on day of poll 131
19.8 Candidates’ election booths 131
19.9 Going armed to / near a polling station 131
19.10 Entry into polling station 132
19.11 Before Commencement of Poll 132
19.12 Duties of Polling Personnel 132
19.12.1 Duties of Polling Personnel in a polling party 133
consisting only 2 Polling Officers
19.13 During Poll Process 133
19.14 Test-vote 134
19.15 Mobile phone in PS 134
19.16 Voter Assistance Booth/Desk and Voter’s Slip 134
19.17 Identification of electors 135
19.18 Facilitation for Senior Citizen and Persons with Disabilities 135
19.19 Sector Officer 135
19.20 After close of poll - Main points for Presiding Officer 136
19.21 Three comprehensive reports on Poll day 136
19.22 Recommendation for fresh poll/completion of 136
adjourned poll
19.23 Adjournment of poll after death of a candidate 136
Part-20. Receipt Arrangements 137
20.1 Final storage at district HQ only 137
20.2 There should be no crowding 137
20.3 Receipt of documents and polling material 137
20.4 Counter system 137
20.5 Check before receipt 137

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20.6 Strong Rooms 137

20.7 Scrutiny of 17-A etc. 138
20.8 Recommendation for fresh poll/completion of 138
adjourned poll
20.9 Arrangements of re-poll - Adjourned poll 139
20.10 Safe custody of voting machines after poll 139
20.11 Safe custody of election records / EVMS after result 139
Part-21. Counting of Votes and declaration of result 140
21.1 Counting centres and Programme of Counting 140
21.2 Arrangements for emergency lights 140
21.3 Giving Notice to candidates about time, date and place 140
21.4 Arrangements at counting centre 140
21.4.1 Checklist for Infrastructural Facilities in Counting Hall/ 141
Outside
21.5
Security Arrangements 142
21.6
Facilities at counting centres 142
21.7
Media centres 142
21.8
Counting Agents 143
21.9 Appointment of Counting Assistants/Supervisors 143
21.10 Randomization of counting officials 143
21.11 Additional counting staff/Micro Observers 144
21.12 Entry into counting hall 144
21.13
Counting process 145
21.14
Counting of votes received by post 145
21.15 Declaration of result and return of election 147
21.16 Re-sealing of EVMs and election record 148
21.17 Restriction on number of persons for receiving 148
certificate of election
21.18
Return of secret seal 148
21.19 Safe custody of election papers 148
21.20 Certificate of election 148
21.21 Reports of election 149
21.22 Preparation of due constitution notification
21.22 Safe custody of election records / EVMs after result 150
Part-22. Sending various statistical information and reports to the CEO 00
22.1 REPORTS 151
22.2 Other Information’s/Reports 151

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22.3 Nomination 152

22.4
Polling Personnel 152
22.5
Counting Centre 152
22.6
Poll Day 152
22.7
On Day of Counting 153
22.8 Precautions while filling Index Cards 153
22.9 After Counting 153
22.10 ALLEGATION AGAINST POLLING STAFF 154
Part-23. Miscellaneous 155
23.1 Disposal of deposits made by candidates 155
23.2
ROs report 155
23.3
Index Card 155
23.4 Disposal of surplus and waste ballot papers 155

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1. Introduction
1.1 General duties of DEO
(i) To coordinate and supervise all the work in connection with the preparation
and revision of electoral rolls. (Section 13AA of RP Act, 1950)

(ii) To coordinate and supervise all the work of conduct of election in the district.
(Section 20A of RP Act, 1951).

General duties of RO/ARO -

(i) RO (Sec. 24 of RP Act 1951) - To do all such Acts and things as may be
necessary for effectively conducting the elections - over all supervision on
election process.

(ii) Assistant RO (Sec. 22 & 23 of RP Act 1951) – ARO, subject to control of

RO, competent to perform the functions of the RO. However, scrutiny of
nominations not to be done by ARO unless the RO is unavoidably prevented
from performing the scrutiny.

1.2 Reading Material –

(i) Constitution of India (relevant provisions)

(ii) The Representation of the People Act, 1950

(iii) The Representation of the People Act, 1951

(iv) Parliament (Removal of Disqualification) Act, 1959

(v) IPC, 1860 (relevant provisions)

(vi) Conduct of Election Rules, 1961

(vii) Returning Officer’s Handbook 2019

(viii) Presiding Officer’s Handbook 2018

(ix) Manual on Electronic Voting Machine and VVPAT

(x) Instructions of ECI

(xi) Model Code of Conduct

(xii) Compendium of Instructions on Election Expenditure Monitoring.

(xiii) The Election Symbol Order, 1968

(xiv) Latest list of Political Parties and Election symbols issued by ECI.

(xv) Cyber Security Regulations of the ECI and relevant CSI/ CSA.

(xvi) List of Disqualified Persons.

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1.3 General arrangements for conduct of elections - Broad points

(i) DEO shall coordinate and supervise all works in the district in connection
with conduct of all elections to Parliament and the Legislature of the
State. He is also responsible to ensure healthy and correct Photo
Electoral Roll of his district.

(ii) Advance planning of detailed arrangements.

(iii) To set up polling stations.

(iv) Polling personnel management for election related various activities &
imparting training to polling personnel and various groups.

(v) Polling material.

(vi) Building voter awareness, use of EVMs with VVPATs, Model code of
conduct etc.

(vii) Transportation of polling parties, micro observers, police forces and

other officials.

(viii) Keeping record of EVMs and VVPATs.

(ix) Security measures for EVMs and VVPATs.

(x) First Level Checking of EVMs and VVPATs.

(xi) Meeting with political parties on various issues.

(xii) Law and order measures to prevent booth capturing etc and security
plan.

(xiii) Setting up of control room.

(xiv) Observance of Model Code of Conduct.

(xv) Electoral offences / corrupt practices – Prevention and taking strong

action against defaulters.

(xvi) Check on advertisements of political nature on TV channels, Cable

network, Radio, Bulk SMSs and Social Media.

(xvii) Giving required facilities to Observers

(xviii) Finalization and notification of rates of various items of election related

expenses after consulting political parties

(xix) Holding meetings/workshops of recognized political parties to explain

process of expenditure monitoring, MCC & other legal provisions.

(xx) Monitoring of Election Expenditure by candidates (including paid

news).

(xxi) Establishing Complaint Monitoring Cell & Call Centre

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(xxii) Scrutiny of accounts of expenses of candidates and submission of

reports.

(xxiii) Printing of Ballot Papers.

(xxiv) Smooth management of ETPBs/Postal Ballot Papers/EDC.

(xxv) Identification of Counting Centres/Strong Rooms and security arrangement

thereof.

(xxvi) Monthly report of pending cases of election expenditure by candidates.

(xxvii) Holding Account Reconciliation Meeting with candidates/ election

agents.

(xxviii) Forwarding the report within 35 days of result to CEO on Election

Expenditure on public meetings, hoardings, advertisement etc. by political
parties incurred during the period from announcement of election to
the date to notification of election and also after that period.

(xxix) Safe custody of election papers and EVMs with VVPATs after poll.

(xxx) Randomization of EVMs/VVPATs/ personnel.

(xxxi) SVEEP activities.

(xxxii) Holding workshops for sensitization of election officials on various cyber

security related issues.

(xxxiii) Ensuring that Non-Disclosure Agreement is signed by all firms and

outsourced resources deployed for election duties.

(xxxiv) The candidates shall submit the copies of newspapers in which their
declaration in respect to criminal antecedents was published, to the
District Election Officer, along with their account of election expenses.

1.4 Special Features of Elections

(i) Conduct of Election with EVMs with VVPATs.

(ii) Special procedure/smooth management of Electronically Transmitted

Postal Ballots (ETPBs)/Postal Ballot Papers.

(iii) Special procedure for Monitoring of candidate’s Election Expenditure.

(iv) Role of Income Tax Deptt., State Excise Deptt. and Police Deptt., in Election
Expenditure Monitoring.

(v) “Paid News” Monitoring.

(vi) DEO’s role in monitoring of accounts of election expenditure by political

parties.

(vii) Intensive training to all election related officials.

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(viii) Systematic Voter Education & Electoral Participation (SVEEP).

(ix) Voter slips for awareness of voters.

(x) Call Centre with Toll Free Numbers.

(xi) Revised procedure for First Level Checking (FLC) of EVMs and VVPATs.

(xii) Allocation of EVMs and VVPATs to ACs and PSs after tracking through EVM
Management System.

(xiii) Live Monitoring of Poll Process through Webcasting.

(xiv) “Test-vote” concept.

(xv) Voter awareness about any malfunctioning of EVMs/VVPATs during poll

process.

(xvi) Use of cVIGIL Application for lodging of MCC violation related cases by voters.

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2. Polling Stations
(Section 25 of RP Act 1951 and Chapter 2 of RO Handbook 2019)

2.1 Setting-up of polling stations: -

(i) DEO’s responsibility to set up polling stations.

(ii) Maximum voters in a PS should be 1200 in rural areas and 1400 in urban
areas.

(iii) Where number exceeds, Auxiliary PSs should be set up in same building
except in unavoidable circumstances.

2.2 Modification/change in the list -

(i) Physical verification of PS for conduct of poll so as to avoid any last moment
changes.

(ii) Check whether any modification is required due to: -

(a) Sharp increase in the number of voters

(b) Owner of private building where PS is located becomes a contesting

candidate or a supporter of a candidate or a political party

(c) Building of existing PS is badly damaged

(d) The building is not available for poll due to any other reason, or

(e) Any natural calamity

(iii) Shifting of PS on requests - only in extremely exceptional cases and based

purely on merit with approval of ECI.

(iv) Changes in PS list only with approval of ECI

(v) Proposals for changes are to be discussed with political parties and legislators
in the meeting of standing committee.

(vi) In case no modification is required CEO and ECI should be intimated two
weeks before last date of withdrawal of candidature

(vii) Change in nomenclature of building of PS - Approval of ECI not required;

send intimation only to CEO and ECI.

(viii) Publicity and information to contesting candidates and political parties

and public at large, in case of any change.

(ix) Printing errors to be corrected at the DEO level.

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2.3 Supply of list of PSs

(i) Sufficient copies may be printed for contesting candidates, political parties,
RO, AROs, various cells of DEO office, Police authorities, Observers, CEO, for
sale and reserve etc.

(ii) Contesting candidates shall be supplied, free of cost, with three copies of
the list of the polling station for that constituency, immediately after the
last date for withdrawal of candidatures.

(iii) Copies of list may be made available for sale at price fixed by C.E.O.

(iv) List of polling stations may also be put on CEO website.

2.4 Arrangements at PS for poll

(i) Necessary furniture for poll.

(ii) Permanent ramps with appropriate gradient, wheel chair etc. for Persons
with Disabilities (PwD) shall be provided in PSs - (ECI’s No. 564/INSC/
PwD/2016/EPS dated 07.09.2016)

(iii) Assured Minimum facilities like provision of Drinking water, proper lighting,
help desk, proper signage, toilet etc.

(iv) Prepare a list of Phone No. of P.S.s and nearest phone number- To be incor-
porated in communication plan also.

(v) Ensure that no office of political party exists within 200 meters radius of
PS. (ECI’s No. 464/INST/2007/PLN-1 dated 12.01.07)

(vi) Requisitioning of building - If necessary, act u/s 160/166 of RP Act 1951.

(vii) To photograph all the polling stations.

(viii) Webcasting of polling stations on poll day.

6
 ‘No voter to be left behind’

3. Electronic Voting Machines and VVPATs

(Reference- R. 49A, 49B of CE Rules 1961, Ch. 12 of RO Handbook 2019, ECI’s No.464/OBS/
EVM/2007/PLN-IV dated 12.10.2007, ECI’s No. 51/8/7/2007 PLN-IV dated 12.10.2007, ECI’s
No. 51/8/2008 - EMS (INST-1) dated 11.08.2008 ECI’s No. 51/08/16/4/2010-EMS dated
04.08.2010; ECI’s No. 51/08/3/2010/Vol. II dated 04.10.2011; ECI’s No. 51/8/7/2012-EMS
dated 19.01.2012; ECI’s No. 51/8/7/2011-EMOPS dt. 02.07.2012; No. 51/8/7/2015-EMS
dt.02.02.2015; No. 51/8/7/2015-EMS dt.04.02.2015 & 05.02.2015; No.51/8/VVPAT/2015-
EMS dt.05.05.2015; No.51/8/6/2015-EMS dt.10.07.2015; ECI No. 51/8/VVPAT/2017-EMS
Dt. 11.01.2017; No. 51/8/16/4/2017-EMS dt. 30.08.2017; ECI No.51/8/VVPAT/2017-EMS
dt.19.09.2017; No. 51/8/VVPAT/2017-EVM Dt. 13.10.2017; No. 51/8/VVPAT/2017-EMS
Dt. 16.10.2017; No. 51/8/VVPAT/2017-EMS Dt. 03.11.2017; No. 51/8/VVPAT/2017-EMS
Dt. 05.12.2017; No. 51/8/VVPAT/2017-EMS Dt. 20.12.2017; No. 51/8/7/2018-EMPS Dt.
16.10.2018; No. 51/8/VVPAT/2018-EMS Dt. 08.11.2018, Manual on EVM & VVPAT (February
2019)

3.1 Availability -
(i) Use of VVPATs with EVMs at all polling stations in all Elections to the Parliament
and State Legislative Assemblies.

(ii) Requirement and availability of EVMs and VVPATs be assessed.

(iii) Adequate reserve per AC/PC.

(iv) Reassessment of BUs if the number of contesting candidates becomes more

than 16 including NOTA option.

(v) Data entry of all EVMs and VVPATs in EMS is must.

(vi) EVMs and VVPATs is to be kept as reserved (20% or as directed by the

Commission).

3.2 Preliminary Checking

(i) Each and every EVM should be checked by authorized engineers of BEL/
ECIL at district HQ - DEO to nominate a Nodal Officer.

(ii) All switches be checked in the presence of representative of DEO.

(iii) Defective EVMs and VVPATs should be kept separately for follow up action
for rectification of defect.

(iv) CUs, BUs and VVPATs shall be kept under proper lock and key.

3.3 Physical verification of EVMs

In election year, DEO shall carry 100% physical verification during FLC and send
report to ECI through CEO.

7
‘No voter to be left behind’

3.4 FIRST LEVEL CHECKING OF EVM (FLC)

(i) First Level Checking of EVM is technical and physical examination of the
machine by the engineers of the BEL/ECIL in the presence of representatives
of political parties.

(ii) FLC when to be done: As per programme well before nomination FLC
should be completed.

3.4.1 Political Party Involvement-

(i) Schedule for FLC shall be communicated to every recognized political
party in writing by the DEO at least one week before the beginning
of the FLC.

(ii) During FLC, representatives of all recognized political parties

authorized by District President of the party shall be allowed to be
present.

(iii) A register shall be kept by the DEO in which signatures of all political
parties shall be taken every day as token of their presence (Annex.
1 of the instruction dated 30.08.17).

3.4.2 Arrangements for FLC-

(i) FLC shall be carried out in a large hall which can accommodate
EVMs/VVPATs to be checked.

(ii) To accommodate officers nominated by the DEO, engineers of BEL/

ECIL and also representatives of political parties.

(iii) The hall for FLC shall be fully sanitized to ensure that the hall is
free from any other electronic device or components of electronic
devices.

(iv) Every hall shall have a metal detector door frame and guarded by
police force.

(v) Every person who enters the hall shall be frisked at every entry.

(vi) Entry to this hall shall be on production of Identity Card of the

authorized officials/passes issued by the District Election Office.

(vii) Nobody will be allowed to carry any electronic device inside the hall
including cell phones, camera and spy pens etc. or out of the hall.

3.4.3 Man Power in FLC

(i) FLC shall be carried out only by authorized engineers of BEL/ECIL.

(ii) List of engineers deputed by BEL/ECIL for carrying out FLC in a

district along with their identity card numbers etc. shall be commu-
nicated in writing by BEL/ECIL to the DEO.

8
 ‘No voter to be left behind’

(iii) No engineers, technicians or other technical staff except authorized

engineers/technical staff of BEL/ECIL shall be allowed to enter the
FLC hall

(iv) Authorized persons will be allowed to enter the FLC hall only after
proper identification using photo identity documents.

3.4.4 Work to be done in FLC-

(i) Removal of address tags, Ballot Papers, cleaning of superscriptions
on CU, BU, VVPAT, clearing of earlier poll data, dusting of CU, BU,
VVPAT etc.

(ii) Visual Inspection of CU/BU: Physical verification of Carrying Cases,

CU, BU, Connecting Cable, Connector, latches etc. to ensure no breakages

(iii) Full functionality checks: Checking of all switches in CU & BU, doors
(flaps), sealing provisions, scratches on acrylic screen etc. Response
of all switches, confirmation tests for efficacy of CU, BU etc.

(iv) BEL/BCIL engineers shall carry out test prescribed by the manufac-
turers to confirm that all components of the EVM are original.

(v) BEL/BCIL engineers will certify that all the components of the EVMs
are original in Annexure-2 of the instruction dated 30.08.2017.

(vi) If any EVM is found to be defective, it will be kept aside and then
taken to the factory of BEL/ECIL for repairs

(vii) Security personnel will not allow any equipment, other than
prescribed by BEL/ECIL, to be carried into the FLC hall

(viii) Casting of votes against all 16 candidate switches, observation of

result & clearing of mock poll data will be done for each EVM.

(ix) Mock poll should be done by voting 1200 votes in 1%, 1000 votes in
2% and 500 votes in 2% of the total EVMs. In rest of the machines
number of votes polled during the mock poll should be to the satisfaction
of the representatives of political parties

(x) Representatives of political parties shall be allowed to do the mock

poll themselves.

(xi) Signatures of representatives of political parties shall be taken in a

register as a token of having done mock poll themselves in Annexure–5
of the instruction dated 30.08.2017.

(xii) FLC of VVPAT shall be done in the presence of representatives of

the National and State level recognized Political Parties. During FLC,
in addition to normal FLC procedure, political parties will also be
asked to check the printed paper slips for each vote cast and to tally
the result of CU and VVPAT.

9
‘No voter to be left behind’

(xiii) Signatures of representatives of political parties shall be taken in

a register in (Annexure-6 of the instruction dated 30.08.2017) as a token
of having seen the print outs and confirmation that there are no
discrepancies between the VVPAT paper slips count and electronic
count/print outs of EVM.

3.4.5 Sealing of plastic cabinet of Control Unit of EVMs with Pink Paper Seal
(i) In order to ensure that the Control Unit of the EVM has not been
opened after First Level Checking of the EVMs, the Control Unit shall
be sealed with the ‘Pink Paper Seal’ supplied by the Nasik Security
Press in the presence of the representatives of the Political Parties
present at the time of FLC.

(ii) The Pink Paper Seal shall be affixed on the portion between the
Candidate Set Section and the Result Section of the Control Unit.

(iii) After fixing the Pink Paper Seal, the Engineer of the Manufacturer
shall put his signature on the Pink Paper Seal.

(iv) The representatives of the Political Parties shall also be allowed to

put their signature on the said seal with party name in abbreviation
below the signature.

(v) The representatives of the Political Parties present should be

allowed to note down the serial number of the pink paper seal
affixed on the Control Unit.

(vi) A register shall be maintained to note down the serial number of the
pink paper seal used on the Control Unit by clearly mentioning the
unique ID number of Control Unit and the Pink Paper Seal number
in Annexure–7 of the instruction dated 30.08.2017.

(vii) Signatures of representatives of political parties will also be

obtained on this register.

(viii) Photocopy of this register will be given free of cost to all National
and State level recognized political parties as soon as FLC is over.

(ix) Photocopy of this register will also be given to RO and all contesting
candidates as soon as last date of withdrawal of candidature is over.

(x) Photocopy of this register should also be available at the time of

candidate setting and at the time of counting, and should be shown
to candidates and their representative and acknowledgement taken
on the register.

3.4.6 Supervision of FLC

(i) The DEO shall nominate one officer not below the rank of ADM to
supervise the entire process of FLC.

10
 ‘No voter to be left behind’

(ii) This officer shall be present in the FLC hall for the entire duration
of FLC.

(iii) The process of FLC shall be continuously videographed.

(iv) Video CD will be kept in the custody of DEO.

(v) CCTV cameras shall be put in the FLC hall in such a manner that the
process of FLC can be seen on CCTV in the office of DEO.

3.5 First Randomisation

(i) After FLC of EVMs, the first randomisation of EVM (BU & CU) and VVPAT to
be done to allocate AC wise.

(ii) EVMs & VVPATs may be taken out for training and awareness purpose
whenever needed even before first randomization subject to an upper
ceiling of 10% of the total number of PS in the District (ECI’s letter no.
51/8/T&A/2018-EMPS dt. 09.10.2018.)

(iii) This randomisation can be done in the EVM Management System (EMS).

(iv) The DEO to fix the schedule of first randomisation and inform the political
parties to remain present.

(v) After random allocation of BU(s), CU and VVPAT for election (including reserve)
for each constituency, random allocation for training and awareness is to
be done.

(vi) After randomization, the CUs, BUs and VVPATs will be marked “Election” or
“Training/Awareness” in the EMS.

(vii) Green colour sticker for EVMs and for election clearly written ‘Election’ on
the sticker.

(viii) The list of such EVMs and VVPATs to be used for awareness purpose shall
be given to Nationalized and State political parties and also to candidates.
A sticker in bright Orange colour mentioning Voter Awareness shall be
affixed on such EVMs and VVPATs. Those shall be stored securely and used
by authorized officials deputed by DEO concerned. They must be trained
comprehensively on functioning of EVMs and VVPATs, log books shall be
maintained. (ECI no 51/8/7/2017-EMS dated 29.09.2017)

(ix) The status of 5% EVMs and VVPATs separated for awareness purpose shall
be marked as “Training & Awareness” in place of FLC-OK in EMS (ECI No.
51/8/ETS/2017-EMS, dated 24.10.2017).

(x) After first randomization, separate lists of CUs, BUs and VVPATs allotted to
each AC for use at polling stations as well as the training shall be prepared
and signed by the DEOs representative and the R.O and such lists shall be
handed over to all representatives of the recognized political parties.

11
‘No voter to be left behind’

(xi) Even if a representative is not available at the time of randomization, the

list shall be sent to the party office and a receipt obtained.

(xii) After first randomization list of randomized CUs, BUs and VVPATs clearly
indicating which CUs, BUs and VVPATs are to be used in which AC for polling
and which CUs, BUs and VVPATs are to be used in which AC for training and
awareness should be given to each recognized political party and a written
acknowledgement obtained. A copy of this list should be given to all the can-
didates after the last date of withdrawal of candidatures. Randomization of
EVMs and VVPATs shall be done by EMS only. (ECI No. 51/8/7/2017-EMS
dated 30.08.2017)

(xiii) Care should be taken that in no case the EVMs found defective are included
in this list.

3.6 Storage of EVMs after FLC

(i) After FLC and first randomization, the R.O of the constituency, shall take
charge of the CUs/BUs/VVPATs randomly allotted to his constituency. The
CUs/BUs/VVPATs meant for use at polling station shall be taken separately
to the strong room of the RO under proper escort and will be guarded by
suitable force round the clock. The training EVMs and VVPATs shall be
distributed to the relevant officers for the training purpose.

(ii) At the time of sealing the strong room, the representatives of political
parties can remain present and they can also affix their seal on the lock.

(iii) At strong room, a logbook shall be maintained and 24X365 Police security
shall be provided with CCTV from start of FLC till Election Petition (EP)
completion period. Minimum one Section of Armed State Police security
shall be in place. (ECI No. 51/8/7/2017-EMS dated 30.8.2017)

(iv) Strong rooms should have only one entry point and double lock system.
One key with RO and one key with ARO of the assembly constancy.

(v) CCTV coverage at entry point of strong rooms round the clock.

(vi) Fire extinguishers near and inside strong rooms.

3.6A Second Randomisation

(i) Second randomization of EVMs and VVPATs has to be done before preparing
the EVMs and VVPATs for poll by candidate setting as the address tag of
EVM is sealed at the time of preparation of EVM (Candidate Set). The
purpose of second randomization of EVMs and VVPATs is to allocate EVMs
and VVPATs randomly to polling stations.

(ii) The Returning Officer should fix the date of preparation of EVMs and
VVPATs for poll (Candidate set) and intimate all candidates to remain present
or send their representatives during the process. The date should be fixed
as early as possible after the last date of withdrawal of candidatures and
finalization of ballot papers.

12
 ‘No voter to be left behind’

(iii) On the date so fixed second randomization of EVMs and VVPATs also should
be done in EMS before doing the process of preparation of EVMs and
VVPATs for polls so that CUs, BUs and VVPATs should be randomly allocated
to polling stations.

(iv) A list of CUs, BUs and VVPATs along with the number of polling stations
assigned to them should be given to all the candidates. Similarly, a list of
CUs, BUs and VVPATs kept in reserve should also be given to the candidates
and written acknowledgement taken.

(v) Manufacturers shall provide protocol/checklist to RO beforehand and also

depute Senior Level Engineers at the State and District levels for
supervision and coordination during preparation of EVMs/VVPATs (ECI No
51/8/7/2017-EMS dated 30.8.2017).

(vi) RO shall open the strong room having EVMs and VVPATs (including
reserve) meant for poll at the time of preparation of EVMs and VVPATs in
the presence of candidates/their representatives under videography.

3.7 Preparation/Commissioning of EVM’s (ECI No. 51/8/7/2012-EMS dated

19.01.2012)

(i) Second Randomization of EVMs and VVPATs in EMS before preparation to

allocate randomly to polling stations.

(ii) The Returning Officer shall draw a schedule for preparation of EVMs and
VVPATs.

(iii) Preparation of EVMs and VVPATs should start as soon as possible after the
last date of withdrawal of candidatures. Sufficient time should be provided
for preparation of EVMs and VVPATs for each Assembly Constituency in
the case of Assembly Elections and for each assembly segment in the case
of Parliamentary Elections. As EVMs and VVPATs are to be prepared
concurrently, sufficient time, 5/6 days will be required for each assembly
segment. The schedule of commissioning to be planned accordingly. In case
of Parliamentary Elections, preparation of EVM and VVPAT for assembly
segment should be supervised by Assistant Returning Officers. The schedule
should be made in such a manner that preparation of EVMs and VVPATs is
done for all the assembly segments in separate halls and is completed at
least 8 to 10 days before the poll.

(iv) Candidates should be informed in writing of the schedule for preparation

of EVMs and VVPATs and should be requested to be present or send their
representatives at the time of preparation of EVMs and VVPATs. On the day
of the preparation of EVM, a register will be kept by the Returning Officer in
which the signature of candidates or their representatives will be taken as
token of their presence. These preparations have to be made in the presence
of the candidates and/or their agents.

(v) EVMs allotted by DEO in first randomization only be used.

13
‘No voter to be left behind’

(vi) Prior intimation in writing to candidate/election agent at least one week

before the date of such preparation.

(vii) Advance preparation of Register; address tags etc to save time.

(viii) Observer’s presence is must.

(ix) Candidates / their representatives be explained about procedure.

(x) For preparation of EVMs, take BU first.

(xi) Ballot paper before it is fixed on BU, shall be signed on its back by RO (by
hand or through rubber stamp)

(xii) Ensure proper alignment of ballot paper with panels of corresponding

candidate in BU.

(xiii) Candidates / their agents be allowed to put their seals on address tags
along-with the seal of RO.

(xiv) Don’t use “secret seal” of ECI at this stage - RO shall use his own seal. Secret
seal should be used only to seal EVMs and election papers after counting
of votes.

(xv) Use new battery in CU during RO sealing.

(xvi) Set the number of contesting candidates along with NOTA in CU.

(xvii) Sealing the candidate set section of the Control Unit.

(xviii) Candidates / their agents be allowed to put their seals on address tags
along-with the seal of RO.

(xix) Install the new battery in the VVPAT.

(xx) Install a fresh paper roll in the VVPAT.

(xxi) Loading of serial number, name of candidate and symbols including NOTA
in the VVPAT by the BEL/ECIL engineers.

(xxii) Check the test print out with the ballot paper in BU.

(xxiii) Check the VVPAT by casting one vote to each candidate to ensure printing
of paper slips accurately.

(xxiv) Seal the VVPAT as per ECI’s direction. (ECI No. 3/1/2013/VVPAT/SDR dated
15.10.13 and ECI No. 51/8/VVPAT/2017-EMS dated 05.12.2017)

3.8 Preparation of EVM and VVPAT by RO/ARO

(i) Preparation shall be carried out in a large hall which can accommodate all
EVMs and VVPATs to be prepared and all personnel concerned.

(ii) Entry to this hall shall be on production of Identity Card issued by the DEO.

14
 ‘No voter to be left behind’

(iii) The hall should be sanitised – free from all electronic device (except devices
carried by the engineers of BEL/ECIL).

(iv) Only one entry provided with metal detector door frame and guarded by
the police force.

(v) The Returning officer should fix the date of preparation of EVMs and VVPATs
for poll (Candidate set) one week before poll and intimate all candidates to
remain present or send their representatives during the process.

(vi) On this day second randomization should be done before doing the process
of preparation of EVMs and VVPATs for polls and CUs, VVPATs and BUs
should be randomly allocated to polling stations.

(vii) After second randomization Polling Station number should be marked in

the EVM Management System, against those BUs, VVPATs and CUs which
have been assigned to polling stations.

(viii) Those BUs, VVPATs and CUs which have not been assigned to polling
stations but are meant to be used in elections should be marked “Reserve”
in the EVM Management System.

(ix) List of such EVMs and VVPATs assigned to each polling station including
reserve to be given to each candidate.

(x) In case more than one BU is needed, the additional BUs should also be
allocated to each polling station randomly.

(xi) In case the additional BUs are being arranged by CEO, these BUs should
also be allocated randomly on arrival.

(xii) BU shall be examined by BEL/ECIL engineers who will certify as in Annexure-3

(dated 19.01.2012).

(xiii) If any BU is found defective, it will be kept aside and will not be repaired as
repairing is strictly prohibited in the field.

(xiv) During commissioning of EVMs and VVPATs in 100% VVPATs one vote to
each candidate shall be given to check that the VVPAT is printing the paper
slips accurately. All such VVPAT paper slips should be stamped on their back
side with rubber stamp having inscription “TESTING VVPAT SLIP-VVPAT
Commissioning”, thereafter these slips shall be kept in thick Red coloured
envelops and sealed with the seal of the RO.

Mock poll of 1000 votes would be cast in 5% of randomly selected EVMs and
VVPATs. Mock poll slips should be stamps on their backside with rubber stamp
having inscription “MOCK POLL SLIP-EVM Commissioning”, these mock
poll VVPAT with paper slips shall be kept in thick green coloured envelops
and sealed with the seal of the RO. (ECI’s letter No. 51/8/VVPAT/2018-EMS
dt. 08.11.2018).

15
‘No voter to be left behind’

(xv) Representatives of candidates shall be allowed to do the mock poll themselves.

(xvi) Signature of representatives of candidates shall be taken in a register in

Ann.4 (Letter dated 19.01.2012).

(xvii) Ensure that the pink paper seal fixed on the CU at the time of FLC is not
damaged in any manner in this process.

(xviii) Representatives of candidates shall be allowed to pick machines randomly

for this purpose and also to participate in the process.

(xix) Signatures of representatives of candidates shall be taken in a register in

Ann.5 (Letter dated 19.01.2012) as a token of having seen the print out and
confirm that there is no discrepancy between the votes polled during the
mock poll and results in the print out. (ECI No. 51/8/VVPAT/2018-EMS
dated 08.03.2018)

(xx) Sealing of BU with thread and address tags should be done as per procedure.

(xxi) In addition, the BU shall be sealed with a special “pink paper seal” in the
presence of candidates or their representatives.

(xxii) After affixing the pink paper seal, BEL/ECIL engineer shall put his signature
on the pink paper seal. Candidates or their representatives shall also be
allowed to put their signatures on this seal with name of the candidate,
party.

(xxiii) A register in Ann.6 (Letter dt. 19.01.2012) shall be maintained to note

down the serial no. of the pink paper seal used on the Balloting Unit by
clearly mentioning unique ID of the BU and pink paper seal no.

(xxiv) Signatures of candidates and their representatives will also be obtained on

this register.

(xxv) Photocopies of this register will be given free of cost to all candidates once
preparation is over.

(xxvi) Preparation shall be supervised either personally by the RO or one of the

AROs under videography.

3.9 Safe custody of prepared EVMs and VVPATs

(i) After preparation of EVMs and VVPATs at RO level, the EVMs and VVPATs to
be used at PSs and kept as reserve shall be kept again in strong rooms in the
presence of candidates/ representatives under videography. Strong room
should be sealed with ROs seal and candidates/ representative should be
asked to put their seal. Strong rooms shall be with double lock system.

(ii) Strong rooms should be kept fully guarded at all times under the charge of
senior police officer not below the rank of Deputy Superintendent of Police.
Wherever possible, the Central Police Forces should be used for such guard
duty. (ECI No. 51/8/7/2017-EMS dated 30.08.2017)

16
 ‘No voter to be left behind’

(iii) CCTV coverage at entry point of strong rooms.

(iv) Fire extinguishers near and inside strong room.

(v) Log book should be maintained regarding opening/sealing etc.,

(vi) Opening of strong room (whenever necessary) - Prior intimation to candidates

is must.

(vii) On the day of dispersal of polling parties RO shall open the strong room
having EVMs and VVPATs (including reserve) in the presence of candidates
/ representatives under videography.

(viii) Maintain complete record of all CUs, BUs and VVPATs used at the election.
That record should show clearly the number of CUs, BUs and VVPATs used
at each polling station along with the serial numbers of each such unit. The
record should also show the number of CUs, BUs and VVPATs along with
their serial numbers, which have been prepared for use and kept in reserve.
If any of such Control Units or Balloting Units or VVPAT is put to use, a
complete record as to where each such unit was used should be properly
maintained and it should show also the reasons for which the use of such
reserve unit became necessary.

3.10 Receipt of EVMs and VVPATs etc by Polling Parties at the time of dispersal
(i) RO should keep a separate register showing the number and the name of
the polling stations, the name of the Presiding Officer and serial nos. of CU/
BU(s)/VVPAT supplied to him and his full signature in token of having
receipt the same.

(ii) That register should have further provision for keeping proper account of
the machines received back from the Presiding Officers. The officer who
receives the machines back after the poll from the Presiding Officer should
clearly note down the serial numbers of the Control Unit, Balloting Unit(s)
and VVPAT so received back and should append his full signature in token
of having received those units back.

(iii) If any machine is received back in a damaged condition, full record of each
such machine should be maintained.

(iv) The reserve machines should be kept at a central place or places in the
constituency on the day of poll so that the same may be supplied with the
least possible delay to any polling station where an emergent need arises
for replacement of any Control Unit or Balloting Unit(s) or VVPAT. These
machines should be kept under the charge of one of the Assistant Returning
Officers or some other senior officer specifically nominated for the
purpose by Returning Officer.

(v) These reserve machines or machines used for training should not be moved
from their place of storage after conclusion of poll as it may give unnecessary
doubts in minds of some persons as if polled EVMs or VVPATs are being
shifted.
17
‘No voter to be left behind’

(vi) PrO to check the serial numbers & Address tags on CU, VVPAT & BU(s) & on
their carrying cases.

(vii) Check the seals put by RO on the ‘Candidate Set section’ on CU and at the
right top and bottom latch covers of BU and affixed Pink Paper Seal on CU
& BU.

(viii) Polling party should never open the seals put by Returning Officer on CU
and BU.

(ix) Switch on the CU and press `Total’ button’ to verify that the CU is set for
correct number of candidates.

(x) Check that the ballot paper is properly fixed.

(xi) Check that the required candidate Buttons are unmasked (blue) and the
other Buttons are masked (white).

(xii) Check that the slide switch (or thumb wheels switch in M3 EVM) on BU is
correctly adjusted.

(xiii) Seals of Balloting Unit should not be opened by polling party at any time.

(xiv) Switch off the CU and pack it in carrying case before taking it away to polling
station.

(xv) A list of various items of polling materials which will be required for use at
the polling stations where EVM and VVPATs are used is given in Annexure
8 of RO Handbook 2019.

(xvi) Under Rule 49L (1) of the Conduct of Elections Rules, 1961, there shall be
a Register of Voters at every polling station. Each polling party will be
supplied one or more of such Registers depending upon the number of voters
assigned to the polling station.

(xvii) 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,
as VVPATs issued to them are already checked & tested.

3.11 On Poll day

3.11.1 Tracking of Mock Poll
(i) The RO/ARO through the Sector Officers and using the communication
link with the polling station/ mobile teams, shall track the conduct
or otherwise of mock poll, and ascertain the mock poll status.

(ii) Non-confirmation of mock poll could be indicative of

non-commencement of poll and in that case the RO/ARO shall make
immediate intervention to sort out the problem.

18
 ‘No voter to be left behind’

3.11.2 Conduct of Mock Poll

(i) Mock poll shall be conducted normally one hour before the scheduled
hour of commencement of poll.

(ii) All contesting candidates should be informed in writing well in

advance in this regard.

(iii) Polling agents of at least two candidates should be present at the

time of Mock Poll. However, if polling agents of at least two
candidates are not present, the Presiding Officer may wait for 15
more minutes.

(iv) If the agents still do not come, then the Presiding Officer may start
the mock poll.

(v) Remove the Balloting Unit, VVPAT Unit & Control Unit from their
carrying cases.

(vi) For mock poll, the BU(s) and VVPAT should be placed in the voting
compartment and CU and VSDU (there is no VSDU in M3 VVPAT) on
the table of Officer who will operate the CU. VVPAT should be placed
to the left side of the 1st Balloting Unit.

(vii) Connect the Balloting Unit/first Balloting Unit to the VVPAT Unit.
Connect VVPAT and VSDU (available in M2 VVPAT) to the Control
Unit.

(viii) Open back cover of CU and Switch “ON” power.

(ix) Open “Result” section outer door and inner door of CU.

(x) Press Clear button of CU to show to the agents present that there are
no votes polled.

(xi) The mock poll should be conducted with the polling agents voting at
random for each of the contesting candidates. At least 3 votes shall
be polled in favour of a candidate. A total of at least 50 votes should
be polled in the mock poll.

(xii) One polling officer should be present in the voting compartment

along with the polling agents to watch operations on the Balloting
Unit(s) and the printed ballot slips by the VVPAT unit. This polling
officer will keep a record of the votes cast.

(xiii) Presiding Officer will ascertain the result by pressing the result
button in the Control Unit in the presence of the Polling agents.
Count the VVPAT paper slips by taking out by VVPAT paper slips
from the drop box in the presence of polling agents and confirm that
the result of CU and VVPAT paper slip count tally for each candidate.

(xiv) Thereafter, all mock poll data in CU must be cleared by pressing

‘clear’ button on CU and the empty drop box must be verified by the
polling agents.
19
‘No voter to be left behind’

(xv) The mock poll VVPAT paper slips, should be stamped on their back
side with rubber stamp having inscription “MOCK POLL SLIP”, thereafter
these mock poll VVPAT paper slips shall be kept in an envelope
made of thick black paper and scaled with the seal of the Presiding
Officer.

(xvi) The Presiding Officer and polling agents must put their signatures
on the envelope. The number and name of the polling station, number
and name of Assembly Constituency, date of poll and the words
“VVPAT paper slips of Mock Poll “ shall be written on the envelope.
This envelope must be kept in the special plastic box for mock poll
and scaled with a pink paper seal placed all around in such a manner
that opening or the box will require breaking of the seal.

(xvii) The number and name of the polling station, number and name of
Assembly Constituency and the date of poll shall be written on the
plastic box.

(xviii) The Presiding Officer and Polling Agents must put their signatures
on the pink paper seal and keep the box along with other documents
relating to elections.

(xix) Thereafter, Presiding Officer will sign the Mock Poll Certificate and
seal the CU and VVPAT.

(xx) The Presiding Officers shall mention the names of the Polling agents
and the candidates (and their party affiliations), whom they represent
and also obtain their signatures on the completion of mock poll on
the certificate. (ECI No. 51/8/VVPAT/2017-EMS dated 16.10.2017
and 11.01.2018)

(xxi) One copy of certificate will be collected by SO immediately after

conducting Mock Poll.

(xxii) Micro-observer should also participate in mock poll process and

sign the mock poll certificate.

(xxiii) These proceedings should be videographed wherever videography

arrangement has been made at a polling station.

(xxiv) Seal the CU as per the prescribed method using green paper seal,
outer paper strip seal. Also seal the drop box of the VVPAT.

(xxv) Polling Officer in charge of CU, shall ask the voters if they notice any
malfunctioning of BU, they should bring it to notice of him/Presiding
Officer. The Presiding Officer thereupon check and verify the
genuineness of such complaint in presence of poling agents and the
complainant. EVM will be replaced if found malfunctioning. These
instructions will be brought in notice of polling agents during mock
poll or whenever they report at PS. Advertisement in this regard in
newspaper on poll day and displaying of poster at PS also.

20
 ‘No voter to be left behind’

(xxvi) “Test-vote” during poll process- Circumstances and procedure as

per ECIs number 51/8/7/2015-EMS dt.04.02.2015.

(xxvii) If any unit of the EVM (BU or CU) found defective during poll process,
Presiding Officer shall inform the SO quickly. The entire set of EVM
(both BU & CU) and VVPAT should be replaced by new set of EVM
(BU & CU) and VVPAT.

(xxviii) Again, mock poll should be conducted on the new set of EVM (both
BU & CU) and VVPAT before it is put to use. However, in this case,
it would be sufficient to cast at least one vote each for each of the
candidates. A new mock poll certificate should be recorded in such
a case. VVPAT Paper Slip of this mock poll shall be kept in separate
black envelop, which shall be sealed and description shall be written
on this envelop also.

(xxix) In case replacement of only VVPAT during actual poll, no mock poll
will be conducted.

(xxx) Whenever any voter asks for help or expresses inability to vote using
EVM, the presiding officer can explain to the voter the voting process
using the cardboard model of the BU, supplied by DEO/RO in the
presence of polling agents and never inside the voting compartment.

3.11.3 Conduct of Poll

(i) In order to ensure that no voter has committed any mischief by
pasting any paper, tapes etc., on the symbol/names/ballot button,
the Presiding Officer may from time to time inspect Balloting Unit
(BU)- but he should make it a point to do so in the immediate presence
of polling agents when there is no voter inside the voting compart-
ment.

(ii) At the time of closure of poll, the Presiding Officer shall press the
‘Close’ button and make a note of the Poll end date and time
displayed on the CU in the presiding officer’s diary. And do the other
prescribed procedures.

(iii) After the poll has been closed and the account of votes recorded
in the voting machine has been prepared in Form 17C and copies
thereof furnished to the polling agents present, EVM and VVPAT
should be sealed and secured for transportation to the counting/
collection centre

(iv) For sealing and securing EVM and VVPAT, the power switch in the
Control Unit should be switched ‘OFF’ and then Balloting Unit(s)
and VVPAT should be disconnected. The Balloting Unit(s), the Control
Unit and VVPAT should be put back in their respective carrying cases.
The carrying cases of BU(s), CU and VVPAT should then be sealed
by passing a thread through the two holes provided for the purpose
on both sides of the carrying cases and putting thread seal with

21
‘No voter to be left behind’

the Presiding Officer’s seal on common address tag showing the

particulars of the election and the polling station. The candidates
or their polling agents as are present and desirous of putting their
seals should also be allowed to do so.

3.12 Collection Centre

(i) The machines shall be escorted back after the poll under proper escort.

(ii) R.O. should make proper arrangements for the safe transportation and
custody of EVMs and VVPATs and other election papers and materials after
the close of the poll from the polling stations to the storage centre, where
the EVMs and VVPATs and election papers will be stored pending the counting.

(iii) After poll all available EVMs and VVPATs are divided in 4 categories.

Category A - Polled EVMs and VVPATs

Category B - Defective Polled EVMs and VVPATs

Category C - Defective Unpolled EVMs and VVPATs

Category D - Unused EVMs and VVPATs

After poll EVMs and VVPATs of category A and B shall be stored in the
strong room, EVMs and VVPATS of category C and D will be stored securely
separately in a different room, not in the vicinity of AC strong room. (ECI’s
letter no. 51/8/7/2018-EMS dt. 03.11.2018 and 06.12.2018.)

(iv) After all formalities are completed, the EVMs and VVPATs shall be kept in
strong room in double lock system and the strong room shall be sealed in
the presence of the candidates/ their agents and Observer, under videography.

(v) In case of re-poll, the EVM and VVPATs required for re-poll shall be drawn
from the reserve list and the CU/BU/VVPAT number shall be informed
to the candidates/agents in writing and also to be entered in the EVM
Management System.

3.13 Re-polled EVMs and VVPATs

(i) After re-poll the strong room shall be re-opened in the presence of the
candidates/ their agents and Observer for the storage of the re-polled EVM
and VVPAT.

(ii) This re-polled EVM and VVPAT should be placed together with the old EVM
which was used earlier in the original poll.

(iii) A tag ‘Not to be counted’ shall be put prominently on the old EVM and
another tag ‘Re-polled EVM – to be counted’ shall be put on the new
re-polled EVM. RO shall put signature on both the tags.

22
 ‘No voter to be left behind’

3.14 Post-poll storage of EVMs and VVPATs

(i) Strong rooms to have double lock system. One key with RO and one key
with ARO of AC segment.

(ii) Two cordoned security round the clock. CPF for innermost perimeter
immediately outside the strong room and SAP for outermost perimeter
security.

(iii) Candidates to be asked in writing to depute representative to keep close

watch.

(iv) CCTV coverage on strong room doors.

(v) Control room adjacent to strong room. A Gazetted Officer along-with Police
Officer on round the clock duty.

(vi) Fire extinguishers near and inside strong room. Un-interrupted power
supply and in contingency standby generators.

(ix) No one (even Observer, DEO and SP) shall be allowed to enter inner perimeter
without making required entries in logbook and under videography by CPF
personnel.

(x) Phone numbers of election authorities shall be given to candidates/ repre-

sentatives to make any compliant in case of any lapse.

(xi) RO shall visit daily at strong room and daily status report will be submitted
to DEO. The DEO shall also visit.

(xii) Alighting point for vehicles to be marked at storage centre.

(xiii) DEO/DM and SP will be personally responsible for security of strong

rooms/ EVMs.

(xiv) On the day of counting the strong room shall opened in the presence of
candidates/representatives, Observer, RO under videography.

3.15 Counting of Votes

(i) Before starting the counting in the EVM the unique ID number of the CU,
the Unique ID number of the Pink Paper Seal and the unique ID number
of Green paper seal should be verified from the record and shown to the
polling agents.

(ii) Poll start date and time and poll end date and time displayed on the CU
should be verified from the record and shown to the polling agents.

(iii) In case of any discrepancy in the date and time of start and end of poll
displayed in the Control Unit with Indian Standard Time of start and end
of poll, the difference will be compared with the date and time noted by
Presiding Officer in the mock poll certificate.

23
‘No voter to be left behind’

(iv) If the date and time difference at the time of mock poll does not match with
the date and time difference of start and end of poll, the EVM will be kept
aside and the matter will be referred to the Commission for its decision.

(v) On other hand, the difference of the discrepancy will be explained to the
candidates/representatives and the votes will be counted as usual.

(vi) In case any Control Unit does not display result, it should be kept back inside
the carrying case and then be kept in the Returning Officer’s custody in the
counting hall.

(vii) Counting of votes in other machines should continue as usual.

(viii) Result from such Control Unit(s) will not be retrieved using auxiliary display
unit or printer.

(ix) After completion of counting of votes of all the Control Units, the printed
paper slips of the respected VVPAT shall be counted as per the counting
procedure prescribed by the Commission to count VVPAT paper slips.

(x) Thereafter, counting of printed paper slips of VVPAT(s) under Rule 56D of
the Conduct of Election Rules, 1961 should be taken up, if any.

(xi) A report regarding counting of VVPAT paper slips should be sent to the
Commission in the prescribed format through CEO concerned for information.
(Para 29 of Ch. 15 of RO Handbook 2019)

(xii) After completion of counting, all the CUs whether result has been retrieved
from it or not should be kept back inside their respective carrying cases.
The carrying cases should then be sealed once again.

(xiii) The RO & Observer should put their signatures on the seal.

(xiv) All candidates and their election agents should also be allowed to put their
signature on the seal.

(xv) The Control Unit should be then kept in the strong room(s).

(xvi) In case of “test-vote” casted in favour of a candidate, as reported in item 5

of Part-1 of Form-17-C, such vote will be deducted. (ECIs instruction dated
04.02.2015)

3.16 Videography of Events –

All the stages beginning from first level checking should be fully covered with
videography and records kept properly.

3.17 Application for VVPAT Paper Slips counting –

After announcement of result sheet entries, any candidate their election agent or
their counting agents may apply in writing to the RO to count the printed VVPAT
paper slips in any or all polling stations. If such application is made, the RO shall
pass a speaking order on whether the VVPAT paper slips should be counted. If the

24
 ‘No voter to be left behind’

RO decides to allow the counting of the VVPAT paper slips of any or all polling
stations, such decision of the RO must be recorded in writing along with the
reasons thereof. The RO shall give due consideration to the following:

Whether the total number of votes polled in that polling station is greater or lesser
than the margin of votes between winning candidate and candidate making the
application

Whether EVM had a problem and was replaced at that polling station during poll

Whether there was any complaint about VVPAT not printing or complaints by any
voter under Rule 49MA in that polling station during the poll. (ECI’s letter no.
51/8/VVPAT/2017-EMS dt. 05.12.2017)

3.18 Mandatory Verification of VVPAT Paper Slips –

The verification of VVPAT paper slips of randomly selected one polling station for
each AC / segment shall be taken up after completion of the last round of counting
of votes recorded in the EVMs. (ECI’s letter no. 51/8/VVPAT-INST/2018-EMS dt.
13.02.2018).

25
‘No voter to be left behind’

4. Polling Personnel
(Reference - Section 26 and 159 of R.P. Act 1951, R. 53 of CE Rules 1961 and Ch. 3 of R.O.
Handbook 2019, ECI’s No.464/Inst/2007/PLN-I dated 08.01.07, ECI’s No. 464/Inst/2007/
PLN-I dt.11-12-07, ECI’s No. 464/KT-LA/2008 dated 4.4.2008, ECI’s No. 64/OBS/
Misc/2008/PLN-1 dated 27.5.2008, ECI’s No. 437/6/2006/PLN-II dated 6.11.2006, ECI’s
No.464/INST/2007/PLN-I dated 12.10.2007, ECI’s No.464/INST/2008/EPS dt.19.9.2008
and 26.12.2008,ECI’s No. 464/INST/2008/EPS 12.9.2008, No.76/Instruction/2013/EEPS/
Vol.-I dt. 21.03.2013; No.437/6/1/2014-CC&BE Dt.09.01.2014; No.464/INST/PAY/2014-
EPS Dt.28.02.2014; No. 218/6/2014/EPS Dt.25.04.2014)

4.1 Deemed deputation of ECI -

(i) All Officers/officials related to election duties including police personnel
shall be deemed to be on deputation of ECI during election process (Sec.
28-A of RP Act 1951)

4.2 Requirement to be assessed - Deployment of Staff in connection with conduct

of election - following categories of officers/officials will be required in various
stages -

(a) Presiding Officers and Polling Officers.

(b) Micro observers.

(c) Sector Officers.

(d) Area/Sector Magistrates.

(e) Assistant Election Observer and other teams to be engaged in Election

Expenditure Monitoring.

(f) Control Room/Help Line Staff.

(g) EVM Ground Staff.

(h) Officers/Officials to be engaged in Dispersal Counters, Facilitation Centres

& Receipt Centres.

(i) Assembly Level Master Trainers for imparting training to various categories
of officials.

(j) Officers/Staff required for various election cells.

(k) Police Personnel.

(l) Counting Supervisors and Assistants.

(m) Counting Micro Observers.

(n) Voter Assistance Booth Staff.

(o) Digital/Video camera Supervisors.

(p) Booth Level Officers.

26
 ‘No voter to be left behind’

4.3 Who can be deployed- Staff of following authorities can be deployed-

(a) Central Government and State Government.
(b) Local Authority.
(c) University established or incorporated by/ under a Central / State
Govt. Act.
(d) Government Company.

(e) Institution, Concern or Undertaking which is established by/under

Central/State Act or which is controlled/ financed wholly/substantially
by funds provided directly/ indirectly by Central/State Govt.

(f) Staff of above categories (b), (c), (d) & (e) will be requisitioned on
the request of Chief Electoral Officer (sec. 159(2) RP Act, 1951).

4.4 Database -District Database of all employees of Central Govt./State Govt.,

Central/State PSUs, Govt. Companies shall be prepared.

(a) Software – Supplied by CEO Office.

(b) Particulars like name, sex, Home AC, work place AC, designation,
office, pay scale, phone No., and Name & No. of AC, where he is
enrolled, Part No., voter serial No. etc.

(c) Database to be comprehensive – Every employee of all departments

of Central/State Govt. and Central/State PSUs must be covered in
the database, irrespective of the fact that an employee will be
assigned the election duty or not.

(d) While deputing the staff on election duty ensure that there should
not be too much of strain on a particular department/ organisation.

(e) Bank/LIC employees only in contingency.

4.5 Not to be deployed in election duties -

(i) Officials working in CBI, IB and RAW and personnel working in essential
services.

(ii) Contractual workers or Anganwadi workers not to be engaged in elections.

(iii) Sr. officers of Indian Forest Service, Veterinary Doctors and Compounders,
Cattle Extension Officers, Medical Practitioners, Territorial staff of Wild
Life/Sanctuary Deptt., Staff of AIR and Doordarshan.

(iv) Staff of commercial bank in rural area, where the bank has only one employee.

(v) Operational staff of BSNL, UPSC and educational institutions (except in

unavoidable circumstances)

(vi) Officials against whom ECI recommended disciplinary action or who have
been charged for lapses in election related duties.
27
‘No voter to be left behind’

(vii) Officials against whom criminal case is pending.

(viii) Physically challenged persons in polling duty.

(ix) Where female employees are engaged in polling duty, guidelines of ECI be
followed.

4.6 Grouping and formation of polling party -

(i) Presiding Officer and POs to be classified on the basis of pay, post and rank.

(ii) Presiding Officers should be Gazetted Officers and failing that official who
are working in supervisory capacity should be deployed.

(iii) Proper mix up of personnel. Two officials of the same group/category or

from same deptt. /office should not be put together.

(iv) Certificate regarding proper mix up.

(v) One Presiding Officer + three POs in a polling party. Four polling officers
is required if VSDU is attached with M2 VVPAT. In case of simultaneous
elections for Vidhan Sabha & Lok Sabha the norms are One Presiding Officer
+ 5 Polling Officers.

(vi) Persons not to be deployed in home AC or AC wherein he is posted or AC in

which he resides.

(vii) Where electors are small in numbers one Presiding Officer + 2 PO may be
sufficient.

4.7 Randomization of poll personnel- Three stage of randomization process -

(i) First stage - To identify and select required number of polling personnel
for district. In the appointment letter (in prescribed format as given in RO
Handbook) the identity of AC not to be disclosed. Polling personnel will
know whether he/she is a Presiding Officer or a PO, the venue and time of
training. Presences of observers are not required at this stage.

(ii) Second stage - Polling parties shall be formed. AC may be known but actual
PS will not be known. Observers must be present. Second randomization
as soon as after this completion of scrutiny of nominations. (ECI’s no. 464/
INST/2014-EPS Dt. 28.03.2014).

(iii) Third stage –On P-2 day in the presence of the observer (ECI’s letter no.
464/INST/2014-EPS Dt. 12.03.2014).

(iv) Randomization of female polling personnel, manually, as per ECI instruction

no. 464/INST/2014-EPS Dt. 10.03.2014. No female polling personnel to
stay at polling station during night. May be allowed to reach on the morning
of poll day.

Certificate regarding formation of polling parties on the basis of three stage

randomisation process be given by DEO to ECI through and separately to CEO.

28
 ‘No voter to be left behind’

4.8 Central Government Employees -

(i) The polling personnel should be drawn both from the State Government
departments as well as the Central Government offices, as far as practicable.
Central govt. officials must first be used for appointment as micro-observers
and then, if available for proper mix as stated above.

(ii) Assistant Expenditure Observer are also to be deployed from Gr. B officers
of Income Tax Department, Central Excise, Audit & Accounts or Central
PSUs (if available)

(iii) Separate database for Gr. A, B, C employee of Central Govt.

(iv) The Gazetted officers/officials of Central Govt. and Central Govt. PSUs be
identified as Micro Observers, which will be deployed randomly after
consultation of Observer.

(v) One Additional Counting Staff drawn from Central Govt./PSUs of Central
Govt., will be deployed for each counting table.

4.9 Photo Identity Cards etc. for polling personnel -

(i) Photo identity card in the prescribed format be issued by DEO/RO to
Presiding Officer / Polling Officers / Counting Supervisors / Assistants,
Camera / Video Supervisors/ BLO/ Voter Assistance Booth Staff/ All other
staff associated with polling booth. Capturing of photographs of personnel
at the time of first training be arranged. (ECI No. 464/Inst./2007/PLN-I
dated 12-10-07)

(ii) Polling Parties to stay at polling stations itself - In no case they may be
allowed to stay at the residence of any private person.

(iii) Arrangements for shelter and drinking water for polling personnel/ voters.

(iv) Training sessions for teaching staff be conducted on holidays or after working
hours. [ECI’s No. 509/65/2003/ J.S.I. dt. 28.1.08]

(v) In case, the polling personnel is not a voter he should be enrolled in the roll
and EPIC be issued - DEO should ensure it through sponsoring authority.

(vi) Micro Observer should, be enrolled as voter and EPIC issued.

4.10 Polling personnel welfare measures (ECI No. 464/INST/2008/EPS dt.

12.9.2008)

(i) Senior officer as nodal officer to coordinate and supervise welfare measures.

(ii) Proper arrangement of basic amenities at training venues, dispersal centres

/reception centres.

(iii) Refreshment arrangements - on payment or otherwise.

29
‘No voter to be left behind’

(iv) Basic amenities at polling stations and

(v) Health care/first aid.

(vi) In relation to women personnel all instructions of ECI and Court orders to
be complied with.

4.11 Engagement of Child Labour in Election related activities (ECI No. 464/
INST/2013-EPS dt. 02.05.2013)

(i) Children (below 14 years) not to be engaged for any work connected with
the election process like campaigning, carrying campaigning materials etc.

(ii) Penalty under Child Labour (Prohibition and Regulation) Act, 1986.

4.12 Disciplinary proceedings by Govt. against officials on election duty

(Sec. 28A of RP Act, 1951 and ECI’s No. 464/INST/2009-EPS dt. 31.03.2009)

Written prior permission of the ECI is mandatory before suspending/initiating any

disciplinary proceeding against officer/official connected with conduct of election
during the period of election.

4.13 Remuneration etc. to officers/officials deployed on election duty –

As per ECIs instruction No. 464/INST/PAY/2014-EPS Dt.28-02-2014.

4.14 Ex-Gratia Compensation in case polling personnel dies - meaning of

“election duty” (ECI’s No. 218/6/2006/EPS dt.5.11.2008 and Dt.25.04.2014)

(i) A person to be considered on election duty as soon as he leaves his residence

/office to report for any election related duty including training and until
he reaches back his residence/office after performance of his election duty
- There should be a causal connection between occurrence of death/injury
and the election duty.

(ii) Ex-gratia compensation as per ECI’s instruction Dt.25.04.2014.

(iii) Ex-gratia compensation will be applicable to all personnel deployed in all

types of election related duties, all security personnel (CAPF, SAP, State
Police, Home Guards etc.) private persons like drivers, cleaners etc. hired
for deployment for election duty.

(iv) Applicable period- from announcement of elections.

(v) Ex-gratia compensation to security forces will be in addition to the payment

made by MHA/State Government under existing guidelines.

30
 ‘No voter to be left behind’

5. Election Materials
5.1 Polling material
(i) Permanent articles like - Brass seal, Arrow Cross Seals etc, be checked - In
case of shortage procurement as per instructions of CEO.

(ii) Forms and envelops received from CEO be checked/assessed. [Ref Handbook
of Presiding Officers, and Handbook of ROs]

(iii) Stationary articles to be procured from CEO/ as per direction of CEO.

(iv) Forms for appointment of polling parties to be generated from computer.

(v) Indelible Ink - Only fresh stock be used.

(vi) Green paper seals and strip seals be obtained from stores of CEO.

(vii) Final result sheet in Form No. 20 and Part-II of Form No. 17-C (bearing
names of contesting candidates) should be generated through computer.

(viii) Performa for recording of votes by additional counting staff also to be

printed.

(ix) Updated list of disqualified persons u/s 8A, 9, 10A of RP Act 1951 to be
procured from CEO and to be given to ROs before scrutiny of nomination
papers.

(x) Presiding Officer diary formats should be serially numbered - keep proper
account thereof.

(xi) Register of accounts of election expenses by candidates should be serially

numbered and authenticated by DEO

(xii) Card board model of EVM also to be given to polling party for explaining
voting process to voters (ECI No. 51/8/7/2008 EMS(INST-II) dt. 11.8.2008)

(xiii) Voting compartment – (ECI’s No.464/INST-SVC/2013-EPS Dt.27.01.2014,

No.51/8/6/2015-EMS dt.10.7.2015 and ECI’s No.51/8/7/2016-EMS dated
15.11.2016]

Only of flex-board of steel grey colour to be used. Dimensions 24”x24”x30”.

If one BU is used. Width may be increased by 12” for each additional BU(s).
Other norms as per ECI’s directions.

(xiv) Pre-printed serial numbered voter slips (about 200 per PS) should
be supplied to polling parties for distribution to electors standing in
queue at the hour fixed for close of poll. (ECI’s No. 464/INST/2015-EPS
dt.04.02.2015)

(xv) Pre-printed posters for awareness of voters/polling agents to complain

about malfunctioning of EVMs, if found, during for process. (ECI’s
No.51/8/7/2015-EMS dt.02.02.2015)

31
‘No voter to be left behind’

(xvi) Procure following new formats/envelops also –

(a) Additional report by Presiding Officer after poll (to be submitted to

Observer and RO).

(b) Micro Observer’s report after poll (to be given to Observer)

(c) SO’s report (to be submitted to Observer and RO).

(d) Certificate regarding Mock Poll (ECI No. 51/8/VVPAT/2017-EMS dt.

05.12.2017).

(e) “Visit Sheet” at PS.

(f) Envelops in black paper for sealing mock poll VVPAT paper slips (to
be used on poll day).

(g) Envelops in Red and Green Colour for sealing mock poll VVPAT paper
slips (to be used at commissioning of EVM).

5.2 Working copies of Electoral Rolls (ECI’s No. 22/2/2006 - PLN-II dt. 24-3-2006;
ECI’s No. 22/2/2007-ERS dt. 6-11-2007, ECI’s No. 23/LOCATOR/2007-ERS dt.
5-11-2007; ECI’s No. 22/2/2008 PLN-II dt. 8.8.2008; ECI’s No. 51/8/7/2008-EMS
(Inst-II) dt. 11.8.2008; ECI’s No. 22/2/2008/ERS dt. 5.9.2008)

(i) Working copies of rolls inclusive of supplements carrying modifications up

to the last date of nomination shall be prepared by the ERO/RO - Timely
preparation be ensured.

(ii) At least 15 sets of rolls should be prepared -

(a) For candidates of recognized political party - One each.
(b) For Polling Party - 4 set to each party including marked copy in
sealed cover.
(c) For Sector Officer.
(d) For safe custody of DEO/RO.
(e) For reserve.

5.3 Copies of Electoral Rolls & Voters Slips

(i) The mother roll shall also be printed along with all supplements, using the
software provided for this purpose, at the end of the period of continuous
updating after the last date of nomination is over, so that there should be
no need to make any correction in the electoral roll by hand. A copy of this
electoral roll with the mother roll and the supplements printed by the software
shall be given free of cost to contesting candidates of recognised political
parties and will also be made available for sale by the ERO to other persons.

(ii) A separate and part wise electoral roll in alphabetical order, preferably
in English - For use at Voter Assistance Booth/ P.S. (ECI No. 23/LOCATOR
/2007-ERS dated 05-11-2007)
32
 ‘No voter to be left behind’

(iii) RO to prepare PS wise list of absentee voters in roll, both, with family and
without family linkage -This will be used for identification for critical PSs
also.

(iv) List of Absentee/Shifted/Dead voters to be prepared and to be given to

polling party.

(v) In addition to the EPICs, Voter Slips should be printed by the District Election
Officer, as per Voter Lists and these Voter Slips have to be distributed to
the Voters by visiting door to door by the BLOs concerned personally, one
week before the Poll day under proper acknowledgement. All undistribut-
ed photo voter slips shall be returned by the BLO to the ERO concerned.
The ERO shall keep the same in the sealed cover under safe custody. No
further distribution of photo voter slip would be done after the same are
returned to the ERO. ERO shall make an alphabetical list of undistributed
photo voter slips in respect of each part/polling station. Two copies of the
alphabetical list shall be handed over to the RO of the constituency. (ECI No.
464/INST/VS/2017-EPS Dated 19.01.2017)

33
‘No voter to be left behind’

Part-6. Trainings
6.1 Imparting training at district level and AC level to poll personnel/
counting staff etc.

6.1.1 Training for various groups by resource persons/ALMTs

(a) Sector Officers

(b) Micro Observers

(c) Dy. SPs/SHOs/Inspectors/Sub Inspectors/Police Mobile Parties &

other Police personnel

(d) Area Magistrate / Sector Magistrates

(e) Presiding Officers and Polling Officers

(f) Voters Assistance Booth Staff & BLOs

(g) Asstt. Exp. Observer

(h) Flying squads, SSTs, VSTs, VVTs, Accounting team and other officials
engaged in EEM.

(i) Personnel engaged in SVEEP

(j) Incharge of digital cameras for inside/outside photography at

specified/identified PSs

(k) Counting Supervisors / Assistants and Additional Counting Micro

Observers.

(l) Briefing to candidates and their election agents - about EEM/Paid

News/Poll/Counting process as well as provisions of MCC/RP Act/
ECI circulars.

(m) Booth Level Officers

(n) Dispatch and receipt staff engaged in material distribution/Collection/

Facilitation Centres for Postal Balloting

(o) Staff for compilation of information and MIS.

6.1.2 Separate training module for separate category of Officers/Officials.

6.1.3 Selection of training Venues - Not more than 50 persons to be trained

together.

6.1.4 Training at different levels – IIIDEM, State/Divisional HQ., Distt. HQ.

and Assembly Level.

34
 ‘No voter to be left behind’

6.2 Training to BLOs - Role of BLO in updation of Electoral Rolls, Preparation of

polling stations and other poll day arrangement, their communication plan,
vulnerability mapping, SVEEP and other such matters related to conduct of
elections in which they have a role in the run-up to an election. They would also be
trained on matters related to electoral rolls in the run up to un election under the
ECI modules.

6.3 Training to Area/Sector Magistrate & Sector Officers - Matters relating

to law & order, vulnerability mapping, District Election Plan preparation (including
communication plan), poll-day arrangements including preparation of polling
stations, MCC, route and transport planning and preparation, EVM-Do’s and basic
de-bugging, receipt & dispatch of polling parties, monitoring and reporting (esp.
on poll day) rules, regulation and guidelines relating to conduct of polls, postal
ballots, SVEEP etc. Hands on training on use of various mobile applications provided
by ECI for these functionaries shall be given.

6.4 Training to Micro Observers - To be trained on their specific roles and

responsibilities if and as required by the Observes appointed by ECI with support
of ALMTs (if asked for by Observers). The topics may include operations at polling
station, EVM-essentials, postal ballots etc.

6.5 Training to Various Nodal Officers – Issues and applications related to them.
6.6 Officers & Staff engaged in EEM & Paid News – Issues related to EEM, MCC,
Daily reporting, Paid News etc.

6.7 Dy. SPs, SHOs, RIs etc. - Law and order control, vulnerability mapping, deployment
and logistics of forces, control over liquor, arms and ammunitions etc., election
expenditure/MCC monitoring related matters, special drives for preventive measures,
electoral offences, defacement of public properties, discipline during nomination
process, communal harmony, poll day management, CPF co-ordination and
amenities for them etc.

6.8 Training to Micro Observers for counting (GoI Staff) – About noting of
result, filling of forms and reporting to Observer.

6.9 Counting Personnel – Opening of Strong Room, counting of votes, Preparing

Result Sheets and related aspects of EVMs, tabulation, IT, sealing of records, training
on feeding round-wise counting data in the application stipulated by ECI etc.

6.10 EVM ground staff - Matters relating to handling, preparation, administrative

logistics EMS web portal and android App, etc of EVMs.

6.11 In-charge of digital cameras – Poll process inside polling station.

6.12 Police mobile parties – Vulnerability mapping and action to be taken on poll
day, check on plying of vehicles, Prohibitions on poll day, Electoral offences, poll
process and other issues.

6.13 Police personnel at police stations – Poll process, Prohibitions on poll day,
their duties at polling station.

35
‘No voter to be left behind’

6.14 Training to Polling Parties-

6.14.1 Training Management -

(a) Ist randomization on database - 120% trainees be called.

(b) Pre-filled Form No. 12 and 12A to be attached with appointment

letters.

(c) Ist training limited to PrOs and PO 1st

(d) A model kit having polling material for the use of polling party,
should be kept in training hall.
(e) 2nd training to PrO, PO Ist and PO IInd.
(f) Separate ‘Hands on’ training to 3rd P.O.
(g) Last training on dispersal - Entire polling team to be called.
(h) Last moment EVM training and briefing on the departure day.
(i) Arrangements for advance TA/DA and outright
(j) Videography of training process.
(k) Test for PrO and P.O. Ist in 2nd training classes.
(l) Training should be organised in smaller groups.

6.14.2 EVM and VVPAT Training to polling parties-

(a) More emphasis for “Hands on” training.

(b) Besides operation of machine, hands-on training on the following: –

1. Connecting the BU with VVPAT and CU and switching on/off

the battery.

2. Mock poll and conduction and certification.

3. Clearing of data after mock poll

4. Preparation for poll.

(c) Irreversibility of the ‘close’ button;
(d) Proper sealing of machine -

1. Before commencement of poll - green paper seal, strip seal,

special tag, address tag

2. Final sealing after close of poll

(e) Precautions, Trouble shooting, DOs & DONTs

(f) Safeguard about Pink Paper Seal.

36
 ‘No voter to be left behind’

6.14.3 Training to polling personnel on other items-

(a) Procedure / instructions as given in PO Handbook.

(b) Duties of PrO, PO-I, PO-2 and PO-3 (including duty of extra PO, if
any)

(c) Checklist for Presiding Officer - as provided in PrO Handbook.

(d) Use of postal ballot papers/EDC.

(e) Poll day arrangements inside polling stations; voting compartment

to be secure & secluded; only authorized persons to be allowed
inside PS

(f) Polling Agents must be a voter in same PS or in the alternative

from neighbouring polling stations in the same constituency and
must have EPIC or any other photo ID device issued by Govt. or any
Govt. agency which may be displayed prominently on their persons
during poll. (464/INST/2007PLN I dt.12.10.07 and No. 464/INST/
2008/EPS dt.18.12.2008 & No.464/INST/2009/EPS dt.10.03.09)

(g) Entry pass system into PS.

(h) Further, the polling agents may be allowed to go out of the polling
stations even after 3.00 pm to attend the nature’s call, etc. and come
back inside the polling station. However, it may be ensured that only
the polling agent or his substitute can be present inside the polling
station at a time.

(i) Agents to be given 17-C, PB and EDC list and shown marked copy of
roll;

(j) Polling agent not to be allowed to take out their marked copy of roll
outside the PS (ECI No. 576/12/99-JS-II dated 18-08-1999).

(k) Display of Photo Identity Cards by polling personnel.

(l) Issues related to identification documents of Voters including “Vot-

ers Slips”.

(m) Mock poll certificate by PrO in prescribed format - Details of agents

present be recorded and their signatures be obtained. Wait for 15
minutes in case if two or more polling agents are not present. (ECI’s
No. 51/8/7/2008- EMS dt. 15.7.08 and No. 464/INST/2008/EPS dt.
18.12.2008).

(n) Not to show any excitement and get overwhelmed, when some
VIPs/glamorous personalities come to cast their vote. (ECI No. 464/
INST/2008 EPS dt.23.7.08)

(o) Identification protocol and Voters Slips.

37
‘No voter to be left behind’

(p) Marking of indelible ink on left fore-finger of the elector and in case
of proxy voter on the left middle finger. Indelible ink shall be applied
on the right index finger of the companion of an elector before an
elector is permitted to take with him a companion inside the voting
compartment. (ECI instruction No. 4/MISC/ECI/LET/FUNC/JUD/
SDR dt. 23.10.2017)

(q) Filling up of 17A- (Identification document and only last 4 digits

of No. to be written in ‘remarks’) (ECI No. 464/INST/2007 - PLN-I
dt.25.10.2007)

(r) Tallying of 17A, 17C and the EVM count

(s) Writing of Presiding Officers Diary - no column should be left blank.

(t) Additional report by PrO in prescribed format will be handed over

to SO then RO/Observer.

(u) Proper and correct filling up of statutory / non-statutory forms.

(v) Maintenance of visit sheet at PS (ECI No. 464/Inst./2006 /PLN-I

dated 17.03.2006)

(w) PrO not to go to voting compartment and ‘assist’ the voters – agents
to accompany him when he has to go in special circumstances.

(x) PrO to explain to a voter, if needed, the voting process using the
card board model of EVM (ECI No. 51/8/7/2008 EMS (INST-II)
dt.11.8.2008 and No. 464/INST/2008/EPS dt.24.10.2008)

(y) Braille signage in Balloting Units and Ballot Sheets

(z) Polling personnel should be sensitized about the special needs of

the disabled, for courteous behaviour towards them and for providing
necessary support to them at PS. (ECI’s No. 509/110/2004- JS-I
dt.26.10.2007)

(aa) Facilities to be provided to persons with Disabilities (EEI’s instruction

dt.07.09.2016)

(ab) “Test-Vote” – procedure as per ECI’s instruction dt.04.02.2015.

(ac) Use of Standardized Voting Compartment as per ECI’s instruction

dt.10.07.2015.

(ad) Role of PO in-charge of CU to instruct voters that if they notice

that the BU is malfunctioning in any manner, they should bring
it to the notice of PrO. Further action and procedure as per ECI’s
No.51/8/7/2015-EMS dt.02.02.2015.

38
 ‘No voter to be left behind’

6.15 Facilitation Centres for Postal Balloting by election duty staff-

(i) On each training day separate and exclusively two hours period shall be
fixed for Postal Balloting at Facilitation Centres within training venue.
(ii) Relevant electoral rolls be kept
(iii) Arrangements for voting compartment for marking of Postal Ballots and
sealed trunk box for deposition of PBs.
(iv) One gazetted officer for attestation of Form 13-A
(v) Employees on election duty should be briefed about procedure.
(vi) Candidate should be asked to remain present.
(vii) Videography of Postal Balloting process.

6.16 Deployment and training to Sector Officers

6.16.1 Pre-poll responsibility about vulnerability mapping–

(i) For identification of the areas well in advance Sector Officers should
be ready before the announcement of election. All help including
vehicular support should be given to the SO.

(ii) For identification of the areas/communities Sector Officers should

do exercise soon after declaration of election.

(iii) Sector Officer, after visiting the area and collecting information,
shall fill up detailed information in Format VM-3(SO) for each polling
station in his Sector.

(iv) Each Format VM-3(SO) must contain the details of all vulnerable locali-
ties/pockets/voter segments in one polling station area.

(v) SVEEP activities – about “Ethical Voting”.

6.16.2 Pre-poll responsibility - About polling location-

(i) To verify whether route plotted on map is feasible - Ascertaining the
approach and accessibility.

(ii) Ascertain network feasibility for webcasting. Finalise the location of

IP based web camera inside the polling station.

(iii) Collect phone no., ascertain mobile connectivity at PS;

(iv) Party Offices, whether they exist within 200 meters periphery of PS

(v) He shall keep an eye and report to the RO on movement of

unauthorized campaign vehicles, defacement of property,
unauthorized campaigning, misuse of public buildings/ Govt. Ve-
hicles/ Government servants and all possible violation of MCC.

(vi) Ascertain network feasibility for webcasting. Finalise the location of

IP based web camera inside the polling station.
39
‘No voter to be left behind’

6.16.3 Pre-poll responsibility – About voter turnout-

(i) To increase voter turnout - awareness

(ii) To organize SVEEP activities in the field

(iii) EVMand VVPAT demonstration to the voters in catchments;

(iv) Inform voters about help lines and locations of their PSs.

(v) Ensure that GPS enabled/Mobile App based GPS tracking system is
installed in the vehicle carrying EVMs and VVPATs. (ECI No.51/8/
INST/2019-EMPS dated 05.02.2019)

(vi) SO will act as Zonal/Sector Magistrate, therefore will accompany

with police officer.

(vii) Since SO will act as Zonal/Sector Magistrate, he will prepare a

Zonal/Sector Magistrate Plan with a sketch map for PSs, list of
telephone Nos. of PSs and election related officers, police stations,
list of responsible persons, list of Anti-Social elements etc.

(viii) To inform voters to check their names and entries in PER through
BLO

6.16.4 Poll-eve responsibility of SO -

(i) Ensure that the polling teams and all material have reached their
PSs.

(ii) Ensure that force has arrived at PSs according to the plan.

(iii) Clarify any last-minute doubt on EVM/VVPAT operation or the polling

process, amongst the poll personnel

(iv) Give OK report to control room.

(v) Give polling station-wise certificate for those polling stations

from where web-casting will be done, to the Returning Officer
that webcasting arrangements have been made as specified and
are functioning properly. (ECI Inst. no. 464/INST/2016-EPS dt.
30.04.2016)

6.16.5 Poll day responsibility

(i) To ascertain the mock poll status before commencement of poll -
Remedial action to sort out problem, if any, on the part of PrO or the
EVM/VVPAT.

(ii) Frequent visit and attention on the PS where the mock poll had to be
conducted in the absence of agents.

(iii) Report commencement of polls without any delay.

40
 ‘No voter to be left behind’

(iv) To ensure that Forces deployed at PSs is in position.

(v) Replacements of EVMs/VVPATs where required.

(vi) Track and report the presence /absence of polling agents

(vii) To assist polling team inside polling station with procedures,

(viii) To maintain the purity of poll process and check all aspects of polling
during their visits to PSs.

(ix) Mock poll certification be ensured - mock poll status be reported

within 30 minutes to RO [ECI’s No. 51/8/7/2008-EMS dt.15.7.08].
The proforma of Mock Poll Certificate according to ECI Inst. No.51/8/
VVPAT/2017-EMS dt. 05.12.2017.

(x) Check voting pattern – any segment/section conspicuous by its

absence? Inform RO for remedial measures.

(xi) Report 2 hourly voting percentage from time to time to RO as

instructed (including male and female voting percentage).

(xii) Check the sealing of EVMs and preparation of papers by polling parties.

(xiii) Escort all EVMs with the polling team to receipt centre.

(xiv) Replacement of polling personnel from reserve parties

(xv) Escort all EVMs/VVPATs with the polling team to receipt centre.

(xvi) Replacement of polling personnel from reserve parties.

(xvii) At the end of poll, he will ensure that: -

(a) PrO diary is filled up properly

(b) EVMs are properly sealed.

(c) Copies of 17C are given to polling agents

(d) Register of 17A is properly filled up.

(xviii) After poll, submit a report on polling to RO.

6.17 Deployment and Training of Micro Observers (MOs)(ECI instruction No.

464/KT-LA2008 dt. 04.04.08 and No. 464/INST/2008-EPS dt. 24.10.2008, No. 464/
INST/2008-EPS dt.10.12.2008 and No. 464/INST/2014-EPS dt.21.03.2014)

6.17.1 Appointment
(i) Employees of Government of India/ Central Public Sector Undertak-
ings (not below Group-C) can be appointed as Micro Observers.

(ii) Responsibility of Micro Observers (Observers will decide the details)

41
‘No voter to be left behind’

(iii) MO would directly work under control and supervision of the

observer.

(iv) DEO to arrange their database and their interaction with Observers

(v) Appointment of Nodal Officer for MOs.

(vi) Route chart for Micro Observers

(vii) To provide communication plan to MOs.

(viii) MOs would be picked up randomly from Gazetted Officers/Officers

of GOI in the district - In case Gazetted Officers are not sufficient in
number, Gr. ‘C’ employees and above can also be utilised. Inter
- district / inter-division movement of central govt. employees to
function as micro observers, within the state, if necessary.

6.17.2 Deployment -
(i) The list of PSs where MOs are to be deployed will finally be approved
by the General Observer and kept confidential in a sealed envelope
till the last moment of deployment.

(ii) In a multi polling station building one MO will be sufficient.

(iii) PSs to be assigned to MOs randomly on pre-departure day in the

presence of Observers and duly approved by him. Exact PS would be
given to on the day of departure.

(iv) DEO will provide them with an I-Card, photo entry pass to PS and
other requirements.

(v) DEO to call them for familiarization training in the polling personnel’s
training - DEO to arrange training – Observer will train them.

(vi) Arrangements by DEO for their drop and pick up to and from the
PSs. They will not travel with polling personnel; they can travel with
the Sector Officers. They have to be provided the general facilities.

(vii) They should reach PS at least one hour before the commencement
of poll, or otherwise in the evening of previous day.

(viii) After the poll MO to submit report to the Observer about activities of
poll day for each PS under his jurisdiction.

(ix) MOs report along-with scrutiny of the 17A etc will be taken into
consideration for taking a decision on re-poll etc.

42
 ‘No voter to be left behind’

Part-7. Transportation
7.1 Transport arrangements for the following:
(a) Observers

(b) Area Magistrate / Zonal Magistrate

(c) Polling parties

(d) Sector officers, Micro Observers

(e) Asstt. Expenditure Observer, Flying Squads, SSTs, VSTs

(f) Police forces (State and Central)

(g) Teams for observance of model code.

(h) Videographers/Cameramen carrying digital cameras.

(i) Various Cells related to Election work.

7.2 Route Chart -

(i) Route Chart for every PS; and be given to polling party and Sector Officer.

(ii) Route Chart must indicate the distance of last polling station from HQ -
Routes must be plotted on constituency map also.

(iii) Route chart should be most feasible and convenient- Separate route chart
for-
(a) Polling parties
(b) Sector Officers/Zonal Magistrates
(c) Micro Observers

(d) Police Parties

7.3 Arrangements -
(i) Buses, Trucks, Cars, Jeeps etc., (both of private and government) be assessed.

(ii) Draft movement programme and ad-hoc ear-marking of vehicles.

(iii) Tentative transport programme of polling parties

(iv) Police personnel to be deployed at PSs should be accompanied with polling

parties.

(v) Minor repair of roads/ routes, if necessary, by PWD or related authorities/

departments.

(vi) Availability of POL, be ensured. Need of extra barrel points to be examined.

43
‘No voter to be left behind’

7.4 Requisitioning -
(i) Requisitioning of vehicles, Private and Government both - Sec. 160 of RP
Act, 1951.

(ii) Vehicle of the following should not be requisitioned. (ECI’s No. 464/
INST/2008 - EPS dt. 26.12.2008)

(a) Vehicles of BSNL, UPSC and education institutions (except in

unavoidable circumstances)

(b) Vehicles of Forest department, AIR, Doordarshan, WHO, UNICEF

and Organisations of UN.

(iii) Vehicle should be in good condition and shape and free from dirt and smell.

(iv) As far as possible truck should be not used for polling parties.

(v) Vehicle should not be retained unnecessarily.

(vi) Check if any boats or such other means would be necessary to be deployed,
and whether any special preparations/precautions would be required in
eventuality of rains or other such events.

(vii) Have the districts’ ‘Disaster/Flood Contingency/ Management Plans’ been

re-looked into/ updated, and due preparations been kept in light of the
same.

7.5 Database -
All the vehicle owners should be asked to furnish data about drivers/conductors/
cleaners including their enrolment details in electoral rolls. Database to be pre-
pared in advance.

44
 ‘No voter to be left behind’

Part-8. Nominations
8.1 Notification -
(i) Notification for general election to House of the People is issued by the
President u/s 14 of R.P. Act, 1951, as recommended by ECI. The notification
shall be published in official gazette of India.

(ii) Notification for general election to a State Legislative Assembly is issued by

the Governor u/s 15 of R.P. Act, 1951, as recommended by ECI. The notification
shall be published in official gazette of the State.

(iii) On the date of notification u/s 14 or u/s 15, another notification u/s 30
shall be issued by ECI appointing the dates of nominations, scrutiny,
withdrawals, date/dates of poll and date before which election shall be
completed. This notification shall also be published in official gazette of the
State.

8.2 Public Notice (Sec. 31 of RP Act 1951 and R. 3 of CE Rules 61)

(i) Public Notice in Form-1 - to be published on the day of notification of

election (u/s 14/15 and 30), well before 11:00 AM (time for commencement
of filing of nominations)

(ii) In English and in the languages used for the official purposes of the State.

(iii) To be signed by RO only – No other authority can issue this public notice.

(iv) To be published on the notice boards of RO, ARO and other prominent public
offices, PSs etc. Gazette publication not needed.

(v) One ARO should be specified in Form-1 and he should, as far as possible, be
the one stationed at RO’s headquarters.

8.3 Presentations of Nominations Papers (Sec.8,32.33,33A of RP Act, 1951 and

R.4, 4A of CE Rules, 1961; Ch. 5 of RO Handbook, ECI’s No. 3/4/2012/SDR/dated
24.08.2012) -

(i) The nomination of a candidate for election to the House of the People shall
be made in Form 2A appended to Conduct of Elections Rules, 1961. Relevant
form for filing nomination of a candidate at an election to the State
Legislative Assembly is Form 2B. (Amended vide ECI letter no. 3/4/ECI/
LET/FUNC/JUD/ SDR/Vol. I/2016 dated 07.07.2017)

(ii) In case of general/bye-election to Sikkim Legislature Assembly, the form to

be used for nomination is 2F, 2G and 2H of Conduct of Assembly elections
(Sikkim) rules, 1979.

(iii) Returning Officer must ensure that the candidates are given the latest
revised Form 2A/2B.

(iv) Nomination cannot be filed on a public holiday.

45
‘No voter to be left behind’

(v) May be presented on the day of public notice or any of the days up to last
date for making nominations, except on holidays.

(vi) Every holiday for Government offices is not to be treated as ‘public holiday’,
unless that is declared under N.I. Act, 1881 as ‘public holiday’.

(vii) Government of India vide notification dt.20.8.2016 have declared holidays

for Bank on 2nd and 4th Saturdays under N.I. Act, 1881. Therefore, RO
should not receive any nomination on 2nd and 4th Saturdays. (2nd and 4th
Saturday also declared as public holiday under N.I. Act, 1881 vide ECI letter
no. 4/ECI/LET/FUNC/JUD/SDR/Vol. I/2016 dated 29.12.2016)

(viii) Nomination papers shall be presented by candidate personally or by

proposer at the place specified and at no other place.

(ix) To be presented before RO/specified ARO only. ARO should sign as “Assistant
Returning Officer” and not “for Returning Officer”.

(x) Cannot be sent by post or filed through any other person.

(xi) A maximum of 4 nomination papers can be accepted. But accompanying

documents – Only one original needed.

(xii) An affidavit in Form 26 (as amended on 28.02.2019) also to be filed. ECI

Letter No. 3/4/2019/SDR/Vol. I dated 28.02.2019 and its Annexure I
(Format of Form 26 Affidavit by Candidates) supplied to the intending
candidates as and when they are supplied form of nomination paper.

(xiii) A written reminder by RO in Form C-3, to the Candidates having criminal

background, regarding publishing declaration in News Papers and TV
Channels for wide publicity.

(xiv) Time of presentation - between 11:00 A.M. and 3:00 P.M. If some intending
candidates or proposers are physically present in the office at 3:00 PM
along with their papers, their nominations should be treated as presented
at 3:00 P.M.

(xv) Only 4 persons can enter in the chamber of RO/specified ARO other than
the candidate.

(xvi) During filing of nominations, only a maximum of 3 vehicles to be allowed to

come within periphery of 100 meters of RO/ARO’s office on behalf of one
candidate.

(xvii) The RO shall display one copy of the affidavit on the notice board of his
office.

8.4 Submission of Photograph by candidate for printing of ballot paper

(ECI’s No. 576/3/2015/SDR dt.16.03.2015 and 19.01.2016) –
(i) The photographs of candidates will be printed on ballot paper. For the purpose
candidate will submit latest photograph (taken within last 3 months) in

46
 ‘No voter to be left behind’

stamp size (2x2.5 cm.) to the RO along with nomination paper and latest by
date of scrutiny of nomination.

(ii) Specification of photograph as per instructions dt.16.03.2015 and

21.05.2015 of ECI.

8.5 Preliminary examination of nomination papers (Sec.33 of RP Act, 1951,

Ch. 5 of RO Handbook 2019, ECI’s No. 570/3/2013/SDR dt. 30.09.2013) –

(i) When Nomination paper is filed, it should be examined then and there by
RO/ARO from technical point of view, however no formal scrutiny be made
at this stage.

(ii) Entries in electoral rolls as mentioned in nomination form should be compared.

(iii) Clerical errors in names, sl. no. etc of electoral roll particulars can be
allowed to be corrected or even ignored. {Sec. 33(4)}

(iv) Defects, if any, in the part relating to electoral roll particulars to be pointed
out to candidate.

(v) RO has to check whether all the columns of affidavit are filled up, if not, he
shall give a reminder to submit a fresh affidavit with all the columns duly
filled up (see circular dt. 30.09.2013).

(vi) ECI letter no. 576/3/ECI/LET/FUNC/JUD/SDR/2013 dated 07.02.2019

the checklist of documents required to be filed by the candidate along with
the nomination paper to be given in writing to the candidate.

(vii) A declaration is to be published by the contesting candidates and po-

liticalparties regarding criminal cases, if any, in format C 1, C
2, C 3, C 4, C 5 vide ECI letter no. 3/4/2017/SDR/Vol. II dated
10.10.2018 and letter no. 3/4/2017/SDR/Vol-II dated 05.11.2018.

8.6 Check List regarding documents/ requirement

(i) A Check List (as modified) of documents required to be filed and other
requirement to be fulfilled by candidates at the time of filing of nominations
should be maintained.

(ii) The Check List should be in duplicate. One copy to be given to candidate
and the other retained with RO.

(iii) While checking the documents filed with nomination and filling up the
Check List, RO/ARO should clearly mention therein about defect if any
noticed in the documents.

(iv) Both the copies of above Check List with all requirements indicated therein
shall be signed by RO/ARO as well as the candidate.

(v) The duplicate copy of the Check List shall be handed over to candidate/
proposer and original copy to be retained by RO/ARO.

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‘No voter to be left behind’

(vi) If and when a document is filed subsequent to filing of nomination, receipt

will be given mentioning the date and time of such filing.

8.7 Revised Performa of Checklist- as per ECI instruction no. 576/3/ECI/LET/

FUNC/JUD/SDR/2013 dated 07.02.2019.

8.8 Separate Bank Account by each Candidate for Election Expenditure

(i) Each candidate is required to open a separate bank account exclusively for
the purpose of election expenditure. It can be opened either in the name of
the candidate or in the joint name with the Election Agent.

(ii) This account shall be opened at least one day before the filing of nomination
and account number etc shall be communicated to R.O. at the time of filing
the nomination.

(iii) Wherever the candidate has not opened the bank account or not intimated
the bank account number, the R.O. shall issue a notice to comply with the
ECI’s instructions (Circular dt. 15.10.2013).

(iv) However, not opening separate bank account or not intimating bank
account number is not a ground of rejection of nomination paper.

8.9 Proposer (Sec.33 of RP Act, 1951; Ch. 5 of R.O. Handbook 2019)

(i) Any proposer of a candidate can present nomination paper duly signed by
candidate.

(ii) One proposer - in case of a candidate set up by a National recognized party

or State recognized party in the State. In case of other candidates ten
proposers. Candidates of recognised State Party of other States also need
ten proposers.

(iii) No legal requirement that all proposers should be present before the RO.

(iv) The need for verification of identity will arise only in the case of any
complaint or doubt.

(v) Proposer should be an elector from the same constituency.

(vi) Proposer can propose more than one nomination papers of the same
candidate or different candidates.

(vii) In case of proposers who are illiterate their thumb impression has to be
attested (u/r 2(2) of CE Rules, 1961) by R.O. or an officer authorised by ECI
(an administrative officer not below the rank of SDO). Therefore, thumb
has to be affixed in presence of the authorised officer.

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 ‘No voter to be left behind’

8.10 Acknowledgement of nomination papers & other actions by RO on

receipt of nominations (Sec. 33 and 35 of RP Act, 51; Ch-5 of RO Handbook
2019) –

(i) Give serial number on each nomination paper and enter the date and time
also.

(ii) Nomination papers in bunch may be assigned serial numbers in the order
in which they are dealt with.

(iii) Acknowledgement (Part-VI) duly filled up be given for each nomination pa-
per.

(iv) Indicate the time, place and date of scrutiny and allotment of symbols, in
the acknowledgement form.

(v) Nomination paper be entered by RO and ARO in one register. Register to

be maintained for making entries about nomination papers filed. Obtain speci-
men signatures of candidate and election agent in the Register. Also get the
name of candidate written therein in the language in which ballot paper is
to be provided. Get their contact details also.

8.11 Oath or affirmation (Art. 84 of the Constitution; Para 18 of Ch. 5 of RO Handbook

2019) –

(i) Making and subscribing Oath or affirmation by candidate in prescribed

form before authorised person is must.

(ii) The oath/affirmation only after his nomination and before the date of scru-
tiny. It cannot be made and subscribed on the day of scrutiny.

8.12 Furnishing of Affidavit of liabilities/assets etc. in Form-26

(i) Every candidate at the time of filing his nomination paper, shall furnish an
affidavit in Form No. 26, with all columns filled, duly signed and sworn before a
Magistrate of 1st Class or before an Oath Commissioner or before a Notary
Public. (amended Form 26 vide ECI letter no. 3/4/2019/SDR/Vol. I dated
28.02.2019)

(ii) ECI letter no. 576/3/ECI/LET/FUNC/JUD/SDR/2013 dated 07.02.2019

the checklist of documents required to be filed by the candidate along with
the nomination paper to be given in writing to the candidate.

(iii) The duly sworn affidavit should be on stamp paper of the value as
prescribed under the State Act.

(iv) If the affidavit is not filed along with nomination paper, this fact may be
indicated in the Checklist. It can be filed separately by 3:00 PM of the last
day of nominations.

(v) RO has to check whether all columns are filled up and no column is left
blank. If not, the RO shall give a notice to furnish information against blank

49
‘No voter to be left behind’

columns and to submit a fresh affidavit with columns duly filled up

(complete in all respect) before commencement of scrutiny failing which
the nomination paper will liable to be rejected.

(vi) If there is no information to be furnished against any item of Affidavit “NIL”

or “Not Applicable” or “Not Known” as may be applicable shall be indicated
in such column. Candidate should not leave any column blank.

(vii) If a candidate fails to fill the blanks even after reminder, the nomination
paper will be liable to be rejected by RO.

8.13 No Dues certificates

(i) Candidate, at time of nomination, shall also file along with affidavit, ‘No
Dues certificate’ from the agencies providing electricity, water and tele-
phone with also rent, in respect of Government accommodation, if the can-
didate had been in occupation of any Government accommodation during
last 10 years.

(iv) Failure to file affidavit along with ‘No Dues certificate’ would be treated as
a defect of substantial nature for purpose of section 36 of RP Act, 1951

8.14 Nomination by Overseas Electors (ECI’s No. 576/3/2011/SDR dt. 22.03.2011)

(i) An Overseas elector can contest election subject to the fulfilment of other
requirements.

(ii) In the case of a candidate who is outside India, the Oath can be made before
the diplomatic for consular representative of India in the country where
the candidate happens to be.

(iii) If he is in India at the time of filing nomination, he may make the oath or
affirmation before the RO/ARO.

(iv) If he/she appears before RO/ARO to make the oath, the RO/ARO shall en-
sure the identity of the person through his/her Passport.

8.15 Compendium/Compilation of Circulars/ Instructions & Register for

Accounts of Election Expenditure to be given to Candidates at the time of the
filing of Nominations-
(i) Register for maintaining accounts of election expenditure by candidates
along with copy of forms relating to filing of account of election expenses
to be handed over to candidate and acknowledgement of receipt obtained.
Extract of Section 127A of R.P. Act also to be obtained.

(ii) Acknowledgement obtained from candidate should be sent by RO to DEO

within one week from last date of withdrawals.

(iii) The registers shall be serially numbered and authenticated by DEO.

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 ‘No voter to be left behind’

8.16 The list of rates of various items as notified by DEO- should also be given
to every nominated candidate after obtaining acknowledgement. This list has to be
notified by DEO after consultation of political parties before notification of election.

8.17 Videography
(i) Process of filing nomination to be videographed.

(ii) Continuous/unedited videography in the last hour of filing nomination

(2 PM onwards on the last day)

(iii) Keep all papers securely. Avoid misplacing.

8.18 Notice of nominations (Sec.35 of RP Act, 1951 and R. 7 of CE Rules, 1961)-

(i) After 3.00 PM on each day a notice of the nomination papers presented on
that day in form 3A to be published on RO’s notice board.

(ii) In case more than one nomination papers by a candidate, notice must be
given for all of them.

(iii) Give daily intimation to CEO and DEO.

8.19 Security Deposits (Sec.34, 55 of RP Act, 1951 and P.-27 of Ch-5 of RO Handbook)

(i) Security deposit is Rupees 25,000/- (for Lok Sabha elections) and Rupees
10,000/- (for Legislative elections). For SC/ST candidate only half of the
amount, i.e. Rs. 12,500/- or Rs.5,000/-, as the case may be, even in a general
seat. RO must satisfy himself that he is a member of SC/ST.

(ii) In such case, a receipt of the deposit should be attached with the first nom-
ination paper.

(iii) Sum may be deposited in cash with RO or in RBI or a Govt. Treasury under
prescribed head.

(iv) One deposit sufficient for each constituency.

(v) Separate deposit for different constituency.

8.20 Consolidated list of nominated candidates (Para 6.12 of Ch-6 of RO Hand-

book 2019)

(i) Immediately after 3 PM on the last date of nominations, a complete list of all
nomination papers to be prepared in the format prescribed in RO Handbook.

(ii) The names of candidates may be arranged under 3 categories and such
names shall be arranged in alphabetical order within each category.

(iii) In the case of a candidate set up by a Recognized party, in the column for
choice of symbol, the reserved symbol of the party may be shown against
their names.

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‘No voter to be left behind’

(iv) Even if more than one candidate has claimed to be set up by the same party,
all such candidates should be included in relevant category.

(v) Complete address of each candidate must be mentioned.

8.21 Safe custody of nomination papers -

(i) Nomination papers along with connected papers shall be kept in safe custody
of RO., till transmission to DEO’s safe custody.

(ii) If ARO receives nomination papers at a different location, he should forward

to RO for safe custody all the nomination papers received by him, if any, on
daily basis.

8.22 Receiving Form-A and Form-B (Para 13 and 13A of Election Symbol order, 1968)
(i) Form A and Form B delivered to RO shall be accepted only up to 3.00 PM on
last date of nominations.

(ii) Forms signed in original only, be accepted. Facsimile signatures or signatures

by means of rubber stamp or forms transmitted by fax/e-mail shall not be
accepted.

(iii) If Form-B received from the same party in favour of more than one candidate
and there is no cancellation/rescinding of Form-B for any candidate, then
among such candidates, the one who filed nomination paper first shall be
treated as the candidate sponsored by that party.

8.23 Display of information submitted by the candidates regarding affidavit

(Sec. 33-A of RP Act 1951, ECI letter no. 3/4/2017/SDR/Vol II dated 10.10.2018 and
letter no. 3/4/2017/SDR Vol-II dated 05.11.2018)

(i) A copy of nomination paper, Affidavit (Form 26) to be displayed at a

conspicuous place at the office of RO and also at the notice board of ARO, if
his office is in a different place.

(ii) If office of both RO & ARO are outside the boundary of the constituency,
one set of copies of Affidavit to be displayed at the prominent public places
within the constituency limits.

(iii) Abstract Part of the affidavit (Part B) shall be displayed at specified

additional public offices. (ECI’s No.3/ER/2013/SDR/Vol. V dt.03.03.2014)

(iv) Copies to be given freely to electronic media/press, NGO and any other
persons seeking it.

(v) The affidavit filed by all candidates, whether set up by the recognized political
parties or unrecognized political parties or independents shall be put up on
the website soon after the candidates files the same and within 24 hours in
any event.

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 ‘No voter to be left behind’

(vi) Even if the candidate withdraws his candidature the affidavit already
uploaded on website shall not be removed. (Instruction No.3/ER/2011/SDR
dated 20.7.2012 & 12.10.2012)

(vii) In cases where columns are left blank in the affidavit and notice is issued by
the Returning Officer for filing fresh and complete affidavit, the incomplete
affidavit may also be uploaded on the website with a note indicating that
the affidavit is incomplete and the candidate has been issued notice. If and
when the candidate files affidavit subsequently, the same should also be
uploaded on the website immediately on the same day.

(viii) Information to the contrary, by means of counter affidavits, shall also to be

displayed.

(ix) RO is not required to conduct enquiry into correctness of statements in the

affidavit.

(x) The affidavit shall be published for public viewing using the application
stipulated by ECI.

8.24 Display of Complaints/Counter Affidavits filed against the statements

of candidates
(ECI’s No. 3/ER/2003/JS-II dated 27.03.2003 & No. 3/ER/2013/SDR dated
12.06.2013)

Copies of all Counter Affidavits (duly sworn) filed by any person against the
statements in the affidavit filed by the Candidate shall also be -

(i) displayed on the notice board of R.O. along-with the affidavit of the candidate
concerned,

(ii) shall be made available freely to those seeking the same,

(iii) shall also be uploaded on the website within 24 hours of filing of the same.

(iv) complaints/ counter affidavits filed against the statement of candidates

shall be published for public viewing using the application stipulated by
ECI.

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‘No voter to be left behind’

Part-9. Scrutiny of nomination papers

9.1 Scrutiny by RO himself (Sec.22 (2) of RP Act, 51, Ch-6 of RO Handbook 2019)

(i) Scrutiny of nomination papers has to be done by RO himself except when

he is unavoidably prevented from performing the said function. In that case
RO should record reasons and authorize ARO in writing.

(ii) Whole process of scrutiny of nomination papers should be videographed

in all cases.

9.2 Entry into place fixed for scrutiny (Sec. 36 (1) of RP Act, 51, Ch.6 of RO Hand-
book 2019)

(i) On the date and hours fixed for scrutiny, only following persons should be
allowed-

(a) candidate himself

(b) his election agent

(c) one proposer for each candidate, and

(d) one another person duly authorized by candidate in writing.

(ii) Reasonable facilities for examining the nomination papers be given to the
persons.

(iii) Not necessary that the candidate or his representative should be present.

9.3 Scrutiny (Sec.33, 36 of RP Act and R.4 of CE Rules, 1961, Ch-6 of RO Handbook)

(i) Scrutiny is a quasi-judicial function. Enquiry into the question of validity or

otherwise of a nomination is a summary enquiry.

(ii) All nomination papers are to be scrutinized.

(iii) Reason to be recorded in case of every objection and rejection.

(iv) RO can raise objection to any nomination suo-moto also.

(v) Crucial date for qualifications and disqualification is the date fixed for scrutiny.

(vi) To be liberal in overlooking minor technical or clerical errors.

(vii) No rejection on the ground of any defect which is not of a substantial nature.

(viii) Where a recognized party has sponsored a candidate as main candidate

and another one as substitute candidate, nomination papers of main candidate
should be taken up first in scrutiny.

(ix) If the nomination paper of main candidate is found valid, the substitute
candidate shall not be deemed to have been set up by that party.

54
 ‘No voter to be left behind’

(x) Where a candidate has not made a declaration in his nomination paper that
he has been set up by a political party, he shall not be deemed to have been
set up by that party.

(xi) Inaccurate description of name, clerical, technical or printing error in the

electoral roll or in the nomination paper shall be overlooked. [Proviso of
Sec. 33 (4)]

(xii) Question of genuine caste certificate - RO should satisfy himself that

candidate from a reserved constituency belongs to SC or ST. In case of
doubt, the RO must insist on production of SC/ST certificate - Wherever
certificate produced is also challenged, RO need not go into the question,
except where it is alleged that the certificate is forged. In case of any
allegation/suspicion about the genuineness of the certificate, RO should
get the position cross checked with the authority which issued the certificate
(ECI’s No. 4/3/2008/JS-II/Vol. III dt. 2.7.2008).

(xiii) Certificate should be of a reasonably recent date.

9.4 Grounds for rejection (Ch-6 of RO Handbook & Sec.36 of RP Act, 1951)

(i) Nomination paper will be rejected, if the -

(a) Candidate is not qualified, or

(b) Candidate is clearly disqualified, or

(c) Signatures of candidate or proposer are not genuine.

(d) Duly filled and attested affidavit in Form-26 not furnished.

(e) Candidate has failed to comply with any provisions of Section 33 or

34 of RP Act, 1951.

(ii) For Qualifications see provisions of -

(a) Article-84/173 of the Constitution.

(b) Section 4/5 of RP Act, 1951.

(iii) For Disqualifications, see provisions of -

(a) Article-102/191 of the Constitution.

(b) Section 8, 8A, 9, 9A, 10, 10A, 11 of RP Act, 1951.

(c) Section 16 of RP Act, 1950 read with section 36 (7) of RP Act, 1951.

(d) The Parliament (Prevention of Disqualifications) Act, 1959 (for Lok

Sabha election).

(e) Act pertaining to individual status on prevention/removal of dis-

qualification (for Legislative Assembly election).

55
‘No voter to be left behind’

(iv) Grounds of rejection – Non-compliance of provisions u/s 33, 33A and 34 of

RP Act, 1951: -

(a) Nomination paper is not signed by candidate,

(b) Nomination paper is not subscribed by requisite number of proposers,

(c) Requisite security deposit has not been made,

(d) Certified extract of entry in the electoral roll not submitted, if candidate
is contesting from different constituency.

(e) Attested Affidavit in Form-26 completely filled-in has not been submitted.

(f) Complete Address of candidate has not been mentioned in nomination

paper.

(g) Not filed within the date and time prescribed or not filed before the
RO or the authorized ARO at the specified place.

(v) Record reasons for rejecting a nomination paper on the spot and supply
certified copies of the order, free of cost, in case where all the nomination
papers of candidate have been rejected. This may be done even in the absence
of an application by the candidate.

9.5 Qualifications
(i) Must be a citizen of India (Art. 84(a)/173 (a))

(ii) Must be an elector for any Parliamentary Constituency in the case of Lok
Sabha election. Must be an elector for any Assembly Constituency in the
State concerned in the case of Assembly election. (Sec. 4 &5)

(iii) In case of a seat reserved for SC, must be a member of SC in the any State
for Lok Sabha election. In the case of Assembly election, must be a member
of SC of the State concerned. (Sec. 4(a)/5(a))

(iv) In case of a seat reserved for ST, must be a member of ST in the any State for
Lok Sabha election. In the case of Assembly election, must be a member of
ST of the State concerned. (Sec. 4(b)/5(a))

(v) Must make and subscribe before authorised person an oath or affirmation
in the form set out in Third Schedule of Constitution. (Art. 84 (a)/173(a))

(vi) A member of SC or ST is eligible also for a seat not reserved for SC or ST.
(Sec. 55)

(vii) Minimum age must be 25 years. (Sec. 36 (2)(a) and Art. 84 (b)/173(b))

56
 ‘No voter to be left behind’

9.6 Disqualifications-Disqualifications under Constitution

(i) If a person holds any office of profit under the GOI or any State Government -
Exceptions - Ministers of Central Government or State Government (Art.
102(a)/191(a)) - Other exceptions are mentioned in The Parliament (Pre-
vention of Disqualifications) Act, 1959, and relevant Acts of the States.

(ii) If a person is of unsound mind, so declared by a competent court (Art. 102

(b) /191(b))) – Mere allegation not sufficient.

(iii) If a person is an un discharged insolvent, and declared so by a competent

Court. (Art. 102 (c) /191(c)))

(iv) If a person is not a citizen of India, or has voluntarily acquired the citizenship
of a foreign State or is under any acknowledgment of allegiance or adherence
of a foreign State. (Art. 102 (d)/191(d)))

9.6.1 Office of profit under the Government – Test for deciding the question
[in the light of Judgment of Hon’ble Supreme Court (1971) 3 SCC 870]:
(i) Whether the Govt. makes the appointment

(ii) Whether the Govt. has the right to remove or dismiss the holder

(iii) Whether any remuneration is paid

However, the offices mentioned in the above-mentioned Parliament Act of 1959 are ex-
cluded from the purview of ‘office of profit’ for this purpose.

9.7 Disqualification under R.P. Act 1951

9.7.1 Disqualification on ground of conviction for certain offences (Sec.8 of RP
Act, 1951, ECI No. 509/5/2005 JS-I dt. 14.1.05 and dt. 20.1.2005)

(i) Disqualification commences from date of conviction, and shall

continue during the period of imprisonment till further period of
six years since release from prison.

(ii) Offences and period of imprisonment for disqualification -

(a) On conviction for offences mentioned u/s 8(1) - Disqualification

for six years even if there is no sentence of imprisonment.

(b) On conviction, for offences mentioned u/s 8(2) – Disqual-

ification only if there is sentence or imprisonment for
minimum 6 months.

(c) On conviction for any other offences (Sec 8(3)) minimum

imprisonment of 2 years only will result in disqualification.

(iii) Release on bail does not remove disqualification unless conviction

is also stayed during pendency of appeal.

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‘No voter to be left behind’

(iv) In case of conviction for more than one offence in a common trial
and with the sentences of imprisonment to run consecutively, for
the purposes of Sec. 8(3), the period of sentence of imprisonment
for each offence should be added and if the total length of time is
two years or more, the convicted person shall be disqualified u/s
8(3) of RP Act, 1951.

(v) The above interpretation would be equally applicable to the provisions

of Sec. 8(2).

9.7.2 Disqualification on ground of corrupt practice (Sec. 8 A) -

(i) On being found guilty of a corrupt practice by an order in election

petition or in election appeal - Period of disqualification up to six
years, as determined by the President after obtaining opinion of ECI.

(ii) Names of persons disqualified u/s 8A will be circulated to Returning

Officers by the ECI.

9.7.3 Disqualification for dismissal for corruption or disloyalty (Sec.9)

(i) Period of disqualification five years from the date of dismissal.

(ii) For a person dismissed from an office under Govt. of India/any State
Govt. to contest election within 5 years of dismissal has to produce
a certificate from ECI that he was not dismissed for corruption or
disloyalty to State.

(iii) Such certificate must be filed with nomination paper otherwise

nomination shall be rejected [Sec. 33(3)]

9.7.4 Disqualification for Government contracts etc. [Sec. 9A]

If there subsists a contract with the appropriate Government (Central
Government in the case of Lok Sabha election, and Government of State
in the case of Legislative Assembly election) for supply of goods or for
execution of works – However the contract shall be deemed not to subsist,
where the contract has been fully performed by the person and Government
has not performed its part of the contract.

9.7.5 Disqualification for office under Government Company [Sec.10]

A managing agent, manager or secretary of any company or corporation
(other than cooperative society) in which the appropriate Government
has 25% or more share.

9.7.6 Disqualification for failure to lodge account of election expenses

[Sec. 10A]

(i) Disqualification for three years from the date of order of ECI.

(ii) Only those persons are disqualified whose list is circulated by ECI
from time to time.
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 ‘No voter to be left behind’

(iii) ECI, may remove any disqualification under Sec. 8, 9, 9A, 10 and 10A
or reduce the period of any such disqualification (Sec. 11)

9.8 Adjournment of Scrutiny (Sec. 36 (5) of R.P. Act, 1951 and Ch. 6 of RO Hand-
book)

(i) If the Nomination of a candidate has been objected to, he should be given
reasonable opportunity of rebutting the same and, where necessary, scrutiny
proceedings in relation to his nomination may be adjourned. Scrutiny
proceedings in relation to other candidates should continue.

(ii) Scrutiny can be adjourned up to 11.00 AM of 3rd day, which is normally the
last day of withdrawal and not beyond that date.

9.9 Decision of RO is final

(i) Decision of RO rejecting or accepting the nomination of a candidate is, in
normal case, not subject to any review or revision by any authority including
the Courts and the Election Commission until the process of the election is
over.

(ii) If can be challenged only by means of an Election Petition [Article 329(b)]

9.10 List of validly nominated candidates (Sec. 36 (8) of R.P. Act, 1951 and R.8,
22(3), 30(3) of CE Rules, 1961 and Ch. 6 of RO Handbook)

(i) List shall be prepared in Form 4 with photograph of candidate and affixed
on notice board. Names shall be classified into three categories i.e.

(a) Candidates of Recognized National/State Political Parties of the

State concerned.

(b) Candidates of registered unrecognized political parties.

(c) Other (Independent) candidates.

(ii) Names to be arranged in alphabetical order within each category- first letter
of the name as given in nomination paper, shall be considered, irrespective
of whether the name or surname. However, initials (viz - T.K., S.R.) prefixed
to the name should be ignored for this purpose.

(iii) Prefixing or suffixing honorific titles to names are permitted, but these
prefixes are not taken into account in the determination of the alphabetical
arrangements of names.

(iv) Only one entry for a candidate even if he/she filed more than one nomination
paper.

(v) Photograph of candidates – Display of list of validly nominated candidates

with photographs of candidates. (ECI’s instructions dt.16.03.2015)

59
‘No voter to be left behind’

9.11 Corrections in the names of candidates (Ch. 6 of RO Handbook)

(i) Normally the name of candidate in the list of validly nominated candidates
shall be shown as it appears in nomination paper [R.8(2)]

(ii) However, spelling of the name may be corrected or alteration in the name
may be made on application by RO (if satisfied as to genuineness of the
request) either at the time of nomination or immediately after the scrutiny
or at the time of allotment of symbols, and before the preparation of list of
contesting candidates.

(iii) Error/discrepancy in the photograph of candidate should be rectified.

(iv) After preparation of 7A, request for correction / alteration cannot be

entertained.

9.12 Substitute Candidates (Sec. 33 and 36 of RP Act, 1951; Ch.6 of RO Handbook) -

(i) The nomination paper of substitute candidate will be rejected if the

nomination paper of main candidate of party is accepted. However, if such
substitute candidate has also filed another nomination paper subscribed
by ten proposers, then this nomination paper will be scrutinized
independently by treating him as an independent candidate.

(ii) Where the nomination paper of the main approved candidate is rejected,
the substitute candidate will be treated as main candidate of the party and
his nomination paper will be scrutinized accordingly.

9.13 Candidates claiming to be set up by a recognized party- If a candidate files

a nomination with both Part-I and Part-II thereof filled, and he fails to bring form
A and B, the nomination paper may be accepted, if Part-II is properly filled up and
subscribed by ten proposers.

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 ‘No voter to be left behind’

Part-10. Withdrawal of Candidature

10.1 Notice for withdrawal of candidature (Sec.37, of RP Act, 1951 and R. 9 of CE
Rules, 1961 and Ch. 7 of RO Handbook)

(i) A validly candidate may withdraw his candidature by a notice in Form 5.

(ii) Form 5 duly signed by candidate shall be delivered by (a) candidate in person,
or (b) his proposer, or (c) his election agent. The proposer or election agent
must be additionally authorized by the candidate in writing to submit the
notice. Such notice cannot be sent to the RO in any other manner.

(iii) Candidature shall be withdrawn during normal office hours after the scrutiny
is over and before 3:00 P.M. of the last date of withdrawal. No withdrawal
on public holiday.

(iv) Notice of withdrawal shall be delivered either to RO or ARO at their offices

(as specified in Form -1)

(v) RO must satisfy himself as to the genuineness of a notice of withdrawal and

identity of the person delivering it.

(vi) A notice of valid withdrawal in Form - 6 shall be affixed on RO’s notice board
on every day of withdrawal of candidature.

(vii) Valid withdrawal not to be cancelled.

(viii) No provision for retirement from contest after last day fixed for withdrawals.

(ix) Receipt for withdrawal be given immediately.

10.2 Preparation of list of contesting candidates (Sec. 38 of RP Act, and R.10 of

CE Rules, 1961 and Ch. 7 of RO Handbook)

(i) Immediately after 3.00 PM on the last date of withdrawal and after allotment
of symbols, list shall be drawn in Form 7A (With photograph of candidate).

(ii) List in Form 7A shall be prepared in languages specified in Commission’s

directions No. 3/4/2008/JS-II/SDR dated 16.9.2008 & No. 3/4/2018/SDR
dated 31.10.2018 in case of Legislative Assembly election and in ECI
directions No. 3/4/2008/JS II/SDR dated 6.2.2009 & No. 3/4/2018 dated
31.10.2018 in case of Lok Sabha election. For Lok Sabha election, the list
has to be sent to the Commission in English for publishing in Gazette of
India.

(iii) Names shall be classified into 3 categories – namely

(a) Candidates of recognized National and State Political Parties.

(b) Candidates of registered political parties (other than recognized

National and State political parties).

(c) Other candidates.

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‘No voter to be left behind’

(iv) Names shall be arranged in the above order of categories.

(v) Names in each category shall be arranged in alphabetical order within each
category according to the script of the language specified in the third
column of Commission direction No. 3/4/2008/JS-II/SDR dated 16.9.2008
& No. 3/4/2018/SDR dated 31.10.2018 in case of Legislative Assembly
election and in ECI directions No. 3/4/2008/JS II/SDR dated 6.2.2009 &
No. 3/4/2018 dated 31.10.2018 in case of Lok Sabha election.

(vi) Required particulars including address should be filled up correctly.

(vii) Even in case of uncontested election, list in Form - 7-A shall be prepared.

(viii) Send immediately copies of the list (along-with English translation) to the
Govt. Press, CEO and ECI.

(ix) If symbol has been revised by order of ECI, the list shall be amended.

(x) Names of candidate shall appear on ballot papers in same order as in Form
7A, however the headings of 3 categories shall not appear on the ballot
papers.

(xi) Photographs of candidates shall also be printed against their names in the
list of contesting candidates in Form 7A. (ECI Inst. No.576/3/2017/SDR dt.
18.10.2017)

10.3 Publication of list in Form-7A (Sec.38 of RP Act, 1951 and R.10, 11, 31(1)(b) of
CE Rules, 1961 and Ch. 7 of RO Handbook)

(i) It shall be affixed on the notice board even in uncontested election.

(ii) Copy shall be given to each contesting candidate.

(iii) It shall be published in Official Gazette of State.

(iv) It shall be displayed outside the PS through Presiding Officers on poll day.

(v) The ballot papers will be printed as per 7A.

10.4 Identity cards to contesting candidates (Ch. 7 of RO Handbook) -

(i) Two copies of identity cards with photograph in the form given in Para 7.8
of Ch. 7 of RO Handbook - one copy to be retained in record.

(ii) ID cards dully attested by the RO with his seal.

10.5 Issue of list of polling stations (Ch. 2 of RO Handbook) - Three copies of list of
PSs, free of cost, to each contesting candidate.

10.6 Intimation about legal provisions of corrupt practices and electoral of-
fences (Ch. 7 of RO Handbook) - A notice to each contesting candidate should be

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 ‘No voter to be left behind’

given inviting attention towards penal provisions of corrupt practices and electoral
offences - Model Form given in RO Handbook.

10.7 Supply of copy of electoral roll (R. 85D of CE Rules 1961 and Ch. 8 of RO Hand-
book)

(i) RO shall supply one copy of roll, free of cost to the candidate of every
recognized political party.

(ii) Such copy should be supplied within 3 days after last date of withdrawal.

(iii) List of CSVs for the constituency should also be given along with roll.

10.8 Appointment of Election Agent (Sec. 40, 41 and Sec. 45 of RP Act, 1951 and
R.12 of CE Rules 1961)

(i) Ministers, MPs/MLAs/MLCs/Mayor of Corporation/ Chairman of Munic-

ipality/Zila Parishad and others having security cover provided by State
not to be allowed as election agent. (ECI’s No. 464/INST/2008/EPS
dated 14.10.2008, 464/INST/2009/APS dt.25.04.2009, dt.09.05.2009 &
dt.12.05.2009)

(ii) A person who is disqualified for being member of Parliament or Legislative

Assembly or for voting at an election shall be disqualified for being an election
agent.

(iii) Appointment in Form 8 (in duplicate) with photographs affixed on

top-right - RO shall return one copy after affixing his seal and signature - ID
card to the election agent will be provided by RO

(iv) Revocation in Form-9.

(v) ID Card to be provided.

10.9 Appointment of An Additional Agent for Expenditure Matters (ECI’s No.

76/2011/SDR dt.18.03.2011)

(i) An additional agent to assist the candidate in various expenditure matters.

(ii) Appointment in the format prescribed by ECI (dt. 18.03.2013).

(iii) Person disqualified for being chosen as, and for being a MP/MLA or voting
at an election should not be appointed.

(iv) General prohibition against appointing Minister/MP/ MLA/Mayor/Chair-

person or Municipality/ Pramukh of Zila Parishad etc. as any agent would
also apply.

(v) This agent would be for the purpose of performing only the non-statutory
duties related to expenditure monitoring matters.

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‘No voter to be left behind’

10.10 Appointment of Authorized Nominee (ECI’s No.76/2014/SDR dt.08.04.2014)

(i) In addition to election agent, candidate may appoint Authorized Nominee,

not more than one the number of assembly segments.

(ii) He will not have legal status of election agent and not authorized to perform
statutory functions. However, he may represent the candidate for meetings
and may perform non-statutory function on behalf of candidate.

(iii) He may be issued vehicle permit for allotted area up to the end of campaign
period.

(iv) All conditions, disqualifications and prohibitions to be applied for appointment

as election agent will be applied for Authorized Nominee also.

10.11 Declaration of result of un-contested Election (Sec. 53(2) of RP Act, 1951

and R.11(1) of CE Rules 1961, Ch. 9 of RO Handbook) -

(v) After affixation of list (Form-7A) on the notice board of RO, result of uncontested
election shall be declared in Form 21.

(vi) Return of Election in Form 21E with suitable amendments.

(vii) Copies to (i) the Government of India in the Ministry of Law & Justice or
State Government (ii) ECI (iii) the Secretary General to the Lok Sabha or
Secretary to the State Legislative Assembly, as the case may be (iv) CEO.

(viii) Date of declaration shall be the date on which the result is declared.

(ix) Certificate of Election in Form-22 – Acknowledgement of such certificate,

duly signed, may be obtained from returned candidate - Which shall be sent
by registered post to the Secretary General to the House of People. Signature
of the candidate should be attested by RO personally before dispatch.

10.12 Safe deposit of papers relating to nomination etc (Ch. 7 of RO Handbook)

(i) Papers/proceedings relating to nominations, scrutiny, and withdrawals
should be put together in a cover, with description, and to be retained by
R.O.

(ii) After declaration of result, these documents should be sent to safe custody
of DEO.

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 ‘No voter to be left behind’

Part-11. Allotment of Symbols

(R. 5 and 10 of CE Rules 1961 and Ch. 8 of RO Handbook)

11.1 Approved symbols (R.5 and 10 of CE Rules, 1961; P. 17 of the Election Symbols
(R&A) Order, 1968)

(i) Always refer to latest notification containing the names of National/State

recognized political parties with symbols reserved thereto, names of
registered unrecognized political parties and list of free symbols approved
by the Commission.

(ii) Symbols out of the approved list not to be allotted.

(iii) Reserved symbol only to the candidate setup by that recognised party.

11.2 Candidates set up by a political party (Para 13 of Symbol Order, 1968, Ch. 8
of RO Handbook)

(i) A candidate shall be deemed to be set up by a political party, if, and only if -

(a) The candidate has made a declaration in any of his nomination paper
that he/she is set up by that Party.

(b) Form B signed by authorised person must reach the RO not later
than 3.00 PM of the last date of nomination.

(c) Name and specimen signatures of such authorized person in Form A

are communicated to the RO and CEO not later than 3.00 PM of last
date of nominations - However reaching the RO is mandatory.

(d) Forms A and B should be signed in original - Fax not to be accepted.

11.3 Choice of symbols (R.5 and 10 of CE Rules, 1961 and Symbol (R&A) Order, 1968
and Ch. 8 of RO Handbook)

(i) A candidate sponsored by National/State recognised party shall choose

and shall be allotted only the reserved symbol for that party and no other
symbol. Such candidate need not indicate three symbols in his nomination
paper.

(ii) The candidate sponsored by unrecognized but registered party and

independent candidate shall choose three symbols out of the list of free
symbols specified for the State by the Commission.

(iii) Common symbol for candidates setup by unrecognised parties only after
permission of ECI (Para 10-B).

(iv) Candidate set up by recognised State Party of another State can be allotted
the reserved symbol of that Party only on the direction of ECI.

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‘No voter to be left behind’

11.4 Which choice of symbol to be considered (R.5 and 10 of CE Rules, 1961.;

Election Symbols (R&A) order, 1968 and Ch. 8 of RO Handbook)

(i) Only the choice of symbols made by a candidate (other than a candidate
sponsored by a Recognised Party) in the nomination paper first delivered,
shall be considered, even if that nomination paper may be rejected.

11.5 Allotment of symbols to party candidates (R.5 & 10 of CE Rules, 1961 and
Election Symbols (R&A) Order, 1968 and Ch. 8 of RO Handbook)

(i) First pick up the candidates set up by National/State parties and allot
reserved symbol. Fulfilment of conditions under Para 13 and 13A of order,
1968 is necessary.

(ii) If a State party recognized in other State (but not recognized in this State),
sets up a candidate in this State, the symbol reserved for that State party
shall be allotted to a candidate set-up by it if the authorization from ECI is
received in relation to that constituency.

(iii) If an unrecognized party which was recognized not earlier than six years
from the notification of election, sets up a candidate, under Para 10A and
the authorization is received from ECI, in relation to that AC, then such
candidate may be allotted the symbol reserved earlier for that party.

(iv) For allotment of symbol for candidates of registered un-recognised parties,

paragraphs 10B and 12 of the Symbols Order may be referred. Para 12 also
deals with allotment of symbols to Independents.

(v) If same free symbol is chosen by two candidates (one by candidate of

registered un-recognised party and the other by independent), then candidate
of registered party gets preference over independent.

11.6 Substitution of candidate by political party (Para 13A of Symbol Order, 1968)
A party which has given notice in Form B in favour of one candidate can nominate
a new candidate if the authorized representative submits revised notice in Form B

If a political party submits Form B in respect of more than one candidate and does
not indicate that earlier notice has been rescinded, then Form ‘B’ in respect of the
candidate whose nomination paper was first delivered, shall be accepted as candi-
date set up by that party.

11.7 Common symbols to candidates of registered parties (Para 10-B)

(i) Candidates of a registered and unrecognized political party may be allotted

a common symbol by the ECI subject to fulfilment of certain conditions —

(ii) Common symbol can be allotted to such candidates only if the party sets up
candidates in at least in 2 PCs in the State in case of Lok Shabha election.
In case of Legislative Assembly election, common symbol can be allotted to
such candidates only if the party sets up candidates from at least 5% seats
in that State.

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 ‘No voter to be left behind’

(iii) The list of Constituencies where the party is setting up candidates should
be submitted to the ECI latest by 5 clear days before the date of notification
of election.

(iv) The concession of allotment of symbol to candidates of registered unrecognized

political party shall be only for two general elections.

(v) The free symbol allotted as a common symbol of a party shall be available
for allotment to candidates setup by other parties or independent
candidates in those ACs in which that party has not setup its candidates.

(vi) Common symbol is a symbol as may be determined by ECI.

(vii) ROs are required to intimate the Election Department on last date of
nomination whether the party has setup its candidate as per list received
from ECI.

11.8 Revision of Symbols (R. 10(5) of CE Rules, 1961)

(i) RO’s decision is final except where it is inconsistent with any direction
issued by the ECI in which case the ECI may revise the allotment of symbols.

(ii) List in Form 7-A shall be amended accordingly, in case symbol is revised
under the orders of ECI.

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‘No voter to be left behind’

Part-12. Postal-Ballot Papers

12.1 Voters entitled to vote by post (Sec. 60 of RP Act., 1951; Sec.20 of RP Act, 1950;
R. 17, 18(a) & (c), 20-21 & 27B of CE Rules, 1961) -

(i) Service Voters (including their wives) - (except those who opted for proxy
voting)

(ii) Special Voters - (including their wives) who are holding declared offices.
[List of such declared offices is given in footnote below at Sec. 20 of RP Act,
1950].

(iii) Electors subjected to preventive detention.

(iv) Electors on election duty – Persons and Staff who are specifically assigned
any official work in connection with elections on the day of poll &cannot
be able to vote at normal PS. These include all police personnel (except
those on leave), HGs, DEOs/ROs/AROs & their Staff, Control Room Staff,
Videographers/Staff of EEM Teams/ ZOs/SOs, BLO, MOs, Drivers/Cleaners,
etc. also. (ECI’s No.52/2012/SDR dt. 01.11.2012)

(v) Notified voters, if any.

12.2 Two types of design of postal ballot papers (R.22, 30 of CE Rules, 1961; Ch.
11 of RO Handbook 2019 and ECI’s No. 52/2016/SDR dt.18.09.2015 & 24.02.2016)

Design of Postal Ballots for service voters and for other categories of electors entitled
to vote by postal ballot shall be different. Postal Ballot Paper related to Service
Elector not to be printed. It will be generated and transmitted through ETPBS.
Postal Ballot Paper other than Service Elector shall be printed at district level at
private or govt. printing press.

12.3 Design and language of postal ballot papers (PB) for other categories (R.22 of
CE Rules, 1961 and Ch. 11 of RO Handbook 2019 & ECI Instruction No. 576/3/2013/
SDR dated 14.10.2003; No.576/3/2015/SDR dt.21.05.2015; No.52/2015/SDR
dt.18.09.2015; No.52/2016/SDR dt.24.02.2016)

(i) It shall have counterfoil attached to it at the top.

(ii) ECI’s detailed direction regarding design, form and language of postal ballot
paper are given in Ch. 11 of RO Handbook 2019.

(iii) In election to Lok Sabha it shall be printed on White paper and in election
to State Legislative Assembly on Pink paper.

(iv) Width of PB in one column shall be between 4”& 6”, as considered necessary.

(v) Single column up to 9 candidates – In case of indivisible numbers of

candidates, e.g. 10 candidates’, first six candidates will be shown in first
column and remaining 4 and NOTA will be shown in second column. Any
blank column at the end of second column will be completely shaded.

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 ‘No voter to be left behind’

(vi) Names of candidates shall be arranged in the same order under 3

categories in which they appear in the list (Form 7A). Headings of categories
should not appear in PBs.

(vii) Panel for NOTA will appear after panel of last candidate.

(viii) Symbols allotted to candidates and symbol of NOTA will be printed.

(ix) Photographs of candidates shall be printed in space between name of

candidate and symbol

(x) Party affiliation not to be printed.

12.4 Arrangements for Dispatch of Postal Ballot Papers to Service Electors

(i) As soon as the list of contesting candidates is drawn up after the period for
withdrawal of candidature is over, the Returning Officer should get postal
ballot paper for ‘service voters’ prepared and arrange to upload the postal
ballot papers and connected papers for service voters on the ETPBs by the
day following the last date for withdrawal of candidatures.

(ii) The Returning Officer shall transmit the following documents electronically
within 24 hours after withdrawal of candidature:

a) Postal Ballot Paper,

b) Form 13-A-Declaration by Elector,

c) Label for Form 13-B- Cover A (Inner Envelope),

d) Label for Form 13-C-CoverB (Outer Envelope),

e) Form 13-D- Instructions for the Guidance of Elector.

(iii) Covers-A and Covers-B in sufficient quantity should be sent to Record Offices,
in advance. “Cover-A” shall be in Yellow paper.

(iv) Service voters, who opted for proxy voting, not to be issued PB. Mark “CSV”
against such voters in the last part of electoral roll.

(v) Please refer the instructions regarding transmission of Electronically

transmitted Postal Ballots.

12.5 Return of Polled ETPBs from Service Voters

(i) For receiving back PBs by post, the DEO will make arrangement with the
Postal Department to nominate one post office for each AC which will
deliver PBs every day to the RO.

(ii) The time of delivery will be fixed at 3 PM every day at the office of the RO,
except for the counting day when the time for delivery will be 8 AM at the
counting centre for that AC.

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‘No voter to be left behind’

(iii) A Pass should be issued by the DEO to the nominated postal department
employee to enter the counting centre on counting day for this purpose.

12.6 Intimation by other categories of voters as to vote by post (R.19 and 20(1)
of CE Rules, 1961; Ch. 11 of RO Handbook 2019)

(i) By special voter in Form 12 at least 10 days before poll. (R.19)

(ii) By an elector on election duty in Form-12 along with duplicate copy of

appointment/ duty letter (R. 20(1)).

(iii) As regards electors on preventive detention, they may directly apply to RO

for Postal Ballot or the Home department will communicate to RO specifying
name, address, Part No. & Sr. No. in the roll and place of detention. In either
case, before sending PB, it is to be ensured that the name is entered in the
roll and the person is held under preventive detention.

12.7 Preparation of postal ballots by RO for other categories (other

than service voters) (R. 23 of CE Rules, 1961; Ch. 11 of RO Handbook)
(i) Before the PBs are issued, the facsimile signature of the RO will be
stamped on the reverse of PB in two places – one on the reverse side
of the ballot paper and the other on the reverse side itself in such
a way that part of it falls on the counterfoil portion and art on the
ballot paper portion.

(ii) PBs shall be sent by registered post (if not delivered personally) to
the electors concerned.

(iii) PB envelops for electors contain:

(a) A declaration in Form - 13A. (Sr. No. of PB to be filled up).

(b) A cover in Form 13B (containing postal ballot paper) (Sr. No.
of PB to be written correctly). (Reason of rejection, if Sr. No.
of PB not found)

(c) A cover addressed to the RO in Form 13C (without postage

stamp)

(d) Instructions for the guidance of the elector in Form 13-D.

(Date and time of commencement of counting to be filled up).

(iv) Above documents [at (a), (b), (c) and (d)] shall be placed inside a
larger cover. This cover should be properly addressed and postage
stamp shall be affixed (if not delivered personally).

(v) Serial number of ballot paper must be written on the Cover (Form-13B)
in appropriate column and also in the space provided in Form-
13A. RO to ensure it. (ECI’s No.52/ECI/LET/FUNC/JUD/SDR/2016
dt.04.10.2016)

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 ‘No voter to be left behind’

(vi) Postal ballots be issued as expeditiously as possible.

(vii) Write “W” on the cover in Form 13-C in case of female voter.

(viii) The Covers in Form-13-B and 13-C for issue of PBs to categories other
than service voters, shall be in Pink colour in Vidhan Sabha Election
and Green colour in Lok Sabha election.

(ix) Write “PB” in the marked copy of electoral roll against the name of
the electors to indicate that postal ballot has been issued to them.

12.8 Issue of E.D.C. (R. 22 (2) of CE Rules 1961 and Ch. 11 of RO Handbook
2019, ECI’s letter no. 52/2014-SDR Dt. 07.03.2014 regarding EDC))

(i) If a person is not able to cast his vote at the PS where he is enrolled,
for reason of being on election duty, such person is entitled to an
EDC if he is on duty in the same constituency where he is enrolled
as a voter.

(ii) EDC in Form 12B.

(iii) EDC on application in Form 12A with duty order.

(iv) EDC holders not to be issued PB.

(v) If all Assembly Segments of a district falls within a Parliamentary

Constituency, then polling personnel deployed on duty should be
given EDC. Police officials and other officials other than polling
personnel should be given PB.

(vi) Detailed guidelines regarding issue of EDC are mentioned in the

ECI’s letter no. 52/2014-SDR Dt. 07.03.2014. These are to be
followed.

12.9 Smooth Management of PBs for Persons on Election Duty (ECI’s No.
52/2012/SDR dated 13.8.2012; No. 52/2013/SDR dated 26.03.2013 issued to CEO
Karnataka and ECI’s letter no. 52/2014-SDR Dt. 07.03.2014 regarding PB)

Please study these instructions carefully:

(i) All Departments/Institutions should be asked by DEO to check

enrolment of all the employees in rolls.

(ii) A database of all persons likely to be on election duty should be

prepared well in advance

(iii) Along-with other information about No. & name of AC, No. & Name
of PS, Sr. No. in Part where the person is enrolled and EPIC of each
person should be captured in the database.

(iv) The facilitation centre and training centre will be same. If a person
is to be called for training more than once, information about all the
trainings should be captured in the database.

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‘No voter to be left behind’

(v) Enrolment of a person can be found by using search facility provided

on CEO’s website based on EPIC/Name/Locality.

(vi) Based on search, if any correction in roll becomes necessary,

appropriate forms should be got filled and correction be made by
following due procedure.

(vii) Database should include not only employees of State Govt, it should
include all employees of Central Govt. and Central & State PSUs.

(viii) The DEO has to prepare a database of all eligible employees who can
be put on election duty, viz., polling personnel, Sector Officers, ZMs,
AEOs, Micro-Observers, Staff of Control Room/ Helpline, VST/ FST/
VVT/ SST/ Accounting team, Communication Monitoring Team,
Web cast Teams, BLO, Videographers, MCC Team etc. Please refer to
Section 159 of R.P. Act, 1951.

12.9.1 Postal Ballot for Police Personnel

(i) All police force from Constable to DGP are notified under Sec.28A of
R.P. Act, 1951 as on deputation to ECI during election period.

(ii) On the basis of judgment of Hon’ble Madras High Court dated

22.08.2012 all police personnel, except those on leave during the
election period, are treated as personnel on election duty and hence
entitled to vote by Postal Ballot.

12.9.2 Database of all police personnel

(i) The SP should prepare the database of all police personnel (including
home guards, to be deployed on election duty).

(ii) Enrolment status of all police personnel to be collected in the database.

(iii) Pre-filled Form-12 shall be delivered to the police personnel along

with his duty order or by any other means at least 15 days before
the poll.

(iv) RO shall issue PBs to all police personnel whose Form-12 are
received in time through SP. This can be combined with training of
police officer on poll duty.

(v) SP should organize a special facilitation camp for police officers for
casting PBs.

(vi) One Gazetted officer for attestation of Declaration in Form-13A at

Facilitation Camp.

(vii) A ballot box shall be kept at the facilitation centre and police officers
who have been issued PB should deposit PB in this box after marking
vote. They should ensure that all formalities like making declaration,
placing marked ballot inside Form 13B and placing both in Form

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 ‘No voter to be left behind’

13C etc. have to be fulfilled. The envelope in Form 13C has to be

dropped in the Box.

12.9.3 Database of drivers, conductors and cleaners of vehicle on election

duty
The database of drivers, conductors and cleaners shall be prepared by the
OIC of transportation, who shall get the information about enrolment of
them through owners of private vehicles (buses, trucks, minibuses, taxi
etc.). they should be made aware of the facility and process of vote through
PB.

12.9.4 Issue of pre-filled Form-12 and collection of signed form-12

Pre-filled Form- 12 with information of Name of elector, No. & Name of AC,
No. & Name of PS and Sr. No. in Part where the person is enrolled should
be sent to all persons on election duty along-with the appointment order.

12.9.5 Issue of Postal Ballots to persons on election duty

(i) RO/ARO should prepare PB for all employees who are called for
training and for all police personnel in anticipation of receiving
filled-in Form-12 duly signed.

(ii) RO/ARO should also prepare PBs for drivers/ conductors/ cleaners
who are engaged for election duty and whose Form-12 duly signed
are received through OIC, transportation.

(iii) All employees including police personnel and drivers etc., will be
called at least once for training for the purpose of facilitation of
postal balloting.

(iv) For drivers etc. facilitation of casting of PBs can be done one day
before the dispatch of polling parties.

(v) For police personnel facilitation for casting of PBs will be done
during the special facilitation camp organized by DCP/SP and all
trainings.

(vi) If more than one training session is organized for employees facilitation
of postal balloting should be done in each session.

(vii) RO will depute one Officer for each facilitation centre for delivering
PBs to persons on poll duty.

(viii) Prepared PBs may be kept ready, in advance, so that PBs can be
delivered as soon as duly signed and filled-in Form-12 received from
persons on poll duty.

(ix) The Officers distributing PB to electors shall maintain a register to

keep account of PBs received by him and issued by him.

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‘No voter to be left behind’

(x) The Officer will issue PBs after verifying identity of the Voter
concerned based on EPIC or any other photo ID.

(xi) Register for maintaining this record and obtaining signatures of

persons to whom PBs are issued shall be obtained shall be made in
a format as per the format of Form 17A.

(xii) Ensure that Form-12 is obtained from the officials before issuing the
PBs to them.

(xiii) All un-issued PBs, after trainings are over and polling parties are
dispatched, shall be kept in a sealed cover with proper record by RO.
There-after PBs should not be issued.

(xiv) Employees are generally not sent for election duty outside their
district. If, however it becomes necessary to send a PB to a
Facilitation Centre outside the district the DEO will co-ordinate with
the DEO of the other district.

12.9.6 Procedure at the Facilitation Centre (FC)

(i) RO shall appoint one senior officer as OIC of PB at each FC.

(ii) All Recognized Political Parties will be informed in writing the

schedule of facilitation of postal balloting at FC. They shall be allowed
to send their representatives to witness the facilitation process.

(iii) In each training session, after training is over, at least 2 hours shall
be set apart for facilitation of postal balloting.

(iv) Arrangement shall be made for candidates to sit and watch the process
of facilitation without interfering with the process. If any person
interferes with the process of facilitation, the OIC of facilitation can
order such a person to leave the premises immediately.

(v) Voting compartments (as in a PS) shall be made in each FC for marking
the PBs by employees in complete secrecy. Arrangement of glue/
gum also be made to seal the envelopes.

(vi) At least one gazetted officer shall be put on duty by the DEO at each
FC to attest the declaration in Form 13A based on the identification
of the voter by his identity documents.

12.9.7 Process of Postal Balloting

A large steel trunk with one opening at the top for casting of PBs shall be
used as a facilitation ballot box. Before the casting of PBs is started the
empty facilitation, ballot box will be shown to all present. The facilitation
ballot box will then be sealed by the OIC of FC. Every voter shall cast his PB
in the Facilitation Ballot Box after marking it and sealing it in the envelopes.

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 ‘No voter to be left behind’

12.9.8 Sorting of PBs

(i) After all PBs for the day have been cast, the box will be opened by
the OIC of FC in the presence of the representatives of political parties.
All the PBs will be taken out of the box and the empty box will be
shown. The PB envelops will be sorted AC wise and the number of
PB envelopes received for each AC will be entered in a register in
prescribed Format.

(ii) Representatives of political parties present will be asked to put their

signature on the register. A copy of the relevant pages be given to
them.

(iii) All PB envelopes for one AC shall be kept in one large envelope. The
name of the Facilitation Centre, the date of Facilitation, the number
of PBs contained therein and no. & name of AC will be clearly written
on this envelope.

(iv) This envelope will then be sent to the concerned RO along with a
copy of the relevant pages of register of issue of PBs through special
messenger appointed by RO for this purpose not below the rank of
Naib Tahsildar.

12.9.9 Videography
The entire process of postal balloting will be videographed.

12.9.10 Monitoring of the process at Facilitation Centre

(i) The OIC of FC will prepare a return in Format-2 on every day when
facilitation of PBs is done and will send it to the RO daily till the
facilitation is over.

(ii) Returns shall also be prepared by RO, DEO and CEO as per instructions
52/2014/SDR dated 7.3.2014.

12.9.11 Storage of PBs received from facilitation centre- RO shall keep the
envelope containing PBs along with the copy of the relevant pages of the
register in a special strong room made especially for this purpose.

12.9.12 Receipt of PBs by post

(i) For receiving back PBs by post, the Postal Department will be asked
to nominate one post office which will deliver PBs every day to the
RO.

(ii) The time of delivery will be fixed at 3 PM every day at the office of
RO, except for the counting day when the time for delivery will be 8
AM at the counting centre.

(iii) The list of counting centres and the addresses of ROs offices will be
communicated in writing to the Postal Department.

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‘No voter to be left behind’

(iv) All recognized political parties and contesting candidates will be

informed in writing that they or their representatives may remain
present at the time of delivery of PBs by the post office.

(v) The number of PBs envelopes delivered by the post office noted in
the presence of representatives of political parties & candidates.

(vi) Please refer to detailed instructions in this regard.

12.9.13 Storage of PBs received by Post- RO will keep all PBs received from
the post office every day in a separate envelope for that day and write on
the envelope the date and words – “Postal Ballots Received by Post”. He will
keep this envelope also in the strong room for PBs every day after the post
has been received.

12.9.14 Role of Postal Department

(i) To appoint a Nodal Officer at State, District.

(ii) To open a prepaid account of RO well in advance to ensure PB deliveries.

(iii) Collection of service voters’ PBs from RO and its delivery in time.

(iv) Daily delivery of PBs at 3:00 PM and on counting day before

commencement of counting.

(v) Keeping record of deliveries.

12.9.15 Sending PBs to the counting centre

(i) Where the counting of PBs is done at another place than PBs will be
transferred to another strong room situated at counting centre.

(ii) For this purpose, the RO shall inform in writing to the candidates
the time at which this will be done. The strong room for PBs shall be
opened in the presence of the candidates/representatives present.

(iii) All PBs will then be kept in steel box to be sealed in the presence of
candidates/ representatives.

(iv) This box will then be carried under guard of armed CPF to the strong
room for PBs at the counting centre. Candidates and their represen-
tatives shall be allowed to follow the vehicle carrying PBs.

(v) The box will then be kept in the strong room for PBs at the counting
centre in the presence of the candidates/representatives. Strong
room will then be sealed and signatures of candidates/ representatives
shall be taken.

(vi) Candidates/representatives shall be allowed to keep watch on the

strong room for which they will be provided reasonable facilities by
the DEO.

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 ‘No voter to be left behind’

(vii) Whole process will be video graphed.

(viii) On the day of counting, the RO will open the strong room and bring
all PBs and copies of the relevant pages of registers received from
the Facilitation Centres to the table where the PBs will be counted.

12.9.16 Tallying of PB numbers before counting

(i) The packet of envelopes received from facilitation centres will be
opened and the number of PBs found in each packet will be tallied
with the numbers mentioned in the copies of relevant pages of the
registers received from the facilitation centres.

12.9.17 Marked copy of Roll and Record of PBs& EDCs (R. 20 (2) and 23 of CE
Rules, Ch. 11 of RO Handbook)

(i) In the marked copy of roll “EDC” or “PB”, shall be marked in RED ink
against the name of such elector.

(ii) In any case only one marked copy should be used as Master Copy for
issued PBs to avoid any mistake.

(iii) Serial number of PBs not to be mentioned in the marked copy of roll.

(iv) The counterfoils should be sealed in a separate packet and kept in

safe custody.

(v) After marking “PB” or “EDC”, in all cases, marked copy of electoral
roll may be sealed and it will be supplied to the concerned Presiding
Officer for the use at PS.

12.10 Register of postal ballot papers (Para 20 of Ch. 11 of RO Handbook 2019)

(i) A separate register to keep a record of issue of PBs to all categories and PBs
received back.

(ii) A record of PBs received back should also be entered in the register
indicating how many PBs are received in time and how many received late,
in each category.

(iii) In case of service voters, since transmission of postal ballot is done

electronically through ETPBS, the record will be available in the system.

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‘No voter to be left behind’

Part-13. Ballot Papers for EVMs

13.1 Form and Language of ballot paper for EVM (Label) (R. 49 B of CE Rules
1961 and Ch. 11 of RO Handbook 2019)

(i) Names of candidates including NOTA option in same language(s) in which

the list in Form 7A has been prepared. The serial number of the candidate
shall be indicated in the international form of Indian numerals.

(ii) Name of Constituency in English.

(iii) Names of candidates to be arranged in same order as they appear in list

of contesting candidates (Form 7A) under 3 categories. The headings of
categories not to be printed in ballots.

(iv) Symbol of NOTA as specified vide ECI’s No.576/3/2014/SDR dt.18.09.2015.

(v) Photograph of candidates to be printed on ballot paper in space between

name of candidate and symbol.

(vi) Form and design of ballots as per directions given in Ch. 11 of RO Handbook
2019 and ECI’s No. 576/3/2015/SDR dt.16.03.2015 and 21.05.2015.

13.2 Assessment of requirement of ballot papers (Ch. 11 of the RO Handbook

2019)

Requirement of ballot papers on the following basis -

(i) Number of EVMs to be used in Poll including the Reserve EVMs.

(ii) 20 ballot papers per Polling Station for tendered ballot papers.

(iii) In addition to point (i) & (ii), 10% of the above number may be printed as
extra to meet the contingencies, like mutilation at the time of fixing the BPs
in the B.U., defective BPs.

13.3 Printing of Ballot Papers (Ch. 11 of RO Handbook 2019)

(i) The arrangements for printing of ballot papers required for Returning
Officer’s constituency will be made by CEO.

(ii) Furnish to CEO, the list of contesting candidates in Form 7A immediately

after the same has been prepared after the last hour fixed for the withdrawal
of candidatures and the allotment of symbols to the candidates.

(iii) Transport and security arrangements to be ensured for printed Ballot

Papers.

(iv) O.I.C. printing will leave at once for printing with the relevant documents.

(v) Each bundle will have 20 ballot papers - Not to be stitched - Ballot papers
will have consecutive serial numbers.

(vi) Exact alignment with BUs to be ensured - For this purpose a BU should be
kept in the press.
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 ‘No voter to be left behind’

13.4 Verification of ballot papers (Ch. 11 of RO Handbook 2019)

(i) Ensure that names, photograph and symbols have been printed properly
and correctly and in correct order.

(ii) Ensure that there is no discrepancy in the numbers of ballot papers

dispatched by the press and received by RO.

(iii) Defective ballots or with duplicate number, or missing number should be

entered in register - Also to be published on notice board and at distribution
centre. A copy of notice to be sent to each of contesting candidates also.

(iv) Ballot papers should be kept in safe custody.

13.5 Safe custody of undistributed ballot papers (Ch. 11 of RO Handbook 2019) -

(i) Undistributed ballot papers should be kept by Returning Officer at some

central place on the day of poll for supply to any polling stations as may be
required according to the exigencies of the situation.

(ii) Such surplus ballot papers may also be used for fresh/adjourned poll.

(iii) After completion of the election surplus ballot papers should be disposed
of in the manner prescribed in Ch. 19 of RO Handbook 2019.

13.6 Ballot papers for record of ECI and CEO (Para 21 of Ch. 19 of RO Handbook
2019) -

(i) Two undistributed ballot papers duly cancelled with words “Cancelled for
the record in Election Commission” and one ballot paper duly cancelled with the
words “Cancelled for the record of Chief Electoral Officer” written on the back of
ballot paper under the signature of the RO should be sent to the CEO.

(ii) The ballot papers in respect of bye-elections should also be sent to the Commission.
The words “Cancelled for record in the Election Commission” should be written on
the reverse of each ballot paper.

13.7 Tendered ballot papers (Para 26 of Ch. 11 of R.O. Handbook 2019)

Tendered ballot papers shall be in same design and form as the ballot papers to be
used in balloting unit of EVM. The words “Tendered ballot paper” shall be stamped
on the back of ballot paper to be used as tendered ballot paper.

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‘No voter to be left behind’

Part- 14. General Arrangements for Poll

14.1 District Election Plan (ECI No. 464/INST/2008-EPS dated 24.10.08)

(i) Prepare a district profile giving details of the following: -

(a) important officials and their telephone numbers,

(b) geography,

(c) demography,

(d) administrative units/assembly segments,

(e) general law and order with constituency specific details and

(f) past electoral offences

(ii) Information regarding electors be ready in advance: -

(a) about sex ratio (form 1B & 1C)

(b) Voter population ratio (form 2C)

(c) Inclusion & Deletion (form 3B and 3C)

(d) EPIC coverage (Form 5B & 5C)

(e) Age cohort analysis, AC wise

(f) Absentee voters with and without family links details/analysis

(g) ESR details and action taken.

(iii) Polling Stations- Details –

(a) Constituency wise No. of PSs, Nos. of polling locations, Categorized

by No. of 29voters etc.,

(b) PSs accessible by vehicle, their distance from road, list of PSs without
telephone lines - Tel. No. of each PS.

(c) Vulnerable villages/Hamlets - List in format.

(iv) Polling personnel - Man power requirement to be assessed for appointment

as sector/zonal magistrates, PrOs, POs, etc., - complete database of particulars
of officers/officials working in all central/State Govt. officers, PSUs etc.,.

(v) Movement Plan -

(a) Sector movement plan - Plan of movement of polling parties/security

forces, SOs with detailed route chart indicating PSs - Sketch map of
constituency showing sectors and PSs.

(b) Route chart

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(c) Requirement of vehicle etc - Buses, LMVs and Heavy vehicles for
polling parties, special executive magistrates, security forces etc -
Assessment well in advance.

14.2 District Security Plan - As per ECI No. 464/L&O/2014-EPS dated 07.04.2014.
14.3 Communication Plan
(i) For polling stations - Prepare list of telephone nos. available in/nearby
each PS along with particulars of contact persons/ runners/ police stations/
police posts.

(ii) Prepare list of telephone nos./mobile nos. of PrOs, SOs, Spl. Executive Mag-
istrates.

(iii) Mode of communication such as VHF/HF linkage to ensure connectivity

with each PS on poll day where no landline/mobile is available.

(iv) Putting all contact Nos. and details related to election officials and polling
stations on CEO website along with polling station-wise vulnerability/
criticality status.

(v) Details of shadow areas and measures regarding.

14.4 Counting Plan

(i) Identify the place for polled EVMs & VVPATs and counting of votes.
(ii) Proposals of counting centres through CEO to ECI for approval.
(iii) Assess the requirement of counting staff.
(iv) Other logistic arrangements.
(v) Media arrangements.
(vi) Security arrangements
(vii) Communication and furnishing the data.

14.5 Polling Staff Welfare Plan

(i) Nodal Officer

(ii) Detailed guidelines given in ECI’s No. 464/ INST/2008-EPS dt.24.10.2008.

14.6 Assembly segment wise Election Plan (ECI No. 464/INST/2008-EPS

dt.24.10.08)

(i) Details of PSs - Total number- categorization of PSs urban/rural/polling

locations.

(ii) Sectors to be formed - one sector (cluster of PSs) should fall on one com-
mon road.

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‘No voter to be left behind’

14.7 Sector Management Plan (ECI No. 464/INST/2008-EPS dt.24.10.08)

(i) Sectors to be formed in advance so that immediately after the announcement

of elections, the SOs could be appointed.

(ii) Area of the Sector Officers/Zonal Magistrates and police mobile should be
same.

14.8 SVEEP Plan

(i) For all stages targeted activities to be planned.

(ii) District level plan for ethical voting. (ECI’s direction dt.29.05.2015)

14.9 Other issues

14.9.1 Selection of buildings/premises for various activities
(i) For training classes to polling personnel etc.

(ii) For checking and preparation of EVMs/VVPATs and their storage.

(iii) For storage of EVMs/VVPATs to be used in training.

(iv) For FLC and storage of EVMs/VVPATs AC wise after first randomisation.

(v) For Dispersal centres.

(vi) For safe custody of polled EVMs with VVPATs and counting of votes.

(vii) For boarding and lodging of central forces / outside police forces.

(viii) For boarding and lodging of polling personnel, if required.

14.9.2 Control Room/Helpline with toll free numbers - To be well equipped.

14.9.3 Complaint Monitoring Cell
(i) Nodal Officer

(ii) Register to maintained.

(iii) ATR and daily monitoring.

14.9.4 ICT and Cyber Security Related Plan - a technical team comprising
at least one programmer and two data entry operators must be available
full time at district level. (ECI No. PPS/DEC/ JP/2006 dated 15-12-2006).
Preparatory activities related to following shall be carried out
(i) Creating users for various polling personnel in the relevant applications
of ECI.
(ii) Updation of district and users’ profile in the ECI applications.
(iii) Hand holding training of relevant users and providing support to

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such users for effective use of ICT applications.

(iv) Ensure all outsourced staff and agencies sign Non-Disclosure Agreement.
(v) Passwords are not to be shared.
(vi) All suspicious activities / events related to cyber security is to be
reported to Cyber Security Nodal Officer at CEO office.
(vii) All local applications used during elections are to be security
audited by CERT-In empanelled auditors, hosted under nic.in/ gov.
in domain and SSL certificate installed.
(viii) All computer systems and applications used in the election process
are to be updated with latest security patches and to use licensed
version of the software only.

14.9.5 Election Expenditure Monitoring

(i) Officers and staff and infrastructure or EEM teams.

(ii) Identification, Appointment and Training to various teams of

Election Expenditure Monitoring.

14.10 Deputing staff and formation of various cells for general arrangements
(i) Polling personnel.

(ii) Polling stations.

(iii) Electoral Roll.

(iv) Transportation arrangements.

(v) Printing of Postal Ballots and EVM ballots.

(vi) Issue of Postal Ballots/ EDC.

(vii) Route Chart preparation (sector movement plan).

(viii) Counting Staff.

(ix) Training.

(x) Polling personnel welfare.

(xi) Communication plan.

(xii) Vulnerability Mapping; Critical Polling stations.

(xiii) Model Code of conduct and videography.

(xiv) Area Magistrate/Sector officers.

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‘No voter to be left behind’

(xv) Facilitation centre (Postal Balloting).

(xvi) Media centre/cell.

(xvii) EVMs and VVPATs.

(xviii) Election Expenditure Monitoring.

(xix) Procurement and distribution of election materials.

(xx) SVEEP activities.

(xxi) Liaison with Observers.

(xxii) Issue of Identity Card.

(xxiii) Micro Observers.

(xxiv) Computerization/ Randomization.

(xxv) Arrangements at Distribution Centre, reception Centre, Counting Centre.

(xxvi) Law and Order.

(xxvii) Police Personnel.

(xxviii) Statistical Data Cell.

(xxix) Scrutiny of Election Expenses by candidates.

(xxx) Reporting of Election Expenditure by political parties.

(xxxi) Single window to grant permissions to candidates/political parties.

14.11 Meeting with political parties/Standing Committee - Meeting as often as

may be convenient after declaration of election - Appeal to cooperate in the observance
of model code of conduct for free and fair elections and to maintain law and order
- Minutes be drawn - Not to be used as mere formality.

14.12 Media Cell

(i) Nodal Officer.

(ii) Holding meetings with media.

(iii) Publicity about new guidelines regarding EEM and Paid News.

(iv) Giving information on nominations, affidavits, etc and other events.

(v) Sharing with other information’s.

(vi) Coverage on poll day.

(vii) Coverage on counting day.

(viii) Authority letters.

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 ‘No voter to be left behind’

14.13 Facilities for Observers [ECI’s No. 464/OBS/2007/ PLN-I dated 9-1-2007 and
No. 464/INST/ 2007/PLN-I dt.12.10.2007]

(i) Boarding, lodging, transport and security to be arranged by DEO.

(ii) Stationary, wireless communication, guide and secretarial assistance be

provided.

(iii) Contingency expenditure, if any, incurred by observer will also be reimbursed.

(iv) Fax machine of district administration be used by Observer on a priority

basis and confidentiality be maintained.

(v) One telephone line is sufficient for use of more than one Observer being
housed in same premises.

(vi) STD telephone with fax facility at counting centres.

(vii) Give constituency maps, list of PSs, table of contents of electoral rolls, telephone
numbers, book-let containing plan of election and counting of votes.

(viii) Proper transport from nearest railway station/airport to constituency.

(ix) No Guard of Honour - No escort car/pilot or advance pilot.

(x) Place of stay, phone number and dates of visits of Observer should be
publicised.

(xi) Food arrangements by district administration.

(xii) Every Observer will be provided a video camera and a videographer from
the day he reaches the constituency.

(xiii) If suitable Government Guest Houses not available, provide alternative

accommodation in consultation with CEO.

(xiv) TA/DA - be drawn from parental ministry/department /office.

14.14 Assured minimum facilities for electors (ECI’s No.464/INST/PD-

F/2013-EPF dated 27.01.2016, No.464/INST-BMF/2013-EPF dt.27.01.2014)

Instructions of ECI to be followed- assessment and advance exercise by

Sector Officers etc. – Provisions for ramp, drinking water, furniture, proper
lighting, help-desk, proper signage, toilet-Queue handling, health care- Setting of
model polling stations.

14.15 Single window system (ECI’s No.464/INST/2014-EPS dt.20.03.2014;

No.76/Instructions/2015/EEPS dt.11.10.2015)

(i) Single window system may be setup in the office of DM/DEO/RO to grant
permission to political parties and candidates for usage of non-commercial
/remote/un-controlled airports/ helipads; organizing public meetings/
rallies/ processions, use of loudspeaker, use of vehicles for electioneering.

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‘No voter to be left behind’

(ii) Request for change of helicopter from a candidate/political party at the last
moment should be dealt with by DEO on priority basis and decision will be
communicated to the applicant within 03 hours of receipt of applications.

14.16 Providing facilities to Persons with Disabilities (ECI’s No.464/INST/

PwD/2016-EPS dt.15.02.2016, 12.03.2016 & 07.09.2016;)

(i) Identification and Database of PwDs.

(ii) Promoting use of PwD App by PwDs.

(iii) Voter guide, voter slips, EPIC, Dummy ballot papers etc. in Braille, wherever
possible.

(iv) Wheel Chairs at PSs.

(v) Braille facility in EVM.

(vi) Polling officials to be sensitive about PwD requirements.

(vii) SVEEP plan for PwDs.

(viii) Comprehensive activity/chart as given in direction dt.07.09.2016.

14.17 Deployment of Booth Level Awareness Groups (BAGs) for ethical

voting campaign (ECI’s No.76/Instruction/EEPS/2015- dt.29.05.2015)
(i) To be formed by BLOs comprising Government functionaries, para workers
etc.

(ii) Spread message for ethical voting.

(iii) Nukkad meetings etc.

(iv) Advertisement materials.

(v) Detailed plan.

14.18 Certain orders to be issued by the DM

(i) Suspension of Arms license.

(ii) Issue of prohibitory orders under section 144 Cr. PC in certain cases (If
required).

(iii) Issue of order under defacement of property (Prevention Act).

(iv) Prohibition of sale of liquor (declaration of dry day).

(v) Order relating to use of loudspeakers.

(vi) Declaration poll day as local holiday (If required).

(vii) Inviting the attention of Govt. Servants towards relevant provisions of MCC
and conduct rules.

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(viii) Sending proposal to the Law department through CEO for vesting powers
of special executive Magistrates under the relevant provisions of CrPC to
certain officer.

(ix) Appointment of Sector Magistrate.

(x) Requisition orders regarding Polling Station, Counting Centre, Distribution

centre, Reception centres and other building meant for Polling Station welfare.

(xi) Requisition order of vehicles.

(xii) Issuing orders to the Petrol pump owners for keeping reserve stock of POL.

(xiii) Inviting the attention of Political Parties and candidates regarding compliance
of Model Code of Conduct and ECI guidelines of Election Expenditure
Monitoring.

(xiv) Appeal to general copy about awareness regarding bribery, inducement

etc. by candidates’ political parties

14.19 Sending various statistical information and reports to CEO.

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‘No voter to be left behind’

Part-15.Law and Order – Preventive actions

for peaceful, free and fair elections

15.1 Preventive Law and Order actions for peaceful, free and fair elec-
tions [ECI’s No. 464/L&O/ 2007 PLN-I dt. 8.1.2007, No. 464/INST/2009/EPS dt.
24.03.2009 & Dt. 01.09.2009, No. 464/UP/2011/EPS dt. 30.12.2011]

(i) Increasingly vitiative role of criminality and muscle power at elections-Mea-

sures to be taken over and above the purview of normal law and order
arrangements.

(ii) Measures include the deployment of CPF to assist the State L&O Machinery
in prevention of pre-poll, poll & post-poll violence and confidence building.

15.2 Special drives to be launched from the announcement

(i) to compile list of persons indulged in electoral offences during past two
elections.

(ii) updating list of history sheeters, declared absconders, fugitive criminals.

(iii) to give affect the service of pending warrants/challans and updating list of
pending warrants.

(iv) to expedite the investigation / prosecution of pending election offences.

(v) unearthing& seizure of illicit liquor making factories.

(vi) Thorough search & seizure of illegal arms and places of indigenous
manufacturer of arms & ammunitions– Regular raids- Arrest of offenders.

(vii) 100% scrutiny of arms licenses and ammunition shops.

(viii) Prohibitory orders u/s 144 CRPC banning the carrying of licensed arms.

(ix) Fortnightly updated constituency wise information on above points of special

drives be made available to DEO & RO to be forwarded to ECI, if and when
asked for.

(x) New arms license after announcement of elections till completion of

elections. The issuance of Arms licenses should be in consultation with the
Screening Committee.

(xi) Inter-state and Intra-State movements of trucks and commercial vehicles

shall be checked with a view to preventing smuggling of arms & ammunitions
and anti-social elements.

(xii) Preventive actions u/s 107 116/ 109 CRPC.

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15.3 Deposit of Licensed Arms

(i) Immediately after announcement of election, DM/Police Commissioner
shall make a detailed and individual review and assessment under
prevalent laws of all license holders.

(ii) Licensed arms which are considered essential may be impounded in

order to ensure free & fair elections and for maintenance of Law &
Order at elections.

(iii) Among cases which may need to be reviewed are the arms licenses of
persons, -

a) released on bail,

b) having a history of criminal offences, and

c) previously involved in rioting at any time but especially during

elections.

(iv) The above categories are only illustrative and not exhaustive.

(v) The Bombay High Court laid down the guidelines on the subject.

15.3.1 Screening Committee – In every district and in every Commissionerate

area.

(i) In District – It shall consist of DM & SP.

(ii) In Commissionerate – It shall consist of Commissioner of Police and

Joint/Additional C.P. (Admn.)

(iii) Work of screening from the day of announcement of election and to

be completed in respect of licenses placed before it before notification
of elections.

(iv) On receipt of report from Screening Committee, the Licensing

Authority issue notice before last date of withdrawals to the license
holder for depositing the arms and inform about prosecution u/s
188 IPC on failure to deposit the arms.

(v) The license holder, on receipt of notice, shall deposit his arms within 7
days. The Licensing Authority shall give proper receipt to the licensee.

(vi) Decision of Screening Committee shall be final.

(vii) License holder if fails to deposit arms within specified period shall be
liable for prosecution u/s 188 IPC.

(viii) All fire arms so deposited shall be returned to the license holders
immediately after one week after the declaration of result.

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15.3.2 Sportsmen members of National Rifle Association will be exempted

from these restrictions.

15.3.3 Ban not to apply those communities also who are entitled to display
weapons by long standing law, custom and usage. However, District admin-
istration may impound weapons of a person from such communities if they
are found to be indulged in violence or causing a threat to peaceful conduct
of elections.

15.4 Transportation of Arms and Ammunitions

(i) Strict vigil and thorough checking of lorries, light vehicles and all other vehicles
from 3 days before the poll till counting of votes to ensure that no undesirable
elements or arms and ammunitions are being transported from outside.

(ii) Inter-state supply of Arms and ammunitions only on the basis of valid papers
including “No Objection Certificate” from the DM. Care should be taken that
supply reaches the actual consigning and not into the hand of unauthorized
persons.

15.5 Confidence building measures

(i) The DEO & SP shall initiate preventive measures to ensure that intimidation /
obstruction do not really happen on the poll day. They shall undertake tours
and meet the communities and explain the arrangements.

(ii) Police patrolling parties for tracking of vulnerable locations and Control
Room be informed.

(iii) Wherever necessary police pickets shall be established.

(iv) List of vulnerable locations shall be given to CPF.

(v) Wherever CPF arrives in advance for area domination, special attention to
be given on such locations.

(vi) On the day of poll Commander/Asstt. Commander should visit such vulnerable
pockets.

(vii) Complaints about obstructions/threat shall be enquired into immediately.

(viii) Special drive to compile the list of persons who are reported to have indulged
in the offences under SC & ST (Prevention of Atrocities) Act, 1989 during the
election period.

15.6 Display of Arms

Display of arms in support of a candidate shall not be allowed during a procession
or in any meeting in support of a candidate under any circumstances.

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 ‘No voter to be left behind’

15.7 Monitoring, Production, Distribution etc. of liquor

(ECI No. 576/3/2010/EEM dt.22.10.2010)

(i) Production, off take from Central Stocks, Stock limits of licensed stockiest,
daily receipt/off take of retail sellers of IMFL/Bear/Country liquor and opening
/closing time of liquor shops should be closely monitored.

(ii) Daily report by Excise Nodal Officer at district level and State level notifica-
tion of elections till poll.

15.8 Law & Order Report

(i) The Chief Secretary shall arrange for compilation of daily Law and Order
report for each district in format (LOR- Form -1) and for its transmission to
CEO. District Authorities should not send this report directly to ECI.

(ii) The Chief Secretary shall also arrange for compilation of a consolidated
report for entire State in format (LOR- Form-2) by the Home department.

(iii) The reports should be sent to CEO who in turn would fax the report with
comments to ECI.

(iv) Daily report from announcement of elections till completion of elections.

15.9 Actions against persons violating election laws (ECI’s No. 4/2012/SDR
dt.17.9.2012; No.509/CCEO/2009/RCC dt12.05.2014)

(i) Actions to be taken in cases of violation of legal provisions dealing with false
declarations in connection with electoral rolls and elections by persons and
in connection with breach of official duty by officials with regard to conduct
of election.

(ii) Violation of these provisions under IPC, RP Act, 1950 and RP Act, 1951 are
punishable.

(iii) ERO, RO and DEO to initiate action against defaulters by filing complaints
before competent court in case of non- cognizable offences and by getting
FIR registered in case of cognizable offences.

(iv) Delay to be avoided - in view of period of limitation u/s 468 r/w Sec. 469
CrPC.

(v) Complaints filed before the competent court in the case of cognizable
offence – All such cases of violation of law, electoral offences, corrupt practices
etc. should not be withdrawn and those should be pursued to their logical
conclusion.

15.10 District Security Deployment Plan [ECI’s No. 464/L&O/2007PLN-I dt.8.1.07

and No. 464/INST/2008-EPS dt.24.10.2008, No. 470/2009/EPS dt.8.9.2009 No.
464/L&O/EPS-2014 dt. 07.04.2014]]

(i) Full and optimal utilization of CPFs and SAPs to be ensured.

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‘No voter to be left behind’

(ii) CPF can be splitted into half section – (SP to certify that the area is insurgency
/ naxalite free). In areas which are insurgency / militancy/ naxalite affected,
section of CPF not to be broken.

15.10.1 State Deployment Plan – To be prepared in consultation with CEO taking

account the available forces of State Police / SAP and CPF which will be made
available by the ECI / MHA.

15.10.2 District Deployment Plan

(i) To be prepared under the chairmanship of DM/DEO – and to be
approved by Observers – No deviation without express prior approval
of Observer.

(ii) State deployment plan and district deployment plan would be finalized
at least one week before the poll.

(iii) Observers to be given draft force deployment plan on their arrival.

(iv) The plan should have sketch map of each sector and identify vulnerable
pockets and critical PSs.

(v) Police patrol routes and SOs route to the extent possible should be
common.

(vi) Deployment of any force (other than State Police and CPF) i.e. Home
Guards etc. will require prior permission of ECI.

(vii) Security cover to contesting candidates only as per assessment of

threat, and not in routine manner – Observers should be provided with
adequate security.

(viii) Adequate security to Observers and Asstt. Election Observers also.

(ix) Three tier cordoning system to be set up in counting centres.

(x) Sealing of inter-state borders / inter district borders, well in advance

to prevent infiltration of antisocial and disruptive elements.

(xi) For guarding strong rooms after the poll to the extent possible, CPF will
be used and wherever CPF is not available SAP will be used.

(xii) The forces shall be deployed at the PSs in the following order of sensitivity
– CPF followed by SAP followed by DAP.

(xiii) Additional measures at critical polling stations – As per criteria [ECI’s

No. 464/INST/2008-EPS dated 24.10.2008]

15.10.3 Role of CPF and State Police (ECI’s No. 464/INST/2008-EPS dt. 24.10.2008,
No. 464/L&O/2009-EPS dt. 30.3.2009)

(i) CPF not to be kept as strike reserve etc.

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(ii) CPF will be used for the purpose of area domination conducting flag
march (should be more on foot), confidence building among electors,
checking of border etc., till 2 days before the poll.

(iii) For the poll day the CPF shall be assigned duties of guarding PSs, poll
material, poll personnel and the poll process and not to look after law
and order – CPF may be deployed in any of the following manners: -

(a) Static guarding of chosen polling stations solely and exclusively

by CPF;

(b) Static guarding of polling stations as part of a mixed (composite)

team with local state force;

(c) Patrolling duty on assigned routes (election sectors) covering

a fixed cluster of polling stations;

(d) Patrolling duty as flying squad in a defined area with surprise

element.

(e) Escorting duty of polled EVM with polling personnel back to

the receipt centre/ strong room after polls are over;

(f) Any other duty which is necessitated to ensure the purity

and fidelity of the election process.

(g) In static duty at chosen PSs – One CPF Jawan from the CPF
party posted at PS will be stationed at the entrance of PS to
watch on the proceedings inside the PS. When a building has
multiple PSs CPF deploy is not sufficient to cover every PS
door then the CPF Jawan on duty at entrance of the PS will
oscillate from one PS door to the other. He will report to
officer in charge of CPF or Observer if anything unusual
observed by him.

(h) Where CPF has been assigned static guard duties but could
not reach the assigned PS, the poll shall not commence.

(i) In some cases, CPF and the local police mixed in the ratio 1:1
- in such case the CPF Jawan will take position at the door of
PS.

(j) Where CPF is on static guard duty (whether exclusively or

competitively) two (at least one) unarmed local police/ HG
be posted at PS premises.

(k) When CPF is assigned duty of mobile patrolling they will

ensure the fidelity of election process and assist the sector
officer. CPF be provided list of critical PSs, vulnerable Hamlets
etc.

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(l) Local State Police for maintenance of general law and order,
in the catchment area of PSs as well as inside and outside of
the polling premises.

(m) Local police not to replace the CPF at PS where the CPF has
been assigned duties solely and exclusively – Supervision
and control over the CPF at PS not by local Police Officer.

(n) When the CPF is assigned duty in a “flying squad” mode, it

shall be accompanied by a Zonal Magistrate.

(o) Hamlets / habitations with in polling area that are vulnerable

to threat, intimidation and undue influence shall be identified
and confidence building and preventing measures be taken
in advance by local state police.

(p) Only if enough CPF is not available, local State Police can be
deployed at PS. In such case the local police shall not stand at
the entrance door of PS and instead would be position away
from the sight of polling personnel inside the PS.

(q) A minimum two unarmed local State Police personnel/Home

Guard for each PS – When a PS is covered with CPF unit, only
one local police will be deployed.

(r) CPF mobile patrolling party will be provided sketch map

indicating PS locations, their sensitive gradations, name and
contact numbers of SO/RO/Observer etc.

(s) After poll the polled EVMs and polling personnel shall be
escorted by CPF.

(t) CPF may also be assigned duty of guarding polled EVMs/

strong room.

15.10.4 Amenities etc. to CPF personnel

(i) IG level officer at PHQ to be appointed as nodal officer to look into
matters of CPF facilities.

(ii) Name, address etc. of nodal officer to be indicated to ECI and DG of

concerned CPF.

(iii) Fooding be made par with the State Police/Polling Personnel.

(iv) Packed lunch or payment for refreshment on poll / counting duty.

(v) Accommodation – as prescribed - Arrangements to be reviewed by

DEO/CEO also.

(vi) Vehicle / transportation with PoL.

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 ‘No voter to be left behind’

(vii) SIM card to Coy. Commanders.

(viii) Mobilization of CPF from other States - Adequate road transport to

destination (up to 500 km) - For distances more than 500 km, rail
transport be arranged.

(ix) Briefing to CPF personnel about challenges of area - If deployed in a

Police Station by SHO and if it is in a district by DM and SP.

(x) Briefing to CPF personnel by Observer and RO also about their

duties, structure, functioning of forces etc.

(xi) Ex-gratia compensation to CPF personnel as per guidelines of ECI

No. 218/6/2014/EPS dt. 25.04.2014.

(xii) Honorarium to the CPF /SAP personnel as per guidelines of ECI No.
218/4/2016/EPS dt. 14.09.2016.

15.11 Identification of critical polling stations and critical zones [ECI No. 464/
INST/2008-EPS dt. 24.10.2008]

(i) Factors to be taken into account –

(a) PSs of high % of Non-EPIC voters.

(b) PSs of high % of missing voters without family links.

(c) PSs having vulnerable pockets – SO’s, Police’s and candidate’s “worry
list”.

(d) PSs where polling was more than 90% and where more than 75%
of votes have been polled in favour of one candidate in last election.

(e) Re-poll reported due to malpractices, and where electoral violence

has taken place during last election.

(f) Anti-social elements and their areas of influence.

(ii) Observer will be consulted while finalizing the list of critical PS.

(iii) Categories of critical PSs – like S-1, S-2, S-3 and S-4. Weight-ages to be
assigned to each category of criticality.

15.11.1 Critical polling stations and zones – Measures to be followed there

at - Police mobiles and zonal mobiles [ECI No. 464/INST/2008-EPS
dt. 24.10.2008 and No. 447/2007/PLN-4 dt. 17.1.2007]-

(i) One or all of the following measures:

(a) CPF to safe guard the PS.

(b) PrOs be briefed to ensure that EPIC / approved identification

document are properly verified and reflected in the remarks
col. of Form 17A.

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‘No voter to be left behind’

(c) List of such PSs be given to Commanding / Assisting

Commanding Officer of CPF to keep an eye on such PSs.

(d) Digital/Video camera be positioned at identified PSs–

Photography inside the PS to capture photos of all electors
in same sequence as in Form 17A and cover poll proceeding
without compromising the secrecy of voting.

(e) Micro Observer to be deployed – with consultation /

approval of Observer.

(ii) Critical events in and around the PS should also be captured /

photographed.

(iii) Digital cameras will be issued by DEO to the trained officers for such
PSs – The officer shall submit a certificate after the poll.

(iv) Media persons not to be allowed to capture photograph inside the

PS. [See also ECI No. PS /AK/2005 dt. 10.9.2005]

(v) Webcasting of poll process at identified PS can be done.

15.12 Vulnerability Mapping (ECI No. 464/INST/ 2007 - PLN-I dt. 12.10.2007, No.
464/INST/2008- EPS dt. 24.10.2008, No. 464/INST/2009-EPS dt. 22.03.2009,
31.03.2009 & No. 464/Instructions/EPS/2011 dt. 05.03.2011)

15.12.1 “Vulnerability”- In the context of election may be defined as, -

(i) susceptibility of any voter or section of voters, whether or not living
in a geographically identifiable area,

(ii) to being wrongfully prevented from or influenced upon in relation

to the exercise of his right to vote in a free and fair manner,

(iii) through intimidation or use of undue influence or force of any kind

on him/her.

15.12.2 The exercise of Vulnerability Mapping - in the context of elections to

be undertaken with the point of view:

(i) to clearly identify vulnerable voter/ section of voters,

(ii) to identify the persons/factors causing such vulnerability, &

(iii) to plan and take adequate corrective action well in advance.

For identification of the areas well in advance, Sector Officers should be

ready before the announcement of election. All help including vehicular
support should be given to the SO.

15.12.3 Exercise on Vulnerability Mapping

(i) For identification of the areas/communities, Sector Officers should
do exercise soon after declaration of election by, -
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 ‘No voter to be left behind’

(a) Visiting the catchment area of every polling station in his

Sector.
(b) Meeting with community, local intelligence etc.
(c) Identify source of threat and intimidation.
(d) Considering incidence and current apprehensions.
(e) Consultation with SHO, BDO, Tehsildar and other local
administrative officers/officials.

(f) Candidates’ “Worry List” when candidates are finalized and

observers have arrived.

(g) Identify names of people who are likely to cause undue influence/
intimidation.

(ii) Sector Officer will prepare, -

(a) The list of vulnerable households & families,

(b) The list of persons and factors causing such vulnerability

(c) Contact no. of household/ Contact points within the habitats/

community vulnerable.

(d) Action taken/proposed.

(e) Contact no. & address of the person who are to be tracked/
prevented from intimidating/wrongly influencing the voters.

15.12.4 Formats
(i) Sector Officer, after visiting the area and collecting information,
shall fill up detailed information in following Formats.

(ii) VM-2 (SO): Proforma for checking and determining vulnerability by

Sector Officer.

(iii) VM-3 (SO): Polling Station wise Format for enlisting Vulnerable
Localities/Pockets/Voter Segments and list of intimidators by Sector
Officer.

(iv) VM-4 (SO): Summary of Polling Station wise enlisting of Vulnerable

Localities/Pockets/Voter Segments and of intimidators by Sector
Officer.

(v) VM-5 (SO): Certificate by the Sector Officer/Sector Magistrate/Head

Constable/Assistant Police Sub inspector.

(vi) These formats are to be necessarily filled for each such locality/

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‘No voter to be left behind’

Pocket, while Sector Officer is touring the locality. The sector Officer
must retain copies of the filled in Formats and submit all filled in
Formats to the Returning Officer within 3 days of announcement of
elections.

(vii) The RO of the constituency shall compile all above information and
finalize the VM for the entire constituency and make it available to
the DEO, within 5 days of announcement of elections after retaining
a copy of the same, in the following format.

(viii) Format VM-6 (RO): Summary of vulnerability and list of persons

causing vulnerability by Returning officer.

(ix) The DEO, on the same lines, must collect the Formats VM/RO and
prepare and make available, the Format ‘VM/DEO’ to the CEO within 7
days of announcement of election. The format prescribed for DEO
reporting is Format VM-7 (DEO): Report on identification of
vulnerability, and action taken at district level.

(x) The CEO must compile all the district Formats VM/DEO of the State
into a book and make this compliance available to the Commission
within 10 days of announcement of elections.

15.12.5 Follow up action on Vulnerability Mapping exercise

(i) Preventing measures by DEO and SP and confidence building
measures for free and fair poll - Frequent visit at such locations.

(ii) Regular feedback by district intelligence.

(iii) DEO / RO shall interact with candidates/political parties.

(iv) A specific officer will be designated at Thana level for tracking the
individual trouble mongers.

(v) The name of Police Officer responsible for each vulnerable location
should be mentioned along with his contact no. in the format to be
sent as ATR.

(vi) The ATR is required to be submitted by DEO & SP jointly to the CEO
5 days before the poll.

(vii) Details of PS wise vulnerability mapping be given to Observer also

on his arrival.

(viii) Action plan by DEO and SP to deal with potential threats and
intimidation points - action under 107 / 116 / 151 CRPC, forcing
trouble mongers’ appearance in police station, placement of police
pickets, visits by officers etc.

(ix) The Police patrolling parties should keep track of the vulnerable
locations and keep the control room informed on the day of poll.
Wherever necessary police pickets should be established.
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 ‘No voter to be left behind’

(x) The Commanders/Assistant Commanders of the CPF shall be given

a list of such vulnerable locations by the DEO.

(xi) On the day of poll, CPF shall make it a point to visit such pockets as
a confidence building measure.

15.12.6 On the day of poll special attention at vulnerable pockets/

families
(a) The Presiding Officer should be briefed about the vulnerable locations. In
the electoral roll the Section within the part should also be marked
for proper monitoring.

(b) SO will verify whether voters from vulnerable habitats /communities

/households are turning up for voting or not.

(c) It can be gauged from the marked copy of electoral roll where voters
who have voted are ticked.

(d) In case SO find that some section of voters is conspicuously absent

then they should inform the RO about this immediately and special
squad will be sent to ascertain that there is no hindrance.

(e) At the end of poll SO to submit special report to RO that voters from
vulnerable habitats were able to vote or not.

(f) The Observers shall give their full attention at every stage. A special
mention shall be made about this in their final report.

(g) If ordered by ECI, Observer will make a reading of the Form 17A and
the marked copy of the electoral roll used at the PS.

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‘No voter to be left behind’

Part-16. Model Code of Conduct

16.1 Period of MCC

MCC comes into operation in the Constituency from the day of announcement of
Election Programme.

16.2 Objective
(i) To develop for maintaining a healthy and peaceful atmosphere conducive
to the conduct of smooth elections.

(ii) To provide level playing field for all political parties and candidates.

16.3 Publicity
(i) Provisions of MCC, Illustrative list of DO’s’ & DON’Ts’, Legal provisions
electoral offences and corrupt practices and ECI’s directions may be
explained in the meetings with political parties/ candidates.

(ii) R.O. to give copies of ECI’s directions to candidates at the time of nominations.

(iii) Wide Publicity through print/electronic media etc.

16.4 Be proactive - check misuse of

(a) Official vehicles of Government/PSUs.

(b) Government Building.

(c) Government Officials/Machinery.

16.5 Important Aspects of the MCC- DO’s & DONT’s (ECI No. 464/INST/2007-PLN-I
dt. 07-01-07)

16.5.1 On Welfare schemes and governmental works:

(i) Announcement of new projects or programme or concessions or
financial grants or promises thereof or laying of foundation stones,
etc., are prohibited.

(ii) These restrictions apply equally to new schemes and also ongoing
schemes. The commissioning of such schemes will be done by civil
authority without associating political functionaries and without
any fanfare or ceremonies.

(iii) Even if a budget provision has been made or the scheme has been
sanctioned earlier or a reference to the scheme was made in the
address of the Governor/budget speech the schemes cannot be
announced/inaugurated/ taken up while the MCC is in operation.

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(iv) No fresh sanctions for governmental schemes should be made.

(v) Review by political executives and processing of beneficiary-oriented

schemes, even if ongoing, should be stopped.

(vi) No fresh release of funds on welfare schemes and works should be

made or contract for works awarded without prior permission of
the Commission. This includes works under the MP/MLA Local Area
Development Fund.

(vii) No work shall start even if work orders have been issued before the
MCC came into effect. However, if a work has actually started, that
can continue.

(viii) There shall be no bar to the release of payments for completed

work(s) subject to the full satisfaction of the concerned officials.

(ix) Prior approval of Commission is required for schemes like providing

relief to people suffering from drought, floods, pestilences, other natural
calamities or welfare measures for the aged, infirm etc. However,
ostentatious functions are not allowed.

16.5.2 Ban on Transfer/Appointments

(i) From the announcement of election programme, no officer/official
connected with election work or likely to be deputed for election
work not to be transferred.

(ii) Transfer orders issued prior to the date of announcement but not
implemented till the announcement should not be given effect without
specific permission from ECI.

(iii) Regular recruitment or appointment or promotion through the

UPSC, SSC, State PSCs or any other statutory authority can continue.
Recruitments through non-statutory bodies will require prior clearance
of the Commission.

(iv) Officers connected with election work should not remain at the
place against the Home District and 3+ policy.

16.5.3 Conduct of Government Servants (ECI No. 62/84 dt. 6.11.84 and Sec
129, 134 and 134A of RP Act 1951 and Civil Services (Conduct) Rules)

(i) No Government servant can take part in political activities - He shall

be guilty of misconduct under the relevant service rules.

(ii) He cannot act as election agent, polling agent, counting agent. It is

an offence. (S.134 of R. P. Act, 1951)

(iii) If he happens to be an official mentioned in Section 129 (1) of R.P.

Act, 1951, he shall also be additionally liable to penal action.

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‘No voter to be left behind’

(iv) He should not be present in public meeting during election cam-

paign. Exception - those officers engaged in law & order and security
arrangements.

16.5.4 Misuse of official vehicles (ECI No. 437/4/96-PLN-III dt. 15.1.96, No.
437/6/96-PLN-III dt. 9.4.1996, No. 437/6/97 PLN-III dt. 18.3.97 and No. 464/
INST/2007 - PLN-I dt. 7.1.07 and No. 437/6/2008/CC&BE dt. 19.10.2008
and No. 464/INST/2014-EPS Dt. 10.04.2014)

(i) Total restrictions on the use of official vehicles such as helicopters,

aircraft (except PM), cars, jeeps, etc.

(ii) Use of official vehicles by Ministers, even on payment for election-

eering purposes including by adopting the official work is totally
prohibited.

(iii) The only exception will be the Prime Minister and other political
personalities who require security of high order.

(iv) Official vehicle means vehicles belonging to Central Govt., State

Govt., Public / Joint Sector under takings of Central or State Govt.,
Local bodies, PRIs and any other body in which any public funds are
invested.

(v) Functionaries of autonomies organizations may use the official

vehicle only for commuting between office and residence and to
attend any official meeting within Head Quarters itself. (ECI No.
437/6/2008/CC&BE dt. 19.10.2008)

(vi) Close watch by district administration.

(vii) Vehicles found being misused, may be confiscated forthwith.

16.5.5 Tours of Ministers (ECI’s No. 437/6/96 PLN.III dt. 17.1.1996; No.
437/6/99 PLN-III dt. 15.7.1999; No. 464/INST/2007 - PLN-I dt. 7.1.2007 and
No. 437/6/2007/ PLN-III dt. 23.11.2007, No. 437/6/INST/2011-CC&BE dt,
24.03.2011 & 01.04.2011)

(i) Official visits and political activities/electioneering not to be combined.

(ii) Tours of Union Ministers - They may visit on purely official business
after letter of certification by Secretary of department/ministry -
Govt. vehicles, accommodation and due courtesies be given for such
official trip.

(iii) Tours of Ministers of State Government -

(a) No Minister shall undertake an official visit.

(b) Election related officers not to be summoned by Minister.

(c) Only exception is Minister in charge or CM in case of failure

of law and order and occurrence of natural calamity.

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(iv) Minister entitled for official vehicles at HQ from their residence to

offices for official work only and not for any political activity.

(v) During visit, whether on a private or official, no pilot car(s) or car(s)

with beacon lights or car affixed with sirens be used by Minister or
by any political functionary, even if he has been granted security
cover. This is applicable whether vehicle is government owned or
private owned.

(vi) Official staff of Minister not to accompany with minister during

electioneering – But one member of non-gazetted personal staff of
the Chief Minister may be allowed to accompany him on personal/
private tour.

(vii) However, such personal staff shall not take part in political activity
or assists the CM in his political work.

16.5.6 Security covers to Ministers/political personalities (ECI No.

437/6/96- PLN-III dt. 9.4.96; No. 437/6/98 PLN-III dt. 18.8.99; No. 4/2001/
JS II dt. 30.3.2001 and No. 437/6/2007 PLN-III dt. 24.10.2007, No. 437/
INST/2009/CC&BE dt. 25.03.2009)

(i) Security covers as per threat perception assessed by Govt. agencies.

(ii) Absolute ban on the use of State-owned aircraft or helicopters

propelled at State cost or hired at State cost for any reason including
security (except P.M.).

(iii) State owned one bulletproof vehicle be permitted where the security
agencies have prescribed such use. Stand-by vehicle not to be permitted
unless so specifically prescribed by security authorities.

(iv) Cost of spare multiple vehicles, where prescribed in the case of SPG
protectee by the security agencies will be borne by Govt. (except the
vehicle used by the SPG protectee.

(v) Propulsion charges of bulletproof vehicle used by PP/SPG protectee

will be borne by the PP/SPG protectee when it is used for non-official
purpose and in case star campaigner it will born by the political party.

(vi) Carcade will be strictly in accordance with security norms. Propulsion

charges of such security vehicles and cost of man power will be met
by State Govt.

(vii) Political functionaries of other states (other than Z+ and SPG protects
for whom approved guidelines exist) will not be permitted with private
security vehicles or security guards - They will be permitted to come
with their PSOs as per X, Y and Z category entitlement. (ECI’s No.
464/RJ-LA/2008 dt. 20.11.2008)

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16.5.7 Other DO’S & DONT’S (ECI No. 464/INST/2007-PLN-I dt. 07-01-07)

A. Illustrative list of DO’S:

(i) Ongoing programmes, which actually started in the field
before the announcement of elections may continue.

(ii) Relief and rehabilitation measures to the people in areas

affected by floods, drought, pestilence, and other natural
calamities, can commence and continue.

(iii) Grant of cash or medical facilities to terminally or critically

ill persons can continue with appropriate approvals.

(iv) Public places like maidans must be available impartially

to all parties/contesting candidates for holding election
meetings. So also use of helipads to ensure a level playing
field.

(v) Criticism of other political parties and candidates should

relate to their policies, programme, past record and work.

(vi) The right of every individual for peaceful and undisturbed

home life should be fully safeguarded.

(vii) The local police should be fully informed of the venue and
time of the proposed meetings well in time and all necessary
permissions taken.

(viii) Restrictive or prohibitory orders, if any, in the place of the

proposed meeting, they shall be fully respected. Exemption,
if necessary, must be applied for and obtained well in time.

(ix) Permission must be obtained for the use of loudspeakers or

any other such facilities for the proposed meetings.

(x) The Police assistance should be obtained in dealing with

persons disturbing meetings or otherwise creating disorder.

(xi) The time and place of the starting/termination of any

procession and the route should be settled in advance and
advance permissions obtained from the police authorities.

(xii) Restrictive orders, if any, in force in the localities through

which the procession has to pass should be fully complied
with. So also, all traffic regulations and other restrictions.

(xiii) The passage of the procession must be without hindrance to

traffic.

(xiv) Cooperation to all election officials at all times to ensure

peaceful and orderly poll.

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(xv) All Workers must display badges or identity cards.

(xvi) Unofficial identity slips issued to voters shall be on plain

(white) paper without any symbol, name of the candidate or
name of the party.

(xvii) Restrictions on plying of vehicles during campaign period

and on poll day shall be fully obeyed.

(xviii) (Except voters, candidates and their election/polling agents),

only persons with a specific valid authority letter from the
ECI can enter any polling booth. No functionary highly placed
(e.g. CM, Minister, MP or MLA etc) is exempt from this condition.

(xix) Any complaint or problem regarding the conduct of elections

shall be brought to the notice of the Observer/RO/Sector
Magistrate/ECI.

(xx) Directions/orders/instructions of the ECI/RO/DEO shall be

obeyed in all matters related to various aspects of election.

(xxi) Do leave the constituency after the campaign period is over

if the political functionaries are not a voter or a candidate or
candidate’s election agent from that constituency.

B. DON’Ts (ECI No. 464/INST/2007-PLN-I dt. 07-01-07)

(i) Any and all advertisements at the cost of the public exchequer
regarding achievements of the party/Government in power
as prohibited.

(ii) No Minister shall enter any PS or the place of counting, unless

he or she is a candidate or as a voter only for voting.

(iii) Official work should not at all be mixed with campaigning/

electioneering.

(iv) No inducement, financial or otherwise, shall be offered to

voters.

(v) Caste/communal feelings of the electors shall not be

appealed to.

(vi) No activity, which may aggravate existing differences or create

mutual hatred or cause tension between different castes,
communities or religious or linguistic groups shall be
attempted.

(vii) No aspect of the private life, not connected with the public
activities, of the leaders or workers of other parties shall be
permitted to be criticized.

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(viii) Other parties or their workers shall not be criticized based

on unverified allegations or on distortions.

(ix) Any place of worship shall not be used for election propaganda,
including speeches, posters, music etc., on electioneering.

(x) Activities which are corrupt practices or electoral offences

such as bribery, undue influence, intimidation of voters,
personation, canvassing within 100 meters of a polling
station, holding of public meetings after campaign period is
over and conveyance of voters to and from polling stations
are prohibited.

(xi) Demonstrations or picketing before the houses of individuals

by way of protesting against their opinion or activities shall
not be resorted to.

(xii) Subject to the local laws, no one can make use of any individual’s
land, building, compound wall, vehicles etc. for erecting flag
staffs, putting up banners, pasting notices or writing slogans
etc. without specific permission of the owner. The specific
permission will be shown to and deposited with the DEO.

(xiii) No disturbances shall be created in public meetings or

processions organised by other political parties or candidates.

(xiv) No procession along places at which another party is holding

meetings.

(xv) Processionists shall not carry any articles, which are capable
of being misused as missiles or weapons.

(xvi) Posters of other parties/candidates shall not be removed or

defaced.

(xvii) Posters, flags, symbols or any other propaganda material

shall not be displayed in election booths of candidates
on the day of poll or near polling booths.

(xviii) Loudspeakers shall not be used either before 6 a.m. or after

10a.m. and without prior written permission of the authorities
concerned.

(xix) Loudspeakers shall also not be used at public meetings and

processions without the prior written permission of the au-
thorities concerned. Normally, such meetings/processions
will not be allowed to continue beyond 10.00 p.m. in the
night and will be subject to the local laws and other relevant
considerations like festival season, examination period, etc.

(xx) No liquor should be distributed during elections.

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(xxi) On the day of the poll, no person having security cover shall
enter the vicinity of a polling station premise (within 100
meters) with his security personnel. Further, on the day of
the poll no such person shall move around in a constituency
with his security personnel. If the person happens to be a
voter also, then he or she shall restrict his/her movement - to
voting only.

(xxii) No person having official security or private security guards

for himself, shall be appointed as an election agent or polling
agent or counting agent.

(xxiii) Grants/payments out of discretionary funds shall not be

sanctioned.

16.6 References to Politicians/Ministers on official website (ECI No.

437/6/2007/Inst./ PLN III dt. 21-11-07 and No. 437/6/INST/2014/CC&BE Dt.
20.03.2014)

References to Ministers, politicians or Political Parties on Govt. official website,

shall be taken off / purged off.

16.7 Restrictions on presence of political functionaries who is not voter, in

the constituency, when campaign period is over [ECI No. 464/INST/2007/
PLN-I dt. 8.1.2007 and 27.2.2007 and No. 464/INST/2011/EPS/734-768 Dt.
11.10.2011]

(i) After the campaign period is over, no political functionary who is not a voter
will remain in the constituency. However, elected MP or elected MLA of poll
going PC/AC should not be asked to leave their Constituency but they shall
not be allowed to carry out any campaign in the Constituency.

(ii) Office bearer of political party, who is in charge of the state, shall declare
his place of stay in the State HQ and his movement shall remain confined
normally between this party office and place of stay.

(iii) Premises like community halls etc., be checked to find out outsiders.

(iv) Check posts in the constituency border for vehicular movement.

(v) Verify the identity of people/group of people -whether they are voters.

16.8 Regulation of plying of vehicles during campaign period [ECI’s No.

437/6/96-PLN-III dt. 16.01.1996, No. 464/INST/2007 PLN-I dt. 9.2.07, No.
437/6/97 PLN-III dt. 18.3.97, No. 437/6/2007 PLN-III (Vol. III) dt. 16.3.2007; No.
437/6/2006-PLN-III dt. 12-11-2007 and dt. 23.11.2007, No. 437/6/INST/2010/
CC&BE dt. 05.10.2010 and No. 464/INST/2014/EPS Dt. 10.04.2014]

(i) Strict action against vehicles plying in contravention of provisions of MV

Act.

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(ii) Close watch on vehicles for any possible mischief or criminal activities
carrying of illegal arms, illicit liquor, and anti-social elements - Such vehicles
not to be release till elections – Penal actions under relevant law also be
taken.

(iii) Vehicles for campaign purpose may ply only with prior approval of DEO
- Original permits bearing number of vehicle and name of candidate be
displayed premonitory on wind screen of vehicles - Details to be given to
Expenditure Observer.

(iv) Vehicle not registered for campaigning if found being used for campaigning
shall be deemed to be unauthorized campaigning for the candidate - Action
for such activity be taken u/s 171H of IPC also.

(v) During filing of nominations up to 3 vehicles be allowed to come within the

periphery of 100 meters of RO/ARO office - Expenditure will be included
in account.

(vi) In case visits by party leader as covered U/S 77 (1) (a) the permits of vehicles
for road journey be issued centrally by CEO in different colour.

(vii) Convoys of more than 10 vehicles (excluding security vehicles in view of

security gradation of PP) not to be allowed from the date of announcement
of Election till completion of election - Bigger convoys shall be broken up.

(viii) Bicycle, two wheelers or cycle rikshaw is also a vehicle u/s 160 of RP Act
1991.

(ix) Only one flag/banner/poster/placard be allowed on one vehicle during

procession.

(x) Vehicle permit to Authorized Nominee in addition to Election Agent of

a candidate – For a particular area for which he was nominated by the
candidate up to the end of campaign period. (ECI’s No.76/2014/SDR
dt.08.04.2014)

16.9 Permission of vehicle to a political party for transporting publicity

material (ECI’s No. 464/INST/2018/EPS dated 18.11.2018)
(i) CEO may grant permission of one vehicle for every 25 ACs to a recognized
political party on request, for distributing publicity material to various party
offices in the State.

(ii) The colour of permit will be different.

(iii) Political party will have to specify the name of district, route map, dates etc.

(iv) The vehicle will be subjected to normal checks and will not be used for
campaigning.

(v) The expenditure shall be incurred by political party and not by candidate.

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16.10 Vehicle permit for office-bearers of recognized political party (ECI’s No.
464/INST/2011/EPS dated 23.03.2011 & 28.03.2011 and dated 08.10.2013)

(i) CEO may issue permit for a maximum 5 vehicles to office bearers of a
recognized political party for campaigning only that can move throughout
the State.

(ii) DEO may permit for one vehicle to district level office-bearers (other than
Star Campaigners) of recognized political party for electioneering in different
constituency within district.

(iii) Permit on different colour from the colour of permits issue to candidates
and Star Campaigners

(iv) Permit in the name of person and details of vehicle – journey, period etc.

(v) The expenditure shall be incurred by political party and not by candidate.

16.11 Prevention of defacement of property (ECI’s No. 3/7/2008/JS II dt.07.10.2008

and 10.11.2008; No.3/7/2014/SDR dt.11.03.2014)

A. Defacement of Public Places

(a) No defacement in any form (wall writing, banners, posters, flags,
hoardings etc.,) be permitted on Government premises.

(b) Writing of slogans displaying of posters etc, erecting cut-outs,

hoardings, banners, advertisement only in any public place
specifically identified for such purposes be allowed strictly as
per local laws - Equal opportunity to candidates/political parties.

(c) If specifically earmarked places are already let out to any agency, the
DEO through municipal authorities should ensure equitable opportunity
to candidates/ political parties.

B. Defacement of Private Places

(a) Not to be permitted on private places, if the local law do not permit
even with consent of the owner.

(b) Where local law has express provisions permitting wall writings,
posters, banners, hoarding etc on private premises the written
permission of the owner is must - Photocopies of the same shall be
submitted by the candidate with a statement in prescribed format,
to the RO within 3 days - Expenditure to be accounted for. However,
expenditure incurred on party campaign without indicating any
candidate shall not be added to candidate’s expenditure.

(c) In areas where there is no law on defacement of private property,

temporary and easily removable campaign material like flags and
banners would be permitted with written permission of the owner.
Copy of the same is to be submitted to the RO within 3 days of putting
up the flags and banners.
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C. Other issues
(a) In case of violation of legal provisions relating to prevention of
defacement of property penal action to be taken.

(b) Displaying of flags and stickers on private vehicles - If it aims to solicit

vote for a candidate, then provision of S. 171-H IPC would be attracted.

(c) No poster/flag/campaign material be displayed on commercial

vehicles, except in case of vehicles permitted for electioneering (Ac-
tion u/s 171-H of IPC).

(d) External modification / fittings including loudspeakers, in contravention

of M.V. Act, not to be allowed on vehicles.

(e) The Election Commission has allowed use of school/college grounds

for political meetings provided that:

(i) Academic calendar of school/college is not disturbed under

any circumstances.

(ii) The school/college management has no objection and prior

permission for such campaigning is obtained from them as
well as Sub Divisional Officer concerned.

(iii) Such permission is granted on first-come served basis and no

political party is allowed to monopolize use of such grounds.

(iv) There is no order/direction of any court prohibiting use of

any such premise/ground.

(v) The political parties/candidates/campaigners shall ensure

that no Model Code norms are violated.

(vi) Any violation in allotment of school/college grounds for

political meetings will be viewed seriously by the Election
Commission. The accountability in this regard lies with the
Sub Divisional Officer.

The political party which has been permitted to use grounds for
campaigning purpose will be responsible to return the ground to
school/college authority concerned, without any damage or with
the requisite compensation for the damage caused, if any.

(f) State Road Transport Corporation Buses and Buses owned by

Municipal Corporation etc. and other Government owned vehicles
shall not be used for display of political advertisements during period
of MCC. (ECI’s No. 3/7/2014/SDR dt.26.09.2014)

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16.12 Accommodation in Government Guest Houses (ECI No. 437/6/2006-PLN-III

(Vol.-II) dt.1.4.2006)

(i) Accommodations in the Guest Houses / Rest Rouses of Govt. or PSUs can be
given to political functionaries who are provided security cover in Z scale
or above, on equitable basis.

(ii) No political activities while staying in such guest houses etc.

16.13 Liquor - Restrictions on Sale (Sec. 135-C of RP Act 1951 & ECI No.
464/L&O/2007 PLN-I dt.7.1.2007)

Liquor not to be sold, given or distributed on polling day and period of 48 hours
ending with close of poll - Dry day shall be declared.

16.14 Police briefing by CM/HM (ECI’s No.437/6/INST/2009/CC&BE dt. 26.04.09)

(i) Security briefing of CM/HM when essential should be undertaken by Home

Secretary or Chief Secretary. If required Police Agency/ Officers may present
in such briefing.

(ii) In situation where is so warranted, DGP/Police Agencies may inform the

political executives and take directions from them in the bona-fied performance
of their duty.

16.15 Misuse of religious institutions for political purposes (ECI’s No. 3/1/2012-
SDR dt. 27.07.2012)

(i) Use of place of worship for election propaganda in any manner is prohibited.

(ii) Use of religious institutions for funds of religious institutions for the
promotion or propagation of any political idea or political activity or for
benefit of any political party is offence and punishable under Religious
Institutions (Prevention of Misuse) Act, 1988.

(iii) In case of violations FIR/complaints be lodged.

16.16 Prohibition of Misuse of SMSs (ECI’s No. 464/INST/2008-EPS dt. 05.11.2008

& No. 464/INST/2012-EPS dt. 15.05.2012)

(i) For objectionable SMSs, which are violating the provisions of MCC, Election
Law and ECI’s directions, the police authorities should advertise special
mobile numbers on which the receiver of such SMSs can forward the said
SMSs along with the number of sender.

(ii) Police authority should initiate enquiry and take action under relevant
provisions of IPC and RP Act, 1951

(iii) Total prohibition of bulk SMSs of political nature during the period of 48
hours ending with the hours fixed for conclusion for poll.

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16.17 Use of loud speakers (ECI No. 3/8/2000/JS II dt. 26.12.2000 and No. 3/8/2005/
JS-II dt.26.9.2005)

(i) Loudspeakers on vehicles or for meetings can be used between 6.00 Am

and 10.00 PM only.

(ii) Permission is must for use of loudspeakers.

(iii) In the case of loudspeaker on vehicles, permit issued by Govt. authority,

shall indicate registration Number / identification Number of vehicles.

(iv) Vehicles used without written permission is liable to be confiscated with

all equipment.

(v) Expenditure to be accounted for.

16.18 Public meeting / processions

(i) A register for permissions granted for meetings etc.

(ii) “First come first” principle be followed strictly.

(iii) Permission - Subject to local laws / prohibitory orders.

(iv) No public meeting / processing after campaign period is over.

(v) Expenditure plan of the public rally must be enclosed with the application
for permission.

(vi) Copy of this expenditure plan shall be given by the DEO along with the copy
of permission to the officer deputed for maintenance of Law & Order, Asstt.
Expenditure Observer, VST & Accounting Team.

(vii) Permission for public rally shall not be given if the candidate does not
produce his account for inspection.

16.19 Temporary offices of candidates during electioneering (ECI No.

437/6/2007/INST/ PLN-III dt. 12.11.2007)

(i) No such offices will be setup by way of encroachment or in campus of a

religious place or contiguous to a educational institution / hospital or within
200 meters of PS.

(ii) Only one flag and one banner (4 × 8 ft.) is allowed.

16.20 Restriction on publication and dissemination of result of exit poll etc.

(Sec 126 A and 126B)

(i) No person shall conduct any exit poll and publish or publicized by means of
the print or electronic media or disseminate in any other manner, the result
of any exit poll, -

(a) At any time during the period as may be notified by the ECI.

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(b) The period may commence from the beginning of hours fixed for
poll on first day and continue till half an hour after close of poll in all
the phases in all States.

(ii) On contravention punishment- imprisonment up to 2 years/fine.

16.21 Prohibition of opinion poll or any poll survey – Opinion

(Sec. 126(1) (b))
poll or any poll survey in electronic media would be prohibited during 48 hours
ending with the hours fixed for conclusion of poll in the polling area.

16.22 Use of National Flag in rallies of political parties (ECI’s No.509/35/2014/

RCC dt.04.03.2014)

(i) No prohibition if proper use.

(ii) Authorities to ensure strict compliance an observance of provision of Flag

Code and the provisions of Emblem and Names (Prevention of Improper
Use) Act, 1950 and Prevention of Insult to National Honour Act, 1971.

16.23 Political Parties & star campaigners

(i) Names to come within 7 days of notification - their movements and expenses
to be closely monitored - cases when it will be apportioned to candidate(s).

(ii) CEO & DEO to maintain a party wise register to track the instances
of violation of MCC by candidates/star campaigners - Brief description be
given about violation, dates of violation, action taken, order passed - This
should also be put in public domain. (ECI No. 437/6/INST/2008-CC & BE
dated 18.2.2009)

(iii) Any violation of MCC by candidates of recognized political parties or by a

star campaigner must be reported to ECI.

16.24 Restrictions on the Printing of pamphlets, posters etc. [ECI’s No.

3/9(ES008)94-JS II/5196 dt. 2.9.94, No. 3/9/2004/JS II dt. 24.8.2004 & No.
3/9/2007/JS II dt. 16.10.2007 and Sec. 127A of RP Act 1951] -

(i) Ensure whether printers and publishers are complying with the provisions
of Sec. 127A of R. P Act, 1951.

(ii) All the printing presses shall be informed within 3 days of announcement
of election in writing by the District Magistrate to furnish information and
printed material as required U/s 127A of RP Act 1951 - Attention towards
provisions of Sec. 77(1) and 127-A of R.P. Act and sec. 171-H of IPC and
ECI’s directions may also be drawn.

(iii) Four copies of such printed material along with declaration of the publisher
shall be furnished to DM by the printer within 3 days of printing.

(iv) List of all the election pamphlets, posters etc shall be exhibited on the notice
board of DM.

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(v) Surrogate advertisements in print media for/against a political party/can-

didate - Expenditure involved in such advertisement has to be added to
account of election expenses u/s 77(1), hence required to be maintained -
Sec. 171H of IPC prohibits expenditure without authority from the candidate.

(vi) Strict action on violation of the provisions of Sec. 77(1) and 127A of RP Act,
1951, 171H of IPC and Commission’s directions.

(vii) A press note should be issued drawing attention towards provisions of Sec.
77(1) and 127A of RP Act, 1951 and Sec. 171H of IPC.

(viii) A report to CEO after completion of election.

(ix) Display of election materials, viz., Cardboard badges, Paper caps, Mobile
stickers, Sticker badges, Flag banners, Cut-outs, Caps, Masks, Scarf are not
covered under section 127-A. Therefore, they should not seized for violation
of 127-A. (ECI No. 464/INST/2012/EVS dt. 20.01.2012)

16.25 Feedback about “Dummy Candidates” and measures to be taken in this

regard (ECI’s No. 464/INST/2008/EPS dt. 7.1.2009)
(i) Actual use of vehicles permitted for campaigning be reviewed - Video
recording and collecting evidence - Issuing notice.

(ii) Before giving permits of vehicles on poll day dummy factor should be
considered.

(iii) Appointment of polling agents should be tracked.

(iv) Close watch on counting agents.

(v) On misuse of permitted vehicle, action u/s 171H IPC to be taken.

(vi) On misuse of vehicle authorized for other candidate, notice be given to

include the expenditure of the candidate, who misused the vehicle for his
campaigning.

16.26 Maintenance of high standards in election campaign (ECI’s No. 437/IN-

ST/2015-CCS dt.09.10.2015)

Political leaders/candidates should observe utmost restraint and decency in

their election campaign speeches and maintain high standards of conduct and be-
haviour.

16.27 Use of videography and digital camera during elections process (ECI
No. 447/2007/ PLN IV dt. 17.1.2007 and dt. 12.10.2007 and No. 4/2008/SDR dt.
15.12.2008)

(i) DEO/RO to make arrangement of videography of critical events during

election campaign day of poll, counting etc.

(ii) Video teams under supervision of Senior Officers - The private videogra
phers to be properly sensitized and be easily identified.

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(iii) Besides Video Surveillance Teams in EEM separate Video Teams will also
be required for videography of various stages of election process to be done
by DEO/RO.

(iv) Critical events which are likely to vitiate the poll and related to election
expenditure by candidates/political parties be videotaped - Viz - Meetings,
violent incidents, booth capturing, intimidation of voter, inducement/ bribery
of voters, canvassing within 100 meters of PS, vulgar display of expenditure,
cut-out/hoardings, movement/ activities of candidates with criminals
records, critical PS, nominations/ scrutiny/ withdrawal etc, preparation of
EVMs, closure and opening of strong rooms, counting process etc.

(v) Video films to be viewed by R.O/VVTs immediately - corrective actions by

R.O - In cases of serious infringement of MCC & seizure of money etc. copy
of video tape accompanied by a brief note by R.O., be sent to ECI.

(vi) Unedited videographic clippings/ cassettes/ CD’s will be handed over to

Observers on the same evening or latest by morning of next day - Certificate
to be also furnished.

(vii) CDs of all critical events should be made available on reasonable cost to
everyone whoever intends to obtain a copy of the same.

16.28 Campaign activities by persons other than political parties and candidates
(ECI No. 437/6/INST/2014/CC & BE dt.26.04.2014)

(i) They should not invoke a religion or religious ground or any activities likely
to create disharmony among classes/groups of people.

(ii) No statement that would amount to attack on personal life of any person or
statement that may be malicious or offending decency and morality.

(iii) Permission to hold meetings etc. subject to undertaking to abide the guidelines
of ECI.

(iv) Videography of such meetings by district administration- Action in case of

violation of law.

(v) A programme amounts to promote the election prospectus of a candidate/

candidates then prior special authority from candidates for incurring
expenses shall be obtained in writing which shall be submitted to DEO
within 48 hours.

16.29 Advertisement of political nature on Radio, TV Channel and cable

networks (ECI No. 509/75/2004 JS-I (Vol. II) dt. 15.4.2004; 26.9.2007; 2.11.2007,
dt. 08.11.2007; 21.11.2008; 18.03.2009, No. 3/ER/2009/SDR dt. 20.3.2009 and ECI
No.491/Paid News/2012/Media dated 27.07.2012; NO.491/MCMT/2014/Communi-
cation dt.15.03.2014, 11.04.2014, 12.04.2014 and 28.05.2015)

(i) Advertisement of political nature on TV Channels, Cable Network and Radio

including private FM Channels, Cinema Halls, audio-visuals display in public
places and social media are to be got certified.

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(ii) Persons other than political party or a candidate cannot give advertisement
on TV Chanel, Cable Network or Radio against a candidate or a party as that
would benefit other parties/candidates.

(iii) ‘Advertisement’ includes programme also which intends to use campaign

material.

(iv) Committees are formed at three level for previewing, scrutinizing and
verifying all advertisements by individual contesting candidates or political
parties before it is inserted in the electronic media.

(v) Bulk SMSs/voice messages on phone in election campaigning shall also be

in purview of pre-certification of election advertisements.

16.29.1 Committee setup in the office of CEO, Delhi

(i) To deal with applications by Central Offices of all Political Parties having
HQs at Delhi.

(ii) Certification by this committee will be valid for telecast/broadcast

throughout country in all States.

(iii) The party should submit a copy of the certificate obtain from
Committee in Delhi to CEO of the State in which such advertisements
are proposed to be telecast/broadcast.

(iv) The copy shall be accompanied with declaration that the same is a
true copy of the certificate.

(v) This should be submitted to the CEO of the State before the advertisement
is telecast/broadcast.

(vi) If the party seeks certification in multiple languages, the advt. material
in each of the language along-with certified transcripts should be
submitted to the Delhi Committee.

16.29.2 State level Committee

(a) Headed by Addl. CEO/Jt. CEO – for certification of political advertisement
by (i) State Units of recognized national political parties, (ii) all registered
political parties having HQ in the State and (iii) all organizations or groups
of persons or associations having their registered offices in the State.

(b) If a party with headquarter in Delhi seeks certification of advt. in any

regional language (without Hindi/English version) the application will be
submitted to the State Level Committee of the State to which the regional
language pertains.

(c) The Committee may accept and pre-certify the advt. from any political
party irrespective of location of their headquarter provided they have the
language competency to do so.

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16.29.3 District level MCMC

(i) For purposes of the certification of advertisements, the RO of the
Parliamentary Constituency/DEO & an ARO (not below SDM) and
an intermediary Expert/Social media expert shall be members of
MCMC.

(ii) For the scrutiny of cases of Paid News etc. there shall be 3 additional
members and in such case DEO of the district concerned will preside
the Committee.

(iii) District MCMC will also monitor all the political advertisements in
electronic media and social media, for checking if the telecast/broad-
cast has been done only after certification by the competent committee.

16.30 Immediate action will be taken in case of political advertisement is found

without certification.

16.31 Broad casting

Broad Casting of commercial advertisement of political nature on Radio Channels
(including private FM Channels) during the period of MCC–Instruction of ECI
about pre-broadcasting scrutiny and certification by the Committees setup at
three levels shall apply to advertisements on Radio also.

16.32 Film actor, if contesting election (ECI’s No.437/6/GJ-HP/2014

dt.15.04.2014)

Telecast of films (other than commercial advt.) involving film actors who are
contesting elections not to be allowed on Doordarshan during MCC period.

16.33 cVIGIL Application

(i) Ensure sufficient number of FST team setup in cVIGIL application
to handle logged cases for complete AC.

(ii) Ensure FST Team members download and Install Investigator App
on their mobile from cVIGIL website

(iii) Ensure FST accept and reject case within 5 minutes.

(iv) Ensure FST submit report within 30 minutes of acceptance, If FST is

taking more than usual time contact them.

(v) By-pass case if FST is not able to reach case co-ordinates.

(vi) Ensure to choose right status (Drop, Dispose and Escalate) for each
case.

(vii) Ensure to send timely report to the DEO.

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16.34 Permission to use video-vans (ECI No. 437/6/Campaign/ECI/INST/FUNCT/

MCC-2016 dated 04.01.2017)

(i) The permission to use video-vans for campaign purpose can be

granted by CEO only.

(ii) Transport Nodal Officer must submit certificate to the CEO that
video-van is in conformity with the Motor vehicle act.

(iii) The contents of the material for election publicity on the video-van
shall be pre-certified from MCMCs

(iv) Any party / candidate seeking permission to use video vans from
CEO, should first obtain necessary NOC from transport authority.

(v) There is no restriction on the number of video-vans which can be

used in a campaign but the expenditure for it shall be duly included
in the Election Expenditure Account of the party / candidate as the
case may be.

16.35 Use of Flags

Broad Casting of commercial advertisement of political nature on Radio Channels
(including private FM Channels) during the period of MCC–Instruction of ECI
about pre-broadcasting scrutiny and certification by the Committees setup at
three levels shall apply to advertisements on Radio also.

16.35.1 Use of Party Flags/Banners by Party Workers at their Residences —

Subject to restrictions under any local law or any court orders in force,
the political parties, candidates, their agents, workers and supporters
may put up banners, buntings, flags, cut-outs, on their own property,
provided they do so on their own volition, voluntarily and without any
pressure from any party, organization or person, and provided further
that these do not cause any inconvenience in any manner to anyone else.
If such display of banners, flags etc. aims to solicit vote for any particular
candidate, then the provisions of Section 171H of the Indian Penal Code
would be attracted and necessary action should be taken under the said
provisions.
16.35.2 Number of party flag to be displayed: There should be only three num-
ber of flags of a party/candidate to be used at party workers’/ support-
ers’ residence and at party offices. In case, some person wants to display
flags of more than one party or candidate, then it shall be restricted to
only one flag of each party/candidate. Display of flags would be subject
to local law and court orders, if any. However, the expenditure shall be
strictly accounted for as per existing directions of the Election Commission.
16.35.3 As for maximum number and size of party flag to be used by party work-
ers on vehicles, Election Commission has instructed as follows:
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(i) Two wheelers- One flag of maximum size 1ft X ½ ft. may be
permitted on one two-wheeler including bike. No banner shall be
allowed. 1 or 2 small stickers of appropriate size may be permitted
on each vehicle.

(ii) Three wheelers, four wheelers, e-rickshaws- One flag of maximum

size 1ft X ½ ft. No banner will be allowed. 1 or 2 small stickers of
appropriate size may be permitted on each vehicle.

(iii) As for a road show, only one flag of the size of 1 ft. X ½ ft. would be
allowed by the Returning Officer on a campaign vehicle.

(iv) Length of pole/stick for carrying flag shall not be more than 3 feet.

(v) It is clarified that if a party is having a pre-poll alliances/seat sharing

arrangement with another party then campaign vehicle of a candidate/
political party may display one flag each of such parties.

(vi) During a road show, the maximum size of a banner to be carried

out with hand will be 6 ft. X 4 ft.

16.35.4 While using flags or stickers on any vehicle, due care shall be taken that
visibility of the driver (of concerned vehicle or any other vehicle on
road), and any passenger from front or rear view is not hampered in any
manner.
16.35.5 No spot/focus/flashing/search lights and hooters shall be put on any
campaign vehicle.
16.35.6 No person shall put any flag or banner or sticker of big size on any vehicle
except with prior permission of the Competent Authority, and subject to
the relevant provisions of law and court direction/orders, if any.
16.35.7 Chief Electoral Officer shall ensure that all the local law, court’s direc-
tions/orders and provisions of Motor Vehicle Act are uniformly applied
throughout the State.
16.36 Regulation of Road Shows During Elections-
The Election Commission, to avoid inconvenience to the general public/
commuters during road shows, issued the following instructions-
(i) Prior permission for road shows shall be taken from the Competent
Authority.

(ii) As far as possible, road shows, subject to court orders and local laws,
should be permitted only on holidays and during non-peak hours,
on routes other than those having big hospitals, trauma centers,
blood banks and heavily crowded markets.

(iii) Number of vehicles and persons expected to join the road show
shall be intimated in advance.
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(iv) The road show shall not cover more than half the road width to
ensure safety of general public and free movement of traffic on the
other half.

(v) Simultaneous plying of number of vehicles on road including e-rick

shaws to be limited to 10. In case it exceeds the limit of 10 vehicles
then the convoy shall be broken after every 10 vehicles and a gap
of 100 mtrs maintained.

(vi) Safety of public and persons attending the road show shall be en
sured. Bursting of fire crackers and carrying of fire arms shall NOT
be permitted at all.

(vii) Loudspeakers can be used as per the Election Commission’s existing

instruction and subject to local laws and court orders, if any.

(viii) Display of animals in road shows is totally banned. Children, partic

ularly school children in uniform, should not take part in road shows.

(ix) The maximum size of banner to be carried with hand will be 6ft X 4ft.

(x) Only one flag of the size 1 ft X 1/2 ft with the permission of the
Returning Officer concerned would be allowed on campaign
vehicles in a road show.

(xi) No spot/focus/flashing/search lights and hooters shall be put on

any campaign vehicle.

16.37 Prohibition on campaign related activities

(ECI’s Instrumentation No. 3/8/2018/SDR/Vol. I dt. 05.09.2018) -
During MCC period there shall be prohibition on campaign related activity
including door to door campaign, SMS, WhatsApp calls, usages of Loud
Speakers etc. between 10.00 p.m. to 6.00 a.m. as it is necessary to respect
the privacy of the citizens and reduce the disturbance to public life in
general.

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Part -17. Monitoring of Election Expenditure

and Accounts of Candidates

Checklist for RO
[The check list is not exhaustive, in case of any doubt kindly refer to detailed instructions
in Compendium of Instructions on Election Expenditure Monitoring]

A. Before announcement of elections: -

1. To have the updated list of all the disqualified candidates, who have incurred
disqualification u/s 8A and 11 A (b) (for corrupt practices) and 10 A (failure to lodge the
account of election expenses in time and manner) of the R.P. Act, 1951, which may also be
viewed on Commission’s website www.eci.nic.in

2. To ensure that the following formats are ready at the o/o the DEO/RO:

(i) Election Expenditure Register of the candidates (duly serial numbered)

comprising of Bank Register, Cash Register, Day to Day Account Register,
Abstract Statement (Part I to Part IV) along with Schedules 1 to 9, Format
of Affidavit and Acknowledgement

(ii) Shadow Observation Register

(iii) Video Cue Sheet
(iv) Reporting formats by Flying Squad / Static Surveillance Team
(v) Compendium of Election Expenditure guidelines in local language
(vi) Form 26 regarding criminal cases, assets and liabilities.

3. To identify Expenditure Sensitive Pockets (ESPs), in the Constituency on the basis

of level of development, literacy and complaints received during the last Assembly
elections and to report to Commission.

4.. To identify the Master Trainers of State Police and State Excise Department of the
district for Expenditure Monitoring Team.

5. To pursue all pending cases of last election, where FIR was filed and take them to
their logical conclusion.

6. To identify officers who will be notified as Executive Magistrate for the Flying Squad/
Static Surveillance Team.

7. To prepare plan for training of all manpower to be deployed in Expenditure Moni-

toring Teams in 2/3 phases.

8. To arrange vehicles for all teams and the logistics.

9. To interact with BAGs and sensitize them about their role in ethical voting campaign
and provide information on malpractices during election.

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B. After announcement of election

10. To ensure that FS, VST, VVT, MCMC and Accounting team are functional from the
date of announcement of election.

11. To ensure that GPRS is fitted in all FS/SST vehicles and the Flying Squads shall
attend both the MCC cases and expenditure related cases within ½ an hour of receipt of
complaint.

12. The expenses incurred by the political parties shall be observed from the date
of announcement of election till completion of election and reported to CEO party wise,
after declaration of result.

13. To file FIR in appropriate cases, as detected by FS, SST or E.O.

C. After issuance of notification of elections

14. To ensure that SSTs are functional from the date of issue of notification.

15. Take note of the list of Star Campaigners received by the CEO and ECI within 7 days
of notification of election.

16. To scan the affidavit of assets and liabilities submitted by the candidates and upload
on to the CEO’s website within 24 hours of its receipt.

17. To hold a meeting of all the candidates or agents immediately after the allotment
of symbols to explain the process of expenditure monitoring, legal provisions relating to
election expenditure and consequences of non-compliance of these provisions.

18. To notify dates for inspection of accounts by the Expenditure Observer during the
campaign period and issue notices to the defaulting candidates as directed by the Expenditure
Observer.

19. To supervise complaint monitoring system and ensure that every complaint is
enquired within 24 hours of its receipt.

20. To ensure that all the documents required are put on his website and copies of the
same, if requested, are given immediately to the members of public on payment of
prescribed fee.

21. To ensure that after seizure by FS/SST, FIR/Complaint is filed promptly in appropriate
cases.

22. To interact with Expenditure Observers/Assistant Expenditure Observers and to

ensure that all teams are working smoothly.

23. To issue notice to the candidate, when any defect is pointed out by the EO/DEO and
received reply from the candidate/agent.

24. To issue notice to the candidate, preferably within 24 hrs. of the date of receipt of
information about suppression/omission of the expenditure incurred by the candidate
or if the candidate has not produced his account of election expenses for inspection on

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scheduled date or if the expenses incurred in election campaign are not correctly shown
by the candidate.

25. To ensure that the reply of the notices issued to the candidates are received within
48 hrs.

Checklist for DEO

[The check list is not exhaustive, in case of any doubt kindly refer to detailed instructions
in Compendium of Instructions on Election Expenditure Monitoring]

A. Before announcement of elections

1. To identify officers to be appointed as Assistant Expenditure Observers from Income
Tax, Customs & Central Excise or other Accounts Departments of Central Govt. or PSUs or
State Financial Services.

2. To identify manpower for Flying Squad (3 or more per AC); Static Surveillance
Team (3 or more per AC) and Video Surveillance Team (one or more per AC).

3. To mobilise Video Cameras, Web Cams, GPRS system etc., as per requirement of
Video Surveillance Teams, Flying Squads and Static Surveillance Teams.

4. To arrange TV/Computers with TV connection for MCMC.

5. To identify Expenditure Sensitive pockets (ESPs) and Expenditure Sensitive

Constituencies (ESCs) – on the basis of level of development, literacy, complaints during
Legislative Assembly Election to forward to ECI.

6. To identify a senior officer of ADM rank as Nodal Officer for Expenditure Monitoring
and inform to ECI – He will be Master Trainer for all Expenditure Monitoring officials

7. To identify the Nodal Officer of State Police and State Excise Department of the
district for Expenditure Monitoring programme- they will be Master Trainers.

8. To pursue all pending cases of last election, where FIR was filed and take it to logical
conclusion.

9. To identify officers who will be notified as Executive Magistrate for the Flying
Squad / Static Surveillance Team.

10. To prepare plan for training in 2/3 phases of all manpower to be deployed in
Expenditure Monitoring Teams.

11. To prepare workshop on EEM for the Media and political party functionaries of
the district, especially on requirement for rallies, notification of rates, restriction on cash
transaction and role of parties and media during election.

12. To print the following:

(i) Election Expenditure Register of the candidates (duly serial numbered) comprising
of Bank Register, Cash Register, Day to Day Account Register, Abstract Statement (Part I to
Part IV) along with Schedules 1 to 9, Format of Affidavit and Acknowledgement

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(ii) Shadow Observation Register

(iii) Video Cue Sheets for Video Surveillance Teams

(iv) Reporting formats by Flying Squad / Static Surveillance Team

(v) Compendium of Election Expenditure guidelines in Hindi/Local language

(vi) Form 26 regarding criminal cases, assets and liabilities.

(vii) Revised statement of Expenditure for the political parties, to be submitted within
75 days of declaration of result.

13. To identify the Booth Level Awareness Groups (BAGs) and have a sensitisation
programme with the BAGs at district level for ethical voting campaign, pledge letter, and
for familiarising them with software for uploading photo, audio, video of malpractices to
complaint centre.

14. To organise meeting with all Citizen Societies (CSOs)/NGOs, academicians, media
persons, and intellectuals on ethical voting and sensitise them about their role on ethical
voting campaign and creating awareness of penal provisions against bribing.

15. To prepare advertisement materials, audio video visuals, slogans etc. on ethical
voting.

16. To organise debate, slogan, cartoon etc. competitions in schools and colleges on
ethical voting and against bribery of elections.

17. To ensure that the pledge letters or ethical voting are circulated widely and signature
campaign for ethical voting is taken up in large scale.

18. To ensure that all cases of accounts of election expenses of candidates (pertaining
to last Assembly elections) have been disposed of.

B. After announcement of election

19. To arrange meeting with banks (i) for facilitation in opening bank account by
candidates and issuing cheque books/(ii) for sending suspicious transaction report
exceeding Rs.10 Lakh (iii) Procedure to be followed for ATM Vans as per guideline of
Ministry Finance dated 20.2.2013.

20. To go through the Guidelines for permission for helicopter landing in the district
and for checking of baggage.

21. The DEO shall hold a meeting with representatives of all the recognized National
and State Level political parties within 3 days of announcement of elections to explain all
the legal provisions and instructions of the Commission relating to election expenditure
and its monitoring and also provide them the rates of items of election expenditure. To
arrange a meeting with political parties in the district after announcement of election for
notification of rates of different items of election campaign expenditure and get consensus
on rates, with their signature.

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22. To start functioning of District level Complaint Monitoring Centre, MCMC, FS, VST,
VVT and Accounting Team from the date of announcement of election. The SST will start
functioning after issue of notification.

23. To videograph all rallies held by the political parties, for tallying expenditure by the
party with the expenditure statement furnished after 75 days of Assembly election and
90 days after Lok Sabha elections.

24. To publicise in local language about the checking measures against movement of cash
during election.

C. After issue of notification of election

25. To ensure that SSTs are functional in all constituencies and to see that all teams
of EEM are functional at constituency and district level and to ensure that FS/SST are
mixed with CPF in Expenditure Sensitive Constituencies.

26. To form DEMC and inform the procedure of appeal, SOP for FS/SST to all candidates.

27. To publicise in local media, the appeal procedure against the seizure of cash.

28. To take note of the list of Star Campaigners received directly by the CEO office or
from the Commission, within 7 days of notification of election.

29. To up-load scanned copies of all the Affidavits of Criminal cases, Assets & liabilities
on the CEO website, within 24 hours of these being filed by candidates of the recognised
political parties and in case of other candidates one day after the scrutiny of nomination
for public display.

30. Teams involved in EEM like FS, SST, VST, VVT, EMC, Excise Team, MCMC, DEMC,
Accounting Team, 24X7 District EEM Control room etc. are to be strengthened during the
last 72 hrs. of poll and CPF be provided to the FS, SST where required, which are deployed
near the polling stations.

31. To have police deployment plan during last 72 hrs. as the police may be required
for poll duty and in no case the FS, SST be disbanded during last 72 hrs.

D. After completion of elections

32. To arrange one-day facilitation training programme for all the candidates/ election
agents and the personnel engaged for receiving accounts within one week before the last
date of submission of the accounts of election expenses.

33. To issue letter just after declaration of result to candidates for “Account
Reconciliation Meeting” on the 26th day of declaration of result and to request them to
come prepared with the draft expenditure reports/statements and to arrange the said
meeting with Expenditure Observers, Assistant Expenditure Observers, members of
Accounting Team, Nodal Officer of Election Expenditure Monitoring of the district.

34. To issue a letter just after declaration of results to all the candidates for lodging
the account within 30 days of declaration of result and mentioning the date of facilitation
training in that notice.

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35. If no notice on understatement of items had been issued to the candidate during
the election process, the DEO is to issue letter within 15 days of declaration of result to
obtain reply of the candidate. Both letter/replies to be considered in Account Reconciliation
Meeting first and subsequently shall be informed to the ECI with the recorded views of
the District Expenditure Monitoring Committee (DEMC).

36. If there is any procedural defect in the account of a candidate, the DEO shall issue
a notice to defaulting candidate giving him 3 days’ time for rectifying the defect in the
account. The reply of the candidate along with copy of the notice shall be forwarded to the
Commission by the DEO with his comments.

37. In cases of delay in filing of accounts, not exceeding 15 days from the due date, the
DEO shall suo-moto issue a notice to the candidate calling for explanation for the delay.
The reply of the candidate will be examined by the DEO and he shall forward the copy of
notice and reply of the candidate, if any, to the Commission, along with his comments.

38. The DEO shall finalize the candidate wise summary and scrutiny reports in the pre-
scribed format by the 37th day from the date of declaration of result and shall forward the
same to the CEO office preferably by the 38th day.

39. Scanned copy of the Abstract Statement (Part I to Part IV along with Schedule 1
to 9) of all the candidates along with copies of all notices issued by the RO, if any, and the
replies thereto, during election period, must be put on the website of the CEO, positively
within 3 days of lodging of account of election expenses by the candidate, for wider dis-
semination of information to all public.

40. The scrutiny report of DEO for each candidate is to be entered in EEMS Software,
within 3 days after submission of DEO’s Scrutiny Report.

41. Expenses on Publication of Criminal antecedents in New Papers and TV Channels

will be monitored.

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Part- 18. Dispatch Arrangements of Polling Parties

18.1 Displaying No. and Name of PSs.

18.2 Checking attendance of polling parties + zonal magistrates.

18.3 Introducing all the members of a polling party.

18.4 Wherever required, replacement of absentee.

18.5 Ensuring that polling material has been received by all the parties.

18.6 Transport cell at dispersal centres.

18.7 Counter system - AC wise.

18.8 Third randomization of polling parties in the presence of Observer.

18.9 ID cards for poll personnel.

18.10 Last minute training-

(i) EVM/VVPAT briefing + Hands-on

(ii) Non EVM briefing.

18.11 Non CPF force, deployed at PS, to accompany the parties.

18.12 Facilities at dispersal centre -

(i) Boarding of vehicles.

(ii) Training space.

(iii) For checking of EVM + material by polling parties.

(iv) Facilitation centre for postal ballots.

(v) Strong rooms for EVMs, VVPATs and storage of other material.

(vi) Distribution counter.

(vii) Medical Aid.

(viii) Basic amenities.

18.13 No canvassing during period of 48 hours ending with close of poll.

18.14 Arrangement of advance TA/DA and outright charges etc., and medical kits.

18.15 POLL arrangement.

18.16 New formats, viz for MO, SO and Presiding Officer be given to the concerned.

18.17 Additional list of EPICs be included in despatch material.

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18.18 Every polling material kit to be checked well in advance.

18.19 Basic amenities for polling personnel.

18.20 First Aid/other medical facilities should be arranged.

18.21 ASD list of voters also to be given to polling parties.

18.22 OK report of all polling parties reaching their PSs.

18.23 P/O shall be advised to compare the machine number inscribed on the metal la-
bel and the adhesive sticker and also verify the PS No. indicated on the sticker
compared with PS No. mentioned in the address tag before accepting the EVM.
Discrepancy if any shall be brought to the notice of the officer in charge of dispatch
arrangement and be reconciled.

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Part-19. Poll Day Arrangements

19.1 Control Room Arrangements

(i) Additional staff / Equipment.

(ii) Communication arrangements - To be in touch with DEO/CEO etc., - Keep

mobile on.

(iii) Complaint handling arrangements.

(iv) Arrangement for deploying reserve staff.

(v) Arrangement for EVM and VVPAT replacement.

(vi) Arrangements for Webcasting at identified PSs.

(vii) Arrangements of videographers to polling stations.

(viii) Arrangement for escorting of the polled EVMs and VVPATs and election ma-
terial by CPF - Observers to be intimated.

19.2 Regulation of plying of vehicles on poll day [ECI’s No. 437/6/96-PLN-III dt.
16.01.1996 & dated 24.3.2007 and No. 437/6/2006 - PLN-III dt. 23.11.2007]

(i) One vehicle for candidate, one vehicle for election agent and one vehicle for
candidate’s workers/party workers be allowed - not more than 5 persons
including drivers be allowed. If candidate is absent from constituency no
other person should be allowed to use the vehicle allotted to him.

(ii) Permits be issued by DEO - Permits be displayed on wind screen of the

vehicle.

(iii) Carrying of voters by these vehicles - Corrupt practice u/s 133 and penal
action u/s 123(5) of RP Act, 1951.

(iv) Exceptions - Govt. Servant on duty, transportation of patient / old /infirm

persons, voters in their own vehicle, public transport and other genuine
bona-fide use other than election

(v) Private vehicles used by owners for themselves/ family members for going
to polling booth to vote, not to be allowed within a radius of 200 meter of
PS.

19.3 Prohibitions
(i) No canvassing within PS or any public or private place within a distance of
100 meters of a PS – (S. 130)

(ii) Cellular phones, cordless phone, wireless sets etc., not to be allowed,
except officers on duty in the 100 meters of a PS. [ECI No. 464/IN-
ST/2007-PLN-1 dt. 12.1.2007 and No. 464/INST/2008-EPS dt. 9.2.09]
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(iii) Identity slips to be plain white slips without name of candidate/party

markings/ symbol.

(iv) No posters or banners.

19.4 Prohibition of misuse of SMSs [ECI’s No. 464/INST/2008-EPS dt. 05.11.2008

and No. 464/INST/2012-EPS dt. 15.5.2012]

(i) Objectionable SMSs are to be traced and action to be taken by police. Police
authority should advertise special mobile numbers on which receivers of
such objectionable SMSs can forward the said SMSs.

(ii) Bulk transmission of SMSs as an alternative electioneering - cost involved

to be noticed.

(iii) Prohibition on transmission after the campaign period is over

(iv) Prohibition of loudspeakers, mega phones etc and disorderly conduct -

within 100 meters of a PS (S. 131)

(a) Amplifying or reproducing the human voice by any apparatus not

allowed.

(b) In case of contravention such apparatus be seized.

(c) Shouting or otherwise act in disorderly manner not allowed.

(d) Penal action also to be taken.

19.5 Video/digital photography of proceedings inside the PS (ECI’s No.

447/2007/PLN-IV dt. 17.1.07)

(i) In particular cases, as directed by ECI, photography of voters in identified

area/AC/PSs.

(ii) Faces of all electors, should be in same sequence as in Form 17-A - Special
care about faces of voters not having EPIC or ECI approved photo-I cards.

(iii) Critical events in and around the PS also to be captured - viz - mock poll
and sealing of EVM, positioning of voting compartment, presence of polling
agents, last voter in queue at the close of poll - visits of SO, etc.

(iv) After poll such officer will give a certificate.

(v) Separate counter for depositing camera and the certificate.

(vi) Downloading of data be arranged - Video cassettes to be treated as part of

election record.

(vii) Video cassettes duly indexed will be kept in the custody of DEO as other
election records.

(viii) Locking seals of cassettes will be kept intact.

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(ix) Inspection and certified copy of print of video cassette - as per direction of
ECI and on payment fixed by ECI.

19.6 Monitoring of Poll Process through Webcasting

(i) In the identified polling stations poll process will be monitored by RO/
DEO/CEO/ ECI through Webcasting.

(ii) Arrangements to be made as per direction of CEO.

(iii) Placement of camera used for webcasting should such that a broad view
of main aspects of poll proceedings are clearly captured and transmitted.
(ECI’s No.464/INST/2016-EPS dt.30.04.2016)

(iv) Signage – “You are under web camera/CCTV surveillance” in polling station.

19.7 Paid Holiday on day of poll (Sec. 135 B of RP Act, 1951 and ECI’s No. 78/2009/
EPS dt.30.3.2009; No.78/2014/EPF dt.18.03.2014)

(i) All establishments and shops should be closed on day of poll.

(ii) Even those electors including casual workers working outside the constitu-
ency having a general / bye - election, would be entitled for a Paid Holiday.

(iii) Daily wage / casual workers are also entitled for a holiday and wages on
poll day.

19.8 Candidates’ election booths

Candidates’ election booths (one table + two chairs) without shamiyana/tentage
and with one party flag and banner with party symbols/photographs beyond 200
mtrs. of a PS is allowed. The size of banner used in such offices should not exceed
‘4 feet X 8 feet’ subject to the further condition that if the local laws prescribe a
lower size for banner/ hoarding etc.; then the lower size prescribed by local law
shall prevail. If it has valid permission from local authority (ECI’s No. 437/6/
Campaign/ECI/INST/ FUNCT/MCC-2016 dt. 04.01.2017).

19.9 Going armed to / near a polling station (Sec. 134B and ECI No. 464/INST/2007
PLN-I dt. 24.2.2007)

(i) Security personnel attached to any person not to be allowed - Except in

case of person covered under Z Plus security who’s one security person in
simple cloths and with concealed weapon is allowed.

(ii) Prohibition for Minister/MP/MLA etc. to be an election agent etc., (ECI’s

No. 437/ INST/2008-EPS dt. 14.10.2008) -

(a) Minister/MP/MLA or persons to whom security cover granted not

to be an Election Agent/Polling Agent/Counting Agent.

(b) Any person having security cover will not be allowed to surrender
his security cover to act as such agent.

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19.10 Entry into polling station

(i) Only the persons entitled under rule 49-D be allowed -

(ii) Media person not to capture photograph of the balloting process in any
manner that will be reveal the secrecy of ballot - Everyone must have a valid
pass properly displayed.

(iii) Where the CPF is deployed a Jawan will stand at entrance - Not inside the
PS except called by Presiding Officer.

(iv) Polling agent- should be elector in same polling booth or from neighbouring
PS of same constituency. He must possess EPIC or any recognized photo ID
issue by Govt. or Govt. agency. He shall display EPIC or photo ID prominently
on his person.

19.11 Before Commencement of Poll

(i) Presiding Officer to demonstrate the EVM and VVPAT.

(ii) Marked copy of roll and Register of Voters also to be demonstrated before
the polling agents present and their signatures be taken.

(iii) Mock poll by Presiding Officer - A prescribed certificate shall be given

by Presiding Officer. (ECI No. 51/8/7/2008 - EMS dt. 15.7.2008 & 464/
INST/2008-EPS dt. 18.12.2008, ECI No. 51/8/VVPAT/2017-EMS dated
5.12.2017).

(iv) Control Unit and VVPAT drop box to be sealed properly.

(v) RO through SO and using other links shall track the conduct or otherwise of
mock poll and ascertain the mock poll status within 30 minutes.

(vi) Names of personnel using EDC facility should also be intimated to agents.

(vii) Before mock poll, EVM identification slips be issued to agents (ECI No.
51/8/7/2009-EMS dt. 18.2.09)

(viii) Mock poll certificate shall be given by Presiding Officer. (ECI No. 51/8/
VVPAT/2017-EMS dated 05.12.2017).

(ix) New EVM and VVPAT should be put to use only after conducting mock poll,
clearing the data of mock poll and recording the certificate of mock poll.

19.12 Duties of Polling Personnel

(i) Presiding Officer to regulate the voters, and maintain purity of election - To
deal with tendered votes, challenged votes, etc., - Overall supervision on
poll process.

(ii) Identification of voters - through EPIC or alternate documents approved by

ECI - Minor discrepancies can be overlooked.

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(iii) PO- 1st - Marked copy - Responsible for identification.

(iv) PO- 2nd - Indelible Ink - Register of voters - voter slips.

(v) PO- 3rd - Control Unit - He will sit near PrO - Same table for PrO + PO-3rd.

(vi) Indelible ink will be applied as per ECI’s guidelines dt.23.03.2015.

19.12.1 Duties of Polling Personnel in a polling party consisting only 2 Polling

Officers (ECI No. 576/3/2011/SDR dt. 22.03.2011)
(i) PO – 1st – Marked Copy + Indelible Ink

(ii) PO – 2nd – Register of Voters + CU

(iii) In such cases it is not necessary to prepare Voters Slips.

(iv) 2nd PO will activate the CU and then send the voter inside the voting
compartment exactly in the same sequence in which they sign in Register
17-A. He will ask voter to report about any malfunctioning of BU during
casting of vote.

19.13 During Poll Process

(i) Polling agents not to be allowed to carry electoral roll copy outside the PS
- They cannot be allowed to send slips, also, outside indicating the Sr. No.
of voters who have voted or not voted. [ECI’s No. 464/INST/2008-EPS dt.
21.1.09].

(ii) Special attention where mock poll had to be conducted in the absence of
agents [ECI’s No. 464/INST/2008-EPS dt. 18.12.2008]

(iii) Type of identity documents, Sr. No. of ID document and last four digits of
ID document should be entered in Register 17-A by PrO. (ECI No. 464/
INST/2011/EPS dt. 20.01.2012) However, in the case of electors voting on
the basis of EPIC, it is sufficient that “EP” (denoting EPIC) is mentioned in
the column.

(iv) Elector in ASD List should be personally verified by PrO. (ECI No. 464/
INST/2012/EPS dt. 25.01.2012)

(v) If there is a complaint with respect to candidate lamp of BU at the time of

voting the EVM should be replaced immediately and matter to be reported
ECI also. (ECI’s No. 51/8/16/8/2009 – EMS dt. 29-4-2011)

(vi) Revised Presiding Officer Dairy as per ECI’s No.576/11/2013/SDR

dt.16.02.2015.

(vii) Providing facilities to Persons with Disabilities as per ECI’s guidelines

dt.15.02.2016, 12.03.2016 and 07.09.2016.

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19.14 Test-vote (ECI’s No.51/8/7/2015-EMS dt.04.02.2015 and 05.02.2015)

(i) Any elector alleging malfunctioning of EVM may complaint in writing in the
format available with PrO.

(II) Test-vote by the complainant in the presence of PrO and candidates/polling

agents.

(iii) Additional entry in the Form-17-A before test-vote and after the casting of
test-vote.

(iv) In case allegation found false, then remarks be entered against the second
entry in the register and signatures are to be obtained of the elector. Vote
casted in favour of a candidate in the test-vote shall be deducted during
counting of votes.

(v) Necessary entries in Form-17-C Part-I, item-5 shall be made by PrO.

19.15 Mobile phone in PS

(i) Observers, Micro Observers should keep their mobile/cellular phones in
silent mode inside the P.S. and shall not use it from inside of a PS.

(ii) During polling Presiding Officer and other staff shall keep their mobile
“silent mode” in the PS. If required they can talk from outside the polling
booth.

(iii) Booth Level Officers to be stationed outside the polling booth and should
keep with mobile phone switched on.

19.16 Voter Assistance Booth/Desk and Voter’s Slip (ECI’s No. 23/lo-
cater/2007-ERS dt.05.11.2007 and No. 464/INST/2011/EPS dt.18.02.2011,
dt.19.03.2011, dt.20.01.2012 & ECI No. 464/INST/2013-EPS dt. 14.06.2013;
No.464/INST-VS/2014/EPF dt.21.03.2014)

(i) Voter’s slip including photograph of elector, wherever available, will be dis-
tributed by Distt. Adm. 5 days before the poll day to facilitate the voter to
know about his enrolment i.e., Part No., Sr. No. & Polling Station- Signature
of electors to be taken in pre-printed register.

(ii) The Voter’s slip should be authenticated by by ERO and distributed by BLO
with his/her signature.

(iii) Only one set of Photo Voter Slips would be printed.

(iv) Roll in alphabetical order, in English, to locate the voter quickly shall also be
kept at this facilitation desk.

(v) Photo Voter Slip shall not be accepted for identification of voter. Voter will
have to produce EPIC or any other photo ID card notified by the Commis-
sion with Voter Slip for his/her identification.

(vi) Voter Assistance Booth will be set up at each polling station premise/build-
ing location irrespective of the number of polling booths
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(vii) Volunteers to be appointed to assist PwD voters.

19.17 Identification of electors

EPIC have to be produced for identification. If the elector is not able to produce
EPIC, any alternate document notified by ECI shall be produced. Minor discrepancies
in the entries in EPIC should be ignored.

19.18 Facilitation for Senior Citizen and Persons with Disabilities (ECI’s No.
509/110/2004-JS-I dt.26.10.2007; No. 51/8/2009-EMS dt.12.2.09, No. 464/2009-
EPS dt.30.04.2009; No.464/INST/PwD/2016-EPS dt.15.02.2016, 12.03.2016 &
07.09.2016)

(i) They should be given priority for entering PS without having to wait in
queue - Separate queue for Senior Citizen.

(ii) Full facility be provided to take wheel chairs of physically challenged

persons inside the PS.

(iii) PrO should follow the provisions of Rule 49N - regarding companion of
blind/infirm voter.

(iv) Wide publicity about the facilities to be given to such voters.

(v) Dummy Ballot Sheet in Braille - It will be given to a visually impaired voter
on his request so that he can be able to cast his vote by reading the Sr. No.
of the candidates on the numeric sticker fixed on BU - If he desires, the
companion will be allowed to accompany him to voting compartment.

(vi) Special arrangements as per guidelines of ECI dt.15.02.2016, 12.03.2016

and 07.09.2016-Comprehensive Activity Chart.

(vii) Transport facility to be provided for PwDs in each and every polling
station on the day of poll. (ECI’s letter no. 464/INST/PwD/2018-EPS Dt.
27.09.2018)

19.19 Sector Officer

(i) Sector Officer shall visit all the polling stations during the first two hours of
poll and give the poll commencement report to the RO for polling stations
under his jurisdiction.

(ii) Sector Officer shall ensure replacement of any EVM and VVPAT that would
not operate for whatsoever reason at the start and during the poll hours:

(iii) Sector Officer shall oscillate between his/her polling stations and make
himself/herself available/contactable to every Presiding Officer under his/
her jurisdiction and ensure that the poll is conducted in a free and fair manner
and without interruptions. Sector Officer will ensure that there is no
obstruction to any of the vulnerable pockets/population identified earlier
in approaching the polling station and casting of votes. Any such thing shall
be reported to the RO immediately. Sector Officer will give an OK report on
conduct of poll in polling stations under his jurisdiction.
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(iv) He shall ensure that all the vulnerable electors have been participated in
voting.

(v) Sector Officer will safely escort and get deposited the polled EVMs and
VVPATs at designated counters.

19.20 After close of poll - Main points for Presiding Officer

(i) Tally 17A, 17C and EVM count.

(ii) Proper sealing of EVM and election papers including Dummy Ballot
Sheets.

(iii) Tally 17A, 17C and EVM count - PO diary to be completed

(iv) Additional report format to be handed over to SO

(v) Form 17C - Attested copies to be given to polling agents.

(vi) SO to ensure about arrangement.

(vii) A line to be drawn after the last entry in 17A - Signed statement that
“The Sr. No. of last entry in form 17A is….” to be recorded - Signa-
tures of agents also to be obtained, in the register.

19.21 Three comprehensive reports on Poll day (Para 62 of Ch. 13 of RO Handbook

2019)-

First up to 1300 hrs., Second by 1900 hrs. and third by 0700 hrs. on next day by
RO to the Commission with a copy to CEO.

19.22 Recommendation for fresh poll/completion of adjourned poll (Para 58,

59 & 60 of Ch. 13 of RO Handbook 2019) -

(i) Where necessary such recommendations should be in prescribed formats

given in RO Handbook 2019 (Annexure 44, 45 & 46).

(ii) While sending report for re-poll, result of Form 17A scrutiny be stated
specifically.

19.23 Adjournment of poll after death of a candidate [Sec 52 of RP ACT 51, Para
56 of Ch. 13 of RO Handbook 2019]

(i) RO on being satisfied about the fact should order such adjournment.

(ii) State party recognised in other state not to be treated as recognised

political party within scope of section 52, even that party has been granted
concession under para 10 of Symbol Order to use its symbol. Therefore,
poll will not be adjourned on the death of candidate set up by such party in
such other state.

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Part-20. Receipt Arrangements

20.1 Final storage at district HQ only - Observers to verify arrangements.

(i) Facilities -like lighting, proper barricading, control room, drinking water,
toilets, refreshment, medical aid

(ii) Strong rooms/Store rooms - proper security

(iii) Telephone, Fax, Internet, Computer section, rooms for Observers, DEO, etc.

20.2 There should be no crowding - If required set up separate counters for specific
numbers of PSs.

20.3 Receipt of documents and polling material - as per printed checklist- Receiving
officer should sign it.

20.4 Counter system - AC wise

(i) For sealed CUs + Form 17C + PrO declaration

(ii) For other election papers - statutory + non-statutory

(iii) For other items / articles

(iv) For PO diary + 17C + SOs report + Addl. repot of PrO.

(v) For depositing digital camera along with certificate in case of identified PSs.

(vi) Separate special counter for election papers of PSs identified for scrutiny
of 17-A etc.

(vii) Hoarding indicating such PSs at reception centre

(viii) PrO can be relieved only after obtaining the EVMs and document after
proper verification and discussion with RO/ARO/Observer.

20.5 Check before receipt

PrO diary is properly filled up and visit sheet attached thereto.
(i) EVM is sealed
(ii) 17C is given to Polling Agents
(iii) Additional report format by PrO given to SO

(iv) All documents/material is available as per the Checklist.

20.6 Strong Rooms

(i) Two cordoned security for strong rooms.

(ii) Firefighting requirements to be kept.

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‘No voter to be left behind’

(iii) Candidates/Agent be permitted to affix their seals and they may keep a
watch from a considerable distance.

(iv) Security measures as per ECI’s No.51/8/6/2015-EMS dt.10.07.2015. (See

Part-3 of this Check list)

(v) Strong room of EVMs - AC wise - EVMs + one copy of 17C + PrO declaration

(vi) Strong room for election papers - Sealing thereof - To be put up in steel
trunks - AC wise

(vii) Separate room or demarked space for storing election paper of PSs whereat
scrutiny of 17-A register etc. will be done after poll.

20.7 Scrutiny of 17-A etc. (ECI No. 464/INST/2007 PLN-I dt. 12.10.2007 & No. 464/
INST/2012/EPS Dt. 08.02.2012)

(i) Scrutiny of PO diaries, 17-A, MO reports, Video reports, Still photography,

visitors sheets, ZM reports, PrO reports etc. shall be done by Observer and
RO in the presence of candidates/agents for such categories of polling
stations as described in ECI’s instructions dt. 08.02.2012.

(ii) To facilitate identification of PSs for which scrutiny of 17-A etc. is required
to be done, RO shall collect information on the points as mentioned in ECI’s
instruction dt. 08.02.2012.

(iii) As far as possible scrutiny will take place at 11.00 AM on day after Poll.

(iv) A written notice, in advance, should be served on all candidates to be present.

(v) Cross check the entries of Form 17A, marked copy of roll, remarks column
of 17A, Form 17C, photography if taken.

(vi) The entire process shall be videographed.

(vii) Report shall be submitted to ECI as soon as scrutiny is over.

(viii) Candidates/Agent not to be allowed with cellular phones.

(ix) Log book to be maintained.

(x) After scrutiny packets to be re-sealed.

(xi) Recommendation for re-poll if any be made by RO and Observer to ECI with
reason.

(xii) Difference in opinion, if any, be reflected with reasons.

20.8 Recommendation for fresh poll/completion of adjourned poll

(i) Where necessary such recommendations should be in prescribed formats
given in RO Handbook.

(ii) Where polling gets delayed - An adjourned poll should be held where polling
fails to start for two hours. (ECI No. 464/INST/2009-EPS dt. 21.1.09)
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20.9 Arrangements of re-poll - Adjourned poll

(i) Re-poll u/s 58 / 58A - Re-poll EVMs be put back in same strong room - old
EVM to be prominently marked cancelled / not to be counted - Separate
polling party for the re-poll.

(ii) Adjourned poll u/s 57 - Sealed packets containing marked copy of roll and
the Register of Voters and new EVM will be provided to PrO. - PrO to open
sealed packet in presence of polling agents present.

20.10 Safe custody of voting machines after poll

(i) Ensure that all the Presiding Officers should deposit voting machines and
election papers and other materials at the storage centres without any
avoidable delay.

(ii) Earmarked inside the storage room or building, specified parts of the floor
space in the form of squares in advance for stacking the voting machines
received from particular polling stations. The arrangement for this should
follow the serial number of polling stations.

(iii) All Balloting Unit(s) and Control Unit received from one polling station must
invariably be kept together at one place on the same square. The Control
Unit should be kept on top of the Balloting Unit(s). One copy of the account
of votes recorded and the paper seal account of each polling station should
be kept on top of the Control Unit pertaining to the polling station. The
duplicate copy of the account of votes recorded and the paper seal account
should be kept under RO safe custody along with the Presiding Officers Di-
ary and other records like register of voters (17A) reports of Sector/ Zonal
magistrates, Additional inputs provided by the Presiding Officer (refer ECI
instruction in this regard) etc.

(iv) Ensure safe custody of metal seals, rubber stamps etc.

20.11 Safe custody of election records / EVMS after result

(R. 92, 93 and 94 of CE Rules 1961 and Ch. 14 of RO Handbook)

1. Under double lock – one key with DEO and one with TO.
2. Inspection / Attested copies of record which are not prohibited.

3. Disposal of record – After expiry of prescribed period.

4. EVMs also to be cleared after expiry of prescribed period and be kept in

DEO’s Godown / Store at safe place and as per prescribed norms / ECI
guidelines.

5. Where election petition is pending election record not be disposed off and
EVMs not to be cleared and to be kept intact.

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Part-21. Counting of Votes and declaration of result

(R. 50 to 54A, 55C, 56C, 57C and 60 to 66 of CE Rules, 1961 and Ch. XIV of RO Hand-
book, ECI No. 470/2007 PLN-I dt. 11.1.2007 & 29.8.2007; No. 470/2009/EPS dt. 21.1.09;
No. 470/2009/EPS dt. 22.1.2009, No. 470/TN.LA/2011/SS1 dt. 05.05.2011 & No. 470/
INST/2012-EPS dt. 01.03.2012)

21.1 Counting centres and Programme of Counting

(i) Date, time and place (Counting centre) shall be approved by the Commis-
sion -

(ii) While selecting the building, all relevant factors should be considered, viz
security, space available, infrastructure, maintenance of law and order, etc.

21.2 Arrangements for emergency lights

Fool proof effective alternative arrangements for lights in and around the counting
halls.

21.3 Giving Notice to candidates about time, date and place

RO shall give notice to each candidate or his election agent in form prescribed
(Annexure 36 of RO Handbook 2019)

21.4 Arrangements at counting centre

(i) Counting centre and receipt centres should be same.
(ii) Strong rooms and counting centres should be within same campus.
(iii) Large rooms can be divided into halls by temporary partitions - In such
partition CGI sheets with rigid frame be used, so that any material cannot
be slipped through partition.
(iv) Only one Assembly segment in one hall.
(v) There should be sufficient place for counting officials/agents, etc.
(vi) Each counting centre will have a distinct No. and each hall within counting
centre have a distinct No.
(vii) Counting plan to be prepared - pre-allotment of PSs.
(viii) Drawings of counting centre be given to Observer.
(ix) Counting halls should be got ready at least 3 clear days before counting - A
report in this regard to be sent by RO to CEO and by Observer to ECI -
consolidated report by CEO also to ECI.
(x) Photo I-Cards to counting officials/candidates/agents.
(xi) Arrangement for counting of VVPAT paper slips, if required - as per ECI No.
51/8/VVPAT/2017-EMS dt. 05.12.2017.
(xii) Unauthorized persons not to be allowed.

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21.4.1 Checklist for Infrastructural Facilities in Counting Hall/ Outside

1. Whether counting hall is spacious enough for accommodating tables, staff
and agents?

2. Whether sufficient space available outside for hassle free movement of

EVMs, possible crowd, law & order enforcement personnel, etc?

3. Whether power supply and power backup arrangement (generator, emergency

lights, petromax lamps) available?

4. Whether transparent wire mesh barricades between the counting tables

and counting agents erected?

5. Whether counting table, RO table, Observer table and table for computation
and compilation provided?

6. Whether white/ black board with pre-written name of candidates and

round numbers provided in the hall for writing the results?

7. Whether various requirements like counting trays (for ballot paper counting,
including PB), pigeon holes (for ballot paper counting, including PB), sealing
material, steel trunks, forms, etc. assessed and procured?

8. Whether micro observer’s pre-printed statement prepared on which there

is space for noting down the CU No., Round No., Table No., Polling Station
Number and thereafter the names of all the contesting candidates as they
appear in the ballot paper, for recording votes polled on each EVM?

9. Whether a blank Form 17 C, along with carbon paper, made available at

each Counting Table to act as duplicate Form 17 C?

10. Whether a rubber stamp facsimile of all candidates (in order in which their
name comes on the ballot paper) prepared to stamp on the Part 2 of the
Form 17 C received from the Polling Station and the duplicate Form17 C
before starting counting on each table?

11. Whether stationary, including carbon paper, paper pencil, scissors, etc.,
provided for each table?

12. Whether computers provided in the hall for computation of results?

13. Whether communication room with telephone, fax, internet facilities,

computers, hot line and a senior officer-in-charge ready in the Counting
Centre?

14. Whether communication room for Observer set up?

15. Whether media centre with mobile deposit facility, communication facility
and an officer-in-charge for media persons set up?

16. Whether mobile deposit facility for others set up?

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17. Whether loudspeaker for making announcements outside available?

18. Whether counting hall ready 3 days before day of counting, and report sent
to CEO for forwarding to ECI?

19. QR Code scanner/reader for ETPBs counting.

20. Cabins, pigeon holes, plastic boxes etc for VVPAT paper slip counting.

21.5 Security Arrangements

(i) Three tier cordoning system should be setup to prevent unauthorised en-
try inside the counting centres.

(ii) No counting agent without proper identity and having photograph duly
displayed on its person shall be allowed to cross the first cordon.

(iii) Identify of candidates/agents and counting officials should also be thoroughly

verified at the first cordon itself.

(iv) Magistrate to be posted at entrance to control crowed and regulate the entry.

(v) Proper frisking at 2nd cordon by state police personnel.

(vi) Barricades for each counting table.

21.6 Facilities at counting centres

(i) Observers or group of Observers will be provided a separate room or cubicle
with table/chairs, a telephone with STD and fax.

(ii) Telephone of Observers to be installed 15 days ahead of counting and to be

made known to ECI.

(iii) Separate one or more telephone lines with STD and fax for RO/DEO to keep
in touch with CEO and ECI.

(iv) Two internet connections and computers in a separate data room.

(v) Arrangements for on-line results.

21.7 Media centres

(i) Separate room of adequate size should be provided with telephone, fax,
data communicate network etc.

(ii) PRO or ARO or other senior officer should be made OIC of the media centre.

(iii) Escorting of small media groups to visit counting halls from time to time -
Officials to be deployed to assist the OIC, for such escorting.

(iv) Media room should be at some distance from counting hall - media passes
will be issued ‘counting centre wise’ and not ‘counting hall wise’.

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(v) Counting trends and result information be given at media centre in systematic
manner and in good time.

(vi) Static camera or video not to be allowed inside counting hall or for this
purpose a line be demarcated.

21.8 Counting Agents

(i) Obtain the list of counting agents with their photographs from all the
contesting candidates by 1700 hours on the day 3 days prior to counting.
Photo I-cards of the counting agents should be issued them and there.

(ii) Allow in counting hall only such counting agents as there are counting tables
and one more to watch at ROs.

(iii) Each counting agent may have a badge-bearing name of candidate and table
No.

21.9 Appointment of Counting Assistants/Supervisors

(i) Counting staff should not be affiliated with any candidate or party.

(ii) Supervisor should be a Gazetted Officer or of equivalent status.

(iii) One supervisor and one assistant at one table.

(iv) Counting Supervisor and Counting Assistant for the Postal Ballot should be
Gazetted Officer.

(v) Staff of local bodies should not be appointed.

21.10 Randomization of counting officials (ECI No. 470/INST/2014-EPS dt.

30.04.2014)

Three stage randomizations.

(i) In 1st stage —

(a) A list of 120% of required number of officials (Counting Supervisors

and Assistants & MOs) in the district should be generated (including
reserve) randomly using software by DEO, one week prior to date of
counting.

(b) In no case at this stage the identity of Assembly segment will be

known.

(ii) In 2nd stage -

(a) AC wise randomization shall be done by DEO in presence of

Observer(s) 24 hours prior to commencement of counting.

(b) There after concerned RO shall issue appointment letters to these

officials assigning them allotted AC.

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(iii) In 3rd stage –

(a) Randomization of tables in counting hall allotted to counting super-

visors/assistant/MOs by RO in presence of Observer at 5.00 AM at
the day of counting.

(b) 10% staff to be kept as reserve – Replacement in exigency from reserve

staff by DEO randomly after consulting Observer.

Videography of randomization process will be done.

21.11 Additional counting staff/Micro Observers

(i) GOI/Central Govt. PSU official on each table as static observer

(ii) He will note down the CU No., Round No., PS No., and candidate wise result,
in a pre-printed format - The format will be handed over to Observer

(iii) DEO to issue I-Card to such staff - They will also be selected randomly by
Observer.

21.12 Entry into counting hall

(i) Only following persons can enter counting centres: -

(a) Counting Supervisors/Assistants/staff appointed by RO

(b) Persons authorized by Commission.

(c) Public servants on election duty.

(d) Candidates, their election agents and counting agents.

(ii) Ministers/ MPs/ MLAs/ MLCs/ Mayor/ Municipal Chairman/ Zila

Pramukh/Pradhan will not to be allowed as Election Agent or counting
agent, irrespective of whether he/she is provided security or not or anything
else. (ECI’s No.464/INST/2014/EPS dt.01.04.2014)

(iii) Candidates whether he is MP/MLA shall be permitted with a stipulation

that security persons with arms should not get into counting hall.

(iv) Such candidates should be asked to given an undertaking that they are
voluntarily surrendering their security. Exception is SPG producting or
similarly placed persons. One SPG personnel in plain cloth can be accom-
panied with them.

(v) Nobody except the Observer will be allowed to carry the Mobile handset
inside the counting hall. Only the Mobile phone of the RO, which is linked
to ETPBS, to be used to receive ‘OTP’ to log into ETPBS to start counting
thereof is to be brought inside the counting hall. The Mobile handset will
be switched on only to receive ‘OTP’ and be switched off once the system is
logged on ETPBS. Such Mobile handset will be kept in the Observer’s cus-
tody in switch off mode till the counting is over. (ECI’s No. 470/INST/ET-
PBS/2017-EPS dt. 15.12.2017.
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 ‘No voter to be left behind’

21.13 Counting process

(i) A round wise statement to be prepared by RO in a format.

(ii) RO and Observer, both shall verify it.

(iii) Next round should only start after finishing previous round at all tables.

(iv) Table wise round wise results be shown at notice board inside counting
centre and to be announced through public address system.

(v) Flow of data through GENESYS.

(vi) Round wise data to be faxed to CEO and also to be updated in the application
stipulated by ECI.

(vii) Mandatory verification of VVPATs Paper Slip vide ECI letter no.51/8/
VVPAT-INS/2018-EMS dated 13.02.2018.

(viii) After counting, the fully reconciled data should be checked thoroughly before
result is declared.

(ix) RO shall not declare the result without receiving the authorization in the
prescribed format.

(x) Random Re-counting – Re-counting of two EVMs selected randomly by

Observer from every round separately and additionally.

(xi) Counting of VVPAT slips - As circumstances specified by ECI directions.

(xii) Application for VVPAT Paper Slips Counting - As per ECI’s No. 51/8/
VVPAT/2017-EMS dt. 05.12.2017.

(xiii) Procedure to count VVPAT Paper Slips- As per ECI’s No. 51/8/VVPAT/2017-
EMS dt. 05.12.2017.

21.14 Counting of votes received by post [R. 54A and ECI’s No. 470/INST/2014-EPS dt.
30.04.2014]

(i) RO to first deal with the PBs - After a gap of 30 minutes the EVM counting
can also start. However, the penultimate round of EVM counting should not
commence unless the PB counting is over.

(ii) Should be separate tables and separate arrangements.

(iii) One ARO shall be dedicated to handle the ETPB counting.

(iv) Procedure to count ETPBs mentioned in ECI’s letter no. 52/2018/SDR dt.
21.08.2018 to be followed.

(v) One ARO shall be dedicated to handle the other PBs counting.

(vi) Observer & RO should closely monitor the PB counting.

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‘No voter to be left behind’

(vii) Before finalizing the tally of PB counting the RO should personally verify
whether PB considered invalid and rejected have been verified properly
before rejected.

(viii) All PBs received till the time fixed for commencement of counting of votes
shall be opened for counting.

(ix) Covers in Form 13C received after hour fixed for commencement not to be
opened - They may be rejected and be kept separately into a larger cover
and sealed.

(x) In 1st phase –

(a) Covers in Form 13C be opened one after another and Form 13A will
be scrutinized first before opening the Cover-A.

(b) RO will reject PB without opening Cover-A if, -

1. The Declaration (13-A) is not found inside 13-C, or

2. The Declaration has not been duly signed or not duly attested
or is otherwise substantially defective, or

3. The Sr. No. of PB on Form-13A is different from the Sr. No.

written on Cover-A

(c) All such rejected Covers-A containing PBs should be endorsed by

RO/ARO and will be re-placed back with respective Form-13A in
Cover-B (13-C)

(d) All such Covers-B will be kept together in separate packet which will
be sealed and full particulars will be noted thereon.

(xi) In 2nd phase –

(a) RO will proceed to deal with remaining Covers-A (13B)

(b) In order to protect secrecy of voting all Declarations (13A) which

were found in order should be placed together in a separate packet
and sealed.

(c) Thereafter Covers in Form 13B should be opened and ballot paper
will be scrutinized one after another.

(d) A Postal Ballot will be rejected if, -

1. No vote is recorded thereon, or

2. Vote is in favour of more than one candidate, or

3. It is a spurious ballot, or

4. It is so damaged or mutilated that its identity as genuine bal-

lot cannot be established, or

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(e) It is not returned in the Cover-B sent to the elector, or

(f) The mark indicating the vote is doubtful, or

(g) The voter is identified.

(xii) Any mark to indicate the vote can be accepted as valid.

(xiii) A Postal Ballot shall not be rejected merely on the ground that the attesting
officer has not put his seal on Form-13A, if the attesting officer has given
all relevant details with regard to his name and designation (ECI No. 464/
INST/2012 – EPS dt. 13.12.2012)

(xiv) A Postal Ballot shall not also be rejected on the ground that the elector has
not put his signature on Cover-B, if the identity of the elector is identifiable
on the basis of Form-13A (ECI No. 464/INST/2012 – EPS dt. 13.12.2012)

(xv) Result of PBs, received within prescribed time, to be shown in Form-20.

(xvi) Mandatory re-verification in the presence of Observer and RO, in case the
victory is being decided only on account of PB counting.

(xvii) Such re-verification/recounting proceedings should be videographed -

Video cassette / CD should be sealed.

(xviii) Format for recording the tally of votes in counting of postal ballots as per
ECI’s No.470/2014/SDR dt.14.05.2014.

(xix) Mandatory verification of VVPAT Paper Slips of one randomly selected polling
station in each AC/Assembly segment. (ECI’s letter no. 51/8/VVPAT-IN-
ST/2018-EMS Dt. 13.02.2018)

21.15 Declaration of result and return of election (Sec. 65, 66 and 67A of RP
Act, 1951; R. 64 of CE Rules, 1961; Ch. 15 of RO Handbook 2019, ECI No. 470/IN-
ST/2014-EPS dt.30.04.2014)

(i) After completing final result sheet in Form 20 and receiving approval of the
Observer, the RO will declare the result. The result shall also be updated on
the application stipulated by ECI.

(ii) Any additional votes casted in favour of any candidate in “test-vote”

procedure, as mentioned in item 5 of Part-I of Form-17-C by Presiding
Officer, shall be deducted in Form-20 with remarks. (ECI’s No.51/8/7/2015-
EMS dt.04.02.2015)

(iii) Formal declaration of result shall be made in Form 21C.

(iv) Date of result is the date of result declared.

(v) Return of election in Form 21-E shall be completed and certified as soon as
result is declared.

(vi) One copy each of Forms 20, 21C and 21E will be given to Observer.

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(vii) Copy of Form 21 E to any candidate/agent @ 2/- per copy.

21.16 Re-sealing of EVMs and election record (Para 38 and 40 of Ch. 15 of RO

Handbook 2019, R. 93(1) of CE Rules 1961)

(i) Immediately after counting is over, Control Units and packets of election
papers specified under rule 93(1) shall be sealed with ROs seal and with
the secret seal of the Commission.

(ii) After completion of counting of votes, EVMs and VVPATs containing printed
paper slips in its Drop box, shall be kept in the same strong room without
removing Power Packs of Control Units and Power Packs and Paper Rolls
of VVPATs.

(iii) Secret seal shall be put on packets only and not on any of the locks of the
trunk.

(iv) After the sealing of the used Control Unit in boxes and election paper
proceedings should be drawn up as prescribed.

21.17 Restriction on number of persons for receiving certificate of election

(ECI No. 464/INST/2009-EPS dt. 15.5.2009)

When the candidate come for receiving certificate of election, only a maximum of
4 persons may accompany him.

21.18 Return of secret seal

(i) After sealing is over, the secret seal should be put into a separate packet,
which should also be sealed. Candidates may be allowed to put their seals
on the packet.

(ii) It should be returned to ECI, within 24 hours of counting of votes, by

registered insured post.

21.19 Safe custody of election papers (R. 92 & 57C of CE Rules 1961 and Para 33, 34
and 42 of CH. 15 of RO Handbook 2019)

(i) Follow the procedure as mentioned in Returning Officer Handbook.

(ii) Advance arrangement of steel boxes, locks, transportation, security, space

in treasury should be ensured.

21.20 Certificate of election (Sec.53 of RP Act 1951 and R. 66 of CE Rules 1961)

(i) Soon after declaration of result, candidate shall be granted a certificate of

election in Form 22. Certificate should be in English or Hindi.

(ii) Receipt of such certificate shall be obtained from candidate in the format
given in para 8 of Ch. 16 of RO Handbook 2019. Signature of candidate on
the acknowledgement shall be duly attested by the RO.

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21.21 Reports of election (Para 6 of Ch. 16 of RO Handbook 2018)

(i) Intimation of the result of election shall be sent by an immediate Fax/

quickest means of transmission to the authorities - as mentioned in Ch. 16
of RO Handbook 2019.

(ii) Copies of documents relating to result etc be sent (Ch. 16 of RO Handbook

and Sec. 67 of RP Act, 1951 and R. 64, 66 of CE Rules, 1961)

(iii) Documents duly signed with seal of RO are to be sent immediately to -

1. Election Commission of India, New Delhi, through CEO

(a) Form - 20

(b) Form - 21C

(c) Form - 21E

2. Chief Electoral Officer

(a) Form - 20

(b) Form - 21C

(c) Form - 21E

3. Form - 21C

(i) In case of Lok Sabha election to the Union Ministry of Law & Justice
(Legislative Department), New Delhi

(ii) In case of election to the State/UT Legislative Assembly to State

Government/UT

4.

(i) In case of Lok Sabha Election to the Secretary General of the

Lok Sabha, New Delhi.

(a) Form - 21C

(b) Acknowledgement of Certificate of Election.

(ii) In case of Election to the State/UT Legislative Assembly to

the Secretary of the State/UT.

(a) Form - 21C

(b) Acknowledgement of Certificate of Election.

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21.22 Preparation of due constitution notification (ECI’s No.464/INST/2013-EPS

dt.09.01.2014)

While preparing the Form-21C, RO should ensure that,-

(i) Name of constituency as per Delimitation Order,

(ii) Name and address of candidates as per 7-A.

(iii) Name of Party as per latest notification of ECI.

(iv) Form-12C should be ink-signed with seal of RO along with certificate that
the above have been adhered to.

21.22 Safe custody of election records / EVMs after result (R. 92, 93 and 94 of CE
Rules 1961 and Ch. 19 of RO Handbook 2019)

(i) Under double lock - one key with DEO and one with TO.

(ii) Inspection may be allowed and attested copies may be given of records
which are not prohibited.

(iii) Disposal of record - After expiry of prescribed period

(iv) EVMs also to be cleared after expiry of prescribed period and be kept in
DEO’s Godown / Store at safe place and as per prescribed norms.

(v) Where election petition is pending election record not to be disposed of

and EVM not to be cleared and to be kept intact.

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Part-22. Sending various statistical information

and reports to the CEO

22.1 REPORTS
(i) Polling Station wise elector information (Gender Ratio) – Current Electoral
Rolls.

(ii) AC wise elector information (Gender Ratio).

(iii) Polling Station wise elector information (Elector Population Ratio) –Current
Electoral Rolls.

(iv) AC wise elector information (Elector Population Ratio).

(v) District Age Cohort wise Elector Information.

(vi) Polling Station wise information on inclusion and deletions in Current Electoral
Rolls.

(vii) AC wise information on inclusion and deletions in Current Electoral Rolls.

(viii) Polling Station wise information on EPIC and Photo Coverage in Current
Electoral Rolls.

(ix) AC wise information on EPIC and Photo Coverage in Current Electoral Rolls.

(x) Polling Station Location (PLS) Details.

(xi) Constituency wise Information on migrated Electors.

(xii) Information on Service Voters.

22.2 Other Information’s/Reports

a) Related to Electoral Rolls.

b) Report regarding publication of draft electoral roll.

c) Report of final publication of Electoral Roll.

d) Statistical information related to Electoral Roll.

(i) Information related to Addition, Deletion, Modification.

(ii) Details of applications of Addition / Deletion.

(iii) Information relating to Addition and Deletion.

(iv) Information relating to service voters and general voters in the final
published electoral roll.

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e) Information related to Polling Stations.

f) Information related to publication of draft list of Polling Stations. (After

Delimitation and as per direction of Commission.)

g) Information related to publication of final list of Polling Stations. (After

Delimitation and as per direction of Commission.)

h) Proposal relating to modification of the Polling Stations.

22.3 Nomination
a) Information relating to the issue of public notice of election by the RO.

b) Daily information of nominated candidates.

c) Information relating to the validly nominated candidates (In alphabetical

order)

d) Information relating to report of result of uncontested Election.

e) Information relating to list of contesting candidates.

22.4 Polling Personnel

a) OK report of the reaching of Polling parties of the AC / District to the Polling
Stations.

b) OK report of the returning Polling parties of the AC / District to reception

centre.

22.5 Counting Centre

Sending report to the Commission for approval of counting centre. (with strong
room)

22.6 Poll Day

a) Information related to conduct of mock Poll at all the Polling Stations of AC
/ District.

b) Issuance of certificate of Mock Poll by the P.O. and collection of these certif-
icate by Zonal / Sector Officers.

c) Information related to commencement of Poll.

d) Information related to Poll.

1st Report – At 1 P.M.

2nd Report At 7 P.M.

3rd Report At 7 A.M of next day of Poll

e) Information relating to % of poll at 9 AM, 11AM, 1PM and 5 PM on Poll Day.

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f) Information relating to EPIC Voter on 7PM of Poll Day.

g) During the course of polling, the RO will maintain a separate register to

identify such polling stations and even before the arrival of the polling party
at the reception centre and a hoarding or a notice board at reception centre
indicating number and details of the polling stations that would be handled
at the special counter should be put up.

22.7 On Day of Counting

a) Information relating to round wise report of result.

(Annexure for tabulating trend / result).

b) Information relating on line generation report.

c) Information relating to result in the following formats:

Declaration of result of election 4 Copies Immediately after the declaration of

form 21 C / D result
Return of Election Form 21 E 4 Copies Immediately after the declaration of
result
Index Card 3 Copies Within 3 Days
Form 20 (Final Result Sheet) 4 Copies Within 3 Days
RO Report 4 Copies Immediately After Election
Check list 4 Copies Immediately After Election
Cancelled ballot paper 2 Copies Immediately After Election
Check Memo 2 Copies Within 8 Days
Receipt of Certificate from 2 Copies After issuing certificate (Form 22) to
winning candidate.
winning candidate
Information relating to executive
summary of election
22.8 Precautions while filling Index Cards
1. Name of the candidate must be exactly as it appears in Form 7A.

2. Political Party’s name must be written in full, and not in abbreviation.

3. RO’s seal and sign must be there in original and ink [No Photocopy etc].

22.9 After Counting

a) Sealing and storage of polled EVMs as per ECI guidelines.

b) Returning secret seal as per ECI guidelines.

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22.10 ALLEGATION AGAINST POLLING STAFF

Whenever specific allegations of a serious nature are made in writing against the
Presiding Officer or the polling staff about his/her conduct during polling at an
election, RO should inquire into the matter as soon as practicable and send the pa-
pers together with DEO report to the Chief Electoral Officer and the Commission.

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Part-23. Miscellaneous
(Ch. 19 of RO Handbook)

23.1 Disposal of deposits made by candidates (Sec. 158 of RP Act, 1951)-

(i) The deposit can be refunded only to the person in whose it was made in the
treasury or his legal representatives if he is dead.

(ii) The deposit shall be refunded if the conditions laid down u/s 158 of RP Act,
1951 are fulfilled.

(iii) Form of applications for return is given in RO Handbook 2019.

23.2 ROs report (Ch. 19 of RO Handbook 2019)

(i) Two copies of report in Format given in RO Handbook should be sent to

Commission through CEO one copy for CEO also.

(ii) Ensure in advance that required information from Presiding Officers is

available and mentioned in P.O. diaries.

23.3 Index Card (Ch. 19 of RO Handbook 2019)

(i) Send it through CEO to the Commission within 15 days of poll.

(ii) To fill up the Index Card instructions given in the card should be carefully
followed (Format given in RO Handbook)

23.4 Disposal of surplus and waste ballot papers

(i) Directions of Commission given at Para 19.19 of Ch. 19 of RO Handbook
2019 shall be followed strictly.

(ii) Superintendent Government Press and Collector / District Magistrate of

the district, wherein Govt. Press is situated, shall send a report within a
week to the CEO certifying that all surplus and waste ballot papers printed
have been destroyed in the prescribed manner. Such consolidated report
with certificate shall be submitted onwards to the Commission by the CEO.

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“No voter to be left behind”

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ELECTION COMMISSION OF INDIA
Nirvachan Sadan, Ashoka Road, New Delhi-110001
www.eci.gov.in https://www.facebook.com/ECI/
http://www.youtube.com/c/ECIVoterEducation
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